Film screening checklist with Q&A

A film screening with a Q&A needs more than a projector and a guest speaker. You need screening rights, a confirmed venue, a tested film file, working sound and a clear way to manage questions and visitors. Plan the technical setup early, then leave enough time on the day to test the full film before guests arrive. This checklist follows the practical order of work, from booking and registration to reception, screening and Q&A.

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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

Record film and screening rights
Reserve venue
Confirm Q&A guest
Create the program and schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check technical requirements
2 people
Check film and subtitle file
2 people
Collect questions for the Q&A
Order catering
Create visitor list and badges
Send confirmation to visitors
Download film and make a backup
Do the shopping
2 people
Check venue and toilets
2 people
Set up chairs
3 people
Set up tables for reception
2 people
Set up the projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Fully test the film
2 people
Set lighting plan
2 people
Set up the reception table
2 people
Prepare coffee and tea
2 people
Chill drinks
Set out snacks
2 people
Test the Q&A microphones
2 people
Set up entrance and wayfinding signs
2 people

Event

Guide arrivals
3 people
Serve coffee and tea
2 people
Refill drinks
Announce the film
Start and monitor film
Moderate Q&A
2 people
Serve snacks and drinks
2 people
See visitors out
2 people

Aftercare

Safely shut down equipment
2 people
Collect tableware and glasses
2 people
Collect waste
2 people
Clean the venue
3 people
Clear away chairs and tables
3 people
Pack equipment
2 people
Return borrowed items
2 people
Thank suppliers and guest
Clear away leftover stock

What to bring

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

Furniture

Chairsqty 70
Tablesqty 6
Tableclothsqty 6

Equipment

Projector
Projection screen
Laptop
Backup laptop
HDMI cableqty 2
HDMI adapter kit
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 4
Extension cordsqty 4
Gaffer tapeqty 2

Lighting

Standing lampsqty 4
Flashlightsqty 3

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 2

Decorations

Film seat signsqty 6
Welcome sign
Program postersqty 4
Name badgesqty 20

Cleaning

Waste binsqty 4
Mop
Bucket

Catering

Groceries

Tips

Secure the screening rights before promoting the event, and confirm that the permission covers your venue, audience size and chosen film format. Keep the approval with the event records.
Test the exact film file, subtitles, laptop, projector, HDMI adapter, speakers and microphones at the venue at least 24 hours before the screening. Download a second copy and keep it on the backup laptop.
Set the running order before sending invitations: allow time for arrival and reception, the full film, a short transition, and the Q&A. Collect questions in advance so the discussion can start even if the audience is quiet.
Confirm the Q&A guest no later than 7 days before the event, including arrival time, speaking order and microphone needs. Prepare a short introduction and agree who will moderate questions.
Finalise dietary requirements and catering numbers at least 3 days before the event. Set up coffee, tea, water and reception items before doors open, while keeping a visitor list and badges ready at the welcome table.

Frequently asked questions

How early should I book a venue for a film screening?: Book the venue at least 6 to 8 weeks ahead, especially if you need fixed seating, projection equipment or a separate reception area. Confirm the room layout, power outlets, toilets and access times when you reserve it.
When should I test the film and projector?: Run the complete film at least 24 hours before the event using the same laptop, projector, cables, subtitles and sound system. Repeat a shorter connection and playback test on the event day before visitors arrive.
How many microphones do I need for a film screening Q&A?: Plan one microphone for the moderator and one for each Q&A guest. For audience questions, add a handheld microphone or use a roaming microphone so people do not need to leave their seats.
When should I send confirmations to film screening attendees?: Send the confirmation 3 to 5 days before the screening, including the start time, arrival instructions and venue details. Close registrations when you need a final catering and seating count, usually 2 to 3 days beforehand.

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