Dance film night checklist

A dance film night needs more than a screen and a film playlist. You need to confirm screening rights, choose and source the films, manage registrations and publish a clear programme. On the day, allow time to test the projector and sound twice, prepare refreshments and arrange the room so guests can see the screen comfortably. Use this checklist to work through the planning in the right order and avoid last-minute technical or catering problems.

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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

Reserve venue
Checking film rights
Select films
2 people
Reserve or purchase films
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print the registration list
Open venue
2 people
Ventilate room
2 people
Check the floor
2 people
Set up tables
3 people
Set up chairs
3 people
Set up projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Set out the films
Retest the equipment
2 people
Hang up decorations
2 people
Set up the lighting
2 people
Set up buffet tables
3 people
Set out snacks
3 people
Set out coffee and tea
2 people
Set up the entrance
2 people
Brief volunteers

Event

Welcome visitors
3 people
Explain the program
Serve drinks
2 people
Serve snacks
3 people
Start the first film
Refill drinks
2 people
Refill buffet
2 people
Announce break
Start the second film
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Lock up the venue
2 people
Return materials
2 people
Keep lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Buffet tablesqty 3
Clothing rack

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speakersqty 2
Audio cablesqty 2
Power stripsqty 4
Extension cordsqty 4
Spare batteriesqty 12

Lighting

Atmosphere lightsqty 8
String lightsqty 3

Decorations

Movie postersqty 8
Tableclothsqty 6
Clapperboard
Name badgesqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm film rights before announcing the programme. Rights checks and film purchases or reservations can take longer than expected, so do this before sending invitations.
Close registrations early enough to act on the numbers. Collect dietary requirements with registrations, then use the final list to plan snacks, drinks, cups, plates and serving equipment.
Test the complete setup at least twice: once before the event and again after the projector, laptop, HDMI cable, speakers and power connections are in place. Keep spare batteries and extension cables ready.
Schedule room setup in a fixed order on the day: ventilate the room, check the floor, arrange tables and chairs, then install the screen, projector and sound system. Retest playback before opening the venue.
Prepare refreshments before guests arrive, including chilled drinks, snacks, coffee and hot water. Set out buffet tables, reusable cups, plates, cutlery and serving tongs so the registration area does not become crowded.

Frequently asked questions

How far in advance should I plan a dance film night?: Start at least 4 to 6 weeks ahead. Use the first 1 to 2 weeks to confirm the venue, check film rights and select the programme before sending invitations.
When should I send invitations for a dance film night?: Send invitations around 3 weeks before the event and set a registration deadline about 7 days before it. That leaves time to process registrations, collect dietary requirements and publish the final programme.
How early should I set up the projector and sound system?: Open the venue at least 2 hours before guests arrive. Allow about 60 minutes for tables, chairs, screen and equipment, then reserve another 20 to 30 minutes for a full playback and sound test.
How many drinks should I prepare for a dance film night?: Plan 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add extra water and keep chilled drinks in coolers so supplies remain accessible throughout the screening.

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