How to organise a film festival without last-minute problems

Start by fixing the programme and the venue before promoting anything. Each film affects your schedule, screening room, equipment and licensing, so collect technical requirements and secure the rights early. Then build the visitor journey: registration, seating, presentations, catering and signage. Leave enough time for a full projection test, film backups and a volunteer briefing; these are the parts most likely to cause delays on festival day.

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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
Compile film program
2 people
2
Secure film rights
3
Reserve venue
4
Check Rooms and Capacity
2 people
5
Schedule film blocks
2 people
6
Collect trailer files
7
Note technical requirements for each film
8
Determine the festival name and branding
2 people
9
Write promotional copy
10
Publish the program online
11
Send invitations
2 people
12
Post social media announcement
13
Distribute posters
3 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Assign volunteers
2 people
17
Brief presenters
2 people
18
Order catering
19
Test the equipment
2 people
20
Download films
21
Make backups of films
22
Prepare name badges
2 people
23
Print program booklets
24
Print signage
25
Do the shopping
3 people
26
Arrange the films in playback order
2 people
27
Chill drinks
2 people
28
Prepare popcorn
2 people

Event

29
Set up reception desk
2 people
30
Set out the room layout
3 people
31
Set up chairs
4 people
32
Set up tables for catering
2 people
33
Set up projector
2 people
34
Set up projection screen
3 people
35
Connect the sound system
2 people
36
Set up lighting
2 people
37
Hang up decorations
3 people
38
Hang up signage
2 people
39
Set up the catering buffet
3 people
40
Prepare registration materials
2 people
41
Play test film
2 people
42
Test microphones
2 people
43
Welcome volunteers
2 people
44
Brief volunteers
2 people
45
Register visitors
4 people
46
Hand out program booklets
2 people
47
Deliver the opening presentation
2 people
48
Start the first film
2 people
49
Guide hall doors
2 people
50
Announce breaks
51
Serve snacks
4 people
52
Refill drinks
2 people
53
Hand out popcorn
2 people
54
Check the rooms in between
2 people
55
Play films according to the program
2 people
56
Moderate audience questions
2 people
57
Announce the final film
58
Present closing
2 people
59
Collect lost property
60
Guide visitors to the exit
2 people

Aftercare

61
Collect tableware
3 people
62
Clean up catering
3 people
63
Collect waste
3 people
64
Clear away chairs
4 people
65
Turn off projector
2 people
66
Pack equipment
3 people
67
Remove decorations
3 people
68
Clean the rooms
4 people
69
Check toilets
2 people
70
Return venue keys
71
Return borrowed materials
2 people
72
Clear away leftover stock
2 people
73
Archive video files
74
Send visitor email
75
Save photos and videos

What to bring

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

Furniture

Chairsqty 170
Registration tablesqty 2
Catering tablesqty 6
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Equipment

Film projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Media playersqty 2
Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Spare hard drivesqty 2
Presentation clicker

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Light standsqty 4

Decorations

Movie postersqty 20
Clapperboardsqty 4
Red carpet
Festival bannersqty 4
Tableclothsqty 8
Photo backdrop

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 100
Tea glassesqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Popcorn machinesqty 2
Measuring cupsqty 4
Kitchen tongsqty 8
Serving trays with lidsqty 8

Cleaning

Vacuum cleanersqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Hand soap dispensersqty 6
Cleaning glovesqty 8

Catering

Groceries

Tips

Build the programme around timed film blocks, including time for introductions, credits, room changes and short breaks. A 90-minute screening block often needs at least 15 extra minutes for the audience to settle and leave.
Check every room against its expected audience capacity before publishing the programme. Count chairs, registration tables and clear walkways, and use bollards or signage where queues could block entrances.
Test each film on the exact projector, screen, laptop or media player you will use. Check picture format, subtitles, sound levels and HDMI connections at least one day before opening.
Keep two backups of every downloaded film on separate spare hard drives. Label files clearly and keep one backup away from the main playback equipment.
Brief presenters and volunteers with a written running order, arrival time and contact person. Prepare name badges, printed programmes and directional signs before registration opens, rather than during the first screening.

Frequently asked questions

How far in advance should I organise a film festival?: Start at least 6 months ahead if you need film rights, a venue and public promotion. Use the final 2 weeks for equipment testing, film downloads, printing and volunteer briefings.
How do I schedule films at a film festival?: Group films into clear blocks and add 15 to 30 minutes between blocks for introductions, audience movement and technical changes. Confirm each film’s running time, format and subtitle requirements before publishing the timetable.
How many volunteers do I need for a film festival?: Plan at least 1 volunteer for registration, 1 for each active screening room and 1 floating coordinator per shift. Add extra help when several rooms open or close at the same time.
When should I test the film festival equipment?: Run a complete test at least 24 hours before the first screening, using every film format and presentation setup. Repeat a short sound, picture and connection check on the festival morning.

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.