Film Fair checklist: what to arrange and when

A Film Fair involves more than inviting exhibitors and putting out tables. You need a clear sequence for registrations, stand allocation, presentations, catering, signage and technical checks. Start with the date, venue and exhibitor outreach, then move to visitor registration and the site plan. In the final week, confirm dietary requirements, presentation files, equipment and printed materials. This checklist keeps the details that are easy to leave until the last minute in one place.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the fair date and location
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open the registration form
Register exhibitors
2 people
Process visitor registrations
2 people
Collect dietary requirements
Create the site map
2 people
Assign stand numbers
2 people
Send exhibitor letter
Make material reservations
Book catering
Draw up the program and schedule
2 people
Create a film quiz
2 people
Buy quiz prizes
Design signage
Print signage
Prepare name badges
2 people
Print registration lists
Test payment terminal
Collect presentation files
2 people
Check presentation files
2 people
Charge equipment
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Bring materials to the venue
3 people
Open venue
2 people
Set up the entrance desk
2 people
Set up stand tables
4 people
Set out chairs and seating
3 people
Hang up stand numbers
2 people
Lay out tablecloths
2 people
Display film collections
4 people
Hang posters and decorations
2 people
Set up projector and screen
2 people
Test sound
2 people
Test film clips
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Check toilets
Clear emergency exits
2 people
Set up the information table

Event

Welcome exhibitors
3 people
Register visitors
3 people
Hand out admission wristbands
2 people
Inform visitors
2 people
Support exhibitors
2 people
Manage the cloakroom
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Host the film quiz
2 people
Present film clips
2 people
Hand out quiz prizes
2 people
Inform last visitors
2 people
Have exhibitors take down their stands
3 people
Collect lost and found items
See visitors out
2 people

Aftercare

Switch off equipment
2 people
Pack film collections
4 people
Dismantle furniture
4 people
Clean up catering
3 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
3 people
Return borrowed equipment
2 people
Store leftover catering
2 people
Return unused groceries

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 60
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 100
Tableclothsqty 24
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Laptop locksqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
USB sticksqty 4
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Charging cablesqty 6
Power banksqty 4
Cash drawer
Payment terminal
Label printer
Handheld scannersqty 2
Wi-Fi router

Lighting

LED work lightsqty 4
Atmosphere lightsqty 8
Lamp standsqty 4

Decorations

Movie postersqty 20
Decorative clapperboardsqty 4
Red carpet
Barrier tapeqty 4
Directional signsqty 12
Stand number signsqty 24
Information boardsqty 6
Cable traysqty 10
Gaffer tapeqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2
Pliersqty 6
Serving spoonsqty 6
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Food containersqty 12

Catering

Groceries
Coolers for drinksqty 4
Drink dispensersqty 3
Coffee filtersqty 200
Thermos cupsqty 100
Allergen cardsqty 30
Menusqty 12

Cleaning

Trash bins with lidsqty 4
Waste sorting binsqty 4
Broom setsqty 2
Vacuum cleaner
Mop headsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Tips

Set the date and location before inviting exhibitors, then allow at least 6–8 weeks for exhibitor replies, visitor invitations and stand planning. You need the confirmed exhibitor count before assigning stand numbers.
Close or review visitor registration at least 7 days before the fair so you can print registration lists, prepare name badges and give catering a reliable headcount. Collect dietary requirements during registration rather than by separate email.
Finish the site map and stand assignments 5–7 days before opening. Send the exhibitor letter with stand numbers, arrival details, presentation deadlines and the equipment each stand can use.
Test the projector, screen, laptop, speakers, microphones, mixer, HDMI cables and adapters at least 24 hours before the fair. Charge equipment and keep spare cables, USB sticks and power banks together at the registration desk.
Do the final shopping and chill drinks the day before, not on the morning of the fair. Print signage, prepare badges and registration lists, test the payment terminal and check every presentation file before exhibitors arrive.

Frequently asked questions

How far in advance should I plan a Film Fair?: Start planning 6–8 weeks before the event. Set the date and location first, then invite exhibitors and open visitor registration so you have enough time to assign stands and prepare the program.
When should Film Fair exhibitor registration close?: Aim to confirm exhibitors 2–3 weeks before the fair. Final stand numbers, the site map, exhibitor letter and material reservations depend on knowing who is attending.
When should I print Film Fair badges and registration lists?: Print them 1–2 days before the event, after visitor registrations and dietary requirements have been reviewed. Keep a small supply of blank badges for late registrations or name changes.
When should I test the Film Fair presentation equipment?: Run a complete technical test at least 24 hours before opening. Check the projector, screen, laptop, audio, microphones, cables, adapters and presentation files in the same setup you will use on the day.

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.