Film debate checklist: what to arrange and when

A film debate needs more than a screening and a few chairs. You need to clear the film rights, confirm panelists, test the projection and sound, and give registration enough time to build a reliable attendance list. This checklist puts the work in a practical order, from setting the program to printing badges and welcoming guests. Pay particular attention to subtitles, transport for speakers, dietary requirements and the final technical test—these are easy to leave until the last week.

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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
Checking film rights
Approach panelists
Assign moderator
Purchase a film license
Reserve venue
Reserve equipment
Book catering
Write promotional copy
Create social media posts
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Arrange transport for panelists
Send press invitation
Develop the run sheet
2 people
Prepare debate questions
2 people
Collect presentations
Check subtitles
Run a technical test
2 people
Create final participant list
Send confirmation to visitors
Prepare name badges
2 people
Print programs
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Unload equipment
3 people
Set up tables
3 people
Set up chairs
4 people
Set up the debate table
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Test film and presentations
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Adjust lighting and ventilation
Hang wayfinding signs
2 people
Receive panelists
2 people
Brief panelists
2 people
Register visitors
3 people
Hand out programs
2 people
Serve coffee and tea
2 people
Announce the opening
Show film
2 people
Announce break
Serve snacks
3 people
Refill drinks
2 people
Facilitate the debate
2 people
Collect audience questions
2 people
Set up evening buffet
3 people
Serve the buffet
4 people
Refill drinks
2 people
Facilitate networking conversations
2 people
Deliver the closing speech
Wave goodbye to visitors
3 people
Switch off the equipment
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Dismantle furniture
4 people
Clean the venue
3 people
Pack up equipment
3 people
Lock up the venue
2 people
Return materials
2 people
Store leftovers
2 people
Send visitor thank-you gifts
Thank panelists
Archive photos and files

What to bring

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

Furniture

Chairsqty 90
Debate table
Buffet tablesqty 6
Registration desk
Tall cocktail tablesqty 6
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 5
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clicker
USB stickqty 2
Headphonesqty 2
Power banksqty 3

Lighting

LED work lightsqty 4
Atmosphere lightsqty 8

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 90
Platesqty 100
Dessert platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Buffet traysqty 8
Induction platesqty 2
Food warmersqty 4
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 12

Decorations

Name badgesqty 12
Program flyersqty 110
Announcement postersqty 8
Wayfinding signsqty 8
Pensqty 20
Notepadsqty 12
Table numbersqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3

Catering

Groceries

Tips

Clear the film rights before promoting the event. Allow enough time to purchase the license and confirm that the approved screening format works with your projector and laptop.
Confirm the moderator and panelists before writing the promotional copy. Prepare the debate questions early, then collect presentations and any supporting files at least several days before the event.
Run a complete technical test before doors open: projector, screen, laptop, HDMI cables and adapters, speakers, mixer and wireless microphones. Keep a USB stick with the final film and presentations as a backup.
Close registration before preparing the final participant list. Use the list to print name badges, plan chairs and catering, and check dietary requirements rather than trying to estimate attendance on the day.
Build transport and arrival details into the run sheet for panelists. Send visitor confirmations before the event and leave time for registration, subtitle checks and microphone testing before the film starts.

Frequently asked questions

How far in advance should I organize a film debate?: Start at least 6 to 8 weeks before the screening. That gives you time to secure film rights, book the venue and equipment, confirm panelists, promote the event and process registrations.
When should I check the film license for a debate screening?: Check availability and licensing requirements before publishing the event, ideally 6 weeks ahead. Do not wait until the final week, because the license, delivery format or subtitle version may affect your technical setup.
How long before the event should I run the technical test?: Run a full test 1 to 3 days before the event, then repeat the essential checks on the day. Test the projector, screen, laptop, cables, sound system, microphones and subtitles with the actual film file.
What should I prepare for panelists before a film debate?: Confirm the moderator and panelists at least 3 weeks in advance. Collect presentations several days before the event, arrange transport, share the run sheet and prepare the debate questions before the final briefing.

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