Film Festival Planning Checklist

A film festival involves more than choosing films and booking a screening room. You need confirmed screening rights, usable film files, tested playback equipment, a clear schedule and enough people to run each session. This checklist takes you from programme planning to the final technical check, catering and volunteer briefing. Use it to keep deadlines visible and prevent common last-minute problems such as missing subtitles, incompatible adapters or chilled food arriving too early.

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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

Select program and films
3 people
Check screening rights
2 people
Compile film program
3 people
Create the screening schedule
2 people
Reserve the venue and rooms
2 people
Make equipment reservations
2 people
Send invitations
2 people
Publish festival online
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Confirm guest speakers
2 people
Collect film files
2 people
Technical testing of video files
2 people
Check subtitles
2 people
Prepare program brochures
2 people
Design signage
Order wristbands and tickets
Order catering
2 people
Create backup files
2 people
Print audience information
2 people
Prepare the volunteers briefing
Do the shopping
3 people
Load films onto playback equipment
2 people
Store catering chilled
2 people
Set out the room layout
2 people
Test projectors and screens
3 people

Event

Open venue
2 people
Fully connect the equipment
3 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Set up the catering buffet
3 people
Hang up signage
2 people
Put out program brochures
2 people
Brief volunteers
2 people
Staff the entrance and ticket desk
3 people
Welcome visitors
3 people
Deliver the opening presentation
2 people
Start the first film
2 people
Guide the room change
3 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Start the second film
2 people
Moderate audience questions
2 people
Restock break snacks
2 people
Start the third film
2 people
Arrange evening break
3 people
Distribute audience voting
2 people
Announce the winner
2 people
Start the final film
2 people
Guide visitors to the exit
3 people
Close the box office and ticket desk
2 people
Safely shut down equipment
2 people
Collect waste immediately
2 people

Aftercare

Clear away chairs and tables
4 people
Dismantle technical equipment
3 people
Clean the rooms
4 people
Wash dishes
2 people
Take waste to the bins
2 people
Remove signage
2 people
Sort leftover catering
2 people
Check borrowed materials
2 people
Return equipment
2 people
Leave the venue tidy
2 people
Collect lost and found items

What to bring

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

Furniture

Chairsqty 260
Foldable tablesqty 18
Entrance desk
Buffet tablesqty 4
Waste binsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Media playersqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 4
Power stripsqty 8
Backup USB sticksqty 4
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Headphonesqty 2
Power banksqty 4
Flashlightsqty 6
Battery chargersqty 4

Lighting

LED panelsqty 4
Atmosphere lightsqty 8
Spare batteriesqty 24

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Platesqty 280
Forksqty 280
Knivesqty 280
Spoonsqty 280
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Small bowlsqty 20
Serving plattersqty 12
Pliersqty 8
Bottle openersqty 4

Decorations

Festival postersqty 20
Movie postersqty 12
Red carpet
Photo backdrop
Tableclothsqty 8
Directional signsqty 16
Cable tiesqty 100
Painter's tapeqty 8
Name badgesqty 300
Pensqty 40
Ballotsqty 300
Program leafletsqty 300
Ticketsqty 300
Wristbandsqty 300
Clipboardsqty 6
Sticky tackqty 10
Paper tapeqty 10

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Paper towelsqty 12

Tips

Secure screening rights before publishing the programme. Keep written confirmation for every film and allow at least two weeks to resolve missing permissions or replacement files.
Collect film files early and run a technical test for every screening at least 7 days before the festival. Check picture, sound, aspect ratio and subtitles on the actual projector and media player.
Build the schedule around room changes and audience movement, not only film running times. Leave at least 15 minutes between screenings in the same room and longer if chairs, tables or equipment must be moved.
Brief volunteers before doors open and assign specific roles for the entrance desk, room checks, guest speakers and technical support. Give each volunteer a written programme and an emergency contact number.
Treat catering as a timed delivery rather than a shopping task. Confirm dietary requirements before ordering, keep chilled items in coolers until service, and count reusable cups, plates and cutlery for the expected audience plus a 10% spare allowance.

Frequently asked questions

How far in advance should I organise a film festival?: Start planning at least 3 to 6 months ahead for a small festival. Choose the programme, check screening rights and reserve the venue first; equipment, speakers and catering can then be confirmed against the final schedule.
When should film festival screening rights be checked?: Check rights before announcing or publishing any film, ideally 8 to 12 weeks before the event. Keep a written record of approvals and follow up within 5 working days if a rights holder has not replied.
When should I test films and subtitles before a festival?: Test every film file and subtitle track at least 7 days before the first screening. Repeat a short playback check on the event day after loading the films onto the playback equipment.
How many volunteers do I need for a film festival?: Plan at least 1 volunteer for the entrance desk, 1 per active screening room and 1 technical or floor lead. For a festival with three rooms, this means a minimum of 5 people per busy session, before adding support for guest speakers or catering.

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