Children’s Film Festival Checklist: What to Arrange and When

A children’s film festival needs more than films and a screen. You must clear screening rights, confirm the venue and projection setup, coordinate volunteers, and give families a clear registration process. Start with the date, programme and films, then work toward technical testing, room layout and event-day supplies. This checklist helps you keep the 77 planning tasks and 73 required items in the right order, including details that are easy to leave until the last day.

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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
Checking film rights
2 people
Reserve films
Reserve venue
Reserve projection equipment
Recruit volunteers
2 people
Post program on website
Send invitations
2 people
Open registrations
Contact schools and clubs
2 people
Collect dietary requirements
Process registrations
2 people
Prepare admission tickets
2 people
Create volunteer schedule
Print the run sheet
Design signage
Create hall floor plan
Schedule technical test
2 people
Check the shopping list
2 people
Do the shopping
3 people
Download and check films
2 people
Prepare materials
3 people
Pick up venue keys
Fill coolers
2 people
Open hall
2 people
Set up the entrance desk
2 people
Set up tables
3 people
Set up chairs
4 people
Set up projector
2 people
Set up screen
2 people
Connect sound
2 people
Technically test the films
2 people
Hang decorations
3 people
Hang up signage
2 people
Set up the catering table
2 people
Set out snacks
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Check toilets
Give the team briefing
3 people

Event

Staff the entrance
2 people
Welcome visitors
2 people
Distribute program
2 people
Supervise children's activity
3 people
Start the first film
2 people
Hall Supervision During the Film
2 people
Refill drinks
2 people
Serve popcorn and snacks
3 people
Lead the break
3 people
Remove waste regularly
2 people
Start the second film
2 people
Hall attendant during second film
2 people
Serve dinner
4 people
Serve diet meals
2 people
Announce third film
Start the third film
2 people
Room duty during third film
2 people
Refill drinks
2 people
Announce the closing
Collect lost property
2 people
Guide visitors to the exit
3 people

Aftercare

Clean up catering
3 people
Switch off equipment
2 people
Pack the projector safely
2 people
Clear away chairs
4 people
Clear tables
3 people
Sort waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Inventory materials
2 people
Lock up the venue
2 people
Return equipment
2 people
Clear away leftover stock
2 people
Return borrowed materials
2 people
Register lost and found items
Send visitor messages

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Entrance desk
Catering tablesqty 4
Waste binsqty 8

Equipment

Film projector
Projection screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 12
Power banksqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 130
Reusable cutleryqty 150
Small bowlsqty 30
Serving spoonsqty 8
Pliersqty 6
Thermos flasksqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Microwave
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3
Serving plattersqty 12
Storage binsqty 12

Decorations

Film festival bannerqty 2
Balloonsqty 100
Balloon ribbonqty 2
Movie postersqty 12
Tableclothsqty 12
Star decorationsqty 8
Directional signsqty 12
Name badgesqty 40

Lighting

Mood lightingqty 6
LED lightsqty 8
Batteriesqty 24

Catering

Popcorn machinesqty 2
Popcorn cupsqty 150
Snack cupsqty 150
Drink dispensersqty 4
Ice packsqty 20
Entry wristbandsqty 150
Program leafletsqty 150
Film quiz prizesqty 30
Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste sorting binsqty 4
Laundry stoolsqty 2

Other

Clipboard foldersqty 6
Pensqty 30
Permanent markersqty 12
Painter's tapeqty 8
Scissorsqty 6
Staplersqty 3
First aid kitsqty 2
Walkie-talkiesqty 6
Cash register
Cash box
Payment terminal

Tips

Confirm film rights before announcing the programme. Reserve the films and check the downloaded files on the actual laptop, media player and projector you plan to use.
Set registration capacity from the room layout, not just the number of chairs. Allow space for the entrance desk, catering tables, waste bins, aisles and children moving in and out.
Create the volunteer schedule before sending final instructions. Cover registration, guiding families, catering, room supervision and technical support, with a named backup for each key role.
Run the technical test before festival day, including the projector, screen, speakers, mixer, microphones, HDMI cables and power strips. Tape down or cover cables and keep a flashlight available for dark-room checks.
Finish food and room preparation before doors open. Fill coolers, set out reusable cups, plates, cutlery and serving spoons, place signage, and keep dietary requirements with the registration information.

Frequently asked questions

How far in advance should I organise a children’s film festival?: Begin at least 8 to 12 weeks before the event. Use the first weeks for the date, programme, film rights, venue and equipment, then open registrations once the essential details are confirmed.
When should I check film rights for a children’s film festival?: Check screening rights before reserving films or publishing the programme, ideally 8 weeks ahead. Keep written confirmation with the event files so the organiser and technical team know which versions may be shown.
How many volunteers do I need for a children’s film festival?: Plan at least one volunteer for each active area: entrance, room supervision, catering and technical support. For a small screening, schedule 4 to 6 people and add a reserve if children attend without a parent.
When should the projector and sound equipment be tested?: Schedule the technical test at least 1 to 2 days before the festival, not when the audience is arriving. Test every film from start to finish where possible, including image, sound, microphones, cables and power connections.

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.