Children’s Film Festival checklist

A children’s film festival needs more than films and a projector. You need to clear screening rights, match the programme to the rooms, collect parent and dietary details, and test every part of the technical setup. Start with the programme and venue, then open registration and assign volunteers. In the final week, confirm the visitor list, download the films, print instructions, prepare wristbands and snacks, and run a complete equipment check.

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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

Select program and films
2 people
Checking film rights
Reserve the venue and rooms
Reserve projectors and screens
Book catering
Create registration form
Design invitations
Send invitations
2 people
Post on social media
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Confirm parent contacts
2 people
Create the final visitor list
2 people
Finalize the film order
2 people
Print the run sheet
Create staff instructions
2 people
Assign volunteers
2 people
Inform the filmmakers and supervisors
Test the equipment kit
2 people
Download and check films
2 people
Do the shopping
3 people
Collect materials
2 people
Make programs and wristbands
3 people
Portion snacks
3 people
Chill drinks
2 people
Prepare the reception desk
2 people
Set out the room layout
3 people
Place chairs and beanbags
4 people
Set up screens and projectors
3 people
Connect sound and lighting
2 people
Hang decorations
3 people
Set up film tables
2 people
Set up snack buffet
3 people
Set up drink points
2 people
Prepare allergen information
Check toilets
2 people

Event

Welcome volunteers
2 people
Brief volunteers
3 people
Welcome visitors
4 people
Check off registrations
3 people
Hand out wristbands
2 people
Provide the opening program
2 people
Start the first film
2 people
Serve snacks
4 people
Refill drinks
2 people
Conduct room rounds
2 people
Supervise the break program
4 people
Reset rooms
3 people
Start the second film
2 people
Serve hot snacks
4 people
Refill drinks
2 people
Supervise children's activities
5 people
Lead the evening break
4 people
Start the third film
2 people
Serve popcorn and fruit
3 people
Refill drinks
2 people
Provide room supervision
3 people
Announce the closing
Guide children to the exit
4 people
Collect lost and found items
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect waste
4 people
Clear buffet tables
3 people
Wash dishes
3 people
Switch off the projectors
2 people
Dismantle technical equipment
3 people
Remove decorations
3 people
Put furniture back
4 people
Clean floors and tables
3 people
Clean the restrooms
2 people
Inventory materials
2 people
Dispose of waste
2 people
Register lost and found items
Store leftovers refrigerated
2 people
Return rental items
2 people
Return venue keys
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 180
Beanbagsqty 40
Lounge cushionsqty 30
Stoolsqty 12
Coat racksqty 4
Bollardsqty 12

Tableware

Reusable cupsqty 220
Reusable platesqty 180
Cutlery setsqty 180
Popcorn cupsqty 180
Serving plattersqty 18
Scissorsqty 6

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Speakersqty 6
Mixer
Microphonesqty 2
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Popcorn machine
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Coolersqty 4
High tablesqty 6

Decorations

Film festival bannerqty 2
Postersqty 20
Balloonsqty 150
Balloon ribbonqty 3
Star garlandsqty 8
Film clapboardsqty 4
Red carpetsqty 2
Tableclothsqty 10

Lighting

LED string lightsqty 8
LED lightsqty 12
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Serving spoonsqty 6
Measuring cupsqty 2
Storage binsqty 12
Thermos flasksqty 6
Ice packsqty 20

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Waste binsqty 12
Trash bin stickersqty 24
Hand broomsqty 4
Trash binsqty 4

Catering

Groceries

Organization

Name stickersqty 250
Wristbandsqty 250
Program flyersqty 250
Sign-up listsqty 10
Pensqty 30
Clipboardsqty 8
Directional signsqty 20
Allergen cardsqty 20
Movie ticketsqty 250
Cash register storage box
Cash box
Wallet pocketsqty 6
Walkie-talkiesqty 8
Power banksqty 8
Wristband cutterqty 2
Storage cratesqty 12
Transport cartsqty 2
Lost and found binsqty 3
Table sign holdersqty 15
Calculatorsqty 2
Cable tiesqty 100
Duct tapeqty 6
Painter's tapeqty 8
Safety vestsqty 12
Umbrellasqty 4
Headphonesqty 20
Colored pencilsqty 40
Coloring pagesqty 250
Craft paperqty 500
Markersqty 40
Sticker sheetsqty 100
Puzzlesqty 10
Board gamesqty 8
Coloring book foldersqty 10

Tips

Clear film rights before publishing the programme or sending invitations. Keep a written record of permissions, screening dates, and any conditions attached to each film.
Reserve the venue, rooms, projectors, screens, speakers, laptops, cables, adapters, and power supplies together. Test the complete setup at least 7 days before the festival, not just the individual devices.
Close registration early enough to confirm parent contacts, dietary requirements, room capacity, and volunteer numbers. Create the final visitor list at least 2 days before the event and use it for check-in.
Prepare one printed run sheet and separate staff instructions for each room. Include film order, start times, supervision duties, breaks, snack distribution, and who handles technical problems.
Portion snacks and prepare wristbands before doors open. Set up coat racks, seating, cable mats, and clear routes before children arrive; loose extension cords and last-minute food preparation cause avoidable delays.

Frequently asked questions

How far in advance should I plan a children’s film festival?: Allow at least 8 to 12 weeks for film selection, rights checks, venue booking, invitations, registration, and volunteer planning. Begin equipment testing and final schedule work during the last 7 days.
When should I send invitations for a children’s film festival?: Send invitations 4 to 6 weeks before the festival, after the programme, venue, and registration form are ready. Set a registration closing date about 7 days before the event so you can confirm contacts and dietary requirements.
How many volunteers do I need for a children’s film festival?: Plan for at least 1 responsible adult per screening room, plus 1 person for check-in and 1 person coordinating equipment and breaks. Add more supervisors when children move between rooms or attend without a parent.
When should I download and test the films and equipment?: Download every film at least 3 days before the festival and check playback, subtitles, sound, and file compatibility. Test the projector, screen, laptop, HDMI connections, speakers, mixer, microphones, extension cords, and power strips together at least 7 days beforehand.

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.