What to buy for a press preview

A press preview needs more than drinks and snacks. You need a clear registration setup, enough tableware for the catering service, and reliable equipment for the film screening. Plan quantities around your guest count, then add a small reserve for late arrivals, replacements and dietary requirements. This list helps you check the practical supplies before the venue opens, the drinks are chilled and the press folders are laid out.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 70
Reception tablesqty 3
Buffet tablesqty 4
Lounge chairsqty 8
Coat racksqty 2

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 3
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 5
Extension cordsqty 5
USB sticksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Serving tongsqty 8
Bread basketsqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 70
Badge holdersqty 70
Pensqty 20
Registration signsqty 2
Red carpet

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger ale - 4 bottles
- Tonic - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Prosecco - 10 bottles
- Alcohol-free sparkling wine - 4 bottles
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- Baguettes - 8 pieces
- Mini wraps - 80 pieces
- Cream cheese - 2 tubs
- Hummus - 2 tubs
- Young cheese - 2 kilos
- Smoked salmon - 1 kilo
- Vegetarian spreads - 4 jars
- Herb butter - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 4 jars
- Mixed nuts - 2 kilos
- Mini quiches - 100 pieces
- Falafel balls - 100 pieces
- Brownies - 80 pieces
- Mini fruit pastries - 80 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 tin
- Pepper - 1 can
- Napkins - 200 pieces
- Paper coffee cups - 100 pieces
- Stirrers - 100 pieces
- Ice cubes - 10 kilos
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee and other refreshments, and chill bottled drinks before guests arrive.
Allow one wine glass, one water glass and one coffee cup per guest, plus at least 10% extra. For buffet catering, provide one dinner plate and one dessert plate per person, with matching cutlery and a small reserve.
Prepare the registration table with printed attendance lists, name badges, pens and press folders before opening the venue. Keep at least 10% more badges and folders than the confirmed press list to cover walk-ins and damaged copies.
Test the film file on the actual laptop, projector, screen and speakers at least one day before the preview. Keep the backup file on two USB sticks, and bring the correct HDMI cable, adapters, power strips and extension cords.
Set aside serving trays, tongs, coolers and thermos flasks before catering arrives. Count buffet and lounge furniture against the expected attendance, and leave a clear route from registration to the screening room.

Frequently asked questions

How much food and drink do I need for a press preview?: For a short press preview, plan two to three drinks per guest during the first hour, including water. Order catering for the confirmed attendance plus 10%, with extra portions for dietary requirements and late arrivals.
How many glasses and plates are needed for a press preview?: Provide one wine glass, one water glass, one coffee cup, one dinner plate and one dessert plate per guest. Add at least 10% extra tableware so replacements are available during service.
What screening equipment do I need for a press preview?: You need a tested laptop, projector, projection screen, speakers, the required HDMI cables and adapters, plus power strips and extension cords. Store the film backup on two USB sticks and test the complete setup at least 24 hours beforehand.
When should I buy and prepare supplies for a press preview?: Buy non-perishable supplies at least 3 to 5 days before the event. Chill drinks, check tableware and pack the registration materials the day before, then test the screening equipment no later than 24 hours before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.