How to organise a film lecture without last-minute problems

A film lecture combines a screening, a speaker and a live audience, so the programme and technical setup must be planned together. Start by fixing the date, venue and running order, then confirm the speaker, film rights and film file before opening registration. Use registrations to plan seating, name badges, dietary requirements and catering. In the final week, test the film, presentation, sound and connections in the actual room—not just on a laptop at home.

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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
Publish the date and program
2
Send invitations
2 people
3
Open the registration form
4
Process registrations
5
Collect dietary requirements
6
Publish speaker information
7
Checking film rights
8
Deliver the film version
9
Reserve venue
10
Reserve equipment
11
Order catering
12
Print the program
13
Make name badges
14
Update visitor list
15
Do the shopping
2 people
16
Test film and presentations
2 people
17
Chill drinks
18
Open venue
2 people
19
Inspect the space
2 people
20
Set up chairs
3 people
21
Set up tables
2 people
22
Set up projection screen
2 people
23
Connect the projector
2 people
24
Connect sound
2 people
25
Set up the lighting
26
Fully test the film
2 people
27
Set up coffee station
2 people
28
Set out snacks
2 people
29
Set up the reception table
2 people

Event

30
Welcome visitors
3 people
31
Distribute program
2 people
32
Serve coffee and tea
2 people
33
Host lecture
34
Show film
2 people
35
Serve break snacks
2 people
36
Refill drinks
2 people
37
Moderate the Q&A
38
Serve snacks
2 people
39
Wave goodbye to visitors
2 people

Aftercare

40
Collect tableware
2 people
41
Switch off equipment
2 people
42
Collect waste
2 people
43
Clean the room
3 people
44
Put furniture back
3 people
45
Return equipment
46
Lock up the venue
47
Handle lost and found
48
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Microphoneqty 2
Microphone stand
Power stripsqty 4
Extension cordsqty 6

Lighting

Standing lampsqty 4

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving spoonsqty 8
Coolersqty 3
Ice cube traysqty 3

Decorations

Red carpet
Movie postersqty 6
Poster clipsqty 12
Name badgesqty 60

Catering

Drink dispensersqty 2
Serving plattersqty 8
Napkin holdersqty 6
Groceries

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2

Tips

Confirm the film rights and the exact screening version before publishing the programme. Ask for the final film file early enough to test it with your projector, laptop, HDMI cable and any adapter you need.
Build the schedule around the screening, introduction, lecture and questions, and publish speaker information with the invitations. Leave at least 15 minutes between the advertised arrival time and the start so late registration does not interrupt the opening.
Close or review registrations several days before the event and use the final list for name badges, seating and catering. Check dietary requirements at the same time; collecting them on the event day is too late for most catering orders.
Test the complete projection chain in the venue at least one day beforehand: film, presentations, projector, screen, speakers, microphone and lighting. Keep spare extension cords, power strips and the correct HDMI adapter available at the control position.
Set up the room in a fixed order on the day: inspect the space, place tables and chairs, install the screen and projector, connect sound, then arrange coffee, water and other tableware. Chill drinks and prepare serving platters before visitors arrive, rather than during registration.

Frequently asked questions

How far in advance should I organise a film lecture?: Start at least 6 to 8 weeks ahead if you need a speaker, venue, catering and film rights. Confirm the film and speaker before opening registration, then use the final week for technical testing and printed materials.
When should I check the film rights for a public screening?: Check the rights before publishing the date and programme, ideally 6 to 8 weeks before the lecture. Do not assume that a purchased or streamed film can be shown to an audience; wait for confirmation before committing to the title.
How many drinks should I plan for a film lecture?: For the first hour, plan on 2 to 3 drinks per person, including coffee, water and cold drinks, then add about 1 drink per person for each additional hour. Use the registration total and add roughly 10% for late arrivals and unexpected guests.
When should I test the projector and sound for a film lecture?: Run a complete test in the venue at least 24 hours before the event, using the final film file and presentation. Repeat a short power-on and playback check 60 to 90 minutes before doors open, because cables, adapters and input settings are common last-minute failures.

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.