How to organise a climate film night

A climate film night needs more than a good documentary: you also need permission to show it, reliable playback and a clear arrival process. Start by building the programme and booking the venue, then secure film rights before promoting the event. Registrations help you plan seating, dietary requirements and catering. In the final 24 hours, check every film file, cable and presentation note, then allow enough time to set up and test the room before guests arrive.

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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
Compile film program
2 people
2
Book filming location
3
Request film rights
4
Reserve equipment
5
Create a registration form
6
Send invitations
2 people
7
Post promotion online
8
Distribute posters
2 people
9
Process registrations
10
Collect dietary requirements
11
Confirm registrations
12
Finalize the program
2 people
13
Order catering
14
Test the equipment
2 people
15
Check video files
16
Prepare presentation text
17
Print the run sheet
18
Print Signage
19
Do the shopping
2 people
20
Chill refrigerated items
2 people
21
Portion catering
2 people
22
Collect materials
2 people

Event

23
Open venue
2 people
24
Unload equipment
3 people
25
Set out the room layout
2 people
26
Set up tables
3 people
27
Set up chairs
4 people
28
Set up the projection screen
2 people
29
Connect the projector
2 people
30
Connect the sound system
2 people
31
Set up lighting
2 people
32
Tape down cables securely
2 people
33
Set up information table
2 people
34
Set up registration desk
2 people
35
Set up the catering buffet
3 people
36
Chill drinks
2 people
37
Set out coffee and tea
2 people
38
Lay out name badges
39
Brief the welcome team
2 people
40
Carry out the final technical test
2 people
41
Welcome visitors
3 people
42
Check off registrations
2 people
43
Serve drinks and snacks
4 people
44
Refill drinks
2 people
45
Refill snacks
2 people
46
Deliver the welcome speech
47
Start the film
48
Operate the film screening
2 people
49
Announce break
50
Restock break buffet
3 people
51
Collect questions
52
Facilitate the debrief
2 people
53
Distribute campaign materials
2 people
54
Answer final questions
2 people
55
Wave goodbye to visitors
3 people
56
Collect lost property

Aftercare

57
Clean up catering
3 people
58
Wash dishes
3 people
59
Sort waste
2 people
60
Clear tables and chairs
4 people
61
Switch off the equipment
2 people
62
Pack up equipment
3 people
63
Clean the room
3 people
64
Check toilets
65
Lock up the venue
2 people
66
Return materials
2 people
67
Store leftovers
2 people
68
Return borrowed items
2 people
69
Send thank-you message

What to bring

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

Furniture

Chairsqty 85
Tablesqty 8
Registration desk
Information desk
Stoolsqty 4

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Power banksqty 2

Lighting

LED lightsqty 6
Mood lightingqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 40
Tea glassesqty 40
Serving plattersqty 10
Pouring jugsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Postersqty 12
Tableclothsqty 8
Name stickersqty 100
Pensqty 20
Information leafletsqty 100
Action cardsqty 100
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Tapeqty 6
Paper tapeqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Choose the film programme before opening registrations, and confirm the total running time, breaks and discussion time so guests know when the evening ends.
Apply for screening rights before sending invitations or printing posters. Keep the confirmation with the event files; permission is easy to overlook when the programme changes.
Test each film on the actual laptop, projector, screen and speakers at least one day beforehand. Check HDMI adapters, audio levels and subtitle display rather than relying on the equipment working automatically.
Close registrations early enough to order catering and accommodate dietary requirements. Portion food before guests arrive, chill refrigerated items and use serving platters, reusable tableware and labelled drinks stations.
Set up the registration and information tables before opening the venue, and print the run sheet and signage. Keep extension cords and cable runs out of walking paths, with a torch available for a darkened room.

Frequently asked questions

How far in advance should I organise a climate film night?: Start at least 6–8 weeks ahead. That gives you time to choose the films, book the location, request screening rights, arrange equipment and promote the event before registrations close.
When should I apply for climate film screening rights?: Apply as soon as the programme is selected, ideally 4–6 weeks before the event. Do not publish the final film details until you have confirmed permission and any required conditions.
How long before the event should I test the film equipment?: Run a full test at least 24 hours before the screening, then repeat a short check when the venue opens. Test every file, laptop, HDMI connection, adapter, speaker and microphone you will use.
When should climate film night registrations close?: Close registrations 3–5 days before the event if you are ordering catering. Use the final registration list to confirm attendance, collect dietary requirements and prepare seating, portions and name or information materials.

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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.