Animation film festival checklist: plan it in the right order

An animation film festival needs more than a program and a projector. You must clear screening rights, collect working film files, confirm speakers, manage registrations and test the full screening sequence before visitors arrive. This checklist puts the work in a useful order, from choosing the date and venue to printing programs, preparing the registration desk and storing chilled catering. Use it to keep creative decisions, technical checks and visitor logistics on track.

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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 festival date
2 people
Compile program
3 people
Select films
3 people
Check screening rights
2 people
Collect film files
2 people
Reserve venue
2 people
Determine room layout
2 people
Create a registration form
Send invitations
2 people
Publish festival online
Process registrations
2 people
Collect dietary requirements
Send visitor information
Confirm guest speakers
2 people
Brief the hosts
2 people
Print the run sheet
Print the program booklets
2 people
Prepare name badges
2 people
Test the film sequence
2 people
Reserve projection equipment
2 people
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store chilled products
2 people
Collect equipment
2 people
Pick up venue keys
Open halls
2 people
Set up entrance and wayfinding signs
3 people
Set up tables
3 people
Set up chairs
4 people
Set up projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Technically test the films
2 people
Test microphones
2 people
Test lighting settings
2 people
Set up registration desk
2 people
Lay out program brochures
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Check toilets
Place waste stations
2 people
Hold team briefing
8 people

Event

Open the doors
3 people
Register visitors
3 people
Hand out program brochures
2 people
Host the opening
2 people
Play first film
2 people
Lead the film break
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Announce film presentations
Play second film
2 people
Moderate audience questions
2 people
Announce evening program
Play the third film
2 people
Restock break buffet
3 people
Distribute audience voting
2 people
Collect audience votes
3 people
Announce the winner
2 people
Present the prize
2 people
Announce the final film
Play final film
2 people
Present the farewell
2 people
Guide visitors to the exit
2 people
Collect lost and found items

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clear away chairs and tables
4 people
Switch off equipment
2 people
Pack the projection equipment
2 people
Clean the rooms
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Hand over the venue
2 people
Return equipment
2 people
Store leftover stock
2 people
Return lost and found items
Archive photos and files
Send visitor thank-you gifts
Inform the winner

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Registration desk
Buffet tablesqty 3
Stoolsqty 8

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Media playersqty 2
HDMI cablesqty 6
HDMI adaptersqty 4
USB sticksqty 4
Extension cordsqty 8
Power stripsqty 6
Wireless microphonesqty 3
Mixer
Speakersqty 4
Laptop chargersqty 4
Spare batteriesqty 24
Remote controlsqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 4

Decorations

Movie postersqty 12
Film stripsqty 6
Balloonsqty 100
Tableclothsqty 10
Decorative clapperboardsqty 6
Directional signsqty 12
Roll-up bannersqty 3
Tapeqty 6
Cable traysqty 10
Scissorsqty 8
Ropeqty 2
Cable tiesqty 100

Tableware

Reusable drinking glassesqty 140
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 12
Serving tongsqty 6
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Serving trays with lidsqty 8
Bottle openersqty 4
Kitchen tongsqty 4

Catering

Trash cansqty 8
Coffee panelsqty 3
Menu boardsqty 4
Ice packsqty 12
Groceries

Registration

Name badge holdersqty 150
Clipboardsqty 8
Registration foldersqty 4
Cash register
Payment terminal
Cash float box
Ballot boxesqty 3

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
All-purpose cleanerqty 3
Glass cleanerqty 2
Toilet brushesqty 4
Rubber glovesqty 8

Safety

First aid kit
Flashlightsqty 4
Cable markersqty 30
Non-slip matsqty 6

Promotion

Promotional postersqty 30
Flyersqty 500
Photo backdrop
Prize trophy
Prize pack

Office

Printersqty 2
Paperqty 5
Markersqty 12
Ballpoint pensqty 30
Notepadsqty 10
Bindersqty 6
Envelopesqty 150
Staplersqty 3
Paper clipsqty 2

Tips

Lock the date and venue before publishing the festival online. Allow at least 6–8 weeks for film selection, screening-rights checks, invitations and registration processing.
Test every film in the actual screening setup at least 2–3 days before the festival. Check the sequence on the chosen laptop or media player, with the projector, screen, HDMI adapters, speakers and mixer connected.
Collect dietary requirements when people register, then send visitor information 5–7 days before the event. Include arrival time, registration arrangements, room layout and any information speakers need.
Print the run sheet, program booklets and name badges no later than the day before. Keep spare USB sticks, HDMI cables, adapters, laptop chargers, batteries and remote controls at the technical desk.
Plan the room in separate zones: registration, seating, screening, speakers and buffet. Set up directional signs and lighting before doors open, and keep chilled products refrigerated until catering is served.

Frequently asked questions

How far in advance should I organise an animation film festival?: Start at least 6–8 weeks before the festival. That gives you time to select films, confirm screening rights, reserve the venue, invite visitors and test the technical setup.
When should I check screening rights for festival films?: Check screening rights as soon as each film is shortlisted, ideally 4–6 weeks before the event. Do not publish the final program until the rights and usable film files are confirmed.
When should I test the projector and film sequence?: Run a complete test 2–3 days before the festival and repeat the key checks on the event day. Test every file, the playback device, projector, screen, sound, HDMI connections and backup media.
When should I send information to animation festival visitors?: Send visitor information 5–7 days before the event, after registrations and dietary requirements have been processed. Include arrival instructions, the program, registration details and any practical venue information.

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