Film market checklist and planning guide

A film market combines a public screening with a busy vendor area, so the planning needs to connect both sides. Start with the date, programme and film rights, then confirm the venue, sellers and registration process before promoting the event. In the final week, test every video file, send vendors the programme, prepare badges and signs, and check the complete purchase list. This checklist covers the practical sequence from first decisions to clearing the screening 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 date and program
2 people
Checking film rights
2 people
Confirm venue details
Contact sellers
2 people
Compile film program
2 people
Create registration form
Send invitations
2 people
Post promotion on social media
Process registrations
Collect dietary requirements
Update the vendor list
Make reservations
Work out the floor plan
2 people
Schedule volunteers
Send the program to vendors
Collect film files
2 people
Test video files
2 people
Design signage
Prepare name badges
Check the purchase list
2 people
Do the shopping
2 people
Collect materials
2 people
Prepare printed materials
Fill coolers
2 people
Clear the screening room
2 people
Set up market stalls
4 people
Set up tables and chairs
4 people
Set up projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Lay out power cables safely
2 people
Set up lighting
2 people
Hang up signage
2 people
Receive vendors
3 people
Assign vendor locations
2 people
Set up the information booth
2 people
Test the cash register and card terminal
2 people
Chill drinks
2 people
Set up the coffee station
2 people
Prepare snacks
2 people
Check toilets
Set up the opening table
2 people
Carry out the final technical test
2 people

Event

Welcome visitors
3 people
Distribute program
2 people
Staff the information booth
2 people
Support vendors
2 people
Start the film screening
Host the film screening
2 people
Serve snacks
2 people
Refill drinks
2 people
Staff the coffee station
Keep the break room tidy
Announce the second film
Screen second film
2 people
Announce evening program
Screen the evening movie
2 people
Serve the last round
2 people
Have vendors pack up
2 people
See visitors out
2 people
Close the register
2 people

Aftercare

Collect used items
4 people
Sort waste
2 people
Wash dishes
2 people
Turn off projection equipment
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Check materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Inform vendors about the process

What to bring

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

Furniture

Market stallsqty 12
Tablesqty 8
Chairsqty 60
Foldable tablesqty 2
Stoolsqty 4
Clothes racksqty 4
Tableclothqty 10

Equipment

Projector
Projection screen
Laptopsqty 2
Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Payment terminal
Power banksqty 4
USB sticksqty 4

Lighting

LED lampsqty 8
Mood lightingqty 4
Flashlightsqty 4

Decorations

Movie postersqty 12
Red carpet
Clapperboard
Directional signsqty 12
Program standsqty 6
Balloonsqty 50
Decorative film rollsqty 4
Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 150

Tableware

Glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving spoonsqty 8
Coffee potsqty 3
Water jugsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 4
Bottle openersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 4
Measuring cupsqty 2
Aluminum foilqty 2

Catering

Drink dispensersqty 3
Snack cupsqty 100
Napkin holdersqty 6
Coffee filtersqty 100
Groceries

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Vacuum cleaner
Towelsqty 12

Other

Cash float
Cash box
Printer paperqty 500
Pen setsqty 10
Markersqty 12
Clipboardsqty 6
Tapeqty 8
Scissorsqty 6
Cable tiesqty 100
Cable tiesqty 50
Gaffer tapeqty 6
Disposable glovesqty 200

Tips

Confirm film rights before publishing the programme or sending invitations. Keep the final film files together and test each one on the actual laptop, projector and speakers at least 3–5 days before the event.
Ask for dietary requirements when people register, then give the final numbers to whoever is arranging food or refreshments no later than 3 days before the market.
Create the floor plan before reserving furniture. Mark the screening room, market stalls, tables, clothes racks, seating, power points and clear routes for cables and visitors.
Send vendors the programme, arrival instructions and stall details at least 7 days beforehand. This gives them time to prepare materials and tell you about changes to their display or payment setup.
Pack event-day supplies by area rather than in one mixed box: badges and signage for registration, USB sticks and cables for projection, and payment terminals or power banks for sellers. Fill the coolers and place directional signs before doors open.

Frequently asked questions

How far in advance should I organise a film market?: Start planning at least 8–12 weeks ahead. Set the date, programme and venue first, then allow time for film rights, seller confirmations, registration and promotion.
When should I check film rights for a film market?: Check rights before you announce any title, ideally 6–8 weeks before the event. Do not treat a file or personal subscription as permission to screen it publicly.
When should I test the projector and film files?: Test every film file with the planned laptop, projector, screen and speakers 3–5 days before the market. Repeat a short equipment check on the event morning before visitors arrive.
When should I send the programme to film market vendors?: Send the programme and practical arrival details at least 7 days before the event. Share any final changes immediately, especially changes to screening times, stall positions or access arrangements.

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.