Film competition checklist from first rules to final screening

A film competition needs more than a screening slot and a projector. Set the rules and entry process first, then build the programme around the films you actually receive. In the final week, check every file technically, prepare judging and audience voting, and confirm the equipment and room layout. This checklist follows that order, including the small jobs that are easy to leave until doors open.

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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

Draw up competition rules
2 people
Assign judges
2 people
Reserve venue
Reserve projector and screen
Create registration form
Send invitations
2 people
Post promotion online
2 people
Process registrations
Collect dietary requirements
Check film submissions
2 people
Request missing films
Technically test the films
2 people
Create the program and schedule
2 people
Prepare jury forms
Prepare audience voting
Arrange prizes and certificates
2 people
Write presentation texts
Make name badges
Check the shopping list
2 people
Do the shopping
2 people
Load films onto the playback computer
2 people
Test the playback order
2 people
Store catering chilled
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Set up lighting and signage
2 people
Set up registration desk
2 people
Set up the jury table
2 people
Check films and backup
2 people
Set out snacks and drinks
3 people
Give volunteers a briefing
2 people
Register visitors
3 people
Serve welcome drinks
2 people
Host the opening
Announce films
Play films
2 people
Collect jury scores
2 people
Serve break snacks
3 people
Refill drinks
2 people
Distribute audience votes
2 people
Count votes
2 people
Present the awards ceremony
2 people
Serve the networking drinks reception
3 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Collect waste
3 people
Collect tableware
3 people
Take down tables and chairs
4 people
Clean the venue
4 people
Pack equipment safely
2 people
Return equipment
2 people
Publish results
Thank participants

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Judges' table
Registration desk

Equipment

Projector
Projection screen
Playback computer
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4

Lighting

Standing lampsqty 4
LED stripsqty 4

Tableware

Drinking glassesqty 80
Wine glassesqty 60
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 3
Rolls of tapeqty 6

Decorations

Name badgesqty 80
Program flyersqty 80
Signage boardsqty 8
Tableclothsqty 10
Prizesqty 4
Certificatesqty 15

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3

Catering

Groceries

Tips

Set a firm submission deadline and review every film as it arrives. Request missing files immediately rather than waiting until the programme is being produced.
Test each film on the playback computer, not just on the filmmaker’s device. Check sound, aspect ratio, subtitles and the opening frame, then test the complete playback order before the event.
Prepare separate forms for the judges and the audience. Print enough jury forms for every judge plus spares, and make the voting method clear before the first film starts.
Treat the venue setup as a technical rehearsal. Allow at least 60 minutes to position the screen, projector, speakers, microphone and cables, then run a short film with the room lights set for the screening.
Finish audience-facing materials before the day: programme flyers, name badges and signage. Keep films and catering separate—load the files onto the playback computer early and store chilled items in coolers until serving.

Frequently asked questions

How far in advance should I organise a film competition?: Start at least 8–12 weeks before the screening. That gives you time to publish the rules, collect submissions, reserve the venue and equipment, and build the programme after the deadline.
When should film submissions close?: Close entries at least 10–14 days before the event. Use the remaining time to chase missing films, test every file, confirm the running order and prepare the jury and audience voting materials.
How long does it take to set up a film competition venue?: Allow 60–90 minutes for tables, chairs, the registration desk, projection equipment, sound and signage. Add a further 30 minutes if you need to load films and test the complete playback order on site.
How many judges do I need for a film competition?: Use at least 3 judges for a small competition so one unavailable judge does not determine the result. Give each judge a prepared form and agree the scoring method before judging begins.

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