How to organise a Children’s Film Festival

Start by fixing the programme, checking film rights and booking a venue with separate spaces for screening, arrivals and refreshments. Registration should capture each child’s age group, dietary requirements and at least one parent or guardian contact. In the final week, confirm the film order, test every projector and cable, and brief volunteers using one clear run sheet. On the day, keep check-in, seating and snack service moving in parallel so children are not waiting between films.

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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

1
Select program and films
2 people
2
Checking film rights
3
Reserve the venue and rooms
4
Reserve projectors and screens
5
Book catering
6
Create registration form
7
Design invitations
8
Send invitations
2 people
9
Post on social media
10
Distribute posters
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Confirm parent contacts
2 people
14
Create the final visitor list
2 people
15
Finalize the film order
2 people
16
Print the run sheet
17
Create staff instructions
2 people
18
Assign volunteers
2 people
19
Inform the filmmakers and supervisors
20
Test the equipment kit
2 people
21
Download and check films
2 people
22
Do the shopping
3 people
23
Collect materials
2 people
24
Make programs and wristbands
3 people
25
Portion snacks
3 people
26
Chill drinks
2 people
27
Prepare the reception desk
2 people
28
Set out the room layout
3 people
29
Place chairs and beanbags
4 people
30
Set up screens and projectors
3 people
31
Connect sound and lighting
2 people
32
Hang decorations
3 people
33
Set up film tables
2 people
34
Set up snack buffet
3 people
35
Set up drink points
2 people
36
Prepare allergen information
37
Check toilets
2 people

Event

38
Welcome volunteers
2 people
39
Brief volunteers
3 people
40
Welcome visitors
4 people
41
Check off registrations
3 people
42
Hand out wristbands
2 people
43
Provide the opening program
2 people
44
Start the first film
2 people
45
Serve snacks
4 people
46
Refill drinks
2 people
47
Conduct room rounds
2 people
48
Supervise the break program
4 people
49
Reset rooms
3 people
50
Start the second film
2 people
51
Serve hot snacks
4 people
52
Refill drinks
2 people
53
Supervise children's activities
5 people
54
Lead the evening break
4 people
55
Start the third film
2 people
56
Serve popcorn and fruit
3 people
57
Refill drinks
2 people
58
Provide room supervision
3 people
59
Announce the closing
60
Guide children to the exit
4 people
61
Collect lost and found items
2 people
62
Wave goodbye to visitors
3 people

Aftercare

63
Collect waste
4 people
64
Clear buffet tables
3 people
65
Wash dishes
3 people
66
Switch off the projectors
2 people
67
Dismantle technical equipment
3 people
68
Remove decorations
3 people
69
Put furniture back
4 people
70
Clean floors and tables
3 people
71
Clean the restrooms
2 people
72
Inventory materials
2 people
73
Dispose of waste
2 people
74
Register lost and found items
75
Store leftovers refrigerated
2 people
76
Return rental items
2 people
77
Return venue keys
78
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 180
Beanbagsqty 40
Lounge cushionsqty 30
Stoolsqty 12
Coat racksqty 4
Bollardsqty 12

Tableware

Reusable cupsqty 220
Reusable platesqty 180
Cutlery setsqty 180
Popcorn cupsqty 180
Serving plattersqty 18
Scissorsqty 6

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Speakersqty 6
Mixer
Microphonesqty 2
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Popcorn machine
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Coolersqty 4
High tablesqty 6

Decorations

Film festival bannerqty 2
Postersqty 20
Balloonsqty 150
Balloon ribbonqty 3
Star garlandsqty 8
Film clapboardsqty 4
Red carpetsqty 2
Tableclothsqty 10

Lighting

LED string lightsqty 8
LED lightsqty 12
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Serving spoonsqty 6
Measuring cupsqty 2
Storage binsqty 12
Thermos flasksqty 6
Ice packsqty 20

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Waste binsqty 12
Trash bin stickersqty 24
Hand broomsqty 4
Trash binsqty 4

Catering

Groceries

Organization

Name stickersqty 250
Wristbandsqty 250
Program flyersqty 250
Sign-up listsqty 10
Pensqty 30
Clipboardsqty 8
Directional signsqty 20
Allergen cardsqty 20
Movie ticketsqty 250
Cash register storage box
Cash box
Wallet pocketsqty 6
Walkie-talkiesqty 8
Power banksqty 8
Wristband cutterqty 2
Storage cratesqty 12
Transport cartsqty 2
Lost and found binsqty 3
Table sign holdersqty 15
Calculatorsqty 2
Cable tiesqty 100
Duct tapeqty 6
Painter's tapeqty 8
Safety vestsqty 12
Umbrellasqty 4
Headphonesqty 20
Colored pencilsqty 40
Coloring pagesqty 250
Craft paperqty 500
Markersqty 40
Sticker sheetsqty 100
Puzzlesqty 10
Board gamesqty 8
Coloring book foldersqty 10

Tips

Set the programme before opening registration: list each film’s running time, age suitability and any breaks, then allow at least 15 minutes between screenings for movement and room resets.
Check screening rights before you advertise the films. Keep written confirmation with the event records and download every approved film at least 48 hours before the festival.
Use registration to collect dietary requirements and parent contacts, then create the final visitor list 24 hours before opening. Print a paper copy in case the registration system is unavailable.
Test each projector, screen, laptop, HDMI cable, adapter and speaker in the actual room, not just at a desk. Run one complete film segment and check sound from the back row.
Assign volunteers to specific jobs rather than general helping: check-in, room supervision, technical support and refreshments. Portion popcorn and other snacks before doors open so service does not interrupt the programme.

Frequently asked questions

How far in advance should I plan a children’s film festival?: Start at least 8 to 12 weeks ahead. Film rights, venue availability, equipment and invitations often take longer than expected, while the final technical test should happen no later than 48 hours before the event.
How many films should a children’s film festival show in one day?: Plan around 3 to 5 films, depending on their length and the children’s age. Include a 15-minute changeover or movement break between screenings, plus a longer food break if the programme runs beyond three hours.
What information should a children’s film festival registration form collect?: Collect the child’s name, age group, attending session, dietary requirements and a parent or guardian’s phone number. Close registration at least 24 hours before the event so you can prepare the final visitor list and wristbands.
When should I test the film festival equipment?: Do a full test 24 to 48 hours before the festival and repeat a short check on the day. Test every film, projector, screen, laptop, HDMI connection, speaker and microphone in the room where it will be used.

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.