Film festival checklist: what to arrange and when

A film festival involves more than choosing a programme and opening the doors. Film rights, screening formats, room capacity and technical requirements need checking before you publish the schedule. You also need time for registrations, dietary information, volunteer briefings, catering and equipment tests. Use this checklist to organise the work in a practical order, with backups and printed materials ready before festival day.

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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

Compile film program
2 people
Secure film rights
Reserve venue
Check Rooms and Capacity
2 people
Schedule film blocks
2 people
Collect trailer files
Note technical requirements for each film
Determine the festival name and branding
2 people
Write promotional copy
Publish the program online
Send invitations
2 people
Post social media announcement
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Brief presenters
2 people
Order catering
Test the equipment
2 people
Download films
Make backups of films
Prepare name badges
2 people
Print program booklets
Print signage
Do the shopping
3 people
Arrange the films in playback order
2 people
Chill drinks
2 people
Prepare popcorn
2 people

Event

Set up reception desk
2 people
Set out the room layout
3 people
Set up chairs
4 people
Set up tables for catering
2 people
Set up projector
2 people
Set up projection screen
3 people
Connect the sound system
2 people
Set up lighting
2 people
Hang up decorations
3 people
Hang up signage
2 people
Set up the catering buffet
3 people
Prepare registration materials
2 people
Play test film
2 people
Test microphones
2 people
Welcome volunteers
2 people
Brief volunteers
2 people
Register visitors
4 people
Hand out program booklets
2 people
Deliver the opening presentation
2 people
Start the first film
2 people
Guide hall doors
2 people
Announce breaks
Serve snacks
4 people
Refill drinks
2 people
Hand out popcorn
2 people
Check the rooms in between
2 people
Play films according to the program
2 people
Moderate audience questions
2 people
Announce the final film
Present closing
2 people
Collect lost property
Guide visitors to the exit
2 people

Aftercare

Collect tableware
3 people
Clean up catering
3 people
Collect waste
3 people
Clear away chairs
4 people
Turn off projector
2 people
Pack equipment
3 people
Remove decorations
3 people
Clean the rooms
4 people
Check toilets
2 people
Return venue keys
Return borrowed materials
2 people
Clear away leftover stock
2 people
Archive video files
Send visitor email
Save photos and videos

What to bring

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

Furniture

Chairsqty 170
Registration tablesqty 2
Catering tablesqty 6
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Equipment

Film projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Media playersqty 2
Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Spare hard drivesqty 2
Presentation clicker

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Light standsqty 4

Decorations

Movie postersqty 20
Clapperboardsqty 4
Red carpet
Festival bannersqty 4
Tableclothsqty 8
Photo backdrop

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 100
Tea glassesqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Popcorn machinesqty 2
Measuring cupsqty 4
Kitchen tongsqty 8
Serving trays with lidsqty 8

Cleaning

Vacuum cleanersqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Hand soap dispensersqty 6
Cleaning glovesqty 8

Catering

Groceries

Tips

Start with the programme, film rights and venue capacity before announcing anything. Build the schedule only after you know how long each film block takes and which rooms and screens can handle it.
Request the technical requirements for every film early, including file format, sound and aspect ratio. Download the films before the event, test them on the actual playback setup and keep a second copy on a spare hard drive.
Set a registration deadline that leaves at least 3 days to sort dietary requirements, name badges, seating and catering numbers. Keep a final attendee list at the registration table rather than relying only on online registrations.
Brief presenters and volunteers at least 1 hour before the first screening. Give volunteers clear roles for registration, room changes, microphones, signage and helping guests find the correct screening room.
Print programme booklets, signs and badges no later than the day before the festival. Check every room for chairs, power strips, extension cords, HDMI cables, microphones and lighting before guests arrive.

Frequently asked questions

How far in advance should I organise a film festival?: Start at least 8 to 12 weeks before the festival. Film rights, venue availability, technical checks and promotion often take longer than expected, while catering and printed materials should be finalised during the last 7 days.
When should I secure film rights for a festival?: Secure rights before publishing the programme or sending invitations, ideally 6 to 10 weeks in advance. Keep written confirmation for every film and check whether the permission covers the specific venue, audience and screening date.
How many backups of festival films do I need?: Keep at least two copies of every film: one working copy for playback and one backup on a separate spare hard drive. Test both copies before the festival and store the backup away from the main playback laptop.
When should I test the film festival equipment?: Run a full test 1 to 2 days before the event, then check the setup again on the day itself. Play a sample or complete film through each projector, screen, speaker, mixer, laptop and media player, including the HDMI cables and power connections.

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.