Film concert checklist: what to arrange and when

A film concert combines a screening with live music, so the planning has to cover two productions at once. Start with film and music rights, the venue layout, the chosen film version and subtitle file before inviting anyone. Then coordinate musicians, technicians, registrations and technical requirements. In the final week, test the film backup, align the projector, tune the instruments and walk through the audience route. This checklist helps you keep those dependencies in the right 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

Check film and music rights
2 people
Confirm the venue and room layout
2 people
Make reservations
Choose film version and subtitles
2 people
Compile the music program
2 people
Book musicians and technicians
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish program and route
Check the technical rider
2 people
Brief crowd guides
2 people
Create visitor list and badges
2 people
Print emergency contacts and map
Check the film and backup
2 people
Set up instruments and equipment
3 people
Do the shopping
2 people
Clear the screening room
4 people
Check the stage floor
2 people
Set up stage and lecterns
4 people
Set up projection screen
3 people
Align projector
2 people
Connect the sound system
3 people
Tune instruments
4 people
Set lighting plan
2 people
Conduct the technical rehearsal
5 people
Set up chairs and tables
4 people
Hang up decorations
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up registration desk
2 people
Lay out the programs
Briefing with all staff
8 people

Event

Open doors and reception
4 people
Register visitors
3 people
Serve coffee and tea
3 people
Guide visitors to their seats
3 people
Deliver the welcome speech
Stage a film concert
8 people
Lead the break
4 people
Serve snacks and drinks
4 people
Refill drinks
2 people
Perform the second concert set
8 people
Moderate audience questions
2 people
Serve the evening buffet
4 people
Wrap up the film and music
3 people
See visitors out
3 people
Collect lost and found items

Aftercare

Switch off equipment
3 people
Pack instruments
4 people
Dismantle the technical setup
4 people
Clean up the buffet and kitchen
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
4 people
Put furniture back
4 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Send visitor messages

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Bistro tablesqty 8
Stage sectionsqty 12
Lecternsqty 10
Dressing room tablesqty 2
Coat racksqty 4

Equipment

Projector
Projection screen
Media player
Backup laptop
Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 6
Headphonesqty 4
Audio cablesqty 20
Video cablesqty 8
Power stripsqty 12
Extension cordsqty 12
Cable traysqty 20
Cable tiesqty 100

Lighting

Stage spotlightsqty 6
Mood lightingqty 8
LED emergency lampsqty 4
Light standsqty 4

Tableware

Water glassesqty 130
Wine glassesqty 100
Coffee cupsqty 100
Platesqty 130
Cutlery setsqty 130
Serving boardsqty 12
Serving plattersqty 16
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Movie postersqty 6
Tableclothsqty 12
Stage drapesqty 4
Name badgesqty 120
Program leafletsqty 130
Directional signsqty 12
Chalkboardsqty 4

Cleaning

Vacuum cleanerqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Microfiber clothsqty 20
Rubber glovesqty 8
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Confirm film and music rights before publishing the program or sending invitations. Allow at least 6–8 weeks for permissions and written confirmations, especially when the film and live score involve different rights holders.
Lock the room layout before making reservations. Draw the positions of the screen, stage sections, lecterns, chairs, projector, speakers and cable routes so you can spot blocked exits or poor sightlines early.
Treat projection and live sound as one technical test, not two separate jobs. Schedule a full run-through at least 2 hours before doors open, using the exact film version, subtitles, media player and backup laptop.
Prepare audience information before registrations open. Publish the route, program and access details, collect dietary requirements with each registration, and print the visitor list, badges, emergency contacts and venue map before the event day.
Keep a separate final check for items that are easy to overlook: water glasses for musicians, headphones, DI boxes, microphone stands, power strips, extension cords, cable trays, cable ties and LED emergency lamps. Count them after setup, not only when shopping.

Frequently asked questions

How far in advance should I plan a film concert?: Start at least 8–12 weeks before the event. Rights, musician availability, venue reservations and technical requirements can each affect the others, so leaving them until the final month creates avoidable gaps.
When should I test the projector and film backup?: Test the exact film file, subtitles, media player, projector and backup laptop at least 1 week before the concert. Repeat the test on the event day, ideally 2 hours before the audience arrives.
How long before doors open should the technical setup start?: Allow at least 4–6 hours for stage, screen, sound, lighting and instrument setup in the screening room. Reserve the final 2 hours for alignment, tuning, a complete playback test and fixing cable or sightline problems.
What should be included in a film concert guest checklist?: Include registrations, dietary requirements, the published program and route, the visitor list, badges, emergency contacts and a venue map. Finalise and print these materials no later than the day before the event.

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.