How to organise a film festival from start to finish

Organising a film festival starts with the programme, but the schedule only works when rights, rooms, equipment and people are arranged in the right order. Set the date and choose the films first, then confirm screening permissions, venues and projection requirements before promoting the event. Allow time to test every film and subtitle file, brief volunteers and send clear audience information. This approach prevents the most common last-minute problems: missing rights, incompatible files, unavailable equipment and queues at reception.

Organize this event for free with Lizzt

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
Select program and films
3 people
3
Checking film rights
2 people
4
Draw up the screening schedule
2 people
5
Reserve the venue and rooms
2 people
6
Reserve projection equipment
7
Book catering
8
Write program text
2 people
9
Design poster and flyer
10
Open online registration
11
Send invitations
2 people
12
Distribute flyers
3 people
13
Process registrations
14
Collect dietary requirements
15
Recruit volunteers
2 people
16
Assign volunteers
2 people
17
Check accessibility
2 people
18
Check emergency exits
2 people
19
Collect movie trailers
20
Test the film and subtitle files
2 people
21
Prepare presentation texts
22
Prepare name badges
2 people
23
Design signage
24
Send audience information
25
Check the shopping list
2 people
26
Check office supplies stock
27
Do the shopping
3 people
28
Store video files locally
2 people
29
Bring equipment to the venue
3 people
30
Set out the room layout
3 people
31
Set up tables
3 people
32
Set up chairs
5 people
33
Set up projection screen
2 people
34
Connect the projector
2 people
35
Connect sound
2 people
36
Set up lighting
2 people
37
Prepare the film program
2 people
38
Conduct the technical rehearsal
3 people
39
Set up the catering area
3 people
40
Chill drinks
2 people
41
Set up coffee station
2 people
42
Set out snacks
3 people
43
Set up the reception desk
2 people
44
Put out program brochures
2 people
45
Hang up signage
2 people
46
Brief volunteers
2 people

Event

47
Staff the registration desk
3 people
48
Welcome visitors
4 people
49
Hand out program brochures
2 people
50
Open film festival
2 people
51
Escort audience to the hall
3 people
52
Start the first film
2 people
53
Monitor projection during the film
54
Refill drinks
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
3 people
57
Keep the break room tidy
2 people
58
Announce the second film
59
Start the second film
2 people
60
Moderate audience questions
2 people
61
Announce third film
62
Start the third film
2 people
63
Check the Toilets in Between
2 people
64
Escort the last visitors
3 people
65
Close the film festival
2 people
66
Guide the audience to the exit
3 people

Aftercare

67
Switch off equipment
2 people
68
Chill leftover catering
2 people
69
Collect tableware
3 people
70
Sort waste
3 people
71
Clear the hall
5 people
72
Stack tables and chairs
4 people
73
Pack equipment
3 people
74
Clean the catering area
3 people
75
Clean the restrooms
2 people
76
Remove signage
2 people
77
Hand over the venue
2 people
78
Return rented equipment
3 people
79
Clean up leftovers
2 people
80
Register lost and found items
81
Inform visitors about lost property
82
Archive invoices and receipts
83
Send thank-you message

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 14
Reception desk
Bar stoolsqty 6
Coat racksqty 4

Equipment

Projector
Projection screen
Laptopqty 2
External Hard Driveqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Speakersqty 2
Audio mixer
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 12
Break timer

Tableware

Glassesqty 180
Coffee cupsqty 100
Mugsqty 50
Platesqty 180
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving plattersqty 14
Serving tongsqty 8

Kitchen

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

Decorations

Film festival postersqty 12
Program postersqty 8
Red carpet
Film clapperboard
Film reels as decorationqty 4
Tableclothsqty 14
Themed lampsqty 6
Photo backdrop

Lighting

LED spotlightsqty 6
String lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 3

Catering

Groceries

Tips

Set the date and programme before designing publicity. Confirm film rights for every title early, because a screening cannot go ahead if permission or the required file is still missing.
Build the screening schedule around room access, film running times and changeovers. Leave at least 15 minutes between screenings in the same room for introductions, file changes and audience movement.
Test each film, subtitle file and audio setup on the actual laptop, projector, screen and speakers at least 7 days before the festival. Check HDMI adapters, cables, power strips and extension cords during the same test.
Open registration only after the programme, venue details and accessibility information are confirmed. Collect dietary requirements with registrations and send audience information at least 3 days before the event.
Assign volunteers to specific shifts rather than asking for general help. Cover reception, room checks, audience guidance and catering, and make sure emergency exits and cable routes are checked before doors open.

Frequently asked questions

How far in advance should I organise a film festival?: Allow at least 3 to 6 months for a small film festival. Use the first weeks to set the date, select films, check rights and reserve rooms; leave the final 2 weeks for technical tests, volunteer briefings and audience information.
When should I check film screening rights?: Check rights as soon as each film enters the programme, ideally 8 to 12 weeks before the festival. Keep written confirmation for every title and do not publish the final programme until permissions are clear.
How early should I test the projector and film files?: Run a complete test at least 7 days before the first screening, using the actual projector, laptop, cables, speakers and subtitle files. Repeat a short equipment check on the festival day before the audience arrives.
How many volunteers do I need for a film festival?: For each active venue, plan for at least 3 volunteers per shift: one at reception, one in the screening room and one available for audience guidance or technical support. Add one coordinator for every 4 to 5 volunteers.

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.