How to organise a dance film night

A dance film night needs more than a playlist of films and a projector. Start by securing a venue and checking screening rights, then choose the programme before opening registrations. Allow time to test the projector, laptop, HDMI connection and speakers together, not separately. On the day, prepare the room for both viewing and movement, chill drinks, set out snacks and print the registration list before guests arrive. The plan below puts the work in a practical order.

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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
Reserve venue
2
Checking film rights
3
Select films
2 people
4
Reserve or purchase films
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Publish the program
9
Test the equipment
2 people
10
Check the shopping list
2 people
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people
14
Print the registration list
15
Open venue
2 people
16
Ventilate room
2 people
17
Check the floor
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up projection screen
2 people
21
Connect the projector
2 people
22
Connect the sound system
2 people
23
Set out the films
24
Retest the equipment
2 people
25
Hang up decorations
2 people
26
Set up the lighting
2 people
27
Set up buffet tables
3 people
28
Set out snacks
3 people
29
Set out coffee and tea
2 people
30
Set up the entrance
2 people
31
Brief volunteers

Event

32
Welcome visitors
3 people
33
Explain the program
34
Serve drinks
2 people
35
Serve snacks
3 people
36
Start the first film
37
Refill drinks
2 people
38
Refill buffet
2 people
39
Announce break
40
Start the second film
41
Wave goodbye to visitors
2 people

Aftercare

42
Switch off equipment
2 people
43
Clear away food and drinks
3 people
44
Collect waste
3 people
45
Wash dishes
3 people
46
Clear tables and chairs
4 people
47
Clean the room
3 people
48
Lock up the venue
2 people
49
Return materials
2 people
50
Keep lost and found items
51
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Buffet tablesqty 3
Clothing rack

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speakersqty 2
Audio cablesqty 2
Power stripsqty 4
Extension cordsqty 4
Spare batteriesqty 12

Lighting

Atmosphere lightsqty 8
String lightsqty 3

Decorations

Movie postersqty 8
Tableclothsqty 6
Clapperboard
Name badgesqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Check film rights before publishing the programme or buying anything. Rights can take time to confirm, so make this one of the first jobs after reserving the venue.
Test the complete setup at least one day before the event: laptop, projector, screen, HDMI cable, speakers, audio cables, power strips and extension cords. Retest it after the room is set up, because cable positions and sound levels may change.
Set a registration deadline several days before the screening. Use the final list to prepare name badges, check dietary requirements and estimate chairs, cups, plates, snacks and drinks.
Plan the room around sightlines and movement. Put the projection screen where every chair has a clear view, keep cables away from walkways, and check the floor before setting out tables and chairs.
Open the venue early enough to ventilate the room and finish the setup before guests arrive. Keep chilled drinks in coolers with ice, and prepare coffee, tea and snacks while the equipment is being checked.

Frequently asked questions

How far in advance should I organise a dance film night?: Start at least 4 to 6 weeks ahead. Reserve the venue and check film rights first, then allow time for film selection, invitations, registrations, shopping and equipment testing.
How do I check whether I can show a dance film publicly?: Check the screening or public-performance rights for every film before announcing the programme. Do this at least 3 to 4 weeks before the event, since permission or purchase arrangements may take longer than expected.
When should I test the projector and sound system?: Run a full test at least 24 hours beforehand and repeat it after the room is set up. Test the laptop, projector, HDMI cable, speakers, audio cables and power connections as one complete system.
How early should I open the venue on the day?: Open at least 2 hours before guests arrive. That gives you time to ventilate the room, check the floor, arrange chairs and tables, connect the screen and sound system, chill drinks and resolve technical problems.

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