How to organise a film competition

A film competition runs smoothly when the creative entries are handled separately from the event logistics. Start by fixing the rules, judging method and submission deadline, then build the programme only after every film has been checked and tested. During the final week, confirm missing files, prepare jury and audience voting forms, and test the playback order on the actual computer. On the day, allow time for registration, seating, catering and technical setup before the first screening begins.

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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
Draw up competition rules
2 people
2
Assign judges
2 people
3
Reserve venue
4
Reserve projector and screen
5
Create registration form
6
Send invitations
2 people
7
Post promotion online
2 people
8
Process registrations
9
Collect dietary requirements
10
Check film submissions
2 people
11
Request missing films
12
Technically test the films
2 people
13
Create the program and schedule
2 people
14
Prepare jury forms
15
Prepare audience voting
16
Arrange prizes and certificates
2 people
17
Write presentation texts
18
Make name badges
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Load films onto the playback computer
2 people
22
Test the playback order
2 people
23
Store catering chilled
2 people

Event

24
Open venue
2 people
25
Set up tables and chairs
4 people
26
Set up the projection screen
2 people
27
Connect the projector
2 people
28
Connect the sound system
2 people
29
Set up lighting and signage
2 people
30
Set up registration desk
2 people
31
Set up the jury table
2 people
32
Check films and backup
2 people
33
Set out snacks and drinks
3 people
34
Give volunteers a briefing
2 people
35
Register visitors
3 people
36
Serve welcome drinks
2 people
37
Host the opening
38
Announce films
39
Play films
2 people
40
Collect jury scores
2 people
41
Serve break snacks
3 people
42
Refill drinks
2 people
43
Distribute audience votes
2 people
44
Count votes
2 people
45
Present the awards ceremony
2 people
46
Serve the networking drinks reception
3 people
47
Wave goodbye to visitors
2 people

Aftercare

48
Switch off equipment
2 people
49
Collect waste
3 people
50
Collect tableware
3 people
51
Take down tables and chairs
4 people
52
Clean the venue
4 people
53
Pack equipment safely
2 people
54
Return equipment
2 people
55
Publish results
56
Thank participants

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Judges' table
Registration desk

Equipment

Projector
Projection screen
Playback computer
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4

Lighting

Standing lampsqty 4
LED stripsqty 4

Tableware

Drinking glassesqty 80
Wine glassesqty 60
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 3
Rolls of tapeqty 6

Decorations

Name badgesqty 80
Program flyersqty 80
Signage boardsqty 8
Tableclothsqty 10
Prizesqty 4
Certificatesqty 15

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3

Catering

Groceries

Tips

Set the submission deadline early enough to leave at least 7 days for checking files, requesting missing films and resolving playback problems. Do not publish the final programme until every accepted film has passed a technical test.
Keep the competition rules short and specific: state the maximum running time, accepted file format, eligibility requirements, judging criteria and exact time the registration closes. Send the same rules with the registration form and invitations.
Plan the venue around three separate areas: a registration desk, a judges’ table and the screening audience. Prepare name badges, programme flyers and signage before opening the venue so late arrivals do not interrupt the introduction.
Load all films onto the playback computer before the event and test the complete screening order from start to finish. Keep copies on USB sticks and check the projector, screen, speakers, microphone, mixer, HDMI cables and power connections before guests arrive.
Prepare refreshments for the actual programme length, including chilled catering, drinking glasses, wine glasses, plates, cutlery, coffee cups, coffee machines and kettles. Put serving trays and coolers in place before registration, rather than leaving food and drinks until the first break.

Frequently asked questions

How far in advance should I organise a film competition?: Start at least 8 to 12 weeks before the screening date. Use the first weeks for rules, venue, equipment and promotion, then reserve the final 7 days for checking submissions and testing the programme.
How long should film submissions stay open?: Keep registration open for about 3 to 4 weeks if you want enough time for promotion and reminders. Close it at least 7 days before the event so missing files and technical problems can be resolved.
When should I test the films for a film competition?: Test every film as soon as it is received, then repeat a full playback-order test 1 to 2 days before the event. Testing only on the screening day leaves too little time to request replacements or fix sound and format issues.
How much time do I need for setup on the day?: Allow at least 2 hours before guests arrive for opening the venue, arranging tables and chairs, setting up the registration desk, loading films and testing the projector and sound. Add another 30 minutes if the venue or equipment is unfamiliar.

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.