Film festival checklist: what to arrange and when

A film festival involves more than selecting films and booking a venue. You need screening rights, working video files, subtitles, projection equipment, ticket registration, visitor information, and a clear run sheet. Start with the date, programme, films, and venue, then secure licenses and technical requirements before opening ticket sales. In the final week, check every file, print the programme materials, brief volunteers, and test the complete setup in the room.

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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
Compile program
3 people
Select films
3 people
Check screening rights
2 people
Arrange film licenses
2 people
Confirm venue
Plan the room layout
2 people
Check projection requirements
2 people
Reserve technical equipment
2 people
Design invitations
2 people
Send invitations
2 people
Open online ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Update visitor list
2 people
Publish the film program
2 people
Send directions
Assign volunteers
2 people
Print the run sheet
Make name badges
2 people
Collect film files
2 people
Check video files
2 people
Check subtitles
2 people
Prepare presentation texts
2 people
Print program boards
Print signage
Order catering
2 people
Do the shopping
3 people
Clean the cinema hall
3 people
Clean the reception area
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration table
2 people
Mark seating
2 people
Set up chairs
4 people
Set up tables
3 people
Set up projector
2 people
Set up films for playback
2 people
Test sound
2 people
Set up lighting
2 people
Set up the presentation area
2 people
Display information materials
2 people
Display snacks
3 people
Set out coffee and tea
2 people
Set up technical backup
2 people

Event

Open the entrance
3 people
Check in visitors
4 people
Hand out programs
2 people
Guide visitors to the hall
2 people
Give the opening speech
Start the first film
Serve break snacks
3 people
Refill drinks
2 people
Perform film changeover
2 people
Start the second film
Serve evening snacks
3 people
Set up panel microphones
2 people
Moderate the panel discussion
3 people
Start the third film
Escort the last visitors
2 people
Deliver the closing remarks
Collect lost and found items

Aftercare

Clear the visitor area
4 people
Stack chairs
4 people
Switch off equipment
2 people
Pack equipment
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
4 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Registration desk
Speaker table
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 8
Tableclothsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Media playersqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Power banksqty 4
USB sticksqty 4
Cable ties
Gaffer tapeqty 4

Tableware

Reusable cupsqty 220
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 220
Forksqty 220
Knivesqty 180
Spoonsqty 100
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2

Decorations

Film festival postersqty 12
Program boardsqty 6
Red carpet
Directional signsqty 10
Name badgesqty 30

Lighting

LED garlandsqty 6
LED spotlightsqty 4
Battery lanternsqty 6

Cleaning

Vacuum cleanerqty 2
Mop headsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm screening rights and arrange film licenses before publishing the programme or opening ticket sales. Rights can take longer than expected, especially when several films or distributors are involved.
Check every film file and subtitle track on the actual laptop, media player, projector, and screen you will use. Bring USB sticks, HDMI cables, adapters, extension cords, power strips, cable ties, and gaffer tape as backup.
Plan the room around the audience flow: place chairs and the registration desk first, then position the projection screen, speaker table, bar stools, coat racks, and waste bins so entrances and cables stay clear.
Open online ticket sales only after the programme, venue details, directions, and accessibility information are final. Collect dietary requirements during registration if food or drinks are served.
Print the run sheet, name badges, programme boards, and presentation texts before the festival day. Assign volunteers to registration, room support, guest guidance, and technical escalation instead of leaving all questions with one organiser.

Frequently asked questions

How far in advance should I organize a film festival?: Start planning at least 3 to 6 months before the festival. Set the date, confirm the venue, select films, and check screening rights first; allow extra time for licenses and technical requirements.
When should I open ticket sales for a film festival?: Open ticket sales once the programme, venue, directions, and basic visitor information are confirmed, usually 4 to 8 weeks before the event. Keep the visitor list updated as registrations arrive.
How do I prepare films for a festival screening?: Collect the final film files and subtitles at least 2 weeks before the festival. Check each video file on the planned laptop or media player and test the projector, screen, speakers, HDMI connections, and adapters during a full technical rehearsal.
What should I prepare in the final week before a film festival?: Print the run sheet, name badges, programme boards, and presentation texts 3 to 7 days beforehand. Reconfirm volunteers, dietary requirements, directions, equipment, film files, subtitles, and the room layout before the event 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.