How to organise a film festival without last-minute problems

Organising a film festival starts with the programme, but the event succeeds or fails on rights, technical checks and timing. Confirm which films you can legally screen, secure the venue and equipment, then build the schedule around realistic changeover time. Before inviting guests, check every film file, subtitle track and connection you will use. In the final week, prepare backups, signage, tickets, introductions and a printed run sheet so volunteers can keep the day moving even when something changes.

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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
Collect film files
2 people
3
Check screening rights
4
Reserve venue
5
Reserve projector and screen
6
Order catering
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Publish the program online
11
Design signage
12
Prepare name badges
2 people
13
Print admission tickets
14
Write presentation texts
15
Prepare film introductions
2 people
16
Schedule technical test
17
Check film formats
2 people
18
Check subtitles
19
Schedule volunteers
20
Print the run sheet
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Make film backups
24
Collect equipment
2 people
25
Open venue
2 people
26
Check the Venue
2 people
27
Set up tables
3 people
28
Set up chairs
4 people
29
Set up the projection screen
2 people
30
Connect the projector
2 people
31
Connect sound
2 people
32
Run a technical test
2 people
33
Set up the lighting
2 people
34
Set up the registration desk
2 people
35
Set up the catering buffet
3 people
36
Chill drinks
2 people
37
Prepare snacks
3 people
38
Hang up signage
2 people
39
Lay out the programs
40
Brief volunteers
2 people

Event

41
Welcome entrance guests
3 people
42
Check off registrations
2 people
43
Hand out programs
2 people
44
Give the opening speech
45
Start the first film
46
Host the film screening
2 people
47
Open the break buffet
3 people
48
Refill drinks
2 people
49
Serve snacks
3 people
50
Collect audience questions
51
Receive the filmmakers
2 people
52
Moderate the panel discussion
2 people
53
Announce the second film
54
Start the second film
55
Support the second screening
2 people
56
Set up evening buffet
3 people
57
Serve evening snacks
3 people
58
Announce third film
59
Start the third film
60
Support the Third Screening
2 people
61
Collect audience feedback
2 people
62
Announce the audience prize
63
Deliver closing remarks
64
See visitors out
3 people

Aftercare

65
Chill leftover food
2 people
66
Collect tableware
3 people
67
Sort waste
3 people
68
Switch off equipment
2 people
69
Store Projector Safely
2 people
70
Dismantle sound systems
2 people
71
Clear away chairs and tables
4 people
72
Clean the room
4 people
73
Check toilets
74
Remove decorations
2 people
75
Gather borrowed materials
2 people
76
Lock up the venue
2 people
77
Return equipment
2 people
78
Store leftover catering
79
Clean reusable materials
2 people
80
Return venue keys

What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Buffet tablesqty 3
Entrance table
Stoolsqty 6

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Speakersqty 2
Microphonesqty 2
Mixer
USB sticksqty 3
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Laptop standsqty 2

Lighting

LED panelsqty 4
Standing lampsqty 4
Light filtersqty 4

Tableware

Water glassesqty 120
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Serving traysqty 8
Washing-up bowlsqty 3

Decorations

Clapperboardsqty 2
Film Roll Decorationqty 4
Red carpet
Corkscrewqty 4
Tableclothsqty 10
Flower arrangementsqty 6
Photo backdrop
Movie starsqty 30

Cleaning

Vacuum cleaner
Broom setsqty 2
Mopsqty 2
Bucketsqty 3
Waste binsqty 6
Microfiber clothsqty 12

Catering

Groceries

Print materials

Program leafletsqty 140
Admission ticketsqty 140
Name badgesqty 30
Badge holdersqty 30
Markersqty 12
Pensqty 30
A4 paperqty 2
Ballot slipsqty 150
Directional signsqty 12
Tapeqty 6
Poster puttyqty 4

Safety

Flashlightsqty 4
Batteriesqty 12
Cable matsqty 8
Non-slip matsqty 6
Fire blanketsqty 2

Tips

Lock the programme before publishing it, and check screening rights for every film before you announce the titles. A late replacement affects invitations, tickets, introductions and the online programme.
Schedule a full technical test at the venue at least 3–5 days before the festival. Test each film file, subtitle setting, laptop, HDMI adapter, projector, screen, speakers and microphone in the exact order of the programme.
Keep at least two copies of every film on separate USB sticks or laptops. Open each backup before the event and label files clearly; discovering an incompatible format at the first screening is too late.
Build 15–20 minutes between screenings when the setup changes. Use this time for introductions, audience movement, microphone checks and switching laptops or cables rather than relying on a perfect changeover.
Prepare the entrance and volunteer information before opening the venue: printed tickets, name badges, signage, registrations, dietary requirements and a printed run sheet. Give each volunteer a clear position and arrival time, especially for the entrance, projection and catering.

Frequently asked questions

How long does it take to organise a film festival?: Allow at least 8–12 weeks for a small film festival. Use the first 2–3 weeks for the programme, screening rights and venue; leave the final 7 days for technical testing, printing, shopping and volunteer instructions.
When should I check film screening rights?: Check screening rights before publishing the programme or sending invitations, ideally 6–8 weeks ahead. Keep written confirmation for every film and allow at least 1 week to replace a title if permission is unavailable.
How do I prepare films for a festival screening?: Collect the final files at least 2 weeks before the event and check format, audio and subtitles on the actual screening setup. Make two backups and complete a full playback test 3–5 days before opening.
How much time should I leave between festival screenings?: Plan 15–20 minutes between films when the equipment or room setup changes. Add more time for audience questions, a longer introduction or moving between rooms, and include the changeover in the published schedule.

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.