How to organise a film workshop from start to finish

A film workshop runs smoothly when the teaching plan and the technical setup are built together. Start by fixing the schedule and space, then open registrations early enough to confirm attendance, dietary needs and group assignments. Before the workshop, prepare the run sheet, worksheets, video instructions and simple shot list while testing every camera, battery, memory card and laptop. On the day, leave time for room setup, equipment labelling, image releases and a clear explanation of how participants will move from filming to editing.

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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 workshop schedule
2 people
2
Reserve the workshop space
3
Prepare the invitation
4
Send out invitations
5
Open registrations
6
Process the registrations
7
Collect dietary requirements
8
Confirm the participants
9
Make the group assignment
2 people
10
Create the run sheet
11
Prepare the worksheets
12
Prepare the video instructions
13
Make a simple shot list
14
Arrange image releases
15
Test the cameras
2 people
16
Charge all batteries
17
Format the memory cards
18
Install the editing software
2 people
19
Print the workshop materials
20
Run the errands
2 people
21
Label the equipment
2 people
22
Check the workshop space
2 people
23
Set up the tables
3 people
24
Set up the chairs
3 people
25
Set up the projection equipment
2 people
26
Test audio and video
2 people
27
Prepare the camera sets
3 people
28
Set up the welcome table
2 people
29
Prepare coffee and tea
2 people

Event

30
Welcome the participants
3 people
31
Register attendance
2 people
32
Explain the program
33
Give the filming instructions
2 people
34
Demonstrate the camera
2 people
35
Divide the participant groups
2 people
36
Guide the script work
4 people
37
Manage the lunch break
3 people
38
Guide the filming
5 people
39
Collect the video files
2 people
40
Supervise the setup
4 people
41
Restock drinks and snacks
2 people
42
Show the final films
2 people
43
Lead the debrief
2 people
44
Close the workshop

Aftercare

45
Make a backup of the films
2 people
46
Clear away the equipment
3 people
47
Wash the dishes
2 people
48
Sort the waste
2 people
49
Clean the space
3 people
50
Return rented equipment
2 people
51
Archive the permissions
52
Send the videos made
53
Send follow-up participant information

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Flip chart
Flipchart padsqty 2

Equipment

Video camerasqty 6
Tripod setsqty 6
Directional microphonesqty 6
Headphonesqty 6
Laptopsqty 6
Projector
Projection screen
HDMI cablesqty 4
Card readersqty 6
SD cardsqty 12
Camera batteriesqty 12
USB sticksqty 6
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Spare batteriesqty 24
Gaffer tapeqty 6
Cable tiesqty 50

Tableware

Mugsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2

Cleaning

Waste binsqty 3
Broom and dustpan
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the schedule before inviting anyone. Include separate blocks for instruction, filming, playback and editing, and allow at least 15 minutes between major activities to move equipment and regroup.
Close registrations several days before the workshop rather than relying on walk-ins. Use the final participant list to assign groups, prepare worksheets and collect dietary requirements.
Test the full camera-to-editing workflow before the event. Record a short clip, transfer it from an SD card, open it on the laptop, connect the projector and check that sound plays through the speakers.
Charge every camera battery and prepare spare batteries the day before. Format the SD cards, label the equipment and keep card readers, HDMI cables, power strips and extension cords together at the equipment table.
Do not leave releases and room logistics until workshop morning. Arrange image releases in advance, then check tables, chairs, projection equipment, cable routes and the reception desk before participants arrive.

Frequently asked questions

How far in advance should I plan a film workshop?: Set the date, schedule and workshop space at least 4 to 6 weeks ahead. Open registrations once the practical details are fixed, then reserve the final week for participant confirmation and production checks.
How many participants should be in each film workshop group?: Plan groups of 3 to 5 participants when sharing cameras, tripods and microphones. This gives each person a role without leaving someone waiting throughout the filming exercise.
When should I charge cameras and prepare SD cards?: Charge all camera batteries and format the memory cards 1 day before the workshop. Test one recording and playback cycle after preparation, and keep spare batteries available for the session.
What should I prepare on the morning of a film workshop?: Arrive at least 90 minutes before participants to set up tables, chairs, projector, screen, laptops and cables. Use the first 30 minutes for room layout and the remaining time for equipment and presentation checks.

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.