How to organise a cinema open day
A cinema open day combines screenings, tours, refreshments and visitor registration, so the order of preparation matters. Start by fixing the date and programme, then confirm film rights, rooms and catering before you invite people. Open registration early enough to collect attendance and dietary details, and use the final week for volunteer briefings, technical tests and accessibility checks. On the day, keep the entrance, foyer, tours and screenings moving with printed schedules and clear responsibilities.
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
Check film rights and screenings
- 3
Reserve rooms and tours
- 4
Reserve catering and supplies
- 5
Design invitations
- 6
Send invitations
2 people
- 7
Open online registration form
- 8
Publish on social media
- 9
Publish the program at the entrance
- 10
Process registrations
2 people
- 11
Collect dietary requirements
- 12
Confirm visitor information
- 13
Assign volunteers
- 14
Create the tour schedule
- 15
Test technical equipment
2 people
- 16
Check emergency exits
2 people
- 17
Check accessibility
2 people
- 18
Print promotional materials
- 19
Prepare name stickers
- 20
Do the shopping
3 people
- 21
Chill drinks
2 people
- 22
Prepare snacks
3 people
- 23
Print run sheet and lists
- 24
Set up the entrance and foyer
4 people
- 25
Set up tables and chairs
4 people
- 26
Set up information stands
3 people
- 27
Hang decorations
3 people
- 28
Set up signage
2 people
- 29
Set up the registration desk
2 people
- 30
Lay out welcome packs
2 people
- 31
Set up coffee and drinks station
3 people
- 32
Arrange snacks on serving platters
3 people
- 33
Test projectors and screens
2 people
- 34
Test microphone and presentation
2 people
- 35
Check and restock toilets
2 people
- 36
Briefing desk and catering
5 people
Event
- 37
Open the doors and entrance
2 people
- 38
Register visitors
3 people
- 39
Hand out welcome packs
2 people
- 40
Serve welcome drinks
3 people
- 41
Deliver the opening presentation
2 people
- 42
Guide tours
4 people
- 43
Start screenings
2 people
- 44
Check the hall doors
2 people
- 45
Serve snacks
3 people
- 46
Refill drinks
2 people
- 47
Refill coffee and tea
2 people
- 48
Answer visitor questions
2 people
- 49
Assist at the photo spot
- 50
Collect trash and empty glasses
2 people
- 51
Check toilets periodically
- 52
Check parking and entrance lighting
- 53
Inform last visitors
2 people
- 54
Close the doors and register
2 people
Aftercare
- 55
Clear away food and drinks
3 people
- 56
Dismantle tables and chairs
4 people
- 57
Remove decorations
3 people
- 58
Switch off equipment
2 people
- 59
Collect and remove waste
3 people
- 60
Wash dishes and glasses
3 people
- 61
Clean the foyer and entrance
3 people
- 62
Clean the rooms
3 people
- 63
Clean the restrooms
2 people
- 64
Check borrowed materials
2 people
- 65
Return borrowed materials
2 people
- 66
Store leftover stock
2 people
- 67
Archive registration details
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 60
- High tablesqty 6
- Table skirtsqty 10
- Coat racksqty 2
- Bollardsqty 8
Tableware
- Reusable glassesqty 180
- Coffee cupsqty 80
- Platesqty 180
- Dessert platesqty 120
- Cutlery setsqty 150
- Serving spoonsqty 12
- Serving traysqty 15
- Coffee potsqty 6
- Thermos flasksqty 4
Equipment
- Coffee machinesqty 3
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 6
- Microphone
- Speakersqty 2
- Laptop
- Presentation screen
- Camera
- Cash register
- Payment terminal
- Walkie-talkiesqty 6
Decorations
- Balloonsqty 150
- Balloon pumpqty 2
- Ribbonsqty 8
- A3 information boardsqty 12
- Photo backdrop
- Photo propsqty 20
- Table flowersqty 10
Lighting
- LED light stringsqty 6
- LED lampsqty 8
Kitchen
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Mixing bowlsqty 6
- Pliersqty 8
- Measuring cupsqty 2
- Ice packsqty 12
- Ice cube traysqty 6
Cleaning
- Waste binsqty 8
- Vacuum cleanerqty 2
- Mop headsqty 3
- Bucketsqty 3
- Cleaning glovesqty 8
- Microfiber clothsqty 20
Registration
- Registration tablesqty 2
- Name stickersqty 200
- Ballpoint pensqty 20
- Clipboardsqty 6
- Program flyersqty 200
- Tour cardsqty 200
- Wristbandsqty 200
- Welcome packsqty 180
Catering
- Groceries
Tips
- Confirm film rights and every planned screening before publishing the programme. Allow at least two weeks to resolve permission or scheduling issues, especially if several rooms are involved.
- Open the registration form as soon as the programme and room capacity are fixed. Ask for dietary requirements and accessibility needs in the same form, then send visitor information at least three days before the event.
- Build the tour schedule around screening start times, with at least 15 minutes between groups. Prepare a named volunteer for the entrance, each tour group and the technical contact so questions do not all reach one person.
- Test the laptop, presentation screen, microphone, speakers, extension cables and power strips in the actual rooms no later than the day before. Run a complete screening test, including sound, subtitles and the changeover between sessions.
- Set up the foyer before doors open: arrange tables and chairs, prepare name stickers and the entrance programme, chill drinks and place coffee equipment where queues will not block the entrance. Print the run sheet, registration list and volunteer rota rather than relying on one laptop.
Frequently asked questions
- How far in advance should I plan a cinema open day?
- Start at least six to eight weeks before the event. Use the first two weeks to confirm the date, programme, film rights, rooms and catering, then leave the final week for technical tests and volunteer instructions.
- When should I send invitations for a cinema open day?
- Send the first invitations three to four weeks before the open day, once the programme and registration details are confirmed. Close or review registrations three to five days beforehand so you can prepare name stickers, catering and room lists.
- How many volunteers do I need for a cinema open day?
- Plan at least one volunteer for the entrance, one person coordinating tours and one technical contact. Add one tour guide per group running at the same time, plus extra help if registration, refreshments and screenings overlap.
- When should I test the cinema equipment?
- Test all equipment in the correct rooms at least one day before the event, then check power, sound and the first screening again 60 minutes before doors open. Keep the run sheet and a technical contact nearby during every screening.
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.
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