Film Masterclass Checklist

A film masterclass needs more than a teacher and a projector. You need a clear programme, confirmed speakers, a registration process, suitable films and lesson materials, and equipment tested before participants arrive. Use this checklist to work backwards from the event date. Allow extra time for dietary information, presentation files, HDMI adapters, microphones, and camera equipment, because these are often confirmed too late or assumed to be available on site.

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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
Confirm the teacher and guest speakers
Reserve venue
Book catering
Send invitations
2 people
Open the registration form
Publish promotion
2 people
Process registrations
Collect dietary requirements
Update participant list
Send confirmation to participants
Receive lesson materials
Check the presentation and films
2 people
Print the program
Make name badges
Confirm catering order
Check technical delivery
2 people
Do the shopping
2 people
Chill drinks
2 people
Bundle materials
2 people
Open venue
2 people
Ventilate room
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation equipment
2 people
Test film clips
2 people
Test microphones and sound
2 people
Set out coffee and tea
2 people
Set out lunch and snacks
3 people

Event

Staff the welcome desk
2 people
Register participants
2 people
Hand out name badges
Escort participants to the hall
2 people
Open the masterclass
Provide the teacher’s introduction
Operate the technical equipment during the presentation
Serve break drinks
3 people
Refill drinks
2 people
Collect questions from the audience
Serve lunch buffet
3 people
Replenish lunch buffet
2 people
Supervise practical assignment
3 people
Collect working files
Start the closing show
Give thank-you speech
Check out participants
2 people

Aftercare

Collect tableware
3 people
Switch off equipment
2 people
Collect waste
3 people
Clean the room
3 people
Put furniture back
3 people
Pack up equipment safely
2 people
Chill leftover catering
2 people
Return borrowed materials
2 people
Handle expenses and deposit
Send thank-you email

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Speaker table
Waste binsqty 4

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Camerasqty 6
Tripod setsqty 6
Memory cardsqty 8
Headphonesqty 12
USB card readersqty 3
Charging cablesqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 55
Tableclothsqty 8
Directional signsqty 6
Film clapperboard

Lighting

LED lightsqty 4
Cable reelsqty 2

Cleaning

Microfiber clothsqty 12
Bucketsqty 2
Floor squeegeesqty 2
Broom setsqty 2

Catering

Groceries

Tips

Set the date and programme before opening registration. Confirm the teacher, guest speakers, venue, catering arrangement, and session timings first, then publish the invitation with a clear closing date for registrations.
Close registration early enough to process the participant list and collect dietary requirements. Aim to send final confirmations at least 3 days before the masterclass, including the programme, arrival time, venue details, and anything participants should bring.
Request lesson materials and presentation files at least 7 days in advance. Test every film, video, subtitle track, and presentation on the actual laptop and projector, and check that the required HDMI cables and adapters are available.
Complete the technical check before the room is opened. Test the projector, screen, speakers, wireless microphones, power strips, extension cords, and laptop together; a connector that works separately can still fail in the full setup.
Plan the final setup as a timed sequence: ventilate the room, place tables and chairs, prepare the registration desk, bundle materials, chill drinks, and set up presentation equipment. Keep at least 30 minutes before arrival for a complete walk-through.

Frequently asked questions

How far in advance should I organise a film masterclass?: Start planning at least 6 weeks before the event if you need a teacher, guest speakers, a venue, catering, and promotion. Ask for presentation files and films no later than 7 days beforehand, then schedule a full technical test.
When should registration close for a film masterclass?: Close registration 3 to 5 days before the event so you can update the participant list, collect dietary requirements, confirm catering numbers, and send final instructions. Keep a short waiting-list process if places are limited.
How much time do I need to set up a film masterclass venue?: Allow at least 90 minutes for the room setup and technical check, plus 30 minutes of buffer before participants arrive. This covers tables, chairs, the registration desk, projection equipment, microphones, materials, and a final film test.
What technical equipment does a film masterclass need?: Plan for a projector, projection screen, laptop, HDMI cables and adapters, speakers, microphones, power strips, and extension cords. If participants will record or review footage, also prepare cameras, tripods, memory cards, headphones, card readers, and charging cables.

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