How to organise a documentary festival

A documentary festival needs more than a strong film programme. Start by fixing the date, theme and venue, then secure screening rights before you publish the programme or sell tickets. Work backwards from the first screening to schedule film delivery, technical checks, moderators, catering and guest communication. The details that cause the most trouble are usually missing film files, incompatible connections, unclear running orders and late dietary information.

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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
Set the festival date
2 people
2
Set the program and theme
3 people
3
Select documentaries
3 people
4
Check screening rights
2 people
5
Request film files
2 people
6
Reserve the venue and rooms
2 people
7
Reserve projectors
8
Reserve screens and sound systems
9
Confirm moderators
2 people
10
Invite filmmakers
2 people
11
Create the program overview
2 people
12
Open ticket sales
2 people
13
Send invitations
2 people
14
Write promotional copy
2 people
15
Create promotional images
2 people
16
Publish festival online
17
Process registrations
2 people
18
Collect dietary requirements
19
Update visitor list
20
Inform press and partners
2 people
21
Order catering
2 people
22
Buy drinks and groceries
2 people
23
Check video files
2 people
24
Load films onto media players
2 people
25
Print the run sheet and contact list
26
Prepare name badges
2 people
27
Sort program booklets
2 people

Event

28
Open venue
2 people
29
Inspect the halls
2 people
30
Set up chairs
4 people
31
Set up the reception desk
2 people
32
Connect the projectors
2 people
33
Set up screens
3 people
34
Connect sound systems
2 people
35
Set the lighting and blackout
2 people
36
Technically test the films
3 people
37
Test microphones
2 people
38
Set up catering
3 people
39
Chill drinks
2 people
40
Set up coffee station
2 people
41
Hang up signage
2 people
42
Set up information tables
2 people
43
Hold team briefing
6 people
44
Staff the registration desk
3 people
45
Welcome visitors
3 people
46
Distribute program
2 people
47
Give the opening speech
2 people
48
Start the first film
2 people
49
Guide access to the hall
3 people
50
Facilitate the debrief
3 people
51
Serve break drinks
4 people
52
Refill drinks
2 people
53
Start the second film
2 people
54
Moderate the panel discussion
4 people
55
Serve snacks
4 people
56
Start the third film
2 people
57
Collect audience questions
2 people
58
Collect audience feedback
2 people
59
Deliver the closing remarks
2 people
60
See visitors out
3 people

Aftercare

61
Switch off equipment
2 people
62
Collect tableware
3 people
63
Collect waste
3 people
64
Clear up the rooms
4 people
65
Clean the rooms
3 people
66
Count materials
2 people
67
Return rented equipment
2 people
68
Clear away leftover catering
2 people
69
Send visitor thank-you gifts
2 people
70
Archive photos and videos
2 people

What to bring

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

Furniture

Chairsqty 170
Bistro tablesqty 12
Registration tablesqty 2
Tableclothsqty 14
High tablesqty 10
Stoolsqty 20

Equipment

Projectorsqty 2
Projection screensqty 2
Media playersqty 2
Laptopsqty 2
Speaker setsqty 2
Wireless microphonesqty 4
Microphone standsqty 4
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Spare batteriesqty 24

Lighting

LED work lightsqty 6
Mood lightingqty 8
Flashlightsqty 4

Decorations

Festival postersqty 20
Directional signsqty 12
Program standsqty 6
Table décorqty 12
Name badge holdersqty 30

Tableware

Coffee cupsqty 100
Glassesqty 180
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving traysqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Thermos flasksqty 6
Waste binsqty 8

Catering

Program bookletsqty 180
Name badgesqty 30
Wristbandsqty 180
Ballpoint pensqty 20
Feedback cardsqty 180
Ballot boxesqty 2
Groceries

Cleaning

Broomsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Toilet paper rollsqty 24
Hand soap dispensersqty 6
Paper towelsqty 12

Tips

Set the programme before promoting the festival, but check screening rights first. Allow at least four to six weeks for rights confirmation and film-file delivery, especially when several filmmakers or distributors are involved.
Treat every screening room as a separate technical setup. Test each projector, screen, media player, laptop, speaker set, microphone and HDMI cable with the actual files at least one day before the festival.
Build the schedule around realistic changeover time. Allow 15 to 20 minutes between screenings for introductions, audience movement, questions and loading the next film instead of planning back-to-back start times.
Close ticket registrations with enough time to act on the results. Collect dietary requirements at least seven days before catering is ordered, then update the visitor list and prepare name badges before opening the registration desk.
Print a run sheet and contact list for every coordinator and room lead. Keep spare batteries, USB sticks, extension cords and power strips together, and place directional signs before the first visitors arrive.

Frequently asked questions

How long does it take to organise a documentary festival?: Allow at least eight to twelve weeks for a small festival with a limited programme. Larger events need more time because screening rights, filmmaker invitations, venue logistics and technical testing often take several weeks to coordinate.
When should I request screening rights for documentary films?: Start the rights process four to six weeks before the festival, and earlier if films come from multiple distributors or countries. Do not publish the final programme or open ticket sales until you know which screenings are authorised.
How far in advance should film files be delivered and tested?: Request the final film files at least two weeks before the event and test every file no later than one day before screening. Check playback, subtitles, aspect ratio, audio and the connection between the media player or laptop and the projector.
How much time should I leave between documentary screenings?: Plan 15 to 20 minutes between screenings in the same room. Add more time if you have a moderator, filmmaker Q&A, audience questions or a room change, because these regularly run beyond the scheduled slot.

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