How to organise a film conference

Start by fixing the date and venue, then build the programme around the films, speakers and available rooms. Film rights and technical requirements need attention early: a screening can fail even when the projector is working. Open registration only after the programme, timings and practical information are stable. In the final week, confirm speakers, dietary needs, presentations and equipment, then test every film on the actual playback setup.

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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
Set the conference date
2 people
2
Confirm venue
2 people
3
Determine room layout
2 people
4
Compile program
3 people
5
Select films
3 people
6
Approach speakers
2 people
7
Checking film rights
2 people
8
Gather technical requirements
2 people
9
Design invitations
2 people
10
Send invitations
2 people
11
Open the registration form
12
Process registrations
2 people
13
Collect dietary requirements
14
Collect speaker information
15
Publish the program
2 people
16
Book catering
2 people
17
Order drinks
18
Reserve equipment
2 people
19
Prepare badges
2 people
20
Print attendance list
21
Send speaker confirmation
22
Collect presentations
2 people
23
Download films
2 people
24
Technically test the films
2 people
25
Print the run sheet
26
Send directions
27
Sort name tags
2 people
28
Do the shopping
3 people
29
Receive catering
3 people
30
Chill drinks
2 people
31
Clean the room
3 people
32
Set up tables
3 people
33
Set up chairs
4 people
34
Set up registration desk
2 people
35
Lay out badges
2 people
36
Connect the projector
2 people
37
Set up the screen
2 people
38
Connect the sound system
2 people
39
Test microphones
2 people
40
Set up presentations
2 people
41
Set out the films
2 people
42
Set up the lighting
2 people
43
Set up the stage table
2 people
44
Set up coffee station
2 people
45
Set up the buffet
3 people
46
Prepare snacks
3 people
47
Place waste stations
2 people
48
Signpost the entrance
2 people
49
Brief the registration team
2 people

Event

50
Welcome speakers
2 people
51
Register visitors
4 people
52
Hand out badges
2 people
53
Serve welcome coffee
3 people
54
Guide the opening presentation
2 people
55
Announce the speakers
56
Operate the projector
2 people
57
Manage microphones
2 people
58
Serve break snacks
3 people
59
Refill drinks
3 people
60
Refill coffee and tea
2 people
61
Moderate the Q&A
2 people
62
Open the dinner buffet
3 people
63
Refill the dinner buffet
3 people
64
Serve diet meals
2 people
65
Collect tableware
3 people
66
Set up the networking drinks reception
3 people
67
Serve snacks
3 people
68
Keep restocking drinks
2 people
69
Lead the closing speech
2 people
70
See visitors out
3 people

Aftercare

71
Collect waste
3 people
72
Wash dishes
3 people
73
Clear buffet
3 people
74
Dismantle furniture
4 people
75
Disconnect equipment
2 people
76
Archive films and presentations
2 people
77
Clean the venue
4 people
78
Collect lost and found items
79
Inventory materials
2 people
80
Return equipment
2 people
81
Store leftover stock
2 people
82
Check supplier invoices
83
Send thank-you message
84
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What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration deskqty 2
Stage table
Coat racksqty 4

Tableware

Water glassesqty 120
Coffee cupsqty 110
Coffee spoonsqty 110
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Serving spoonsqty 12
Serving traysqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Audio mixer
USB sticksqty 4
Presentation clickerqty 2
Duct tapeqty 4
Cable tiesqty 100

Decorations

Name badgesqty 120
Badge holdersqty 120
Tableclothsqty 14
Program leafletsqty 120
A4 directional signsqty 12
Pensqty 120
Notepadsqty 120
Name card holdersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Serving plattersqty 12
Hot traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the room layout before publishing invitations. Allow space for a registration desk, stage table, projection screen, speakers and clear cable routes; changing the layout later can affect both sightlines and sound.
Check film rights as soon as you shortlist the films, not after the programme is published. Keep confirmed rights information with the film files so the screening team knows what may be shown and under which conditions.
Give speakers a firm deadline for presentation files, ideally 7 days before the conference. Download every file, test it with the laptop, HDMI adapters, projector and clicker, and keep a copy on a USB stick.
Close registration early enough to act on the numbers. Use the final count to plan chairs, badges, attendance lists, coffee cups, water glasses and catering rather than estimating from the number of invitations sent.
Run a full technical rehearsal before guests arrive. Test each film from start to finish, check wireless microphones and audio levels, secure extension cords and cables with cable ties or duct tape, and print the run sheet for the organising team.

Frequently asked questions

How far in advance should I organise a film conference?: Start at least 12 weeks before the event. This gives you time to confirm the venue, secure film rights, approach speakers, publish the programme and resolve technical or catering changes.
When should I open registration for a film conference?: Open registration once the date, venue, programme outline and main timings are confirmed, usually 6 to 8 weeks before the conference. Keep a clear closing date so dietary requirements and attendance numbers can be processed in time.
When should films and presentations be technically tested?: Test the films and presentations no later than 7 days before the event, then repeat the check on the final equipment setup. File formats, HDMI adapters, sound output and subtitles can behave differently on another laptop or projector.
How many microphones are needed for a film conference?: Plan one wireless microphone per person speaking at the same time, plus one spare if the programme includes panel discussions. Check the available microphone stands, audio mixer, speakers and power supply before confirming the room layout.

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