How to organise a Horror Film Festival

A horror film festival needs more than a list of films and a projector. Start by securing the date and venue, then confirm screening rights before you publish a programme or sell tickets. Build the schedule around realistic changeover time, equipment tests and volunteer cover. The details people often leave too late are film downloads, backup copies, dietary information, adapters and a printed run sheet for the screening team.

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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 festival date
2 people
2
Reserve venue
3
Checking film rights
4
Select films
3 people
5
Compile film program
2 people
6
Reserve film screenings
7
Reserve equipment
8
Check permits
9
Draft invitations
2 people
10
Send invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Recruit volunteers
2 people
14
Assign volunteers
15
Publish the program
16
Set admission prices
2 people
17
Prepare tickets
18
Purchase decorations
2 people
19
Place catering order
20
Test the equipment
2 people
21
Download films
22
Back up films
23
Print the run sheet
24
Prepare name badges
2 people
25
Do the shopping
2 people
26
Prepare film licenses
27
Pick up venue keys

Event

28
Open venue
2 people
29
Set up tables
3 people
30
Set up chairs
4 people
31
Set up the screening room
3 people
32
Set up the projector
2 people
33
Set up the screen
2 people
34
Connect sound
2 people
35
Set up lighting
2 people
36
Hang up decorations
3 people
37
Set up the information desk
2 people
38
Set up the catering buffet
3 people
39
Chill drinks
2 people
40
Prepare snacks
3 people
41
Lay out tickets and badges
2 people
42
Final technical tests
2 people
43
Conduct a safety check
2 people
44
Welcome visitors
4 people
45
Check tickets
2 people
46
Hand out the festival program
2 people
47
Deliver the opening presentation
2 people
48
Start the first film
2 people
49
Serve break drinks
3 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Start the second film
2 people
53
Collect audience questions
54
Lead the film discussion
2 people
55
Start the third film
2 people
56
Check the restroom and foyer
57
Empty trash bins
2 people
58
Wrap up the final film
2 people
59
See visitors out
3 people

Aftercare

60
Switch off the equipment
2 people
61
Remove decorations
3 people
62
Collect tableware
3 people
63
Clear tables and chairs
4 people
64
Sort waste
2 people
65
Clean the venue
4 people
66
Clean the kitchen
2 people
67
Collect lost and found items
68
Pack equipment
2 people
69
Return rental items
2 people
70
Return venue keys
71
Store leftover catering
2 people
72
Send visitor messages

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Speakersqty 4
Mixer
Microphonesqty 3
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Flashlightsqty 6

Decorations

Black drapesqty 8
Artificial spider websqty 6
Decorative spidersqty 30
Artificial skullsqty 8
Fake bloodqty 6
Horror postersqty 20
Red-and-white barrier tapeqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Serving trays with lidsqty 6

Catering

Ticketsqty 100
Program flyersqty 120
Name badgesqty 30
Pensqty 20
Cash tray
Menusqty 12
Groceries

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 4
Disinfectant sprayqty 4

Tips

Clear film rights before selecting the final programme. Allow at least two to three weeks for replies, and keep written confirmation for every title you plan to screen.
Book the venue and screening equipment before announcing the festival. Check the projector, screen, speakers, mixer, microphones, HDMI cables and adapters together in the actual room at least one week beforehand.
Treat each film changeover as part of the timetable. Add 15 to 20 minutes between screenings for credits, audience movement, introductions and switching laptops or inputs.
Download every film and make a second copy no later than 48 hours before opening. Test both copies from start to finish, because a file that opens on a laptop can still fail through the venue’s projector or sound system.
Give volunteers a written run sheet and defined positions before doors open. Prepare name badges, tickets, lighting and emergency flashlights on the day, and keep gaffer tape and extension cords accessible rather than packed away.

Frequently asked questions

How far in advance should I organise a horror film festival?: Start at least eight to twelve weeks before the festival. Secure the venue and check film rights first, then allow time for the programme, invitations, registrations, volunteers and equipment testing.
When should I check film screening rights?: Check rights before you publish the programme or set ticket sales live, ideally ten to twelve weeks ahead. Allow two to three weeks for confirmations and keep a written record of the permission for each film.
How many volunteers do I need for a horror film festival?: Plan for at least one volunteer handling registration or tickets, one supervising the screening room and one available for guest or technical issues for each busy screening period. Add one extra person if screenings overlap or the venue has separate entrances.
When should I test the projector and films?: Run a full equipment test at least seven days before the event, using the actual projector, screen, speakers, cables and adapters. Download and test backup copies no later than 48 hours before doors open.

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