Film screening checklist from rights to closing time

A film screening runs smoothly when the technical work is finished before guests arrive. Start with screening rights, the venue and the final programme, then work through registrations, dietary requirements and guest information. In the final week, test the actual video file with the projector, screen, speakers and laptop you will use. On the day, allow time for seating, blackout, sound checks, refreshments and clear signs at the entrance.

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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

Arrange film and screening rights
Reserve the venue and hall
Finalize the film program
Send invitations
2 people
Process registrations
Collect dietary requirements
Check visitor list
Confirm reservations
Download video file
Technically test the film file
2 people
Set aspect ratio
Test sound level
2 people
Check the shopping list
Do the shopping
2 people
Print movie tickets
Print signage
Prepare the film and presentation text
Fill coolers
2 people
Prepare snacks
3 people
Prepare coffee and tea
2 people
Open hall
2 people
Clean the hall and foyer
3 people
Set up tables
3 people
Set up chairs
4 people
Set up the projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Set the lighting and blackout
2 people
Set up the catering buffet
3 people
Set up the reception desk
2 people
Hang up signage
2 people

Event

Open the doors
2 people
Welcome visitors
3 people
Check tickets
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Announce the film
Start the film
Refill drinks
2 people
Restock break buffet
2 people
Monitor technical support during the film
See visitors out
2 people

Aftercare

Chill leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Pack equipment
2 people
Clean the room
3 people
Check sanitary facilities
Remove plates and materials
2 people
Lock up the venue
2 people
Return rental equipment
2 people
Store leftover groceries

What to bring

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

Furniture

Chairsqty 55
Tablesqty 6
Tableclothsqty 6
Reception desk
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Audio mixer
Microphone
USB stickqty 2
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 6
Flashlightsqty 3

Lighting

LED lightsqty 6
Mood lightingqty 4

Blackout

Blackout curtainsqty 4

Tableware

Reusable cupsqty 70
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Measuring cupsqty 2
Ice packsqty 12

Decorations

Projection screen decoration
Table décorqty 6
Name badgesqty 60
Directional signsqty 8
Tapeqty 4
Cable tiesqty 30

Cleaning

Bucketsqty 2
Mopsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12
Glovesqty 6
Hand soap dispensersqty 3

Catering

Groceries

Tips

Arrange screening rights before publishing the film title or sending invitations. Keep the written confirmation with the event documents so there is no last-minute uncertainty about what you may show.
Test the downloaded film file on the event laptop at least 3–5 days before the screening. Check the aspect ratio, subtitles, HDMI connection and sound level with the actual projector and speakers.
Confirm reservations and dietary requirements 2–3 days before the event, then print the final visitor list. This gives the reception desk a current record and prevents late changes from being missed.
Open the hall at least 2 hours before the advertised start time. Use the first hour for chairs, tables, the projection screen and blackout curtains; reserve the remaining time for a complete film and sound test.
Prepare refreshments before doors open, including coffee, tea, cold drinks and snacks. Fill coolers and thermos flasks in advance, and place serving platters, tongs, cups and waste bins where guests can use them without crossing the entrance queue.

Frequently asked questions

How early should I arrive for a film screening?: Plan to open the hall at least 2 hours before guests arrive. A full technical check of the film, projector, HDMI connection and sound can take 30–45 minutes, while seating and refreshments usually need another 45–60 minutes.
When should I test the film file for a screening?: Test the exact downloaded file 3–5 days before the event, then run a shorter check on the day itself. Confirm playback, aspect ratio, subtitles, audio and the connection between the laptop, projector and speakers.
How many drinks do I need for a film screening?: For a screening of up to 2 hours, plan roughly 2 drinks per guest, plus coffee or tea if those are served. Add around 10% extra cups and drinks for spills, late arrivals and unexpected guests.
When should I confirm film screening registrations?: Send a confirmation request 2–3 days before the screening and close the visitor list at a clearly stated time. Use the final list to check reservations, dietary requirements, tickets and seating before the hall opens.

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