Dance Documentary Night: Planning Checklist

A dance documentary night needs more than a film and a projector. You need to secure the documentary, confirm attendance, test the full screening setup, and organise food and drinks around the program. Use this checklist to work from the date and venue through registrations, shopping, room setup, and the final equipment check. Build in time for dietary requirements, chilled drinks, seating, sound, lighting, and a reliable backup copy of the film.

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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 date and location
Arrange the documentary and screening
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Publish the program and times
Make reservations
Check documentary file
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Check venue and toilets
2 people
Chill drinks
2 people
Set up film and presentations
Set up tables
3 people
Set up chairs
4 people
Set up projection screen
2 people
Connect projector and laptop
2 people
Connect the sound system
2 people
Set up lighting
2 people
Hang up decorations
3 people
Set up the reception table
2 people
Set up buffet and drinks table
4 people
Prepare snacks and bread
4 people
Carry out final technical test
2 people
Brief reception team
4 people

Event

Welcome visitors
4 people
Explain the program
Start documentary
Refill drinks
2 people
Serve buffet and snacks
4 people
Collect tableware and waste
2 people
Facilitate the debrief
2 people
Start the second film block
Wave goodbye to visitors
3 people

Aftercare

Switch off equipment
2 people
Store food and drinks
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Sort and remove waste
2 people
Clean the venue
3 people
Pack equipment and materials
2 people
Return borrowed items
2 people
Collect lost and found items

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Coat racksqty 2
Waste binsqty 4
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 2
Speakersqty 2
Audio mixer
Presentation clicker
Power stripsqty 6
Extension cordsqty 6
USB sticksqty 2

Lighting

Standing lampsqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Pitchersqty 6
Serving plattersqty 8
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6
Bottle openersqty 3

Decorations

Dance postersqty 10
Directional signsqty 8
Name badgesqty 70

Cleaning

Bucketsqty 2
Mopsqty 2
Broom setsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the documentary and screening arrangements before sending invitations. Check the file on the exact laptop and projector you will use, and keep a copy on at least one USB stick.
Publish clear program times, including doors opening, refreshments, introductions, and the film start. Ask for dietary requirements when people register, then confirm final numbers before shopping.
Test the projector, screen, laptop, HDMI cables, adapters, speakers, and audio mixer in the venue at least one day ahead. Run a short section of the documentary with sound rather than checking only that the image appears.
Set the room so guests can move from the reception table to the buffet without crossing the viewing area. Allow roughly 60 centimetres of chair width per person and keep extension cords away from walkways.
Chill drinks several hours before guests arrive and prepare coffee equipment in advance. Put out serving tongs, pitchers, trays, plates, glasses, and waste bins before the first guest comes in, not during the introduction.

Frequently asked questions

How early should I test the equipment for a dance documentary night?: Test the complete setup at least 24 hours before the event, then check connections again 60 minutes before doors open. Play both picture and sound for several minutes so HDMI, adapters, speakers, and the mixer are tested together.
How much food and drink do I need for a documentary screening?: Plan around 2 to 3 drinks per person during the first hour, then about 1 drink per person for each additional hour. For snacks, allow roughly 4 to 6 small portions per guest, with extra options based on the dietary requirements collected during registration.
When should invitations and registrations be sent for a dance documentary night?: Send invitations around 3 to 4 weeks before the screening and set the registration deadline 5 to 7 days before it. Use the final registration list to confirm attendance, dietary needs, seating, and shopping quantities.
What should I prepare in the venue before guests arrive?: Finish chairs, tables, projection, sound, lighting, reception, buffet, and drinks setup at least 30 minutes before doors open. Keep 15 minutes for a final room and toilet check, and leave a clear route to the screen and exits.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.