How to organise a film club night

A successful film club night depends on more than choosing a few films. Start by confirming the venue, screening rights and programme, then manage registrations and dietary requirements before buying food and drinks. Test every film file, cable and speaker connection before guests arrive. On the day, allow enough time for seating, projection, sound, lighting, snacks and a clear welcome at the entrance.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Select films
2 people
2
Reserve venue
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Checking film rights
7
Obtain films legally
8
Create the program and breaks
9
Check the shopping list
10
Do the shopping
2 people
11
Collect equipment
2 people
12
Test films and files
2 people
13
Portion snacks
2 people
14
Prepare popcorn
2 people
15
Chill drinks
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set up the projection screen
2 people
19
Connect the projector
2 people
20
Connect sound
2 people
21
Set up lighting
22
Hang up decorations
2 people
23
Set up snack and drink tables
2 people
24
Set up entrance and cloakroom
2 people

Event

25
Welcome visitors
3 people
26
Explain the program
27
Start the first film
28
Refill drinks
2 people
29
Serve snack breaks
3 people
30
Start the second film
31
Finish final film
32
See visitors out
2 people

Aftercare

33
Collect tableware
3 people
34
Sort waste
2 people
35
Wash dishes
3 people
36
Switch off equipment
2 people
37
Pack equipment
2 people
38
Put furniture back
4 people
39
Clean the room
3 people
40
Remove decorations
2 people
41
Return items
2 people

What to bring

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

Furniture

Chairsqty 36
Tablesqty 5
Coat rack
Coat hangersqty 40

Tableware

Reusable drinking glassesqty 40
Coffee cupsqty 24
Platesqty 40
Snack bowlsqty 8
Cutlery setsqty 40
Serving traysqty 6

Kitchen

Serving spoonsqty 6
Thermos flasksqty 3
Water jugqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 2
Speakersqty 2
Audio cablesqty 2
Remote control
Power stripsqty 4
Extension cordsqty 4

Lighting

Standing lampsqty 2

Decorations

Movie postersqty 6
Tableclothsqty 5
Name badgesqty 40

Cleaning

Bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Choose the full film programme before sending invitations, including start times and breaks. Allow at least 15 minutes between films for questions, toilet visits and topping up snacks and drinks.
Check screening rights before obtaining the films. Do this before advertising the titles, because replacing a film close to the event can disrupt invitations, registrations and the printed programme.
Test each film file on the actual laptop and projector at least one day in advance. Check the HDMI cable, adapter, speakers, audio cables and remote control rather than assuming they will work together.
Set up the projection screen, projector, sound and lighting before arranging the final seating. Leave clear access to the entrance, cloakroom and snack table, and keep extension cords away from walking routes.
Prepare popcorn, portion snacks and chill drinks before the first guests arrive. Keep reusable glasses, plates, bowls, serving spoons and napkins together so serving does not interrupt the film programme.

Frequently asked questions

How far in advance should I organise a film club night?: Start planning at least 4 weeks ahead. Reserve the venue, check film rights and send invitations first; use the final 2 days for shopping, equipment testing and food preparation.
How long should a film club night be?: Allow about 3 to 4 hours for two films, including a 15-minute break between them. Add extra time for welcoming guests, registrations and a short discussion if your programme includes one.
When should I test the projector and films?: Test every film and file at least 24 hours before the event, then repeat the projector, laptop and sound check 60 to 90 minutes before guests arrive. This gives you time to replace a cable or adjust the setup.
How much food and drink do I need for a film club night?: For the first hour, plan on 2 to 3 drinks per person, then add water for the whole evening. Portion snacks before guests arrive and check dietary requirements during registration so you can provide suitable options.

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.