Film camp checklist: what to arrange and when

A film camp needs more than cameras and a good script idea. You need a venue, participant information, permissions, working equipment, group assignments and a clear run-of-show. Start with the date and programme, then collect registrations and requirements before preparing materials and testing every technical item. On the day, allow time to set up film sets, reception, catering and projection equipment before participants arrive. This checklist puts the main work 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

Reserve venue
Set the date and program
2 people
Send invitations
Process registrations
Collect permissions
Collect dietary requirements
Check contact details
Assign participant groups
2 people
Select film script examples
Prepare assignment cards
Print the run-of-show schedule
Check film equipment
2 people
Charge cameras
Clear memory cards
Test laptops and chargers
2 people
Test the projector and screen
2 people
Do the shopping
2 people
Prepare catering
3 people
Distribute materials by group
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up film sets
4 people
Set up reception desk
2 people
Set up technical equipment
3 people
Set out food and drinks
3 people
Receive participants
3 people
Register attendance
2 people
Give safety instructions
2 people
Explain the program
2 people
Come up with film ideas
5 people
Assign roles
5 people
Lead the camera workshop
2 people
Lead sound workshop
2 people
Serve snacks and drinks
3 people
Supervise the filming
5 people
Serve dinner
4 people
Refill drinks
2 people
Import image material
3 people
Edit short films
5 people
Set up the projection screen
2 people
Host movie night
2 people
Ensure participants leave safely
3 people

Aftercare

Switch off equipment
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Put furniture back
4 people
Store film projects securely
2 people
Clean equipment
2 people
Return equipment
2 people
Return lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 28
Tableclothqty 8
Waste binsqty 4

Equipment

Compact camerasqty 5
Smartphone clampsqty 5
Tripodsqty 5
Microphonesqty 5
Headphonesqty 10
Laptopsqty 5
Laptop chargersqty 5
Memory cardsqty 10
USB card readersqty 5
HDMI cablesqty 3
Power stripsqty 6
Extension cordsqty 6
Projector
Projection screen
Portable speaker
Power banksqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 8
Serving spoonsqty 6
Coolersqty 3

Tableware

Platesqty 30
Drinking glassesqty 30
Mugsqty 25
Cutlery setsqty 30

Decorations

Film clapboardsqty 5
Name badgesqty 30
Colored paperqty 5
Markersqty 30

Lighting

LED lightsqty 6
Light standsqty 4

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Trash bag holdersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Include arrival time, collection time and the activities participants will complete so registrations contain useful information.
Collect permissions and dietary requirements during registration, not during check-in. Check contact details again before the camp and keep participant groups ready to assign.
Test each camera, microphone, tripod, memory card and laptop before the event. Charge cameras and power banks, clear memory cards and verify that every charger, cable and card reader is present.
Print the run-of-show schedule and assignment cards before setup day. Distribute materials by group so participants can start without waiting for staff to sort equipment.
Test the projector, screen, HDMI connection and portable speaker at the venue. Set up and check the screening area before food and drinks are put out, leaving time to fix cables or power issues.

Frequently asked questions

How far in advance should I organise a film camp?: Set the date and reserve the venue at least 6–8 weeks ahead. Send invitations once the programme is fixed, then leave 1–2 weeks before the camp to confirm registrations, permissions and dietary requirements.
What equipment should I test before a film camp?: Test cameras, smartphone clamps, tripods, microphones, headphones, laptops, chargers, memory cards and card readers. Test the projector, screen, HDMI cables, power strips and speaker at least 2–3 days beforehand, then do a quick connection check on the day.
How many film groups can one organiser manage?: Plan for about 6–8 participants per group when they must write, shoot and edit a short film. Add an assistant or split the work into more groups if one organiser would need to supervise more than 3–4 active sets at once.
When should I prepare food and drinks for a film camp?: Buy shelf-stable items 1–2 days before the camp and prepare fresh catering on the event day. Set out food and drinks after the technical setup is checked, usually 30–45 minutes before participants arrive.

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.