How to organise a documentary festival

A documentary festival needs more than a strong film list. Start by securing the venue and screening rights, then build a programme that includes realistic runtimes, breaks and discussion moments. Once the schedule is stable, open registration, confirm speakers and moderators, and arrange catering around attendee numbers and dietary requirements. In the final week, focus on technical checks, printed materials, volunteer instructions and a clear run sheet so the day does not depend on last-minute decisions.

Use this plan

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
Secure film rights
2 people
3
Compile film program
3 people
4
Plan the film runtime and breaks
2 people
5
Confirm moderators
2 people
6
Invite guest speakers
2 people
7
Open registration page
8
Send invitations
2 people
9
Promote festival online
2 people
10
Distribute posters
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Order catering
2 people
14
Reserve equipment
2 people
15
Have the program printed
16
Prepare name badges
2 people
17
Assign volunteers
2 people
18
Print the run sheet
19
Check the film files
2 people
20
Test the technical setup
2 people
21
Do the shopping
3 people
22
Pick up catering
2 people
23
Carry out a site check
2 people
24
Bring materials to the venue
4 people
25
Set out the room layout
3 people
26
Set up chairs
4 people
27
Set up tables
3 people
28
Set up projection screen
2 people
29
Connect the projector
2 people
30
Connect sound
2 people
31
Prepare film files
2 people
32
Fully test technical setup
2 people
33
Set up the registration desk
2 people
34
Lay out the programs
2 people
35
Lay out name badges
36
Build the catering buffet
4 people
37
Prepare coffee and tea
2 people
38
Chill drinks
2 people
39
Prepare snacks
3 people
40
Hang up route signs
2 people
41
Prepare the presentation area
2 people
42
Brief volunteers
3 people

Event

43
Welcome visitors
4 people
44
Check off registrations
3 people
45
Hand out name badges
2 people
46
Hand out programs
2 people
47
Give the opening speech
48
Start the first film
2 people
49
Staff the screening room
2 people
50
Serve break drinks
4 people
51
Serve snacks
4 people
52
Refill drinks
2 people
53
Host the audience discussion
2 people
54
Start the second film
2 people
55
Open the dinner buffet
4 people
56
Serve dinner
5 people
57
Distribute diet meals
2 people
58
Start the third film
2 people
59
Collect audience questions
2 people
60
Moderate the film discussion
2 people
61
Refill coffee and tea
2 people
62
Deliver closing remarks
63
Guide visitors to the exit
3 people
64
Collect lost property
65
Carry out the first waste round
2 people

Aftercare

66
Take down the buffet
4 people
67
Collect tableware
3 people
68
Switch off the equipment
2 people
69
Take down the projection screen
2 people
70
Clear away chairs and tables
4 people
71
Separate waste
3 people
72
Sweep and mop the hall
3 people
73
Clean the restrooms
2 people
74
Pack up materials
4 people
75
Hand over the venue
2 people
76
Return equipment
2 people
77
Clear away leftover catering
2 people
78
Collect reimbursements

What to bring

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

Furniture

Chairsqty 180
Reception tablesqty 2
Buffet tablesqty 6
Conversation tablesqty 4
Tableclothsqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Media playersqty 2
Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
HDMI cablesqty 5
Extension cordsqty 8
Power stripsqty 8
Spare batteriesqty 12
Headphonesqty 6
USB sticksqty 4
Presentation clickersqty 2

Tableware

Reusable glassesqty 220
Coffee cupsqty 120
Tea glassesqty 80
Platesqty 220
Cutlery setsqty 220
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Induction platesqty 2
Food warmersqty 6
Food containersqty 12

Decorations

Program leafletsqty 200
Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Directional signsqty 12
Tapeqty 8
Ropeqty 2
Poster panelsqty 6

Lighting

LED work lightsqty 6
Atmosphere lightsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Secure screening rights before publishing the programme. Allow at least 4–6 weeks for permissions, contracts and delivery of the final film files.
Build the schedule around the full runtime of each film, not just its advertised length. Add 15–20 minutes for audience movement and discussion between screenings.
Open registration only after the programme, venue capacity and accessibility details are confirmed. Close or review registrations 7–10 days before the festival so catering numbers are usable.
Treat the projection setup as a separate production task. Test every film file, laptop, media player, HDMI cable, speaker and microphone at the venue at least one day before opening.
Give volunteers timed assignments rather than general instructions. Print the run sheet, prepare name badges and place reception, buffet and conversation tables before the first guest arrives.

Frequently asked questions

How far in advance should you organise a documentary festival?: Start at least 4–6 months ahead for a small festival, and earlier if you need several screening rights or guest speakers. Reserve the venue and begin rights requests first, then confirm the programme before opening registration.
How do I plan breaks between documentary screenings?: Allow at least 15 minutes between short films and 20–30 minutes after a feature-length documentary. Add extra time for moderator introductions, audience questions, room changes and technical resets.
When should I order catering for a documentary festival?: Collect dietary requirements during registration and confirm final numbers 7–10 days before the event. Order coffee, tea and food after that count is stable, while keeping a small buffer for late changes.
When should I test the film files and projector?: Check every film file and test the complete projection and sound setup at least one day before the festival. Repeat a short opening check on the morning itself, including microphones, speakers, cables and spare batteries.

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.