Animation Film Festival Checklist

An animation film festival depends on more than a good programme. Film rights, screening formats, subtitles and projection tests need to be settled before you publish the schedule. This checklist also covers registrations, dietary requirements, volunteers, catering, room layouts and visitor materials. Work through the plan in order, then use the final days to confirm deliveries, test every room and prepare the visitor list.

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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

Record the schedule and film lengths
2 people
Arrange film rights and screenings
2 people
Reserve the venue and screening rooms
Reserve projectors and screens
Publish the website with the schedule
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Calculate catering quantities
2 people
Order beverage delivery
Test technical equipment
2 people
Check film formats
2 people
Check subtitles
2 people
Create the route and room layout
2 people
Design program booklet
Print the program booklets
Order tickets and wristbands
Confirm deliveries and access
Create the final visitor list
2 people
Label diet meals
2 people
Do the shopping
3 people
Collect equipment and materials
2 people
Sort program booklets
2 people
Prepare name badges
2 people
Print route signs
Chill drinks
2 people
Set out non-perishable snacks
2 people
Clean halls and entrance
3 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Set up catering tables
3 people
Hang up decorations
3 people
Place route signs
2 people
Set up projectors and screens
3 people
Connect speakers and microphones
2 people
Load the film schedule by auditorium
2 people
Test AV in each room
3 people
Prepare coffee and tea
2 people
Set out snacks and fruit
3 people
Brief volunteers
2 people

Event

Open the entrance
3 people
Register visitors
4 people
Hand out program brochures
2 people
Direct visitors to halls
3 people
Start the opening film
2 people
Screen films
3 people
Coordinate room changes
4 people
Receive the filmmakers
2 people
Introduce filmmakers
Moderate the interview
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets periodically
Check the equipment between films
2 people
Announce the final film
Guide visitors to the exit
2 people
Collect lost property

Aftercare

Dismantle entrance and catering
4 people
Switch off equipment
3 people
Pack projectors and screens
3 people
Put chairs and tables back
4 people
Wash dishes
3 people
Store leftovers safely
2 people
Vacuum the rooms
3 people
Clean the catering area
2 people
Thoroughly clean the toilets
2 people
Dispose of waste
2 people
Remove decorations
2 people
Sort borrowed materials
2 people
Return equipment
2 people
Store leftover materials
2 people
Hand over the venue
2 people
Send visitor thank-you gifts
2 people
Archive photos and program

What to bring

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

Furniture

Information desksqty 2
Foldable tablesqty 12
Folding chairsqty 220
Tableclothsqty 12
Lounge armchairsqty 8
Bollardsqty 12

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Speakersqty 4
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 10
Extension cordsqty 10
Gaffer tapeqty 6
USB sticksqty 6
Headphonesqty 10
Power banksqty 4

Tableware

Reusable drinking glassesqty 240
Coffee cupsqty 120
Platesqty 120
Cake platesqty 240
Coffee spoonsqty 120
Serving utensilsqty 24
Serving plattersqty 18
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 8
Ice cube traysqty 8

Decorations

Projection screen decorationqty 3
Movie star postersqty 12
Activity postersqty 20
Balloonsqty 100
Balloon standsqty 6
Table decorationsqty 12
Directional signsqty 20
Name badgesqty 40
Program leafletsqty 250
Wristbandsqty 250
Adhesive hooksqty 40
Ropeqty 2

Lighting

LED string lightsqty 8
LED work lightsqty 4
Flashlightsqty 6

Cleaning

Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Record each film’s running time before building the schedule. Leave enough time between screenings for credits, audience movement and room resets rather than planning back-to-back sessions.
Arrange screening rights and check every supplied file early. Test subtitles, aspect ratios, audio and playback on the actual projector at least 7 days before the festival.
Publish the website only after the schedule, room assignments and registration details are stable. Close registrations early enough to process dietary requirements and create the final visitor list.
Test all technical connections in each screening room, including laptops, HDMI cables, adapters, speakers, microphones and power strips. Label backup USB sticks and keep extension cords and gaffer tape accessible.
Confirm deliveries and venue access at least 48 hours before opening. Sort programme booklets, tickets, wristbands and labelled diet meals by room or collection point so volunteers can work without searching.

Frequently asked questions

How far in advance should I organise an animation film festival?: Start arranging film rights, the venue and screening rooms at least 3 to 6 months before the event. Begin the detailed technical and catering checks 4 to 6 weeks ahead.
When should I test the films and projection equipment?: Check the film formats and subtitles at least 7 days before the festival, then run a full test with the actual projectors, screens and speakers in every room within the final 48 hours.
How much catering should I order for an animation film festival?: Calculate quantities from the confirmed visitor and volunteer numbers after registrations close. Keep the final list and dietary requirements ready at least 3 days before ordering or receiving the food and drinks.
When should animation film festival registration close?: Close registration early enough to process names, dietary requirements and room capacity before printing materials. A practical deadline is 3 to 7 days before the first screening, depending on attendance.

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.