Director interview checklist: what to arrange and when

A director interview needs more than a confirmed guest and a list of questions. You need a timed programme, a moderator, a suitable room, screening permissions, working film and presentation equipment, and clear information for attendees. This checklist takes you from the first confirmation through registration, catering details, room setup, and the final technical test. Use the deadlines below to avoid chasing dietary requirements, printing badges, or discovering missing adapters on the day.

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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

Record program and schedule
2 people
Finalize director confirmation
Book the moderator
Reserve the venue and hall
List technical requirements
2 people
Check screening rights
Design invitation
Send invitations
2 people
Process registrations
Collect dietary requirements
Check accessibility
Test the technical equipment and film
2 people
Brief the host on content
2 people
Brief the director on the content
2 people
Close registrations and dietary requirements
Email the program and route
Prepare name badges
2 people
Print question cards and programs
Do the shopping
2 people
Prepare snacks
3 people
Gather equipment
2 people
Check the venue and keys

Event

Open hall
2 people
Set up chairs and tables
4 people
Set up the interview area
2 people
Connect projection and sound
2 people
Carry out the final technical test
2 people
Arrange entrance and signage
2 people
Set up catering and drinks
3 people
Brief crew and volunteers
2 people
Staff the registration table
2 people
Welcome guests
2 people
Introduce the program
Show film clips
2 people
Facilitate the director's talk
2 people
Moderate audience Q&A
2 people
Serve break drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve diet meals separately
2 people
Monitor time and schedule
Provide the closing and thank-you speech
2 people
Guide guests to the exit
2 people

Aftercare

Safely shut down equipment
2 people
Collect tableware and glasses
3 people
Collect and sort waste
2 people
Clean the room
3 people
Put furniture back
3 people
Return equipment
2 people
Clear away leftover groceries
Send a thank-you message to guests
Archive photos and files

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Coat racksqty 2
Tableclothsqty 8

Tableware

Reusable coffee cupsqty 60
Reusable glassesqty 80
Platesqty 60
Cutlery setsqty 60
Water carafesqty 6
Serving plattersqty 10

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
HDMI cablesqty 2
HDMI adaptersqty 3
Presentation clicker
Power stripsqty 6
Extension cordsqty 3
Timer

Lighting

LED table lampsqty 6

Decorations

Movie postersqty 6
Welcome sign
Direction signsqty 6
Flower arrangementsqty 4

Organization

Name badgesqty 60
Badge holdersqty 60
Lanyardsqty 60
Program flyersqty 70
Question cardsqty 100
Clipboardsqty 4
Ballpoint pensqty 20
Markersqty 6

Cleaning

Waste binsqty 4
Dishpanqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Thermos flasksqty 6
Coolersqty 3
Ice cube traysqty 3
Coffee machinesqty 2
Teapotsqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bottle openersqty 3
Groceries

Tips

Confirm the director and moderator before publishing the invitation, then record the programme with start and finish times. Leave at least 15 minutes between the scheduled arrival and the interview start for greetings and sound checks.
Check screening rights as soon as the film is selected. Complete the film and projector test no later than 2–3 days before the event, including the laptop, HDMI cables or adapters, wireless microphones, speakers, and power supplies.
Close registrations and dietary requirements 3–5 days before the interview. This gives you time to prepare snacks, set out reusable cups and glasses, and adjust the number of chairs, tables, and place settings.
Send the programme, route, and access information at least 48 hours before the event. Include accessibility details, the room entrance, and where guests should collect or wear their name badges.
Open the hall 90–120 minutes before guests arrive. Set up the interview area, projection screen, chairs, tables, welcome and direction signs, then reserve the final 20 minutes for a complete run-through with the host and moderator.

Frequently asked questions

How far in advance should I organise a director interview?: Start at least 6–8 weeks ahead if the event includes a film screening, invitations, and registration. Confirm the director, moderator, venue, screening rights, and technical requirements during the first two weeks.
When should I send invitations for a director interview?: Send invitations 3–4 weeks before the event, once the director, moderator, venue, and programme are confirmed. Close registrations 3–5 days before the interview so catering and name badges can be prepared accurately.
How long should a director interview event be?: Allow 90–120 minutes for the full programme, depending on whether you include a screening, introduction, interview, and audience questions. Schedule guest arrival at least 30 minutes before the interview and keep 15 minutes for technical checks.
When should I test the equipment for a director interview?: Run a full test 2–3 days before the event and repeat the essential sound and image check 60–90 minutes before doors open. Test the film, projector, screen, laptop, microphones, speakers, HDMI connections, and extension cords together.

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