Film gala planning checklist

A film gala needs more than a screening schedule. You need confirmed film rights, working files, reliable projection and sound, a clear guest process, and enough time for awards and catering. Start with the date, venue and programme, then confirm films, judges, host and suppliers. In the final week, test every film file, print the run sheet, prepare badges and certificates, and chill the drinks before guests arrive.

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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
Checking film rights
Prepare guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm catering
Book host
Confirm judges
Contact the prize winners
2 people
Publish the film program
Prepare name badges
2 people
Print the run sheet
Review presentation texts
2 people
Collect film files
2 people
Test film files
2 people
Reserve equipment
Place catering order
Order prizes
Check the shopping list
2 people
Do the shopping
3 people
Prepare prizes and certificates
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Receive deliveries
3 people
Set up the entrance and coat check
3 people
Roll out the red carpet
2 people
Build the photo wall
2 people
Hang up decorations
3 people
Set up tables and chairs
4 people
Build the catering buffet
4 people
Set out drinks
2 people
Lay out crockery and cutlery
2 people
Set up projector and screen
2 people
Connect sound and microphones
2 people
Set lighting plan
2 people
Technically test the film program
2 people
Technically test presentation
2 people
Check room layout
2 people
Hold team briefing
6 people
Staff the registration table
2 people
Welcome guests
4 people
Manage the cloakroom
2 people
Serve welcome drinks
3 people
Guide the photo moment
2 people
Give the opening speech
Present the film program
2 people
Serve break snacks
4 people
Refill drinks
2 people
Guide the judges
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Present the awards ceremony
3 people
Present prizes
2 people
Show winning films
2 people
Serve dessert
3 people
Deliver farewell speech
See guests out
4 people
Issue the cloakroom
2 people
Lock up the venue
2 people

Aftercare

Collect tableware
3 people
Wash dishes
3 people
Sort catering leftovers
2 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Remove decorations
3 people
Roll up the red carpet
2 people
Dismantle the technical setup
2 people
Put furniture back
4 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items
Send thank-you messages

What to bring

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

Furniture

Banquet tablesqty 10
Cocktail tablesqty 6
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 3
Stoolsqty 6
Tableclothsqty 14

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Audio mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 8
USB sticksqty 3

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 12
String lightsqty 4

Decorations

Red carpet
Photo backdrop
Photo wall standsqty 2
Film clapboardsqty 3
Star balloonsqty 40
Black balloonsqty 60
Gold Balloonsqty 60
Balloon pumpqty 2
Balloon ribbonqty 4
Table decorationsqty 14
Menu card holdersqty 14
Number platesqty 10
Trophiesqty 6
Certificate foldersqty 10
Name badgesqty 100
Table numbersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Coolersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 10
Serving spoonsqty 10
Serving plattersqty 20
Labelsqty 100
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Check film rights before publishing the programme or sending invitations. Allow at least two weeks for confirmations, especially if films come from several rights holders.
Test every film file on the actual laptop, projector and screen at least 24 hours before the gala. Bring a second copy on a USB stick and check HDMI adapters, audio and power cables.
Set the registration deadline 5–7 days before the event. Use the final guest count to confirm catering, collect dietary requirements and prepare name badges.
Prepare the running order in timed blocks, including introductions, film changes, judging, awards and catering. Print several copies of the run sheet for the host, technical operator and backstage team.
Order prizes and certificates no later than two weeks before the gala. Keep winners’ contact details private, but confirm attendance early enough to avoid an empty presentation moment.

Frequently asked questions

How far in advance should I plan a film gala?: Start planning at least 8–12 weeks before the event. Film rights, venue availability, invitations, judges, catering and technical equipment all need separate confirmation.
When should I test the films for a gala screening?: Test every film at least 24 hours before the gala, using the same laptop, projector, screen and sound system planned for the event. Test again during the venue setup if the equipment or connections change.
How many drinks should I plan for a film gala?: For the first hour, plan on 2–3 drinks per guest, then about 1 drink per person per hour. Add water throughout the event and chill drinks several hours before doors open.
When should guests confirm their attendance and dietary needs?: Set the RSVP deadline 5–7 days before the gala. Ask for dietary requirements in the same registration process so the caterer can receive the final numbers and meal details on time.

Start this plan in Lizzt

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