Cycling Film Festival checklist: what to arrange and when

A cycling film festival depends on more than choosing a good programme. You need written film rights, a tested projection setup, a room layout that works for both screening and conversation, and a clear arrival process for guests with bicycles. This checklist takes you from confirming the date and venue to checking films, preparing tickets, briefing volunteers and chilling drinks. Use it to keep technical, guest-facing and catering tasks on schedule.

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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

Confirm festival date
2 people
Confirm the venue and room layout
2 people
Checking film rights
Select films
3 people
Compile film program
2 people
Reserve film screenings
Reserve technical equipment
Determine bicycle parking
2 people
Check permits
Send invitations
2 people
Open online ticket sales
Distribute promotional poster
3 people
Publish social media posts
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Assign volunteers
2 people
Confirm host
Prepare film introductions
2 people
Print the run sheet
Prepare tickets and wristbands
2 people
Download and check films
2 people
Run a technical test
2 people
Do the shopping
3 people
Chill drinks
2 people
Open venue
2 people
Clear the hall
4 people
Set up the stage area
3 people
Set up tables
4 people
Set up chairs
4 people
Hang the movie screen
3 people
Set up projector
2 people
Connect sound
2 people
Install lighting
2 people
Mark the bicycle parking
2 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Set up the registration table
2 people
Hang up the program
Perform final film test
2 people
Briefing for reception team
4 people

Event

Welcome visitors
4 people
Check tickets
3 people
Distribute program
2 people
Staff the bicycle parking area
2 people
Serve coffee and tea
2 people
Start the first film block
2 people
Announce film block
Serve break snacks
3 people
Refill drinks
2 people
Receive the filmmakers
2 people
Moderate the interview
2 people
Start the second film block
2 people
Serve dinner
4 people
Distribute diet meals
2 people
Start the third film block
2 people
Collect audience feedback
2 people
Award the audience prize
2 people
See visitors out
3 people

Aftercare

Switch off equipment
2 people
Take down the movie screen
3 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Check toilets
Collect lost and found items
2 people
Pack equipment
2 people
Lock up the venue
2 people
Return rented equipment
2 people
Clear away leftover stock
2 people
Remove promotional materials
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 160
Beer tablesqty 4
Bar stoolsqty 6
Stage sectionsqty 4
Dressing room tablesqty 2
Waste binsqty 8
Coat racksqty 3
Bicycle racksqty 20

Equipment

Projector
Movie screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 8
Spare batteriesqty 24
Power banksqty 4
USB sticksqty 3
Laser pointer

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 120
Platesqty 180
Dessert platesqty 160
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 3
Ice packsqty 24

Lighting

LED work lightsqty 4
Mood lightingqty 6
String lightsqty 6

Decorations

Bike flagsqty 12
Movie postersqty 10
Directional signsqty 12
Tableclothsqty 10
Chalkboardsqty 4
Chalk markersqty 8
Name badgesqty 40

Sports equipment

Bike pumpsqty 3
Multi-toolsqty 4
Tire leversqty 8
Inner tubesqty 12
Bicycle standsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm film rights before publishing the programme or opening ticket sales. Keep the final film files on a laptop or media player, then download and check every film before the event.
Run the complete technical test before doors open, not just a projector power check. Test the projector, screen, speakers, mixer, microphones, HDMI cables, extension cords and power strips with the actual films.
Plan the room in two stages: screening first, then arrival and social space. Count folding chairs and tables, leave a clear route to the screen, and set out bicycle racks where arriving guests can find them quickly.
Give volunteers specific jobs and timings rather than a general request for help. Assign people to registration, bicycle parking, guest questions, room changes and the run sheet, and confirm the host before the programme is printed.
Collect dietary requirements before ordering catering and match the order to confirmed registrations. Prepare reusable drinking glasses, coffee cups, plates and cutlery in advance, then chill the drinks close enough to service time that they stay cold.

Frequently asked questions

How far in advance should I organise a cycling film festival?: Start confirming the date, venue and room layout at least 8 to 12 weeks ahead. Use that lead time to check film rights, select films, reserve technical equipment and open ticket sales without rushing the programme.
When should I check the films and run the technical test?: Download and check all films no later than 3 to 5 days before the festival. Run the full technical test at the venue at least 2 hours before guests arrive, including sound, microphones, media players and connection cables.
How many chairs and tables do I need for a cycling film festival?: Count one chair per ticketed guest, then add a small reserve if the venue allows it. Plan separate tables for registration, catering and drinks, and leave enough space for bicycle racks, coat racks and waste bins rather than filling every open area.
When should I order catering and collect dietary requirements?: Ask for dietary requirements when registrations open or at least 7 days before the event. Place the catering order after registrations have been reviewed, so the quantities reflect confirmed guests and the required food options.

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