Film festival checklist: what to arrange and when

A film festival depends on more than choosing a good programme. You need confirmed screening rights, tested film and subtitle files, a workable room schedule and equipment that is compatible before guests arrive. This checklist covers the full run-up, from setting the date and reserving rooms to registration, catering, volunteer roles and audience information. Use it to keep technical checks and time-sensitive bookings from being left until the final 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 festival date
2 people
Select program and films
3 people
Checking film rights
2 people
Draw up the screening schedule
2 people
Reserve the venue and rooms
2 people
Reserve projection equipment
Book catering
Write program text
2 people
Design poster and flyer
Open online registration
Send invitations
2 people
Distribute flyers
3 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Check accessibility
2 people
Check emergency exits
2 people
Collect movie trailers
Test the film and subtitle files
2 people
Prepare presentation texts
Prepare name badges
2 people
Design signage
Send audience information
Check the shopping list
2 people
Check office supplies stock
Do the shopping
3 people
Store video files locally
2 people
Bring equipment to the venue
3 people
Set out the room layout
3 people
Set up tables
3 people
Set up chairs
5 people
Set up projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Set up lighting
2 people
Prepare the film program
2 people
Conduct the technical rehearsal
3 people
Set up the catering area
3 people
Chill drinks
2 people
Set up coffee station
2 people
Set out snacks
3 people
Set up the reception desk
2 people
Put out program brochures
2 people
Hang up signage
2 people
Brief volunteers
2 people

Event

Staff the registration desk
3 people
Welcome visitors
4 people
Hand out program brochures
2 people
Open film festival
2 people
Escort audience to the hall
3 people
Start the first film
2 people
Monitor projection during the film
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Keep the break room tidy
2 people
Announce the second film
Start the second film
2 people
Moderate audience questions
2 people
Announce third film
Start the third film
2 people
Check the Toilets in Between
2 people
Escort the last visitors
3 people
Close the film festival
2 people
Guide the audience to the exit
3 people

Aftercare

Switch off equipment
2 people
Chill leftover catering
2 people
Collect tableware
3 people
Sort waste
3 people
Clear the hall
5 people
Stack tables and chairs
4 people
Pack equipment
3 people
Clean the catering area
3 people
Clean the restrooms
2 people
Remove signage
2 people
Hand over the venue
2 people
Return rented equipment
3 people
Clean up leftovers
2 people
Register lost and found items
Inform visitors about lost property
Archive invoices and receipts
Send thank-you message

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 14
Reception desk
Bar stoolsqty 6
Coat racksqty 4

Equipment

Projector
Projection screen
Laptopqty 2
External Hard Driveqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Speakersqty 2
Audio mixer
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 12
Break timer

Tableware

Glassesqty 180
Coffee cupsqty 100
Mugsqty 50
Platesqty 180
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving plattersqty 14
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Serving traysqty 6
Bottle openersqty 4
Washing-up basinsqty 8

Decorations

Film festival postersqty 12
Program postersqty 8
Red carpet
Film clapperboard
Film reels as decorationqty 4
Tableclothsqty 14
Themed lampsqty 6
Photo backdrop

Lighting

LED spotlightsqty 6
String lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 3

Catering

Groceries

Tips

Clear film rights before publishing the programme. Keep written confirmation for every title and finish this check before you print posters, flyers or programme text.
Test every film and subtitle file on the actual laptop, projector and speakers at least 7 days before the festival. Bring the files on an external hard drive and check HDMI cables, adapters and power connections as well.
Build the screening schedule around room changeovers, introductions and breaks. Leave at least 15 minutes between screenings if you need to reset the room, switch files or move audience members.
Set volunteer assignments before registration closes, then send each person their role and start time at least 3 days in advance. Include reception, room support, technical backup and catering duties rather than relying on people to find a job on arrival.
Send audience information no later than 48 hours before the first screening. Include arrival time, registration or ticket details, room names, accessibility information and any catering details collected during registration.

Frequently asked questions

How far in advance should I start planning a film festival?: Start at least 12 weeks before the event if you need several films, rooms and volunteers. Confirm the date, venue, programme direction and film rights first, then open registration only after the schedule is stable.
When should film rights be checked for a festival?: Check rights before announcing or promoting each film, ideally 8 to 10 weeks before the festival. Written confirmation should be complete before posters, flyers and programme text are distributed.
How long before a film festival should I test the equipment?: Run a full technical test at least 7 days beforehand using the actual projector, screen, laptop, speakers, cables and subtitle files. Repeat a short connection and playback check on the day, before the first audience enters.
When should I recruit film festival volunteers?: Recruit volunteers 4 to 6 weeks before the event and assign roles at least 3 days before opening. Share arrival times, responsibilities and a contact person so reception, room changes and technical issues are covered from the start.

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