Documentary Festival Checklist

A documentary festival depends on more than choosing good films. You need screening rights, a workable programme with breaks, reliable projection, prepared moderators, and a clear arrival process for guests. Start with the venue and film permissions, then build the schedule before opening registration. In the final week, check every film file, test the projector and sound system, print the run sheet, and confirm who is responsible for each handover on festival 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

Reserve venue
Secure film rights
2 people
Compile film program
3 people
Plan the film runtime and breaks
2 people
Confirm moderators
2 people
Invite guest speakers
2 people
Open registration page
Send invitations
2 people
Promote festival online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Reserve equipment
2 people
Have the program printed
Prepare name badges
2 people
Assign volunteers
2 people
Print the run sheet
Check the film files
2 people
Test the technical setup
2 people
Do the shopping
3 people
Pick up catering
2 people
Carry out a site check
2 people
Bring materials to the venue
4 people
Set out the room layout
3 people
Set up chairs
4 people
Set up tables
3 people
Set up projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Prepare film files
2 people
Fully test technical setup
2 people
Set up the registration desk
2 people
Lay out the programs
2 people
Lay out name badges
Build the catering buffet
4 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Hang up route signs
2 people
Prepare the presentation area
2 people
Brief volunteers
3 people

Event

Welcome visitors
4 people
Check off registrations
3 people
Hand out name badges
2 people
Hand out programs
2 people
Give the opening speech
Start the first film
2 people
Staff the screening room
2 people
Serve break drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Host the audience discussion
2 people
Start the second film
2 people
Open the dinner buffet
4 people
Serve dinner
5 people
Distribute diet meals
2 people
Start the third film
2 people
Collect audience questions
2 people
Moderate the film discussion
2 people
Refill coffee and tea
2 people
Deliver closing remarks
Guide visitors to the exit
3 people
Collect lost property
Carry out the first waste round
2 people

Aftercare

Take down the buffet
4 people
Collect tableware
3 people
Switch off the equipment
2 people
Take down the projection screen
2 people
Clear away chairs and tables
4 people
Separate waste
3 people
Sweep and mop the hall
3 people
Clean the restrooms
2 people
Pack up materials
4 people
Hand over the venue
2 people
Return equipment
2 people
Clear away leftover catering
2 people
Collect reimbursements

What to bring

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

Furniture

Chairsqty 180
Reception tablesqty 2
Buffet tablesqty 6
Conversation tablesqty 4
Tableclothsqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Media playersqty 2
Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
HDMI cablesqty 5
Extension cordsqty 8
Power stripsqty 8
Spare batteriesqty 12
Headphonesqty 6
USB sticksqty 4
Presentation clickersqty 2

Tableware

Reusable glassesqty 220
Coffee cupsqty 120
Tea glassesqty 80
Platesqty 220
Cutlery setsqty 220
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Induction platesqty 2
Food warmersqty 6
Food containersqty 12

Decorations

Program leafletsqty 200
Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Directional signsqty 12
Tapeqty 8
Ropeqty 2
Poster panelsqty 6

Lighting

LED work lightsqty 6
Atmosphere lightsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Secure film rights before publishing the programme. Keep written confirmation for every title and allow at least 2–3 weeks to resolve missing files, subtitles, or screening conditions.
Build the schedule around the actual runtime of each film. Add 15–20 minutes for a short break and at least 10 minutes between sessions for audience movement, introductions, and technical reset.
Test every film file on the exact laptop, media player, projector, and speakers you will use. Do this 2–3 days before the festival, then keep backup copies on two USB sticks.
Open registration only after the programme, moderators, catering plan, and venue capacity are confirmed. Ask for dietary requirements during registration and give the caterer a final headcount 3–5 days before the event.
Set up the room and reception area before guests arrive. Place name badges, printed programmes, chairs, tables, microphones, extension cords, spare batteries, and a printed run sheet where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a documentary festival?: Start venue reservations and film rights at least 8–12 weeks ahead. Open registration once the programme and screening permissions are confirmed, usually 3–4 weeks before the first screening.
How long should breaks be between documentary screenings?: Plan 15–20 minutes for a normal break and 25–30 minutes if you serve food or need to change rooms. Add at least 10 minutes between sessions for technical checks and audience movement.
When should I test the equipment for a documentary festival?: Run a full test 2–3 days before the festival using the final film files, projector, screen, speakers, mixer, microphones, and cables. Repeat a short power-on and playback check on the morning itself.
When should I order catering for a documentary festival?: Confirm the estimated number of guests when registration opens, then send the final headcount and dietary requirements to the caterer 3–5 days before the event. Pick up or receive the catering early enough to set the buffet before the first session.

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