Film workshop checklist: organise the day step by step

A film workshop needs more than cameras and a good idea. You need a clear theme, assigned roles, working audio and video equipment, prepared teams, and enough time for filming and reviewing the results. Start with the program and participant information, then prepare media, materials, catering, and the room. On the day itself, allow time for registration, equipment tests, set building, filming, and the final presentation without making participants wait.

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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

Reserve workshop space
Determine the program and film theme
2 people
Confirm teacher and supervisors
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Send program to attendees
Prepare film assignment and roles
2 people
Print the run sheet and schedule
Test equipment and cables
2 people
Format memory cards
Charge batteries
Set up the presentation and sample film
Do the shopping
2 people
Store catering chilled
Distribute materials per team
2 people
Open and ventilate the room
2 people
Set up tables and chairs
3 people
Set up registration desk
Set up film sets
3 people
Set up cameras and tripods
3 people
Test microphones and recorders
2 people
Test the projector and screen
2 people
Lay out worksheets and pens
Set out coffee and tea
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the schedule and safety rules
2 people
Show film examples
2 people
Demonstrate camera equipment
2 people
Assign teams and film roles
2 people
Develop script ideas
2 people
Briefly present the scripts
2 people
Create run sheets per team
2 people
Refill break drinks
2 people
Supervise the filming
4 people
Serve dinner
3 people
Collect used plates
2 people
Collect video files
2 people
Demonstrate the assembly program
2 people
Create a rough cut per team
4 people
Restock drinks and snacks
2 people
Export films
2 people
Check final films
2 people
Present the premiere
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Safely copy film data
2 people
Pack cameras and accessories
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Collect and sort waste
2 people
Clean the room
3 people
Return borrowed equipment
2 people
Send the films to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Registration desk
Coat racksqty 2

Equipment

Video camerasqty 4
Tripodsqty 4
Audio recordersqty 4
Directional microphonesqty 4
Lavalier microphonesqty 4
Headphonesqty 8
Video lightsqty 8
Light standsqty 8
Projector
Projection screen
Laptopqty 4
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 6
Power banksqty 6
Memory cardsqty 8
USB card readersqty 4
External Hard Driveqty 2

Film supplies

Clapperboardsqty 4
Script foldersqty 8
Clipboardsqty 8
Prop boxesqty 4
Gaffer tapeqty 8
Marker conesqty 12
Paper film platesqty 24
Ballpoint pensqty 30
Pencilsqty 30
Markersqty 12
Whiteboard
Whiteboard markersqty 6

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30
Coffee cupsqty 24

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving traysqty 4
Scissorsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4

Lighting

Atmosphere lightsqty 6

Cleaning

Vacuum cleaner
Bucketsqty 2
Floor mopsqty 2

Catering

Groceries

Tips

Confirm the teacher, supervisors, and participant list at least 7 days before the workshop. Use the final list to assign teams, prepare roles, and check dietary requirements before buying catering.
Format every memory card and charge all camera, audio, and power-bank batteries the day before. Test each camera, tripod, recorder, microphone, cable, and card reader with the laptop rather than assuming the equipment works.
Prepare one materials pack per team before participants arrive. Include the script folder, clipboard, worksheets, pens, clapperboard, tape, props, and any paper film plates so teams can start without sharing supplies.
Open and ventilate the room at least 30 minutes before registration. Set up tables, chairs, the registration desk, film sets, lights, and power connections before testing the projector and presentation.
Keep the final run sheet printed at the registration desk and with the workshop leaders. Include time for role assignment, filming, card transfers, breaks, catering, and the sample-film presentation so the review does not get squeezed out.

Frequently asked questions

How early should I plan a film workshop?: Reserve the workshop space and confirm the teacher and supervisors at least 4 weeks ahead. Send invitations and open registrations early enough to check the final participant list 7 days before the workshop.
What equipment do I need for a film workshop?: Plan one video camera and tripod per team, plus audio recorders, microphones, headphones, lights, memory cards, and cables. Keep at least one tested spare memory card, battery, and power connection available for each active setup.
How long does a film workshop take?: Allow at least 4 hours for a compact workshop with instruction, role assignment, filming, and a presentation. Add 30 minutes before the start for room and equipment setup, and keep 30 to 60 minutes for transferring or reviewing footage.
When should I prepare the film workshop materials?: Prepare team packs and print the worksheets, schedule, and assignment 1 to 2 days before the workshop. Format memory cards, charge batteries, and test the complete camera-and-audio setup the evening before.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.