Film Screening with Q&A: Organising Checklist

A film screening with Q&A needs more than a film file and a few chairs. You need screening rights, a suitable venue, reliable projection and sound, plus a moderator who can keep the discussion on time. This checklist takes you from planning and registration through the technical test, catering and audience arrival. Use it to set deadlines early, especially for rights approval, panel confirmations, subtitle checks and backup AV equipment.

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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 the venue and hall
Assemble Q&A panel
Secure a moderator for the Q&A
Request technical requirements for film
Draw up the program and schedule
Set ticket price and capacity
2 people
Publish registration form
Send invitations
2 people
Announce event online
Process registrations
Collect dietary requirements
Gather panel information
Prepare Q&A questions
2 people
Reserve AV and backup
Calculate catering quantities
Create the catering shopping list
Design signage
Print the program
Check visitor list
Send confirmation to visitors
Check film and subtitle files
2 people
Test the Q&A presentation
Do the shopping
2 people
Setting up shelf-stable catering
Check refrigerated products
Arrange keys and access

Event

Open hall
2 people
Bring equipment to the hall
2 people
Arrange chairs in theater setup
4 people
Set up reception tables
2 people
Set up Q&A table and chairs
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Set up microphones for Q&A
2 people
Test the movie from backup
2 people
Test lighting during movie
Hang up signage
2 people
Set up the reception desk
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people
Lay out the programs
Receive panelists
Brief panel microphones briefly
Welcome and register visitors
3 people
Escort late arrivals to their seats
Give the opening speech
Start the film screening
Monitor film and venue technical setup
2 people
Refill break drinks
2 people
Serve break snacks
2 people
Set up the Q&A table
2 people
Moderate Q&A
3 people
Guide audience questions with a microphone
2 people
Provide the closing and thank-you speech
Open the afterparty
2 people
Refill drinks
2 people
Serve snacks and coffee
3 people
See off visitors and panel members
2 people

Aftercare

Collect lost and found items
Pack leftovers safely
2 people
Wash dishes and glasses
2 people
Collect and sort waste
2 people
Power Down and Pack Up Equipment
2 people
Put chairs and tables back
4 people
Remove decorations and signage
2 people
Clean the hall and foyer
3 people
Check and clean toilets
2 people
Return equipment and supplies
2 people
Clear away leftover catering
Send visitor thank-you gifts
Send follow-up message to panelists

What to bring

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

Furniture

Chairsqty 90
Reception tablesqty 3
Q&A table
Panel chairsqty 5
Tableclothsqty 4

Equipment

Projector
Movie screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
HDMI cablesqty 3
Audio cablesqty 4
Extension cordsqty 4
Power stripsqty 6
USB sticksqty 2
Spare batteriesqty 12
Gaffer tapeqty 3
Cable traysqty 12
Break timer

Lighting

Standing lampsqty 4
LED spotlightsqty 4
Emergency lightingqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 90
Wine glassesqty 70
Platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Bottle openersqty 4
Measuring cupsqty 2
Ice packsqty 16

Decorations

Projection screen decorationqty 2
Table decorationsqty 8
Theme postersqty 6
Sticky tackqty 4
Name badgesqty 10
Pensqty 20

Cleaning

Waste binsqty 8
Mop setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Washing-up tubsqty 3
Hand soap dispensersqty 4
Towel rollsqty 8

Catering

Groceries

Tips

Secure the screening rights before publishing the event. Allow at least 2–4 weeks for confirmation, and keep the approval or licence details with the event files.
Build the schedule around the film’s exact running time. Add 15–20 minutes for audience seating, a short introduction and technical transitions, then reserve 30–45 minutes for the Q&A.
Test the complete playback chain 1–2 days before the screening: film file, subtitles, laptop or media player, projector, speakers, mixer and microphones. Bring the film and subtitle files on two separate USB sticks.
Confirm the panel and moderator no later than 2 weeks before the event. Send the moderator the panel information and draft questions at least 3 days in advance so the discussion has a clear structure.
Plan catering from the registration list, including dietary requirements, and set it up before doors open. Keep shelf-stable items ready and place water at the Q&A table so speakers do not need to leave during the discussion.

Frequently asked questions

How far in advance should I organise a film screening with Q&A?: Start at least 6–8 weeks ahead. Rights, venue availability, panel confirmation and technical requirements can each take several days, while invitations and registration need time to build an accurate visitor list.
What technical equipment do I need for a film screening with Q&A?: Plan for a projector, screen, playback device, speakers, mixer, microphones, HDMI and audio cables, extension cords and power strips. Have backup files on two USB sticks, spare batteries and a complete tested setup available before the audience arrives.
How long should a film screening Q&A be?: Allow 30–45 minutes for the Q&A after the film. Add 15–20 minutes before the screening for seating and introductions, and include a short transition so the panel can take their seats and microphones can be checked.
When should I send confirmations to film screening guests?: Send the first confirmation as soon as registration is processed, then send a final practical message 2–3 days before the event. Include the arrival time, venue details, programme, accessibility information and any catering deadline.

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