Film screening checklist: what to arrange and when

A film screening needs more than a venue, a film and enough chairs. You need screening rights, a confirmed video file, working projection and sound, and a clear arrival plan for guests. Use this checklist to work from the first decisions through the final venue check. It also covers details that are easy to leave too late, such as subtitles, dietary requirements, spare batteries and chilled drinks.

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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 film and date
2 people
Reserve venue
Arrange screening rights
Set the budget
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm the program and times
Test the equipment
2 people
Checking the video file
Order catering
Do the shopping
2 people
Print registration list
Download the video
Chill drinks
2 people
Open venue
2 people
Check the venue
2 people
Set up chairs
3 people
Set up tables
2 people
Set up projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Test film and subtitles
2 people
Set lighting plan
Hang decorations
2 people
Set up snack table
2 people
Set up reception desk
Check toilets

Event

Welcome visitors
3 people
Explain the program
Play film
Lead the break
2 people
Refill drinks
2 people
Restock snacks
2 people
Answer questions
Announce evening program
Play second film
Wave goodbye to visitors
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Switch off equipment
2 people
Pack equipment
2 people
Clear away chairs
3 people
Clear tables
2 people
Clean the room
3 people
Clean the restrooms
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Store leftovers

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Reception desk
Waste binsqty 4
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Audio mixer
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Remote controlsqty 2
Spare batteriesqty 8
Gaffer tapeqty 2

Lighting

Atmosphere lightsqty 6
Flashlightsqty 3

Tableware

Glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 60
Serving plattersqty 10
Pitcherqty 4

Kitchen

Popcorn machine
Kettlesqty 2
Coffee maker
Coolersqty 3
Ice cube traysqty 3
Serving spoonsqty 8

Decorations

Film platesqty 3
Film stripsqty 2
Tableclothsqty 6
Directional signsqty 8

Cleaning

Vacuum cleaner
Mop
Bucketsqty 2

Catering

Groceries

Tips

Secure screening rights before sending invitations. Rights can take time to arrange, so do not treat them as a final administrative task after the date and guest list are already fixed.
Test the exact film file, not just the projector. Play the downloaded video with its subtitles and sound through the planned laptop, projector and speakers before guests arrive.
Build in at least 60–90 minutes for venue setup. Chairs, tables, the screen, projector, sound system and lighting all need to be checked together rather than one item at a time.
Prepare for small equipment failures by keeping HDMI cables, extension cords, power strips, gaffer tape and spare batteries on site. Check cable routes and tape them down before the doors open.
Confirm catering quantities after registrations close, including dietary requirements. Chill drinks and prepare coffee, cups, plates and serving equipment early enough that the welcome period does not become a kitchen task.

Frequently asked questions

How early should I arrive for a film screening?: Arrive 60–90 minutes before the advertised start time for setup and testing. Allow extra time if the venue has not been used with your projector and sound system before.
When should I arrange film screening rights?: Arrange them before promoting the screening or sending invitations. A practical deadline is at least 2–4 weeks before the event, so you have time to resolve permission or format issues.
How do I test a film screening setup?: Use the exact video file and play several minutes with subtitles and audio through the final laptop, projector and speakers. Complete this test at least 24 hours before the screening, then repeat a short check on the day.
How many chairs and drinks do I need for a film screening?: Prepare one chair per confirmed registration, plus 5–10% spare capacity if the venue allows it. For drinks, plan roughly 2–3 per person for the first hour, then adjust for the screening length and catering plan.

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