Cinema open day checklist

A cinema open day needs more than a screening schedule. You have to confirm film rights, coordinate tours, manage registrations and make the entrance work for visitors arriving at different times. This checklist puts the work in a workable order, from fixing the programme and opening registrations to testing equipment, briefing volunteers and setting up the foyer. It also covers details that are easy to leave too late, such as dietary requirements, visitor information, name stickers and printed running sheets.

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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
Check film rights and screenings
Reserve rooms and tours
Reserve catering and supplies
Design invitations
Send invitations
2 people
Open online registration form
Publish on social media
Publish the program at the entrance
Process registrations
2 people
Collect dietary requirements
Confirm visitor information
Assign volunteers
Create the tour schedule
Test technical equipment
2 people
Check emergency exits
2 people
Check accessibility
2 people
Print promotional materials
Prepare name stickers
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Print run sheet and lists
Set up the entrance and foyer
4 people
Set up tables and chairs
4 people
Set up information stands
3 people
Hang decorations
3 people
Set up signage
2 people
Set up the registration desk
2 people
Lay out welcome packs
2 people
Set up coffee and drinks station
3 people
Arrange snacks on serving platters
3 people
Test projectors and screens
2 people
Test microphone and presentation
2 people
Check and restock toilets
2 people
Briefing desk and catering
5 people

Event

Open the doors and entrance
2 people
Register visitors
3 people
Hand out welcome packs
2 people
Serve welcome drinks
3 people
Deliver the opening presentation
2 people
Guide tours
4 people
Start screenings
2 people
Check the hall doors
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Answer visitor questions
2 people
Assist at the photo spot
Collect trash and empty glasses
2 people
Check toilets periodically
Check parking and entrance lighting
Inform last visitors
2 people
Close the doors and register
2 people

Aftercare

Clear away food and drinks
3 people
Dismantle tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect and remove waste
3 people
Wash dishes and glasses
3 people
Clean the foyer and entrance
3 people
Clean the rooms
3 people
Clean the restrooms
2 people
Check borrowed materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Archive registration details

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
High tablesqty 6
Table skirtsqty 10
Coat racksqty 2
Bollardsqty 8

Tableware

Reusable glassesqty 180
Coffee cupsqty 80
Platesqty 180
Dessert platesqty 120
Cutlery setsqty 150
Serving spoonsqty 12
Serving traysqty 15
Coffee potsqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Microphone
Speakersqty 2
Laptop
Presentation screen
Camera
Cash register
Payment terminal
Walkie-talkiesqty 6

Decorations

Balloonsqty 150
Balloon pumpqty 2
Ribbonsqty 8
A3 information boardsqty 12
Photo backdrop
Photo propsqty 20
Table flowersqty 10

Lighting

LED light stringsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 6
Pliersqty 8
Measuring cupsqty 2
Ice packsqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Registration

Registration tablesqty 2
Name stickersqty 200
Ballpoint pensqty 20
Clipboardsqty 6
Program flyersqty 200
Tour cardsqty 200
Wristbandsqty 200
Welcome packsqty 180

Catering

Groceries

Tips

Confirm film rights and screening conditions before publishing the programme. Allow at least two weeks to resolve licensing questions or replace a title.
Open the registration form as soon as the programme is fixed, then set a clear closing point for collecting dietary requirements. Check the list again 48 hours before the event.
Build tour groups around the actual number of guides and rooms available. Keep the final tour schedule with the entrance team, volunteers and visitors who arrive late.
Test the laptop, presentation screen, microphone and speakers together in the room where they will be used. Do this at least one day beforehand, including power strips and extension cables.
Set up the entrance and foyer before visitors arrive, with printed programme information, name stickers, payment equipment and a visible route to rooms and emergency exits. Finish drinks and food setup at least 30 minutes before opening.

Frequently asked questions

How far in advance should I plan a cinema open day?: Start at least 6 to 8 weeks before the event. Fix the date and programme first, then allow time for film rights, room reservations, invitations, registrations, volunteer planning and technical testing.
When should I check film rights for an open day?: Check film rights before sending invitations or publishing the programme, preferably 4 to 6 weeks in advance. Keep written confirmation for every film and screening, including any restrictions on the number of screenings.
When should I close registration for a cinema open day?: Close registration 3 to 5 days before the event so you can process attendance, dietary requirements, name stickers and room capacity. Recheck the final list 48 hours before opening.
How early should the cinema be set up on the event day?: Begin the physical setup at least 2 hours before visitors arrive. Test the screening and sound equipment first, then arrange tables and chairs, prepare the entrance and foyer, chill drinks and print the final running sheets.

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.