Documentary festival checklist

A documentary festival depends on more than choosing good films. You need screening rights, reliable playback files, working projection and sound equipment, confirmed moderators, and a clear visitor flow from registration to the final discussion. Start with the date, theme, programme, and venue, then work toward ticket sales and promotion. In the final week, test every video file, prepare media players, confirm dietary requirements, and print the run sheet and contact list. This checklist puts those steps in a practical order.

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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

Set the festival date
2 people
Set the program and theme
3 people
Select documentaries
3 people
Check screening rights
2 people
Request film files
2 people
Reserve the venue and rooms
2 people
Reserve projectors
Reserve screens and sound systems
Confirm moderators
2 people
Invite filmmakers
2 people
Create the program overview
2 people
Open ticket sales
2 people
Send invitations
2 people
Write promotional copy
2 people
Create promotional images
2 people
Publish festival online
Process registrations
2 people
Collect dietary requirements
Update visitor list
Inform press and partners
2 people
Order catering
2 people
Buy drinks and groceries
2 people
Check video files
2 people
Load films onto media players
2 people
Print the run sheet and contact list
Prepare name badges
2 people
Sort program booklets
2 people

Event

Open venue
2 people
Inspect the halls
2 people
Set up chairs
4 people
Set up the reception desk
2 people
Connect the projectors
2 people
Set up screens
3 people
Connect sound systems
2 people
Set the lighting and blackout
2 people
Technically test the films
3 people
Test microphones
2 people
Set up catering
3 people
Chill drinks
2 people
Set up coffee station
2 people
Hang up signage
2 people
Set up information tables
2 people
Hold team briefing
6 people
Staff the registration desk
3 people
Welcome visitors
3 people
Distribute program
2 people
Give the opening speech
2 people
Start the first film
2 people
Guide access to the hall
3 people
Facilitate the debrief
3 people
Serve break drinks
4 people
Refill drinks
2 people
Start the second film
2 people
Moderate the panel discussion
4 people
Serve snacks
4 people
Start the third film
2 people
Collect audience questions
2 people
Collect audience feedback
2 people
Deliver the closing remarks
2 people
See visitors out
3 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clear up the rooms
4 people
Clean the rooms
3 people
Count materials
2 people
Return rented equipment
2 people
Clear away leftover catering
2 people
Send visitor thank-you gifts
2 people
Archive photos and videos
2 people

What to bring

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

Furniture

Chairsqty 170
Bistro tablesqty 12
Registration tablesqty 2
Tableclothsqty 14
High tablesqty 10
Stoolsqty 20

Equipment

Projectorsqty 2
Projection screensqty 2
Media playersqty 2
Laptopsqty 2
Speaker setsqty 2
Wireless microphonesqty 4
Microphone standsqty 4
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Spare batteriesqty 24

Lighting

LED work lightsqty 6
Mood lightingqty 8
Flashlightsqty 4

Decorations

Festival postersqty 20
Directional signsqty 12
Program standsqty 6
Table décorqty 12
Name badge holdersqty 30

Tableware

Coffee cupsqty 100
Glassesqty 180
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving traysqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Thermos flasksqty 6
Waste binsqty 8

Catering

Program bookletsqty 180
Name badgesqty 30
Wristbandsqty 180
Ballpoint pensqty 20
Feedback cardsqty 180
Ballot boxesqty 2
Groceries

Cleaning

Broomsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Toilet paper rollsqty 24
Hand soap dispensersqty 6
Paper towelsqty 12

Tips

Secure screening rights before announcing the programme. Film files, guest invitations, and promotional copy should follow only after you know each documentary can legally be shown.
Test every film on the actual media players at least 48 hours before doors open. Check picture, sound, subtitles, HDMI connections, and backup USB sticks rather than relying on a laptop test.
Set a registration deadline for dietary requirements and use the final visitor list to place catering orders. Confirm the numbers with the caterer no later than 3 to 5 days before the festival.
Build a room-by-room equipment check: projector, screen, speaker set, wireless microphone, microphone stand, extension cords, and power strips. Keep spare batteries and flashlights at the registration desk.
Print the run sheet, contact list, programme overview, directional signs, and name badges before the event day. Prepare one staff copy for each room plus one master copy at registration.

Frequently asked questions

How far in advance should I organise a documentary festival?: Start at least 3 to 6 months ahead if you need multiple films, screening rights, invited filmmakers, and a venue. Begin rights checks and room reservations first, because delays there can affect the entire programme.
When should I request documentary screening rights?: Request permission as soon as the shortlist is ready, ideally 8 to 12 weeks before the festival. Allow at least 2 weeks for replies and keep written confirmation for every film you show.
When should ticket sales open for a documentary festival?: Open ticket sales once the date, venue, core programme, and room capacity are confirmed, usually 4 to 8 weeks before the event. Close or review registrations 3 to 5 days beforehand so catering and visitor lists can be updated.
How early should I test the festival equipment and film files?: Complete a full technical test 48 hours before the first screening, then do a shorter connection and playback check on the event day. Test every file on the assigned media player, with the correct subtitles, sound output, and cables.

Start this plan in Lizzt

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