Documentary festival checklist: what to arrange and when

A documentary festival depends on more than a strong film programme. Film rights, subtitle checks, speaker details and technical tests must be finished before guests arrive, while registration and catering need accurate numbers. This checklist takes you from booking the room and confirming films to preparing backups, setting up the foyer and checking the screening space. Use it to assign tasks, track deadlines and avoid problems that are difficult to fix on the 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 the room
Confirm film rights
Compile program
2 people
Invite speakers
Finalize moderators
Create a registration form
Send invitations
2 people
Distribute promotional posters
2 people
Process registrations
Collect dietary requirements
Collect speaker details
Gather technical requirements
2 people
Download films
Check film copies
2 people
Check subtitles
2 people
Print the run sheet
Prepare name badges
2 people
Create signage
2 people
Order catering
Do the shopping
2 people
Bring equipment to the venue
2 people
Make film backups
Pick up venue keys
Inspect hall and foyer
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the projection screen
3 people
Connect the projector
2 people
Connect the sound system
2 people
Test microphones
2 people
Technically test the films
2 people
Set up lighting
2 people
Set up registration desk
2 people
Set up information tables
2 people
Lay out name badges
Hang up signage
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
3 people

Event

Welcome speakers
2 people
Give technical briefing
2 people
Register participants
4 people
Distribute program
2 people
Guide visitors to the hall
2 people
Start the opening film
Host the film screening
2 people
Serve break drinks
4 people
Refill snacks
2 people
Moderate the panel discussion
3 people
Collect questions from the audience
2 people
Refill drinks
2 people
Start the second film
Check the film screening
Set up the buffet
4 people
Serve buffet dishes
5 people
Serve diet meals
2 people
Restock plates and cutlery
2 people
Replenish drinks at the buffet
2 people
Set up the third film
Screen the third film
2 people
Lead the closing interview
3 people
See visitors out
2 people

Aftercare

Collect lost and found items
Sort waste
3 people
Clear the buffet
4 people
Wash dishes
3 people
Switch off the equipment
2 people
Pack the projector safely
2 people
Clear away chairs and tables
4 people
Remove decorations
2 people
Clean the room
4 people
Check toilets
2 people
Remove signage
2 people
Secure the waste containers
2 people
Lock up the hall
2 people
Return materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Archive registration list

What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
Buffet tablesqty 4
Registration desk
Speaker table
Coat racksqty 4

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
USB sticksqty 4
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 8
Cable traysqty 6
Presentation clicker

Lighting

Standing lampsqty 4
LED spotlightsqty 6
Emergency lightingqty 2

Tableware

Coffee cupsqty 80
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Pouring jugsqty 8

Kitchen

Coolersqty 6
Serving traysqty 8
Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Bottle openersqty 4
Thermos cupsqty 20

Decorations

Movie postersqty 12
Info boardsqty 6
Tableclothsqty 12
Name badgesqty 180
Name badge holdersqty 180
Poster holdersqty 8
Directional signsqty 12
Adhesive stripsqty 4
Table décorqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 10

Catering

Groceries

Tips

Confirm film rights before publishing the programme. Ask for screening files and subtitle versions early enough to download, check and replace them before the event.
Set a firm registration deadline at least 3–5 days before the festival. Use the final attendee count to order catering, prepare name badges and plan chairs and tables.
Run a complete technical test with every film at least 24 hours before screening. Check the projector, screen, laptop, HDMI adapters, audio, subtitles and backup copies rather than testing only the first film.
Collect speaker and moderator details no later than one week before the event. Add pronunciation, biographies, dietary requirements and technical needs to the run sheet so the host is not searching for information on the day.
Allow 2–3 hours for venue setup before doors open. Inspect the hall and foyer, collect the keys, arrange registration and signage, test microphones and cables, and keep emergency lighting and walkways clear.

Frequently asked questions

How early should I start planning a documentary festival?: Start at least 8–12 weeks before the festival. Book the room and confirm film rights first, then build the programme, invite speakers and open registration.
When should documentary film rights be confirmed?: Confirm rights before sending invitations or printing posters, ideally 6–8 weeks before the event. Keep written confirmation for every film and check whether the permission covers the planned audience and format.
How long before a documentary screening should I test the equipment?: Complete a full test at least 24 hours before the first screening, then test the setup again on the day. Check every film, subtitle track, laptop, cable, adapter, microphone and backup copy.
When should I order catering for a documentary festival?: Order catering after registration numbers and dietary requirements are collected, usually 3–5 days before the event. Keep a small margin for late arrivals and confirm serving times with the venue.

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.