Film festival checklist: what to arrange and when

A film festival involves more than choosing films and putting them on a screen. You need to clear screening rights, secure the venue and equipment, publish a reliable programme, and give your technical team time to test every file and connection. This checklist follows the work from the first programme decisions through registration, catering, volunteer briefing, and opening the doors. Use it to see what needs an early deadline and what can wait 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

Record program and film titles
2 people
Check Films and Screening Rights
2 people
Reserve venue
Reserve projector and screen
Design film program
Draft invitations
Open the registration form
Send invitations
2 people
Publish the program online
Hang posters
2 people
Process registrations
Collect dietary requirements
Assign volunteers
Send visitor information
Download and check films
2 people
Schedule technical test
Confirm tech delivery
Place catering order
Prepare printed materials
Back up the films to USB
Print visitor list
Do the shopping
2 people
Collect equipment and materials
2 people
Setting up shelf-stable catering
2 people

Event

Open venue
2 people
Unpack equipment
2 people
Set up the hall
4 people
Set up tables and chairs
4 people
Set up screen and projector
2 people
Connect speakers
2 people
Set up lighting
2 people
Technically test the films
2 people
Set out backup equipment
Set up the registration desk
2 people
Lay out programs and name badges
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Check toilets
Clear emergency exits
2 people
Brief volunteers
Prepare doors and entrance
2 people
Welcome visitors
3 people
Check off registrations
2 people
Hand out programs
2 people
Give the opening speech
Start the first film
Host the film screening
2 people
Restock break buffet
3 people
Refill drinks
2 people
Keep the break room clean
2 people
Announce the second film
Start the second film
Host the film screening
2 people
Serve hot snacks
3 people
Lead the evening break
3 people
Announce third film
Start the third film
Host the film screening
2 people
Refill drinks
2 people
Collect audience questions
Handle the closing
Wave goodbye to visitors
3 people
Collect lost and found items

Aftercare

Safely Shut Down the Projector
Back up films and files
Clear catering
3 people
Wash dishes
3 people
Sort waste
2 people
Clean the room
4 people
Clean the restrooms
2 people
Put furniture back
4 people
Pack up equipment
2 people
Lock up the venue
2 people
Return equipment
2 people
Clear away leftover groceries
Archiving the visitor list
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Buffet tablesqty 3
Entrance desk
Coat racksqty 2

Equipment

Projector
Projector lamp
Movie screen
Laptopsqty 2
USB sticksqty 3
Speakersqty 2
Audio mixer
Microphoneqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
HDMI adaptersqty 3
Remote controlsqty 2

Lighting

LED panelsqty 4
Atmosphere lightsqty 8
Flashlightsqty 4

Tableware

Reusable cupsqty 120
Reusable coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Bread knivesqty 2
Bowlsqty 8
Measuring cupsqty 2
Kettlesqty 2
Food warmersqty 3

Decorations

Movie postersqty 12
Directional signsqty 8
Tableclothsqty 10
Name badgesqty 30
Badge holdersqty 30

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste binsqty 6
Glovesqty 2

Catering

Groceries

Tips

Confirm screening rights before publishing the programme. Contact rights holders early enough to replace a film if permission or a usable screening file does not arrive on time.
Schedule the technical test before the festival day, not during setup. Download every film, play the files from the planned laptop or media source, and check the projector, screen, speakers, mixer, microphones, HDMI connections, adapters, and power strips.
Send visitor information after registrations are processed and again when details change. Include arrival time, venue access, screening times, food information, and who visitors should contact on the day.
Back up every film to at least one USB stick and check that the backup opens before leaving for the venue. Keep the main files and backup with different people or in different bags during transport.
Count service items against the expected audience before placing the catering order. Allow enough chairs, tables, reusable cups, coffee cups, plates, cutlery, serving platters, tongs, coffee pots, and teapots for the full programme rather than only the first screening.

Frequently asked questions

How far in advance should I start planning a film festival?: Start at least 8 to 12 weeks before the festival. Reserve the venue and screening equipment first, then allow time for film rights, programme design, invitations, registrations, and technical checks.
When should I check film screening rights?: Check rights before you announce a title or publish the programme, ideally 6 to 8 weeks in advance. Keep a replacement option ready if permission or the final film file is delayed.
How many days before a film festival should I send invitations?: Send invitations 3 to 4 weeks before the event, with the registration form already open. Close or review registrations several days beforehand so you can print the visitor list and collect dietary requirements.
When should the technical test take place for a film festival?: Run a full technical test 1 to 3 days before the festival, then repeat a short equipment check when the venue opens. Test every film, backup USB, projector lamp, audio connection, microphone, cable, adapter, and power source.

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.