Horror Film Festival Checklist

A horror film festival needs more than a strong line-up. You must secure screening rights, confirm a venue, test projection and sound, and give volunteers a clear running order. Start with the date and venue, then build the programme around confirmed films and screening times. This checklist covers the planning sequence, including details that are often left until the last week, such as film backups, dietary requirements, permits, name badges and cable checks.

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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

Set the festival date
2 people
Reserve venue
Checking film rights
Select films
3 people
Compile film program
2 people
Reserve film screenings
Reserve equipment
Check permits
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
Publish the program
Set admission prices
2 people
Prepare tickets
Purchase decorations
2 people
Place catering order
Test the equipment
2 people
Download films
Back up films
Print the run sheet
Prepare name badges
2 people
Do the shopping
2 people
Prepare film licenses
Pick up venue keys

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
4 people
Set up the screening room
3 people
Set up the projector
2 people
Set up the screen
2 people
Connect sound
2 people
Set up lighting
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out tickets and badges
2 people
Final technical tests
2 people
Conduct a safety check
2 people
Welcome visitors
4 people
Check tickets
2 people
Hand out the festival program
2 people
Deliver the opening presentation
2 people
Start the first film
2 people
Serve break drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Start the second film
2 people
Collect audience questions
Lead the film discussion
2 people
Start the third film
2 people
Check the restroom and foyer
Empty trash bins
2 people
Wrap up the final film
2 people
See visitors out
3 people

Aftercare

Switch off the equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Clear tables and chairs
4 people
Sort waste
2 people
Clean the venue
4 people
Clean the kitchen
2 people
Collect lost and found items
Pack equipment
2 people
Return rental items
2 people
Return venue keys
Store leftover catering
2 people
Send visitor messages

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Speakersqty 4
Mixer
Microphonesqty 3
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Flashlightsqty 6

Decorations

Black drapesqty 8
Artificial spider websqty 6
Decorative spidersqty 30
Artificial skullsqty 8
Fake bloodqty 6
Horror postersqty 20
Red-and-white barrier tapeqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Serving trays with lidsqty 6

Catering

Ticketsqty 100
Program flyersqty 120
Name badgesqty 30
Pensqty 20
Cash tray
Menusqty 12
Groceries

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 4
Disinfectant sprayqty 4

Tips

Confirm film rights before publishing the programme or sending invitations. Keep a written record of the permission or licence for every film and allow time to replace anything that is not cleared.
Test the projector, screen, laptops, HDMI cables, adapters, speakers and mixer at the venue at least 7 days before opening. Run a complete scene or trailer from every playback device rather than checking power alone.
Download each film and make a second backup before the festival. Store the backup on a separate device and print a run sheet showing the file name, screening time and responsible volunteer.
Recruit and assign volunteers at least 2 weeks before the event. Give each person one defined role, such as registration, room changeover, projection support or catering, and include arrival times in the briefing.
Place the catering order only after collecting dietary requirements and finalising registrations. Count reusable cups, coffee cups, plates and cutlery for the confirmed guests, then add a small practical reserve rather than ordering blindly.

Frequently asked questions

How far in advance should I organise a horror film festival?: Start at least 8 to 12 weeks ahead. Secure the venue and begin checking film rights first, then schedule equipment, invitations, registrations and catering around the confirmed programme.
When should I test the equipment for a horror film festival?: Test all projection and sound equipment at the venue at least 7 days before the first screening. Repeat a short check on the event day, including cables, adapters, power strips and backup playback devices.
How many volunteers do I need for a horror film festival?: For a small festival, plan at least 1 volunteer for registration, 1 for projection support and 1 for room or guest assistance during each active period. Add people when screenings overlap or the venue has several rooms.
When should I send invitations and publish the film programme?: Send invitations after the films, screening times and admission prices are confirmed. Aim to publish the programme 3 to 4 weeks before the festival, leaving enough time to process registrations and collect dietary requirements.

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