Animation festival checklist and planning timeline

An animation festival needs more than a film programme. You must clear screening rights, confirm technical formats, schedule workshops, brief speakers and give participants clear registration details. Start with the date, venue and programme, then move through promotion, registration and production. In the final week, check every film on the actual projector, prepare workshop materials, print the run sheet and label rooms so the day does not depend on last-minute decisions.

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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

Set the date and program
2 people
Reserve the venue and rooms
Checking film rights
Select animated films
3 people
Compile workshops
3 people
Confirm guest speakers
2 people
Request technical requirements
Put the schedule on the website
Send invitations
2 people
Open the registration form
Create promotional images
2 people
Launch the social media campaign
Process registrations
2 people
Collect dietary requirements
Allocate workshop registrations
2 people
Send participant confirmations
Print the run sheet
Print labels and signage
2 people
Download and check films
2 people
Collect presentations
Prepare workshop materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Charge equipment
2 people
Test film equipment
2 people
Open venue
2 people
Check the halls
2 people
Set up tables and chairs
4 people
Set up the screening room
3 people
Set up workshop tables
3 people
Set up exhibition walls
3 people
Hang up decorative materials
2 people
Connect the projectors
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up films per auditorium
2 people
Test workshop software
2 people
Build the catering buffet
3 people
Set up registration desk
2 people
Lay out name badges
2 people
Hang up signage
2 people
Brief volunteers
2 people

Event

Open the doors
2 people
Register visitors
3 people
Explain the program
Play the opening film
2 people
Guide the stop-motion workshop
3 people
Guide the workshop storyboard
2 people
Screen short films
2 people
Lead the Q&A with the animator
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Guide the exhibition
2 people
Collect audience feedback
2 people
Set up the evening films
2 people
Present the evening program
Screen the feature film
2 people
Announce the audience prize
2 people
Screen the closing film
2 people
See visitors out
3 people

Aftercare

Switch off equipment
2 people
Store leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the rooms
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Pack exhibition works safely
3 people
Return equipment
2 people
Return materials
2 people
Register lost and found items
Distribute leftover food
2 people
Archive photos and files
Send thank-you message
Inform the winners

What to bring

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

Furniture

Tablesqty 12
Chairsqty 140
Bar stoolsqty 8
Registration desk
Coat racksqty 4
Waste binsqty 10

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 6
Blu-ray playersqty 2
HDMI cablesqty 8
HDMI adaptersqty 6
USB sticksqty 6
Speakersqty 4
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Headphonesqty 12
Headphone amplifier
Stop-motion camerasqty 8
Tripodsqty 8
Lamp setsqty 8
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 12
Power banksqty 6
Presentation clickersqty 2

Tableware

Reusable cupsqty 160
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Scissorsqty 8
Corkscrewsqty 3
Bottle openersqty 4

Decorations

Movie postersqty 30
Exhibition wallsqty 8
Photo framesqty 20
Runnerqty 2
Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Photo backdrop
Directional signsqty 20
Name badgesqty 160
Adhesive stripsqty 6
Cork boardsqty 4
Bulletin board cardsqty 160

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Battery lanternsqty 8

Workshop materials

Stop-motion figuresqty 40
Modeling clayqty 12
Drawing paperqty 500
Storyboard sheetsqty 180
Pencilsqty 180
Colored pencilsqty 120
Markersqty 120
Erasersqty 80
Sharpenersqty 20
Scissors for childrenqty 40
Glue sticksqty 40
Rolls of tapeqty 20
Craft cardboardqty 200
Backdrop clothsqty 8
Animation booksqty 20

Registration

Registration listsqty 10
Pensqty 40
Wristbandsqty 160
Program bookletsqty 180
Ballotsqty 180
Ballot boxesqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Disinfectant sprayqty 6
Waste sorting binsqty 6
Laundry basketsqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Include film running times, workshop capacity, speaker availability and room requirements so you can allocate places without changing the schedule later.
Check screening rights and download every film at least 7 days before the festival. Test the files, subtitles, audio and backup copies on the equipment you will use on the day.
Close or review registrations 3 to 5 days before the event. Use the final list to collect dietary requirements, allocate workshop places and send confirmations with arrival instructions.
Give each room a clear technical pack: projector, screen, laptop or Blu-ray player, HDMI cables and the correct adapters. Test the full signal and sound path rather than checking each item separately.
Print the run sheet, room signs, labels and participant lists on the day before the festival. Charge microphones, laptops, cameras and power banks overnight, and keep extension cords and power strips ready for each room.

Frequently asked questions

How far in advance should I organise an animation festival?: Start planning at least 3 to 6 months ahead, especially if you need a venue, guest speakers or film rights. Set the date and programme first, then allow time for promotion and registration.
When should I check film rights for an animation festival?: Check rights before publishing the programme or opening registration, preferably 8 to 12 weeks before the event. Keep written confirmation for every film and resolve restrictions before promotion begins.
When should I test the animation festival equipment?: Download and test all films and presentations at least 7 days before the festival. Repeat a full projector, screen, laptop, audio and cable test during the final 24 hours.
When should registration close for an animation festival?: Close registration or freeze the attendee list 3 to 5 days before the event. This leaves enough time to allocate workshops, collect dietary requirements and send participant confirmations.

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.