How to organise a film concert without technical surprises

A film concert combines a screening with live musicians, so planning has to cover both a cinema setup and a concert production. Start with film and music rights, then secure the venue, choose the film version and subtitles, and build the music programme around the running time. After that, confirm musicians, technicians, audience registration and technical requirements. The final checks focus on projection, sound, stage layout, cables, lighting and a complete backup of the film.

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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
Check film and music rights
2 people
2
Confirm the venue and room layout
2 people
3
Make reservations
4
Choose film version and subtitles
2 people
5
Compile the music program
2 people
6
Book musicians and technicians
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Publish program and route
11
Check the technical rider
2 people
12
Brief crowd guides
2 people
13
Create visitor list and badges
2 people
14
Print emergency contacts and map
15
Check the film and backup
2 people
16
Set up instruments and equipment
3 people
17
Do the shopping
2 people
18
Clear the screening room
4 people
19
Check the stage floor
2 people
20
Set up stage and lecterns
4 people
21
Set up projection screen
3 people
22
Align projector
2 people
23
Connect the sound system
3 people
24
Tune instruments
4 people
25
Set lighting plan
2 people
26
Conduct the technical rehearsal
5 people
27
Set up chairs and tables
4 people
28
Hang up decorations
2 people
29
Set up the catering buffet
3 people
30
Chill drinks
2 people
31
Prepare snacks
3 people
32
Set up registration desk
2 people
33
Lay out the programs
34
Briefing with all staff
8 people

Event

35
Open doors and reception
4 people
36
Register visitors
3 people
37
Serve coffee and tea
3 people
38
Guide visitors to their seats
3 people
39
Deliver the welcome speech
40
Stage a film concert
8 people
41
Lead the break
4 people
42
Serve snacks and drinks
4 people
43
Refill drinks
2 people
44
Perform the second concert set
8 people
45
Moderate audience questions
2 people
46
Serve the evening buffet
4 people
47
Wrap up the film and music
3 people
48
See visitors out
3 people
49
Collect lost and found items

Aftercare

50
Switch off equipment
3 people
51
Pack instruments
4 people
52
Dismantle the technical setup
4 people
53
Clean up the buffet and kitchen
3 people
54
Wash dishes
3 people
55
Collect waste
2 people
56
Clean the room
4 people
57
Put furniture back
4 people
58
Lock up the venue
2 people
59
Return borrowed materials
2 people
60
Store leftover stock
2 people
61
Send visitor messages

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Bistro tablesqty 8
Stage sectionsqty 12
Lecternsqty 10
Dressing room tablesqty 2
Coat racksqty 4

Equipment

Projector
Projection screen
Media player
Backup laptop
Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 6
Headphonesqty 4
Audio cablesqty 20
Video cablesqty 8
Power stripsqty 12
Extension cordsqty 12
Cable traysqty 20
Cable tiesqty 100

Lighting

Stage spotlightsqty 6
Mood lightingqty 8
LED emergency lampsqty 4
Light standsqty 4

Tableware

Water glassesqty 130
Wine glassesqty 100
Coffee cupsqty 100
Platesqty 130
Cutlery setsqty 130
Serving boardsqty 12
Serving plattersqty 16
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Movie postersqty 6
Tableclothsqty 12
Stage drapesqty 4
Name badgesqty 120
Program leafletsqty 130
Directional signsqty 12
Chalkboardsqty 4

Cleaning

Vacuum cleanerqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Microfiber clothsqty 20
Rubber glovesqty 8
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Confirm film and music rights before announcing the event. Allow at least several weeks for permissions, and do not assume that a film you can screen privately is cleared for a public performance.
Choose the film version, subtitles and music programme before sending invitations. Record the exact running time and build the schedule around setup, seating, screening and any interval.
Treat the technical rider as a working checklist, not background information. Test the projector, media player, mixing console, speakers, microphones and stage monitors together before the audience arrives.
Keep a backup laptop and a second copy of the film ready, and test both before the event. Check video cables, audio cables, power strips and extension cords early enough to replace anything missing or faulty.
Plan audience movement as carefully as the performance. Print the visitor list, badges, emergency contacts and route information, brief crowd guides, and leave clear access around chairs, tables, the stage and cable trays.

Frequently asked questions

How far in advance should I organise a film concert?: Start at least 8 to 12 weeks ahead. Rights, venue availability, musicians, technicians and the technical rider can each create delays, so leave the final 7 days for confirmations and practical checks.
What should I check before screening the film?: Check the approved film file, subtitles, aspect ratio, sound format and playback device. Run the complete film at least once with the actual projector and sound system, and test the backup laptop before doors open.
How much time is needed for film concert setup?: Allow at least 4 to 6 hours for a full setup with live musicians. This includes clearing the screening room, building the stage, aligning the projector, connecting sound, tuning instruments, setting lights and completing a technical rehearsal.
What equipment is essential for a film concert?: You need a projector, projection screen, media player, backup laptop, mixing console, speakers, microphones, cables and suitable power distribution. Live musicians may also require stage monitors, DI boxes, lecterns and headphones, depending on the technical rider.

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.