Climate Film Night Checklist

A climate film night needs more than a good selection of films. You need permission to screen them, a venue that works for projection and sound, and a clear registration process before invitations go out. This checklist takes you from choosing the programme and booking the location to testing the equipment, preparing catering and opening the venue. Use it to keep the planning in the right order and avoid last-minute problems with film files, dietary requirements, cables or room setup.

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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

Compile film program
2 people
Book filming location
Request film rights
Reserve equipment
Create a registration form
Send invitations
2 people
Post promotion online
Distribute posters
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Finalize the program
2 people
Order catering
Test the equipment
2 people
Check video files
Prepare presentation text
Print the run sheet
Print Signage
Do the shopping
2 people
Chill refrigerated items
2 people
Portion catering
2 people
Collect materials
2 people

Event

Open venue
2 people
Unload equipment
3 people
Set out the room layout
2 people
Set up tables
3 people
Set up chairs
4 people
Set up the projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Set up lighting
2 people
Tape down cables securely
2 people
Set up information table
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Lay out name badges
Brief the welcome team
2 people
Carry out the final technical test
2 people
Welcome visitors
3 people
Check off registrations
2 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Refill snacks
2 people
Deliver the welcome speech
Start the film
Operate the film screening
2 people
Announce break
Restock break buffet
3 people
Collect questions
Facilitate the debrief
2 people
Distribute campaign materials
2 people
Answer final questions
2 people
Wave goodbye to visitors
3 people
Collect lost property

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Pack up equipment
3 people
Clean the room
3 people
Check toilets
Lock up the venue
2 people
Return materials
2 people
Store leftovers
2 people
Return borrowed items
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 85
Tablesqty 8
Registration desk
Information desk
Stoolsqty 4

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Power banksqty 2

Lighting

LED lightsqty 6
Mood lightingqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 40
Tea glassesqty 40
Serving plattersqty 10
Pouring jugsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Postersqty 12
Tableclothsqty 8
Name stickersqty 100
Pensqty 20
Information leafletsqty 100
Action cardsqty 100
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Tapeqty 6
Paper tapeqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Secure film rights before promoting the event. Allow at least 2–4 weeks for requests and keep the approved film files together with the screening details.
Test the full projection and sound setup at the venue, not just each item separately. Check the projector, screen, laptop, HDMI adapters, speakers, microphones and power connections at least 1 day before the screening.
Close registrations before ordering catering. Collect dietary requirements at the same time, then order portions with a small buffer rather than guessing from invitation numbers.
Prepare the room plan before event day. Mark the positions for chairs, tables, the registration table, information table, screen and projector so the setup team can unload and place equipment quickly.
Do a final file and print check on the day before. Open every film file, print the run sheet and signage, and keep a backup laptop, power bank or cable option available for basic failures.

Frequently asked questions

How far in advance should I organise a climate film night?: Start planning 6–8 weeks before the event. Film rights, venue availability and equipment reservations should be handled first, while invitations can follow once the programme and location are confirmed.
When should I request film screening rights?: Request the rights at least 2–4 weeks before the screening, and earlier if several films or rights holders are involved. Do not publish the final programme until you know which films are approved.
How many days before a film night should I test the equipment?: Run a complete test at least 1 day before the event, then do a short power-on check when the venue opens. Test the actual film files, projector, screen, sound, microphones and every HDMI connection.
When should I order catering for a climate film night?: Order catering after registrations close and dietary requirements are collected, normally 3–5 days before the event. Chill refrigerated items in advance and portion the food after the final attendance count is known.

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.