Anniversary documentary screening checklist

An anniversary documentary screening needs more than a film file and a projector. You’ll need screening rights, a suitable venue, reliable playback equipment, guest registration and a clear arrival plan. Work through the arrangements in order: secure the film and venue first, then confirm guests and catering, and leave technical checks and room setup for the final days. This checklist also covers details that are easy to overlook, such as subtitles, adapters, name badges, dietary requirements and drinks that need chilling.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Arrange screening rights
Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Finalize the program
2 people
Check documentary version
2 people
Check subtitles
Test the equipment
2 people
Create final guest list
Print name badges
Print program cards
Create signage
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people

Event

Open venue
2 people
Set out the room layout
3 people
Set up chairs
3 people
Set up tables
2 people
Hang up decorations
2 people
Set up the reception table
2 people
Set up catering
3 people
Connect projector
2 people
Connect sound
2 people
Retest the equipment
2 people
Set up the lighting
Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Start documentary
Monitor technical setup during screening
Refill drinks
2 people
Facilitate the debrief
2 people
Serve snacks and drinks
3 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Pack up materials
2 people
Return borrowed items
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Reception desk
Stoolsqty 4

Tableware

Glassesqty 90
Coffee cupsqty 80
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Microphoneqty 2
HDMI cableqty 2
HDMI adaptersqty 3
Power stripsqty 5
Extension cordsqty 5
Remote controlsqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving tongsqty 6

Decorations

Anniversary banner
Photo postersqty 8
Tableclothsqty 8
Name badgesqty 80
Directional signsqty 8
Adhesive stripsqty 2

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dish brushesqty 3
Cleaning glovesqty 4
Tea towelsqty 12

Catering

Groceries

Tips

Secure the screening rights before sending invitations, then confirm which documentary version and subtitle file will be used. A rights issue discovered during the final week can force a programme change.
Test the laptop, projector, screen, speakers, microphone, HDMI cable, adapters and remote controls together at the venue at least 24 hours before guests arrive. Bring power strips and extension cords rather than assuming the room has enough sockets.
Close registrations several days before the screening so you can create the final guest list, print name badges and record dietary requirements. Give the caterer the confirmed numbers instead of estimating from invitations.
Plan the programme around the film’s running time and add a realistic arrival period before it starts. Put directional signs at the entrance and prepare the reception desk before opening the venue.
Set up chairs, tables, tablecloths, decorations and the reception table before arranging catering. Chill drinks several hours ahead, and keep coffee, cups, plates, cutlery and serving utensils ready for the first arrivals.

Frequently asked questions

How far in advance should I arrange documentary screening rights?: Start at least 6–8 weeks before the anniversary screening. Rights holders may need details about the venue, audience size, date and whether the event is public or invitation-only.
When should I test the projector and subtitles?: Run a complete test at the venue at least 24 hours before the event, including the exact documentary file, subtitles, speakers, microphone and every HDMI adapter. Check a few minutes from the beginning, middle and end of the film.
When should I finalise catering numbers for a documentary screening?: Finalise the guest list and dietary requirements 3–5 days before the screening, then send the confirmed number to the caterer. Keep a small margin only if late registrations are still possible.
How early should guests arrive before the documentary starts?: Allow 30–45 minutes for arrivals, registration, name badges and drinks before the screening begins. Open the venue early enough to finish the reception table and seating before the first guests enter.

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.