What you need for a short film night

A short film night needs more than films and a projector. You will need a reliable playback setup, enough seating and tableware, clear visitor information, and a way to keep cables and refreshments under control. The most commonly missed items are adapters, backup film copies, extension leads, serving equipment and signs for the programme. Use this list to buy or borrow the essentials before the venue opens.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 70
Coat racksqty 2
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 5
Extension cordsqty 5
Cable reelsqty 2
Gaffer tapeqty 3

Lighting

Atmosphere lightsqty 6
LED lightsqty 4
Flashlightsqty 2

Tableware

Drinking glassesqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 10
Pitcherqty 3

Decorations

Tableclothsqty 6
Movie star postersqty 8
Program standsqty 4
Name badgesqty 80

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Cleaning spraysqty 3

Catering

Coolersqty 3
Thermos flasksqty 3
Water jugsqty 4
Serving spoonsqty 8
Drink dispensersqty 2
Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Tonic - 3 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Popcorn kernels - 3 kilograms
- Sunflower oil - 2 bottles
- Salt - 1 pack
- Mini pretzels - 4 bags
- Snack mix - 4 bags
- Olives - 3 jars
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mini cucumbers - 3 packs
- Carrots - 3 kilogram
- Hummus - 4 tubs
- Baguettes - 8 pieces
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Vegetarian wraps - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tips

Bring two copies of every film in different formats, and test both before the event. A downloaded file is not enough if the laptop cannot play its audio or video correctly.
Check your projector connections before shopping for cables. Count the required HDMI cables, adapters, power strips and extension cords, then add gaffer tape to secure every cable across a walkway.
For a seated screening, count one chair per registered visitor and add a small number of spare seats. Set aside tables for registration, refreshments and equipment rather than using the projection table for everything.
Plan tableware from the guest count: one drinking glass, coffee cup, plate and cutlery set per person, plus extra pieces for replacements. Include serving bowls and a pitcher so catering is not served directly from packaging.
Buy or borrow practical venue supplies as well as decorations. Coat racks, waste bins, flashlights, a broom, and a dustpan and brush are easy to overlook but useful when guests arrive, cables need checking, or the room needs a quick reset.

Frequently asked questions

What equipment do I need for a short film night?: You need a projector, projection screen, laptop, speakers and mixer, plus the HDMI cables, adapters, power strips and extension cords that connect them. Prepare two tested film formats as a backup.
How many chairs and glasses do I need for a film night?: Provide one chair and one drinking glass per registered guest, then add a small buffer of about 5 to 10 percent. Do the same for plates, cutlery and coffee cups if refreshments are served.
What should I buy for refreshments at a short film screening?: Allow one plate, cutlery set and glass per guest, with serving bowls and a pitcher for shared food and drinks. Confirm dietary requirements before ordering catering, ideally at least 5 to 7 days in advance.
When should I test the projector and films?: Test the complete film programme at least one day before the screening, using the same laptop, projector, speakers and cables planned for the event. Repeat a short connection and sound check when the venue opens.

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