Film screening checklist: what to arrange and when

A film screening depends on more than booking a room and pressing play. You need to confirm the film and screening rights, build a workable programme, manage registrations and check every part of the projection and sound setup. This checklist puts the work in a practical order, including the details that are often left until the last minute: subtitles, dietary requirements, spare cables, visitor lists and refreshments. Use it to coordinate the screening from the first planning decision through to opening the hall.

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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

Confirm date and film
2 people
Arrange screening rights
Reserve venue
Prepare the budget
Compile film program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Test the equipment
2 people
Order catering
Assign volunteers
Check visitor list
Do the shopping
2 people
Checking the video file
Set up equipment
2 people
Open hall
2 people
Inspect the hall
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 up catering
3 people
Prepare coffee and tea
2 people
Set out snack break refreshments
2 people
Set up lighting
Mark the entrance and route
2 people
Set up registration desk
2 people
Brief volunteers

Event

Welcome visitors
3 people
Check off registrations
2 people
Serve drinks
2 people
Announce the film
Start the film
Monitor the hall and technical equipment
2 people
Refill drinks
2 people
Serve snacks
2 people
Lead the break
2 people
Wave goodbye to visitors
2 people
Collect used glasses
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clear the hall
4 people
Clean the room
3 people
Put furniture back
3 people
Pack equipment
2 people
Lock up the venue
2 people
Store leftover stock
Return borrowed items
2 people
Check for missing items

What to bring

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

Furniture

Chairsqty 90
Tablesqty 6
Tableclothqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speakersqty 2
Audio mixer
Microphone
Extension cordqty 4
Power stripqty 4
Spare batteriesqty 8
Ticket list
Pensqty 10
Tapeqty 4
Cable tiesqty 50

Lighting

Standing lampsqty 4
Mood lightingqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee makerqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Coolersqty 3

Decorations

Movie postersqty 4
Directional signsqty 8
Name badgesqty 100

Cleaning

Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Secure screening rights before sending invitations. Allow at least several days for confirmation, and do not advertise a film until you know the screening is permitted.
Test the complete setup with the actual film file, projector, speakers and subtitles before guests arrive. A 20-minute test can reveal format, cable or audio problems while there is still time to fix them.
Prepare a final visitor list and dietary information before ordering catering. Keep registrations and food requirements together so volunteers know who is expected and what needs to be provided.
Pack one backup for every connection that can stop the screening, especially an HDMI cable, extension cord, power strip and spare batteries. Check that the laptop can open the video file without relying on an internet connection.
Plan hall setup backwards from opening time: arrange chairs and tables first, then the screen, projector and sound, followed by catering and signs. Keep clear walkways and test subtitles from a seat at the back of the room.

Frequently asked questions

How early should I arrive for a film screening?: Arrive at least 2 hours before doors open for a small screening, or 3 hours if you need to arrange chairs, tables, catering and a full projection setup. Reserve the final 20 minutes for a complete film and subtitle test.
How do I organise screening rights for a film?: Start the rights request before confirming the public programme, preferably at least 2 to 4 weeks ahead. Keep written confirmation with the film details, screening date and audience type so the arrangement is clear.
How many chairs and tables do I need for a film screening?: Plan one chair per registered visitor, plus 5 to 10% extra if the venue allows it. Add at least one table for registration or name badges and separate tables for catering, equipment or refreshments where needed.
How much catering do I need for a film screening?: Base quantities on the confirmed visitor list and add about 10% for late arrivals or unexpected guests. For an evening screening, prepare roughly 2 drinks per person for the first hour, with coffee, tea and water available throughout.

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