How to organise a children’s film festival

Start by fixing the date, programme and audience before booking anything else. Film rights and projection requirements can take longer to confirm than expected, so check them before publishing the programme or opening registrations. Then secure the venue and equipment, recruit enough volunteers, and build the timetable around arrival, screening and breaks. A technical test, clear seating plan and printed run sheet will prevent most problems on the day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Checking film rights
2 people
3
Reserve films
4
Reserve venue
5
Reserve projection equipment
6
Recruit volunteers
2 people
7
Post program on website
8
Send invitations
2 people
9
Open registrations
10
Contact schools and clubs
2 people
11
Collect dietary requirements
12
Process registrations
2 people
13
Prepare admission tickets
2 people
14
Create volunteer schedule
15
Print the run sheet
16
Design signage
17
Create hall floor plan
18
Schedule technical test
2 people
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Download and check films
2 people
22
Prepare materials
3 people
23
Pick up venue keys
24
Fill coolers
2 people
25
Open hall
2 people
26
Set up the entrance desk
2 people
27
Set up tables
3 people
28
Set up chairs
4 people
29
Set up projector
2 people
30
Set up screen
2 people
31
Connect sound
2 people
32
Technically test the films
2 people
33
Hang decorations
3 people
34
Hang up signage
2 people
35
Set up the catering table
2 people
36
Set out snacks
3 people
37
Chill drinks
2 people
38
Prepare coffee and tea
2 people
39
Check toilets
40
Give the team briefing
3 people

Event

41
Staff the entrance
2 people
42
Welcome visitors
2 people
43
Distribute program
2 people
44
Supervise children's activity
3 people
45
Start the first film
2 people
46
Hall Supervision During the Film
2 people
47
Refill drinks
2 people
48
Serve popcorn and snacks
3 people
49
Lead the break
3 people
50
Remove waste regularly
2 people
51
Start the second film
2 people
52
Hall attendant during second film
2 people
53
Serve dinner
4 people
54
Serve diet meals
2 people
55
Announce third film
56
Start the third film
2 people
57
Room duty during third film
2 people
58
Refill drinks
2 people
59
Announce the closing
60
Collect lost property
2 people
61
Guide visitors to the exit
3 people

Aftercare

62
Clean up catering
3 people
63
Switch off equipment
2 people
64
Pack the projector safely
2 people
65
Clear away chairs
4 people
66
Clear tables
3 people
67
Sort waste
3 people
68
Clean the room
4 people
69
Clean the restrooms
2 people
70
Remove decorations
2 people
71
Inventory materials
2 people
72
Lock up the venue
2 people
73
Return equipment
2 people
74
Clear away leftover stock
2 people
75
Return borrowed materials
2 people
76
Register lost and found items
77
Send visitor messages

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Entrance desk
Catering tablesqty 4
Waste binsqty 8

Equipment

Film projector
Projection screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 12
Power banksqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 130
Reusable cutleryqty 150
Small bowlsqty 30
Serving spoonsqty 8
Pliersqty 6
Thermos flasksqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Microwave
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3
Serving plattersqty 12
Storage binsqty 12

Decorations

Film festival bannerqty 2
Balloonsqty 100
Balloon ribbonqty 2
Movie postersqty 12
Tableclothsqty 12
Star decorationsqty 8
Directional signsqty 12
Name badgesqty 40

Lighting

Mood lightingqty 6
LED lightsqty 8
Batteriesqty 24

Catering

Popcorn machinesqty 2
Popcorn cupsqty 150
Snack cupsqty 150
Drink dispensersqty 4
Ice packsqty 20
Entry wristbandsqty 150
Program leafletsqty 150
Film quiz prizesqty 30
Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste sorting binsqty 4
Laundry stoolsqty 2

Other

Clipboard foldersqty 6
Pensqty 30
Permanent markersqty 12
Painter's tapeqty 8
Scissorsqty 6
Staplersqty 3
First aid kitsqty 2
Walkie-talkiesqty 6
Cash register
Cash box
Payment terminal

Tips

Confirm screening rights before you reserve films or advertise specific titles. Keep written confirmation for every film and check whether the licence covers public screening, the planned audience and the full event date.
Plan the programme backwards from the first screening. Allow time for registration, seating, introductions, toilet breaks and a technical reset; a children’s programme that runs continuously will usually fall behind within the first hour.
Test every film on the exact laptop, media player, projector, screen and speakers you will use. Do this at the venue, with the HDMI cables, extension cords and power strips connected, no later than the day before the festival.
Create volunteer shifts with named responsibilities rather than one general pool. Cover the entrance desk, room supervision, technical support, catering and a float who can replace someone for breaks; print the schedule and run sheet.
Set up the hall before doors open, including the entrance desk, signs, seating, waste bins and catering tables. Fill coolers and thermos flasks in advance, and keep flashlights and spare power banks accessible rather than packed away.

Frequently asked questions

How long does it take to organise a children’s film festival?: Allow at least 8 to 12 weeks for a small festival. Film rights, venue availability, equipment bookings and school or club outreach can each add delays, so confirm those first.
How far in advance should I check film rights?: Check rights before publishing the programme, ideally 8 weeks before the event. Do not assume that a film available for home viewing can be shown publicly; wait for written permission or a valid licence.
When should I open registrations for a children’s film festival?: Open registrations after the programme, venue capacity and admission process are confirmed, usually 4 to 6 weeks before the festival. Close or review registrations early enough to process dietary requirements and prepare tickets.
When should I test the film equipment?: Schedule a full technical test at the venue at least 24 hours before opening, and arrive 2 to 3 hours early on the event day for a final check. Test the films, subtitles or audio, projector, screen, speakers and all cables together.

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.