How to organise a film conference from first plan to final screening

Start by fixing the date and programme structure before contacting speakers or selecting films. Then secure the venue, check screening rights and confirm the technical setup early, because these decisions affect the rooms, equipment and schedule. Open registration only when the programme and practical information are stable. In the final week, test every presentation and film format, print attendee materials, brief volunteers and prepare clear directions for guests.

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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 date and program
2 people
2
Reserve the venue and rooms
2 people
3
Approach speakers
2 people
4
Checking film rights
2 people
5
Select films for screening
3 people
6
Publish the program online
7
Send invitations
2 people
8
Open registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect speaker information
12
Request presentations
13
Place catering order
2 people
14
Reserve equipment
2 people
15
Recruit volunteers
2 people
16
Create task assignments
2 people
17
Design name badges
18
Design program leaflets
19
Print name badges
20
Print the program booklets
21
Print speaker bios
22
Check presentations technically
2 people
23
Check film formats
2 people
24
Send directions
25
Create the attendance list
26
Do the shopping
2 people
27
Pick up the equipment
2 people
28
Bring materials to the venue
3 people
29
Set out the room layout
2 people
30
Set up tables and chairs
4 people
31
Set up registration desk
2 people
32
Lay out name badges
2 people
33
Put up the program boards
2 people
34
Set up the projection screen
2 people
35
Connect the projector
2 people
36
Connect microphones
2 people
37
Set up presentations
2 people
38
Set out the films
2 people
39
Run technical rehearsal
3 people
40
Set up coffee station
2 people
41
Set up the catering buffet
3 people
42
Lay out break signals
43
Brief the registration team
2 people

Event

44
Welcome speakers
2 people
45
Register visitors
3 people
46
Hand out program brochures
2 people
47
Guide visitors to the hall
2 people
48
Guide the opening presentation
2 people
49
Provide technical support for speakers
2 people
50
Monitor the schedule
51
Collect questions from the audience
2 people
52
Serve coffee and tea
3 people
53
Refill drinks
2 people
54
Start the film screening
2 people
55
Serve snack breaks
3 people
56
Serve lunch buffet
4 people
57
Serve diet meals
2 people
58
Take tableware to the dishwashing station
2 people
59
Moderate the panel discussion
2 people
60
Set up the networking drinks reception
3 people
61
Serve the networking drinks reception
4 people
62
Guide the evening screening
2 people
63
See off guests and manage departure
2 people

Aftercare

64
Chill leftover catering
2 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Switch off equipment
2 people
68
Back up films and presentations
69
Clean the rooms
4 people
70
Put tables and chairs back
4 people
71
Pack up equipment
3 people
72
Return materials
2 people
73
Return rented equipment
2 people
74
Store leftover materials
2 people
75
Archive registration details
76
Send a thank-you message to the speakers
77
Send visitor email

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration deskqty 2
Buffet tablesqty 4
Speaker table
Stoolsqty 6
Clothing rack

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Microphonesqty 4
Microphone standsqty 4
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4
USB sticksqty 6
Remote controlsqty 2
Laser pointerqty 2

Lighting

LED panelsqty 4
Standing lampsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 120
Drinking glassesqty 160
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Bread basketsqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Aluminum foilqty 2
Cling filmqty 2
Serving traysqty 10

Decorations

Program postersqty 8
Directional signsqty 10
Name badge holdersqty 8
Tableclothsqty 10
Film clapboardsqty 3
Photo backdrop
Decorative film rollsqty 4

Cleaning

Waste binsqty 8
Washing-up tubsqty 3
Spongesqty 8
Dish brushesqty 4
Microfiber clothsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 2
Toilet brushesqty 2

Catering

Groceries

Tips

Build the programme around realistic running times: allow at least 15 minutes between sessions for questions, room changes and technical resets. A screening schedule with no buffer will usually run late before lunch.
Check film rights before publishing the programme. Confirm permission for every title, the permitted screening format and any delivery deadline; replacing a film after invitations go out creates avoidable work.
Treat registration data as an operational list, not just a headcount. Set a closing date several days before the conference so you can collect dietary requirements, prepare name badges and place the catering order accurately.
Request presentations before the event and run a technical check at least one day in advance. Test each laptop connection, HDMI adapter, microphone, audio level, film file and subtitle track in the actual screening room.
Assign volunteers to specific jobs and time blocks rather than asking for general help. Cover registration, room changes, speaker support and directions separately, and keep printed attendance lists and backup files available at the registration desk.

Frequently asked questions

How far in advance should I organise a film conference?: Start planning at least six months ahead if the programme includes external speakers and public screenings. Approach speakers and reserve the venue first, then allow several weeks for film-rights checks, programme publication and registration.
When should I check film screening rights?: Check rights before announcing or publishing each film, ideally as soon as you have a shortlist. Allow at least four weeks for confirmations, format requirements and any required replacement if permission is unavailable.
When should registration close for a film conference?: Close registration several days before the event, commonly 3 to 5 days in advance. This gives you time to process registrations, collect dietary requirements, print name badges and finalise the attendance list and catering numbers.
How early should presentations and film files be tested?: Request presentations and screening files at least one week before the conference, then perform the full technical check no later than the day before. Test the files, subtitles, audio, projector, screen, microphones, cables and adapters in the rooms where they will be used.

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.