How to organise a film festival from first film to final screening

Organising a film festival starts with the programme, but the difficult work is making every screening reliable. Set the date, choose the films and confirm screening rights before you publish anything. Then secure the venue, test the projection setup and open ticket sales with enough time to process registrations. In the final week, check every film file and subtitle track, print the run sheet and brief volunteers so the day does not depend on one person remembering every detail.

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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 festival date
2 people
2
Compile program
3 people
3
Select films
3 people
4
Check screening rights
2 people
5
Arrange film licenses
2 people
6
Confirm venue
7
Plan the room layout
2 people
8
Check projection requirements
2 people
9
Reserve technical equipment
2 people
10
Design invitations
2 people
11
Send invitations
2 people
12
Open online ticket sales
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Update visitor list
2 people
16
Publish the film program
2 people
17
Send directions
18
Assign volunteers
2 people
19
Print the run sheet
20
Make name badges
2 people
21
Collect film files
2 people
22
Check video files
2 people
23
Check subtitles
2 people
24
Prepare presentation texts
2 people
25
Print program boards
26
Print signage
27
Order catering
2 people
28
Do the shopping
3 people
29
Clean the cinema hall
3 people
30
Clean the reception area
2 people
31
Chill drinks
2 people
32
Prepare snacks
3 people
33
Set up the registration table
2 people
34
Mark seating
2 people
35
Set up chairs
4 people
36
Set up tables
3 people
37
Set up projector
2 people
38
Set up films for playback
2 people
39
Test sound
2 people
40
Set up lighting
2 people
41
Set up the presentation area
2 people
42
Display information materials
2 people
43
Display snacks
3 people
44
Set out coffee and tea
2 people
45
Set up technical backup
2 people

Event

46
Open the entrance
3 people
47
Check in visitors
4 people
48
Hand out programs
2 people
49
Guide visitors to the hall
2 people
50
Give the opening speech
51
Start the first film
52
Serve break snacks
3 people
53
Refill drinks
2 people
54
Perform film changeover
2 people
55
Start the second film
56
Serve evening snacks
3 people
57
Set up panel microphones
2 people
58
Moderate the panel discussion
3 people
59
Start the third film
60
Escort the last visitors
2 people
61
Deliver the closing remarks
62
Collect lost and found items

Aftercare

63
Clear the visitor area
4 people
64
Stack chairs
4 people
65
Switch off equipment
2 people
66
Pack equipment
3 people
67
Wash dishes
3 people
68
Collect waste
3 people
69
Clean the rooms
4 people
70
Return materials
2 people
71
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Registration desk
Speaker table
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 8
Tableclothsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Media playersqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Power banksqty 4
USB sticksqty 4
Cable ties
Gaffer tapeqty 4

Tableware

Reusable cupsqty 220
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 220
Forksqty 220
Knivesqty 180
Spoonsqty 100
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2

Decorations

Film festival postersqty 12
Program boardsqty 6
Red carpet
Directional signsqty 10
Name badgesqty 30

Lighting

LED garlandsqty 6
LED spotlightsqty 4
Battery lanternsqty 6

Cleaning

Vacuum cleanerqty 2
Mop headsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Start with the date, venue and programme together. Do not announce films until screening rights, licences and the venue are confirmed; otherwise a late change can affect tickets, room layouts and published programme information.
Check technical requirements for every film at least 7 days before the festival. Collect the final video files, test subtitles and play each file on the actual laptop, media player or projector combination you plan to use.
Build the room plan around the audience flow, not only the screen. Leave space for a registration desk, coat racks, clear cable routes and waste bins, and use gaffer tape and cable ties wherever visitors or volunteers could trip.
Open ticket sales only after you know the screening capacity and timetable. Keep the visitor list updated, record dietary requirements for any catering and send directions before the event rather than on the morning itself.
Print the run sheet, programme boards and name badges before volunteers arrive. Assign each volunteer one clear area, and keep USB sticks, adapters, extension cords and power banks available as backups for presentation and registration equipment.

Frequently asked questions

How far in advance should you organise a film festival?: Start at least 3 to 6 months ahead for a small festival, especially if you need film licences and several screening slots. Set the date and confirm the venue before inviting filmmakers or opening ticket sales.
When should I check film screening rights?: Check screening rights as soon as you have a shortlist, ideally 8 to 12 weeks before the event. Arrange the licences before publishing the programme, because rights restrictions can change which films or screenings you can offer.
How long before a film festival should I test the equipment?: Run a full technical test 7 days before the festival and repeat a shorter check on the event day. Test every video file, subtitle track, projector, screen, speaker, cable and adapter you will use.
When should I send directions and the final programme?: Publish the confirmed programme when ticket sales open, then send directions and practical visitor information 3 to 7 days before the festival. Include arrival details, screening times and any registration or accessibility information.

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.