Film conference checklist and planning guide

A film conference needs more than a program and a projector. You have to clear screening rights, confirm speakers, test every film format, and coordinate registration, catering, rooms, and volunteers. Start with the date and program, then work outward to bookings, invitations, technical checks, and printed materials. This checklist covers the full sequence, including details that are easy to leave until the final week, such as dietary requirements, presentation files, name badges, directions, and cable management.

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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 date and program
2 people
Reserve the venue and rooms
2 people
Approach speakers
2 people
Checking film rights
2 people
Select films for screening
3 people
Publish the program online
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Request presentations
Place catering order
2 people
Reserve equipment
2 people
Recruit volunteers
2 people
Create task assignments
2 people
Design name badges
Design program leaflets
Print name badges
Print the program booklets
Print speaker bios
Check presentations technically
2 people
Check film formats
2 people
Send directions
Create the attendance list
Do the shopping
2 people
Pick up the equipment
2 people
Bring materials to the venue
3 people
Set out the room layout
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Put up the program boards
2 people
Set up the projection screen
2 people
Connect the projector
2 people
Connect microphones
2 people
Set up presentations
2 people
Set out the films
2 people
Run technical rehearsal
3 people
Set up coffee station
2 people
Set up the catering buffet
3 people
Lay out break signals
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Hand out program brochures
2 people
Guide visitors to the hall
2 people
Guide the opening presentation
2 people
Provide technical support for speakers
2 people
Monitor the schedule
Collect questions from the audience
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Start the film screening
2 people
Serve snack breaks
3 people
Serve lunch buffet
4 people
Serve diet meals
2 people
Take tableware to the dishwashing station
2 people
Moderate the panel discussion
2 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
4 people
Guide the evening screening
2 people
See off guests and manage departure
2 people

Aftercare

Chill leftover catering
2 people
Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Back up films and presentations
Clean the rooms
4 people
Put tables and chairs back
4 people
Pack up equipment
3 people
Return materials
2 people
Return rented equipment
2 people
Store leftover materials
2 people
Archive registration details
Send a thank-you message to the speakers
Send visitor email

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration deskqty 2
Buffet tablesqty 4
Speaker table
Stoolsqty 6
Clothing rack

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Microphonesqty 4
Microphone standsqty 4
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4
USB sticksqty 6
Remote controlsqty 2
Laser pointerqty 2

Lighting

LED panelsqty 4
Standing lampsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 120
Drinking glassesqty 160
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Bread basketsqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Aluminum foilqty 2
Cling filmqty 2
Serving traysqty 10

Decorations

Program postersqty 8
Directional signsqty 10
Name badge holdersqty 8
Tableclothsqty 10
Film clapboardsqty 3
Photo backdrop
Decorative film rollsqty 4

Cleaning

Waste binsqty 8
Washing-up tubsqty 3
Spongesqty 8
Dish brushesqty 4
Microfiber clothsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 2
Toilet brushesqty 2

Catering

Groceries

Tips

Clear film rights before publishing the screening program. Allow several weeks for responses, and confirm the approved format for every film before sending files to the venue.
Set a firm deadline for speaker information and presentations, ideally 7–10 days before the conference. This gives you time to check slides, video playback, aspect ratios, audio, and adapters on the venue laptop.
Close registration early enough to order catering accurately. Use the final attendance list to confirm meals, dietary requirements, seating, name badges, program booklets, and the number of cups, glasses, and plates.
Run a room-by-room technical test at least one day before the first screening. Check the projector, screen, microphones, mixer, speakers, HDMI cables, adapters, power strips, extension cords, and cable trays together rather than separately.
Assign volunteers to specific time slots and locations, not just general duties. Cover registration, room changes, speaker support, directions, microphone handling, and troubleshooting so no one has to guess who is responsible.

Frequently asked questions

How far in advance should I start planning a film conference?: Start at least 4–6 months ahead if the conference includes multiple speakers, rooms, and film screenings. Use the first weeks to set the date, reserve the venue, approach speakers, and begin rights checks.
When should film screening rights be checked?: Check rights before the films are announced publicly, preferably 8–12 weeks before the event. Keep written confirmation for each title and verify whether the approved screening file, disc, or other format matches your equipment.
When should I order catering for a film conference?: Place the catering order 7–14 days before the conference, once registration numbers and dietary requirements are reliable. Confirm the final headcount and meal changes again 2–3 days before the event.
How early should presentations and film files be tested?: Ask speakers for presentations at least 7 days before the conference and test all files no later than 2–3 days beforehand. Repeat a full equipment check in the venue the day before, including audio, projection, cables, and power.

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