Film conference checklist: what to arrange and when

A film conference needs more than a programme and a projector. You must secure the venue, confirm film rights, coordinate speakers, collect registrations and test every film before guests arrive. This checklist covers the work from setting the date through printing the run sheet. Use it to keep programme decisions, catering numbers and technical requirements aligned instead of solving them during the conference.

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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

Set the conference date
2 people
Confirm venue
2 people
Determine room layout
2 people
Compile program
3 people
Select films
3 people
Approach speakers
2 people
Checking film rights
2 people
Gather technical requirements
2 people
Design invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Publish the program
2 people
Book catering
2 people
Order drinks
Reserve equipment
2 people
Prepare badges
2 people
Print attendance list
Send speaker confirmation
Collect presentations
2 people
Download films
2 people
Technically test the films
2 people
Print the run sheet
Send directions
Sort name tags
2 people
Do the shopping
3 people
Receive catering
3 people
Chill drinks
2 people
Clean the room
3 people
Set up tables
3 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out badges
2 people
Connect the projector
2 people
Set up the screen
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up presentations
2 people
Set out the films
2 people
Set up the lighting
2 people
Set up the stage table
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Prepare snacks
3 people
Place waste stations
2 people
Signpost the entrance
2 people
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Hand out badges
2 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Announce the speakers
Operate the projector
2 people
Manage microphones
2 people
Serve break snacks
3 people
Refill drinks
3 people
Refill coffee and tea
2 people
Moderate the Q&A
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Collect tableware
3 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Keep restocking drinks
2 people
Lead the closing speech
2 people
See visitors out
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear buffet
3 people
Dismantle furniture
4 people
Disconnect equipment
2 people
Archive films and presentations
2 people
Clean the venue
4 people
Collect lost and found items
Inventory materials
2 people
Return equipment
2 people
Store leftover stock
2 people
Check supplier invoices
Send thank-you message
Share photos with permission

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration deskqty 2
Stage table
Coat racksqty 4

Tableware

Water glassesqty 120
Coffee cupsqty 110
Coffee spoonsqty 110
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Serving spoonsqty 12
Serving traysqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Audio mixer
USB sticksqty 4
Presentation clickerqty 2
Duct tapeqty 4
Cable tiesqty 100

Decorations

Name badgesqty 120
Badge holdersqty 120
Tableclothsqty 14
Program leafletsqty 120
A4 directional signsqty 12
Pensqty 120
Notepadsqty 120
Name card holdersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Serving plattersqty 12
Hot traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Start with the date, venue and room layout before inviting speakers. The room determines how many chairs and tables fit, where the stage table goes, and whether the projection screen and speakers have a clear position.
Confirm film rights before publishing the programme or sending invitations. Keep the final film files in one place, download them before the event, and test playback on the actual laptop, projector and HDMI setup.
Open registration only after the programme and practical details are ready. Ask for dietary requirements during registration, then give the caterer a confirmed headcount rather than estimating from invitation numbers.
Collect speaker details and presentations several days before the conference. Check presentation formats, download every file to the event laptop, and keep copies on USB sticks in case a speaker arrives without a working device.
Build the final run sheet around real timings, including registration, film changes, introductions, questions and breaks. Print the attendance list, prepare name badges, and label cables with duct tape or cable ties before the first guest arrives.

Frequently asked questions

How far in advance should I organise a film conference?: Start at least 12 weeks before the conference if films, speakers and a venue are involved. Confirm the venue, programme direction and film rights first, then allow several weeks for invitations and registrations.
When should I confirm film screening rights?: Check rights before publishing the programme and preferably at least 8 weeks before the event. Keep written confirmation for every film and do not assume that a personal or educational copy can be shown publicly.
When should I send film conference invitations?: Send invitations 6 to 8 weeks before the conference, once the date, venue and initial programme are confirmed. Keep registration open long enough to collect dietary requirements and reach a reliable catering count.
When should I test the films and equipment?: Test every film and presentation at least 2 days before the conference using the event laptop, projector, screen, HDMI cables, adapters and audio equipment. Repeat a short technical check on the day before doors open.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.