Film lecture checklist: what to arrange and when

A film lecture needs more than a room, a screen and a speaker. You must clear the film licence, confirm the programme, test the complete projection and sound setup, and give catering the right dietary information. This checklist helps you work through the plan in order, from booking and registrations to setting up the hall and serving coffee and tea. Start early enough to catch technical or programme changes 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

Reserve the room
Check film license
Book speaker
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send confirmation
Prepare presentation
Check film footage
Test equipment in advance
2 people
Order catering
Do the shopping
2 people
Print programs
Print participant list
Bring materials to the hall
2 people
Ventilate the hall
Set up tables
2 people
Set up chairs
2 people
Set up registration desk
Set up projection screen
2 people
Set up projector
2 people
Connect the sound system
2 people
Set up lighting
Set out coffee and tea
2 people
Set out snacks
2 people
Carry out the final technical test
2 people

Event

Welcome the speaker
Register visitors
2 people
Serve coffee and tea
2 people
Announce the opening
Host lecture
Moderate the Q&A
Serve break snacks
2 people
Refill drinks
Announce the film
Host the film screening
Serve evening snacks
2 people
Announce the closing
See visitors out
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Put furniture back
2 people
Pack up materials
2 people
Return borrowed items
Keep lost and found items

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Coat racksqty 2
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adaptersqty 3
Wireless microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Forksqty 60
Knivesqty 60
Teaspoonsqty 60
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Program leafletsqty 60
Name badgesqty 60
Tableclothsqty 8
Directional signsqty 6

Lighting

Atmosphere lightsqty 6
Reading lamp

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Trash bag holdersqty 4
Hand soap dispensersqty 2

Catering

Groceries

Tips

Clear the film licence before you publish invitations. If the screening rights are still uncertain, guests may register for a programme you cannot legally show.
Test the actual film footage on the presentation laptop at least one working day before the lecture. Check the projector, screen, HDMI cable, adapters, speakers, mixer and wireless microphone together, not as separate items.
Close registrations before ordering catering and collect dietary requirements at the same time. Print the participant list only after the final changes, so the registration desk is working from one current version.
Plan the room setup around the lecture flow: place the speaker table where it does not block the screen, leave clear access to the registration desk, and check that every seat has a view of the projection screen.
Bring programmes, presentation materials and technical equipment to the hall before setup begins. On the day, allow time to ventilate the room, arrange chairs and tables, connect power strips and extension cords, and prepare coffee and tea before arrivals.

Frequently asked questions

How far in advance should I organise a film lecture?: Start booking the room, speaker and film licence at least 6 to 8 weeks before the event. Send invitations once the programme and screening rights are confirmed.
When should I test the film lecture equipment?: Test the film footage and the full projection and sound setup at least 1 working day beforehand. Repeat a short check in the hall on the event day before guests arrive.
How much catering should I order for a film lecture?: Base the order on the final registration list and add about 5 to 10 percent for late changes or extra guests. Collect dietary requirements when registrations close, before placing the order.
What should I prepare on the day of a film lecture?: Bring materials to the hall before setup and allow at least 90 minutes for chairs, tables, registration, screen, projector, sound, lighting and refreshments. Keep the participant list and printed programmes at the registration desk.

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