Film festival checklist: what to arrange and when

A film festival needs more than a good programme. You must secure screening rights, match the venue to your equipment, manage registrations, and give volunteers clear jobs before the first audience arrives. Start with the date and programme, then book the venue, projector, screen, and catering before promoting the event. In the final week, confirm presenters, publish film times, prepare badges and booklets, and test every connection. This checklist keeps the planning sequence clear from the first booking to the last chilled drink.

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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
Reserve venue
Request film rights
Reserve projector and screen
Finalize catering arrangements
Design invitations
2 people
Send invitations
2 people
Post promotion online
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm presenters
Publish films and times
Prepare name badges
2 people
Make program booklets
2 people
Set out admission tickets
2 people
Test equipment in advance
2 people
Check the shopping list
2 people
Check tableware stock
Download and organize films
2 people
Set out backup films
Do the shopping
3 people
Prepare snacks
4 people
Chill drinks
2 people
Folding program booklets
3 people
Open venue
2 people
Set up reception desk
2 people
Set up tables and chairs
4 people
Set up the projection screen
3 people
Connect the projector
2 people
Connect sound
2 people
Fully test technical setup
2 people
Hang up decorations
3 people
Place route signs
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Display snacks
3 people
Check the rows of chairs
2 people
Instruct staff
2 people
Prepare the registration list
2 people

Event

Open the doors
3 people
Register visitors
4 people
Hand out program booklets
2 people
Guide visitors to the hall
2 people
Give the opening speech
Start the first film
2 people
Serve the break buffet
4 people
Refill drinks
2 people
Start the second film
2 people
Prepare the film changeover
2 people
Start the third film
2 people
Refill coffee and tea
2 people
Restock Snacks
3 people
Empty waste bins periodically
2 people
Collect audience questions
Facilitate the debrief
2 people
Start the final film
2 people
Guide visitors to the exit
2 people
Collect lost and found items

Aftercare

Switch off the equipment
2 people
Clear catering
3 people
Collect tableware
3 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Sort waste
2 people
Clean the room
4 people
Clean the restrooms
2 people
Pack equipment
3 people
Return equipment
2 people
Wash dishes
3 people
Store leftovers
2 people
Hand over the venue
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
Registration desk
Buffet tablesqty 4
Coat racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
USB sticksqty 3
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4
Spare batteriesqty 12
Presentation clicker

Lighting

LED lightsqty 6
Mood lightingqty 4
Light standsqty 4

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Movie star postersqty 12
Film festival bannerqty 2
Red carpet
Tableclothsqty 12
Balloonsqty 80
Clapperboardsqty 4
Photo backdrop
Photo propsqty 12
Table numbersqty 12
Candle holdersqty 12

Kitchen

Coolersqty 4
Ice containersqty 4
Cutting boardsqty 4
Chef’s tongsqty 4
Knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 3
Cling filmqty 3
Serving traysqty 8
Food warmersqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 3
Microfiber clothsqty 12
Toilet brushesqty 3
Rubber glovesqty 8

Catering

Ticketsqty 180
Program bookletsqty 180
Name badgesqty 40
Wristbandsqty 180
Napkinsqty 500
Coffee filtersqty 100
Strawsqty 200
Takeaway containersqty 100
Food glovesqty 2
Groceries

Tips

Request film rights before publishing the programme. Allow at least 4–6 weeks for replies, and keep one or more backup films downloaded and ready in case a screening changes.
Test the complete projection setup at the venue at least 24 hours before opening. Check the projector, screen, laptop, HDMI cables, adapters, speakers, microphones, mixer, power strips, and extension cords together—not separately.
Close registrations 3–7 days before the festival if you need accurate seating, badges, booklets, or dietary information. Give volunteers a final attendee list and assign the registration desk, room support, and presenter support in advance.
Plan food and drinks around the programme rather than only the guest count. Prepare snacks before doors open, chill drinks several hours ahead, and check that glasses, cups, plates, and cutlery are available for the expected audience.
Keep a visible technical backup at the control point: spare batteries, USB sticks with the films, backup HDMI adapters, gaffer tape, and a second playback option. Label each film and test its audio before the audience enters.

Frequently asked questions

How far in advance should I organize a film festival?: Start planning at least 8–12 weeks before the event. Film rights, venue availability, equipment reservations, invitations, registrations, and volunteer scheduling all need time, and rights requests may take 4–6 weeks.
When should I request film screening rights?: Request rights as soon as the date and provisional programme are known, ideally 6–8 weeks before the festival. Do not publish a film as confirmed until you have received permission and checked any screening conditions.
When should I test the film festival equipment?: Run a full test at the venue at least 24 hours before the first screening. Allow 60–90 minutes to test playback, image size, sound, microphones, cables, adapters, lighting, and backup files.
How many volunteers do I need for a film festival?: Plan for at least one volunteer at registration, one person responsible for projection and sound, and one room or presenter support person for each active screening area. Add one extra volunteer for every 50–75 guests if you expect queues or multiple rooms.

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