How to organise a film debate without last-minute problems

A film debate needs more than a screening and a few chairs. Start by fixing the programme, confirming the film rights and booking a venue that can support both projection and discussion. Then secure the panel, open registration and build the event around a detailed run sheet. The most common problems appear late: missing subtitles, incompatible HDMI adapters, unclear dietary requirements and panelists arriving without transport or presentation files.

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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
Checking film rights
3
Approach panelists
4
Assign moderator
5
Purchase a film license
6
Reserve venue
7
Reserve equipment
8
Book catering
9
Write promotional copy
10
Create social media posts
11
Send invitations
2 people
12
Open the registration form
13
Process registrations
14
Collect dietary requirements
15
Arrange transport for panelists
16
Send press invitation
17
Develop the run sheet
2 people
18
Prepare debate questions
2 people
19
Collect presentations
20
Check subtitles
21
Run a technical test
2 people
22
Create final participant list
23
Send confirmation to visitors
24
Prepare name badges
2 people
25
Print programs
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people

Event

29
Open venue
2 people
30
Unload equipment
3 people
31
Set up tables
3 people
32
Set up chairs
4 people
33
Set up the debate table
2 people
34
Set up projector and screen
2 people
35
Connect microphones
2 people
36
Test film and presentations
2 people
37
Set up registration desk
2 people
38
Build the catering buffet
3 people
39
Adjust lighting and ventilation
40
Hang wayfinding signs
2 people
41
Receive panelists
2 people
42
Brief panelists
2 people
43
Register visitors
3 people
44
Hand out programs
2 people
45
Serve coffee and tea
2 people
46
Announce the opening
47
Show film
2 people
48
Announce break
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Facilitate the debate
2 people
52
Collect audience questions
2 people
53
Set up evening buffet
3 people
54
Serve the buffet
4 people
55
Refill drinks
2 people
56
Facilitate networking conversations
2 people
57
Deliver the closing speech
58
Wave goodbye to visitors
3 people
59
Switch off the equipment
2 people

Aftercare

60
Collect waste
3 people
61
Wash dishes
3 people
62
Dismantle furniture
4 people
63
Clean the venue
3 people
64
Pack up equipment
3 people
65
Lock up the venue
2 people
66
Return materials
2 people
67
Store leftovers
2 people
68
Send visitor thank-you gifts
69
Thank panelists
70
Archive photos and files

What to bring

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

Furniture

Chairsqty 90
Debate table
Buffet tablesqty 6
Registration desk
Tall cocktail tablesqty 6
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 5
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clicker
USB stickqty 2
Headphonesqty 2
Power banksqty 3

Lighting

LED work lightsqty 4
Atmosphere lightsqty 8

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 90
Platesqty 100
Dessert platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Buffet traysqty 8
Induction platesqty 2
Food warmersqty 4
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 12

Decorations

Name badgesqty 12
Program flyersqty 110
Announcement postersqty 8
Wayfinding signsqty 8
Pensqty 20
Notepadsqty 12
Table numbersqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3

Catering

Groceries

Tips

Confirm the film licence before publishing the event. Rights may affect the date, venue, audience size or whether you can promote the film title publicly, so do not wait until registrations are open.
Book the panel and moderator before writing the promotional copy. Ask panelists for their presentation files several days in advance, then keep a copy on a USB stick as well as on the event laptop.
Treat subtitles and sound as separate technical checks. Run the complete film, microphone and presentation setup at least one day before the debate, including the projector, screen, speakers, mixer, cables and adapters.
Close registration early enough to produce a final participant list, name badges and printed programmes. Collect dietary requirements before ordering catering, rather than asking guests at the buffet.
Write the run sheet with exact timings for doors open, screening, transition, introductions, debate questions and closing. Schedule a short buffer after the film so the panel can take their seats and microphones can be tested again.

Frequently asked questions

How far in advance should I organise a film debate?: Allow at least 6 to 8 weeks for a small public film debate. This gives you time to confirm film rights, book the venue and equipment, approach panelists, open registration and complete a technical test.
When should I check the film rights for a debate screening?: Check the rights before setting the public programme, ideally 6 to 8 weeks before the event. Purchase the licence before publishing invitations or promotional posts, because approval can affect the screening date and format.
How many days before the event should the technical test take place?: Run a full technical test 1 to 2 days before the event, using the actual film, laptop, projector, screen, speakers, microphones and cables. Check subtitles from start to finish rather than testing only the opening minutes.
When should I close registration for a film debate?: Close registration 3 to 5 days before the event if you need catering, name badges and printed programmes. Use the final list to send confirmation details and give the caterer an accurate guest count and dietary overview.

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.