Animal Movie Night checklist: what to arrange and when

An Animal Movie Night needs more than a film list and a projector. You need to confirm screening rights, test every video and audio connection, and give guests clear arrival information before the event. This checklist takes you from choosing films and processing registrations to setting up the entrance, snack buffet and projection area. Use it to spot the easy-to-forget details, especially dietary requirements, backup files, extension leads and enough time for a full equipment test.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Select films
2 people
Check screening rights
Reserve the venue and hall
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send visitor information
Test the equipment
2 people
Download films
Do the shopping
2 people
Check video files
Prepare snacks
3 people
Chill drinks
2 people
Clean the room
3 people
Set up tables
3 people
Set out chairs
3 people
Set up the projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Set up the lighting
2 people
Hang up decorations
2 people
Set up the snack buffet
3 people
Set up information table
Set up the entrance and coat check
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Explain the program
Start the first film
Serve snacks
2 people
Refill drinks
2 people
Lead the break
3 people
Start the second film
Restock the snack buffet
2 people
Answer visitors' questions
Start the third film
Wave goodbye to visitors
3 people

Aftercare

Switch off equipment
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Check materials
2 people
Return borrowed materials
2 people
Handle lost and found

What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Tableclothqty 6
Coat rack

Equipment

Projector
Projection screen
Speakersqty 2
Audio mixer
Laptop
HDMI cableqty 2
Extension cordqty 4
Power stripqty 4

Tableware

Reusable cupsqty 60
Bowlsqty 12
Platesqty 50
Cutlery setsqty 50
Serving bowlsqty 10
Serving spoonsqty 10

Kitchen

Coolersqty 3
Water jugqty 3
Coffee maker
Kettle
Cutting boardsqty 2
Knivesqty 4
Serving plattersqty 10

Decorations

Animal postersqty 12
Animal figuresqty 20
Table décorqty 6

Lighting

Mood lightingqty 4
Batteriesqty 12

Catering

Groceries

Tips

Check screening rights before you publish the programme or send invitations. Allow at least 7 days for confirmation so you can replace a film if permission is unavailable.
Test the projector, screen, laptop, HDMI cable, speakers and audio mixer together, not separately. Run each video file for at least 10 minutes in the actual room and keep a backup copy available.
Send visitor information at least 3 days before the screening. Include the arrival time, entrance and coat-check arrangements, programme order, and how guests should report dietary requirements.
Plan the snack and drink setup around the film schedule. Chill drinks before guests arrive, place serving bowls and spoons on the buffet, and leave at least 30 minutes for preparing snacks and filling the water jug.
Set up the room in a fixed order on the day: clean first, then tables and chairs, projection and sound, lighting and decorations, and finally the entrance and snack buffet. Finish the equipment check before guests enter, with spare batteries and extension leads close by.

Frequently asked questions

How far in advance should I plan an Animal Movie Night?: Start at least 3 to 4 weeks ahead. Use the first week to select films and check screening rights, then allow time for reservations, invitations, registrations and visitor information.
When should I test the projector and sound for an Animal Movie Night?: Do a complete room test at least 24 hours before the event, including every film file and cable. Repeat a short power-on and playback check 60 to 90 minutes before guests arrive.
How many films should I show at an Animal Movie Night?: Plan around 90 to 120 minutes of total screening time for a typical evening, with a 15-minute break between films. Build the programme around your venue’s closing time and allow 30 minutes for arrival and seating.
When should I collect dietary requirements from guests?: Ask during registration and set a response deadline at least 7 days before the event. Confirm the final requirements 2 to 3 days beforehand, before shopping and preparing the snack buffet.

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