How to organise a film festival without last-minute problems

A film festival depends on two schedules working together: the audience programme and the production plan behind it. Start by choosing the films, checking screening rights and building the timetable before you publish anything. Then secure rooms, projection equipment, speakers and volunteers around that schedule. The most common failures happen when film files, subtitles, guest arrangements or technical connections are left until the final week. Use this plan to move from programme decisions to a tested, staffed event 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
Select program and films
3 people
2
Check screening rights
2 people
3
Compile film program
3 people
4
Create the screening schedule
2 people
5
Reserve the venue and rooms
2 people
6
Make equipment reservations
2 people
7
Send invitations
2 people
8
Publish festival online
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Schedule volunteers
2 people
12
Confirm guest speakers
2 people
13
Collect film files
2 people
14
Technical testing of video files
2 people
15
Check subtitles
2 people
16
Prepare program brochures
2 people
17
Design signage
18
Order wristbands and tickets
19
Order catering
2 people
20
Create backup files
2 people
21
Print audience information
2 people
22
Prepare the volunteers briefing
23
Do the shopping
3 people
24
Load films onto playback equipment
2 people
25
Store catering chilled
2 people
26
Set out the room layout
2 people
27
Test projectors and screens
3 people

Event

28
Open venue
2 people
29
Fully connect the equipment
3 people
30
Set up tables and chairs
4 people
31
Set up the registration desk
2 people
32
Set up the catering buffet
3 people
33
Hang up signage
2 people
34
Put out program brochures
2 people
35
Brief volunteers
2 people
36
Staff the entrance and ticket desk
3 people
37
Welcome visitors
3 people
38
Deliver the opening presentation
2 people
39
Start the first film
2 people
40
Guide the room change
3 people
41
Serve drinks and snacks
3 people
42
Refill drinks
2 people
43
Start the second film
2 people
44
Moderate audience questions
2 people
45
Restock break snacks
2 people
46
Start the third film
2 people
47
Arrange evening break
3 people
48
Distribute audience voting
2 people
49
Announce the winner
2 people
50
Start the final film
2 people
51
Guide visitors to the exit
3 people
52
Close the box office and ticket desk
2 people
53
Safely shut down equipment
2 people
54
Collect waste immediately
2 people

Aftercare

55
Clear away chairs and tables
4 people
56
Dismantle technical equipment
3 people
57
Clean the rooms
4 people
58
Wash dishes
2 people
59
Take waste to the bins
2 people
60
Remove signage
2 people
61
Sort leftover catering
2 people
62
Check borrowed materials
2 people
63
Return equipment
2 people
64
Leave the venue tidy
2 people
65
Collect lost and found items

What to bring

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

Furniture

Chairsqty 260
Foldable tablesqty 18
Entrance desk
Buffet tablesqty 4
Waste binsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Media playersqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 4
Power stripsqty 8
Backup USB sticksqty 4
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Headphonesqty 2
Power banksqty 4
Flashlightsqty 6
Battery chargersqty 4

Lighting

LED panelsqty 4
Atmosphere lightsqty 8
Spare batteriesqty 24

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Platesqty 280
Forksqty 280
Knivesqty 280
Spoonsqty 280
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Small bowlsqty 20
Serving plattersqty 12
Pliersqty 8
Bottle openersqty 4

Decorations

Festival postersqty 20
Movie postersqty 12
Red carpet
Photo backdrop
Tableclothsqty 8
Directional signsqty 16
Cable tiesqty 100
Painter's tapeqty 8
Name badgesqty 300
Pensqty 40
Ballotsqty 300
Program leafletsqty 300
Ticketsqty 300
Wristbandsqty 300
Clipboardsqty 6
Sticky tackqty 10
Paper tapeqty 10

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Paper towelsqty 12

Tips

Settle the programme and screening rights before sending invitations or publishing the festival online. Keep the final running order in one shared document so every room, speaker and volunteer works from the same version.
Reserve each screening room and its projector, screen, media player, laptop and required HDMI adapters early. Test every film file in the actual playback setup, including subtitles, at least 7 days before the first screening.
Collect film files and create backup copies on at least two USB sticks before loading them onto playback equipment. Label files by film and screening time; do not rely on a single laptop or an untested download link.
Build volunteer shifts around specific tasks such as registration, room changes, microphones and audience information. Hold the volunteer briefing 1–2 days before the festival and explain who handles a failed file, missing speaker or overcrowded room.
Plan catering from the registration data, including dietary requirements, and keep chilled items in coolers until service. Order cups, glasses, plates and serving utensils together; these small items are often forgotten when attention is focused on films and equipment.

Frequently asked questions

How far in advance should I organise a film festival?: Start programme planning and venue reservations at least 8–12 weeks ahead. Screening rights, guest availability, equipment and volunteer schedules often take longer to confirm than expected.
When should I test the films and subtitles?: Run a technical test at least 7 days before the festival, using the same projector, media player, screen and cables planned for the screening. Check the complete film, subtitle timing, sound and aspect ratio rather than only the opening minutes.
How many backup copies of each film do I need?: Keep at least two backup copies of every film on separate USB sticks, in addition to the main playback copy. Store one backup away from the playback equipment so a lost or damaged device does not stop a screening.
When should volunteers receive the festival briefing?: Give the briefing 1–2 days before the event, then repeat the room assignments and emergency contacts on arrival. Include registration, seating, microphones, schedule changes and the procedure for technical problems.

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.