Film lecture checklist: from first announcement to final screening

A film lecture combines a screening, a speaker, and a live audience, so small gaps can affect the whole programme. Start by publishing the date and opening registration, then confirm dietary requirements, speaker information, and film rights. In the final week, secure the film version, venue, equipment, catering, and printed materials. On the day, allow time to inspect the room, test the film and presentations, connect the sound, and set up the seating before visitors 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

Publish the date and program
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Publish speaker information
Checking film rights
Deliver the film version
Reserve venue
Reserve equipment
Order catering
Print the program
Make name badges
Update visitor list
Do the shopping
2 people
Test film and presentations
2 people
Chill drinks
Open venue
2 people
Inspect the space
2 people
Set up chairs
3 people
Set up tables
2 people
Set up projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Set up the lighting
Fully test the film
2 people
Set up coffee station
2 people
Set out snacks
2 people
Set up the reception table
2 people

Event

Welcome visitors
3 people
Distribute program
2 people
Serve coffee and tea
2 people
Host lecture
Show film
2 people
Serve break snacks
2 people
Refill drinks
2 people
Moderate the Q&A
Serve snacks
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
2 people
Switch off equipment
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Return equipment
Lock up the venue
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Microphoneqty 2
Microphone stand
Power stripsqty 4
Extension cordsqty 6

Lighting

Standing lampsqty 4

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving spoonsqty 8
Coolersqty 3
Ice cube traysqty 3

Decorations

Red carpet
Movie postersqty 6
Poster clipsqty 12
Name badgesqty 60

Catering

Drink dispensersqty 2
Serving plattersqty 8
Napkin holdersqty 6
Groceries

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2

Tips

Check film rights and the exact screening version before promoting the programme. Ask for the final file or delivery at least 7 days before the event so there is time to test subtitles, aspect ratio, sound, and playback.
Close or review registrations 2–3 days before the lecture. Use the visitor list to confirm the number of chairs, name badges, printed programmes, drinks, and any dietary requirements.
Schedule venue access at least 2 hours before the audience arrives. That gives you time to inspect the space, arrange chairs and tables, set up the screen, and run cables without rushing.
Test the complete technical chain on the actual laptop and projector, including the HDMI cable, adapter, speakers, and microphone. Play a few minutes of the film and one presentation slide rather than checking only that the devices turn on.
Prepare refreshments according to the programme timing, not just the headcount. Chill drinks before doors open, and place coffee equipment, cups, glasses, plates, cutlery, and serving utensils where they can be used without blocking the projection area.

Frequently asked questions

How far in advance should I announce a film lecture?: Publish the date and programme at least 4–6 weeks before the event. Open registration at the same time, then publish speaker information as soon as it is confirmed so visitors know what the lecture includes.
When should I check the film rights for a lecture screening?: Check the rights before you advertise the film and aim to have written confirmation at least 3–4 weeks before the event. Do not wait for the final week, because an alternative film or screening arrangement may take time to organise.
How early should I arrive to set up a film lecture?: Allow at least 2 hours before doors open for room inspection, seating, projection, sound, lighting, and catering. Add another 30 minutes if the projector, speakers, or venue layout are unfamiliar.
How many printed programmes and name badges do I need?: Prepare one programme and one name badge for every registered visitor, plus roughly 5–10% extra. For 80 registrations, that means 84–88 copies and badges, with a few spare blanks for late changes.

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