Animation film festival checklist

An animation film festival needs more than a film list and a projector. You need time to confirm screening rights, build a workable program, prepare ticketing, and test every part of the setup before guests arrive. This checklist takes you from choosing the date and venue to checking subtitles, printing the run sheet, and preparing catering. Use it to keep screenings, volunteers, equipment, communications, and guest details 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 and program
2 people
Select films and check licenses
2 people
Schedule film screenings
2 people
Reserve venue
Plan the room layout
2 people
Open website or ticket page
2 people
Design festival poster
Design the program leaflet
Send invitations
2 people
Promote festival online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Brief the film hosts
2 people
Reserve deliveries
Test the equipment
3 people
Check subtitles
2 people
Print the run sheet
Prepare name badges
2 people
Check the shopping list
2 people
Do the shopping
3 people
Back up films and files
2 people
Print film program
2 people
Prepare catering
3 people
Open venue
2 people
Clean the room
3 people
Set up chairs
4 people
Set up tables
3 people
Set up registration desk
2 people
Hang up decorations
3 people
Set up projector and screen
3 people
Set up speakers and microphones
2 people
Set up lighting
2 people
Load films onto playback equipment
2 people
Test audio and video
3 people
Set out break snacks
3 people
Chill drinks
2 people
Brief the reception team
3 people
Lay out program brochures
2 people

Event

Open the doors
3 people
Register visitors
3 people
Hand out program brochures
2 people
Open the festival
Announce the first film
Play first film
2 people
Monitor the room during the film
2 people
Serve snack breaks
3 people
Refill drinks
2 people
Announce the second film
Play second film
2 people
Handle visitor questions
2 people
Announce the evening break
Set up evening buffet
4 people
Serve the evening buffet
4 people
Keep track of tables and buffet
2 people
Announce third film
Play the third film
2 people
Distribute audience voting
2 people
Collect audience votes
3 people
Announce the winner
Announce closing film
Play final film
2 people
Close the festival
See visitors out
3 people

Aftercare

Collect waste
3 people
Collect tableware
3 people
Clean up catering
3 people
Store the films and equipment safely
2 people
Remove decorations
3 people
Dismantle chairs and tables
4 people
Thoroughly clean the hall
3 people
Clean equipment
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Process leftover food
2 people
Archive the photo and video materials
Send visitor thank-you gifts
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Registration desk
Bar stoolsqty 6
Buffet tablesqty 4
Waste binsqty 8

Equipment

Projector
Projection screen
Media player
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 6
Extension cordsqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Music player
USB sticksqty 4
Power banksqty 4
Charging cablesqty 6
Cable tiesqty 50

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Decorations

Festival postersqty 20
Directional signsqty 10
Movie screensqty 4
Balloonsqty 100
Balloon ribbonqty 2
Adhesive hooksqty 30
Masking tapeqty 6
Tableclothsqty 12
Notice boardqty 2
Pensqty 30
Name badgesqty 120
Badge holdersqty 120

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Coolersqty 4
Ice containersqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Hand soap dispensersqty 4
Disinfecting gelqty 6
Cleaning clothsqty 30
Toilet brushesqty 3

Catering

Groceries

Tips

Confirm film licenses before publishing the program or opening ticket sales. Keep backup copies of every film and related file on at least two USB sticks or storage devices.
Schedule a technical test before festival day, including the projector, screen, media player, laptop, HDMI cables, adapters, speakers, and microphones. Test each screening file from the exact equipment setup you will use.
Give guests a clear arrival route with a registration desk, directional signs, printed programs, and name badges. Set up the desk early enough to process registrations without delaying the first screening.
Brief film hosts and volunteers with the running order, room layout, handover points, and emergency contacts. Print one run sheet for each host and keep at least two spare copies at the registration desk.
Collect dietary requirements when people register and confirm catering quantities before shopping. Allow enough time for deliveries, buffet setup, waste bins, and clearing tables between screenings.

Frequently asked questions

How far in advance should I plan an animation film festival?: Start at least 8 to 12 weeks before the festival. Film selection, license checks, venue booking, program scheduling, ticketing, promotion, and volunteer assignments usually need to happen before the final equipment test.
When should I check animation film licenses?: Check licenses as soon as you shortlist the films, ideally 6 to 8 weeks before the event. Do not publish the final program or sell tickets until the required screening permissions are confirmed.
How early should I test the festival projection equipment?: Run a full test 3 to 7 days before the festival, then repeat a shorter check on the day. Test every film, subtitle file, cable, adapter, speaker, microphone, and backup copy rather than testing only the first screening.
How many volunteers do I need for an animation film festival?: For a small festival with one screening room, plan for at least 3 to 5 volunteers: two for registration and guest flow, one film host, and one person who can handle technical or room issues. Add volunteers when screenings overlap or catering requires separate service.

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.