How to organise a documentary festival

A documentary festival needs more than a strong film selection. Start by securing the room and confirming screening rights, then build the programme around speakers and moderators. Give yourself time to collect registrations, dietary requirements and technical details before ordering catering or printing materials. In the final week, check every film copy and subtitle file, prepare backups, and test the projector, sound, microphones and cables at the venue.

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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 the room
2
Confirm film rights
3
Compile program
2 people
4
Invite speakers
5
Finalize moderators
6
Create a registration form
7
Send invitations
2 people
8
Distribute promotional posters
2 people
9
Process registrations
10
Collect dietary requirements
11
Collect speaker details
12
Gather technical requirements
2 people
13
Download films
14
Check film copies
2 people
15
Check subtitles
2 people
16
Print the run sheet
17
Prepare name badges
2 people
18
Create signage
2 people
19
Order catering
20
Do the shopping
2 people
21
Bring equipment to the venue
2 people
22
Make film backups
23
Pick up venue keys
24
Inspect hall and foyer
2 people
25
Set up chairs
4 people
26
Set up tables
3 people
27
Set up the projection screen
3 people
28
Connect the projector
2 people
29
Connect the sound system
2 people
30
Test microphones
2 people
31
Technically test the films
2 people
32
Set up lighting
2 people
33
Set up registration desk
2 people
34
Set up information tables
2 people
35
Lay out name badges
36
Hang up signage
2 people
37
Prepare coffee and tea
2 people
38
Chill drinks
2 people
39
Set out snacks
3 people

Event

40
Welcome speakers
2 people
41
Give technical briefing
2 people
42
Register participants
4 people
43
Distribute program
2 people
44
Guide visitors to the hall
2 people
45
Start the opening film
46
Host the film screening
2 people
47
Serve break drinks
4 people
48
Refill snacks
2 people
49
Moderate the panel discussion
3 people
50
Collect questions from the audience
2 people
51
Refill drinks
2 people
52
Start the second film
53
Check the film screening
54
Set up the buffet
4 people
55
Serve buffet dishes
5 people
56
Serve diet meals
2 people
57
Restock plates and cutlery
2 people
58
Replenish drinks at the buffet
2 people
59
Set up the third film
60
Screen the third film
2 people
61
Lead the closing interview
3 people
62
See visitors out
2 people

Aftercare

63
Collect lost and found items
64
Sort waste
3 people
65
Clear the buffet
4 people
66
Wash dishes
3 people
67
Switch off the equipment
2 people
68
Pack the projector safely
2 people
69
Clear away chairs and tables
4 people
70
Remove decorations
2 people
71
Clean the room
4 people
72
Check toilets
2 people
73
Remove signage
2 people
74
Secure the waste containers
2 people
75
Lock up the hall
2 people
76
Return materials
2 people
77
Return borrowed items
2 people
78
Distribute leftover food
2 people
79
Archive registration list

What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
Buffet tablesqty 4
Registration desk
Speaker table
Coat racksqty 4

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
USB sticksqty 4
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 8
Cable traysqty 6
Presentation clicker

Lighting

Standing lampsqty 4
LED spotlightsqty 6
Emergency lightingqty 2

Tableware

Coffee cupsqty 80
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Pouring jugsqty 8

Kitchen

Coolersqty 6
Serving traysqty 8
Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Bottle openersqty 4
Thermos cupsqty 20

Decorations

Movie postersqty 12
Info boardsqty 6
Tableclothsqty 12
Name badgesqty 180
Name badge holdersqty 180
Poster holdersqty 8
Directional signsqty 12
Adhesive stripsqty 4
Table décorqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 10

Catering

Groceries

Tips

Confirm film rights before publishing the programme or sending invitations. Keep a written record of the approved titles, screening dates and any required credits so a late rights issue does not force a programme change.
Build the programme before opening registration, including film timings, speaker names and moderator assignments. Add realistic changeover time between screenings; a 90-minute film still needs time for introductions, discussion and audience movement.
Collect speaker and technical details with the registration process rather than chasing them days before the festival. Ask about dietary requirements early enough to give the caterer a final headcount and menu information.
Download each film and check the actual copy, subtitles and audio on the playback laptop before festival day. Make at least one backup on a separate USB stick and bring the required HDMI cables, adapters and power strips.
Use the final setup period to inspect the hall and foyer, arrange chairs and registration furniture, place signage and route cables safely. Pick up the venue keys before setup starts, then print the run sheet and prepare name badges before guests arrive.

Frequently asked questions

How far in advance should I organise a documentary festival?: Start at least 8 to 12 weeks ahead for a small festival, and earlier if you need several speakers or multiple screening days. Film rights, room availability and speaker schedules are the items most likely to delay the plan.
When should I confirm documentary film rights?: Confirm rights before you publish the programme or send invitations, ideally 6 to 8 weeks before the event. Recheck the permitted screening date and any required credits when you download the final film copy.
How many days before the festival should I test the films?: Test every film and subtitle file at least 3 to 5 days before the first screening. Repeat a short playback and audio check at the venue on setup day, using the same laptop, projector and cables planned for the event.
When should I close registration and order catering?: Set a registration deadline 5 to 7 days before the festival and order catering from that confirmed headcount. Keep a small buffer for late changes, but send dietary requirements to the caterer as soon as registration closes.

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