How to organise a film fair without last-minute problems

A film fair combines exhibitors, visitor registration, screenings, presentations, catering and payments, so the order of work matters. Start by fixing the date and venue, then secure exhibitors and open visitor registration before building the programme. Once you know the expected numbers, you can assign stands, plan the site map, confirm catering and prepare technical equipment. The final week is for checking files, printing lists and signage, testing payments, charging devices and preparing drinks and supplies.

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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 fair date and location
2 people
2
Invite exhibitors
2 people
3
Send visitor invitations
2 people
4
Open the registration form
5
Register exhibitors
2 people
6
Process visitor registrations
2 people
7
Collect dietary requirements
8
Create the site map
2 people
9
Assign stand numbers
2 people
10
Send exhibitor letter
11
Make material reservations
12
Book catering
13
Draw up the program and schedule
2 people
14
Create a film quiz
2 people
15
Buy quiz prizes
16
Design signage
17
Print signage
18
Prepare name badges
2 people
19
Print registration lists
20
Test payment terminal
21
Collect presentation files
2 people
22
Check presentation files
2 people
23
Charge equipment
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare catering
3 people
27
Bring materials to the venue
3 people
28
Open venue
2 people
29
Set up the entrance desk
2 people
30
Set up stand tables
4 people
31
Set out chairs and seating
3 people
32
Hang up stand numbers
2 people
33
Lay out tablecloths
2 people
34
Display film collections
4 people
35
Hang posters and decorations
2 people
36
Set up projector and screen
2 people
37
Test sound
2 people
38
Test film clips
2 people
39
Set up the catering buffet
3 people
40
Set up the coffee and tea station
2 people
41
Check toilets
42
Clear emergency exits
2 people
43
Set up the information table

Event

44
Welcome exhibitors
3 people
45
Register visitors
3 people
46
Hand out admission wristbands
2 people
47
Inform visitors
2 people
48
Support exhibitors
2 people
49
Manage the cloakroom
2 people
50
Serve coffee and tea
2 people
51
Serve snacks
2 people
52
Refill drinks
2 people
53
Restock the buffet
2 people
54
Empty trash bins
2 people
55
Host the film quiz
2 people
56
Present film clips
2 people
57
Hand out quiz prizes
2 people
58
Inform last visitors
2 people
59
Have exhibitors take down their stands
3 people
60
Collect lost and found items
61
See visitors out
2 people

Aftercare

62
Switch off equipment
2 people
63
Pack film collections
4 people
64
Dismantle furniture
4 people
65
Clean up catering
3 people
66
Wash dishes
2 people
67
Clean the venue
4 people
68
Dispose of waste
2 people
69
Return materials
3 people
70
Return borrowed equipment
2 people
71
Store leftover catering
2 people
72
Return unused groceries

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 60
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 100
Tableclothsqty 24
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Laptop locksqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
USB sticksqty 4
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Charging cablesqty 6
Power banksqty 4
Cash drawer
Payment terminal
Label printer
Handheld scannersqty 2
Wi-Fi router

Lighting

LED work lightsqty 4
Atmosphere lightsqty 8
Lamp standsqty 4

Decorations

Movie postersqty 20
Decorative clapperboardsqty 4
Red carpet
Barrier tapeqty 4
Directional signsqty 12
Stand number signsqty 24
Information boardsqty 6
Cable traysqty 10
Gaffer tapeqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2
Pliersqty 6
Serving spoonsqty 6
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Food containersqty 12

Catering

Groceries
Coolers for drinksqty 4
Drink dispensersqty 3
Coffee filtersqty 200
Thermos cupsqty 100
Allergen cardsqty 30
Menusqty 12

Cleaning

Trash bins with lidsqty 4
Waste sorting binsqty 4
Broom setsqty 2
Vacuum cleaner
Mop headsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Tips

Set the date and venue before inviting exhibitors. Once exhibitors are registered, use the final stand count to create the site map, assign stand numbers and write the exhibitor letter.
Open visitor registration early and collect dietary requirements with each registration. Print the registration lists close to the event, rather than relying only on a live form or a single device at the entrance.
Build the programme around confirmed presentation files, not promised ones. Set a deadline for collecting files, check every file on the actual laptop and projector, and keep copies on at least one USB stick.
Test the complete payment setup before doors open: payment terminal, cash drawer, Wi-Fi connection and power. Also charge scanners, microphones, laptop batteries and power banks the day before.
Finish the physical setup with a short timed walkthrough. Check stand signs, name badges, coat racks, waste bins, extension cords and chilled drinks before exhibitors and visitors arrive; these small items are often noticed only when missing.

Frequently asked questions

How far in advance should I organise a film fair?: Start at least 8 to 12 weeks before the fair. Fix the date and location first, invite exhibitors in the next 1 to 2 weeks, and open visitor registration once the basic programme and capacity are clear.
When should exhibitors receive their stand numbers?: Send stand numbers after exhibitor registration closes and the site map is stable, usually 1 to 2 weeks before the event. Include arrival instructions, table arrangements, presentation deadlines and the exhibitor letter in the same message.
How long before a film fair should presentation files be checked?: Collect presentation files no later than 7 days before the event and test them within 2 days. Recheck the final versions on the event laptop, projector and available HDMI adapters before setup is finished.
How much catering and drinks do I need for a film fair?: Base catering on the final visitor and exhibitor count, including dietary requirements, and confirm quantities with the caterer at least 7 days ahead. For a reception-style first hour, allow about 2 to 3 drinks per person, then adjust for the programme length.

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.