What you need for an outdoor film screening

An outdoor film screening needs more than a projector and a film. Plan seating, power, sound, lighting, snacks, drinks and a way to keep cables and equipment safe outdoors. Use this list to shop and gather supplies before guests arrive, with quantities based on your audience size. Check the venue, forecast and backup plan early, because extension cables, ice, blankets and serving equipment are easy to leave until the last minute.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Folding chairsqty 100
Foldable tablesqty 8
Picnic blanketsqty 30
Waste binsqty 8
Clothes racksqty 2

Equipment

Projector
Projection screen
Speakersqty 2
Audio mixer
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 6
Cable rampsqty 8

Lighting

String lightsqty 6
LED lightsqty 8
Lanternsqty 6

Tableware

Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 6

Kitchen

Coolersqty 4
Ice packsqty 20
Thermos flasksqty 4
Popcorn machinesqty 2
Scissorsqty 4

Decorations

Tableclothsqty 8
Program postersqty 10
Direction signsqty 12
Chalkboardsqty 4

Cleaning

Broomsqty 4
Dustpan and brushqty 4
Bucketsqty 4
Cleaning clothsqty 12
Mopsqty 4

Catering

Groceries
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Lemon syrup - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Popcorn kernels - 8 kilograms
- Sunflower oil - 4 liters
- Popcorn salt - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salty popcorn - 20 bags
- Pretzels - 8 bags
- Wine gums - 6 bags
- Chocolate bars - 60 pieces
- Cookies - 10 packs
- Muesli bars - 60 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilograms
- Mini rolls - 120 pieces
- Young cheese - 4 kilograms
- Cooked ham - 3 kilograms
- Hummus - 12 tubs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Paper napkins - 600 pieces
- Wooden stirrers - 200 pieces
- Ice cubes - 20 kilograms
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand gel - 6 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 12 pieces
- Paper towels - 8 packs

Tips

Allow one chair per guest, plus 10% extra if space allows. Add one picnic blanket for every 3–4 people who may prefer to sit on the ground.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks in coolers with ice packs before guests arrive.
Use at least one serving plate, cup and cutlery set per guest, plus 10% spare. Bring serving spoons for shared snacks and keep dietary-specific food clearly separated.
Check the projector, laptop, speakers, HDMI cables and power connections at least 24 hours beforehand. Bring extension cords, power strips and cable ramps so cables do not cross walking routes unprotected.
Provide one waste bin for every 20–25 guests and add LED lights, lanterns or string lights around paths and tables. Keep the screen area dark while making entrances, signs and cables visible.

Frequently asked questions

How many chairs do I need for an outdoor movie night?: Plan one chair per guest and add 10% extra where possible. For 40 guests, prepare 44 chairs, then add picnic blankets for guests who prefer floor seating.
How much food and drink do I need for an outdoor film screening?: Allow two to three drinks per person during the first hour, followed by one per person per additional hour. For snacks, prepare at least two portions per guest and add 10% extra for late arrivals or second servings.
How many extension cords do I need for an outdoor screening?: Start with one extension cord for each separate power run, usually two to three for a small setup. Add power strips only after checking the equipment load, and cover every cable crossing with a cable ramp.
When should I prepare the equipment for an outdoor movie night?: Test the projector, film file, speakers, laptop and cables at least 24 hours before the screening. Collect rented or borrowed equipment the day before, then check the weather and backup plan again on the event day.

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