Film Club Night Checklist

A film club night needs more than a film and a projector. You need to secure the venue, confirm legal screening rights, register guests, test every file and connection, and plan breaks before setup day. This checklist keeps the work in order, from choosing the programme to welcoming visitors. It also covers the details that are easy to leave too late, such as dietary requirements, chilled drinks, working adapters and enough time to test the sound.

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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

Select films
2 people
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Checking film rights
Obtain films legally
Create the program and breaks
Check the shopping list
Do the shopping
2 people
Collect equipment
2 people
Test films and files
2 people
Portion snacks
2 people
Prepare popcorn
2 people
Chill drinks
Set up tables
3 people
Set up chairs
3 people
Set up the projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Set up lighting
Hang up decorations
2 people
Set up snack and drink tables
2 people
Set up entrance and cloakroom
2 people

Event

Welcome visitors
3 people
Explain the program
Start the first film
Refill drinks
2 people
Serve snack breaks
3 people
Start the second film
Finish final film
See visitors out
2 people

Aftercare

Collect tableware
3 people
Sort waste
2 people
Wash dishes
3 people
Switch off equipment
2 people
Pack equipment
2 people
Put furniture back
4 people
Clean the room
3 people
Remove decorations
2 people
Return items
2 people

What to bring

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

Furniture

Chairsqty 36
Tablesqty 5
Coat rack
Coat hangersqty 40

Tableware

Reusable drinking glassesqty 40
Coffee cupsqty 24
Platesqty 40
Snack bowlsqty 8
Cutlery setsqty 40
Serving traysqty 6

Kitchen

Serving spoonsqty 6
Thermos flasksqty 3
Water jugqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 2
Speakersqty 2
Audio cablesqty 2
Remote control
Power stripsqty 4
Extension cordsqty 4

Lighting

Standing lampsqty 2

Decorations

Movie postersqty 6
Tableclothsqty 5
Name badgesqty 40

Cleaning

Bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Choose the films and build the running order before sending invitations. Include breaks and allow at least 15 minutes between films if you need time for snacks, drinks or a room reset.
Check screening rights before obtaining the files. Complete this at least 2–3 weeks before the event so you still have time to change the programme if permission or a legal copy is unavailable.
Test every film on the actual laptop, projector, HDMI cable, adapter and speakers at least 24 hours beforehand. Play several minutes from each file and check both picture and sound.
Plan the entrance before guests arrive: set up the coat rack and hangers, prepare name badges, and keep the registration list where the person welcoming visitors can reach it. Aim to finish this 30 minutes before doors open.
Prepare food and drinks close to opening time, but do the main shopping earlier. Portion snacks, prepare popcorn, chill drinks and set out serving items so the first break does not become a queue at one table.

Frequently asked questions

How early should I plan a film club night?: Start choosing films and checking screening rights 3–4 weeks before the event. Send invitations once the programme, venue and registration method are confirmed, then keep the final week for shopping and equipment checks.
How do I legally show films at a film club night?: Check whether your planned screening needs public performance permission before you advertise the title. Obtain the film through a legal source and keep the rights confirmation with your event records at least until the screening is over.
When should I test the projector and sound for a film club night?: Run a full technical test at least 24 hours before the event, using the same laptop, files, cables, adapters and speakers. Do a shorter check again during setup, ideally 60–90 minutes before guests arrive.
How much food and drink should I prepare for a film club night?: Use the confirmed registration count rather than guessing from the room capacity. Prepare at least one snack portion per guest for each planned break, and chill drinks several hours before the doors open.

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.