How to organise a short film festival

A short film festival depends on more than a good programme. You need confirmed screening rights, reliable film files, suitable projection equipment and a clear running order. Start by setting the date and venue, then build the programme around films you can legally screen and technically test. Give yourself time to contact filmmakers, publish registration details and arrange volunteers. The final week is for checking subtitles, backups, signage and every film block from start to finish.

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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
Compile program
3 people
3
Select films
3 people
4
Contact filmmakers
2 people
5
Confirm screening rights
2 people
6
Reserve venue
2 people
7
Book catering
2 people
8
Reserve equipment
2 people
9
Publish web page
10
Create a registration form
11
Send invitations
2 people
12
Send press release
13
Post on social media
14
Process registrations
2 people
15
Collect dietary requirements
16
Schedule volunteers
2 people
17
Print the run sheet
18
Check the film blocks
2 people
19
Check subtitles
2 people
20
Collect film files
2 people
21
Make backups
22
Prepare name badges
2 people
23
Print program flyers
24
Print direction signs
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare catering
3 people
28
Check the venue
2 people
29
Collect the equipment
2 people
30
Clear the hall
3 people
31
Set up chairs
4 people
32
Set up tables
3 people
33
Set up projection screen
3 people
34
Connect the projector
2 people
35
Connect the sound system
2 people
36
Set up lighting
2 people
37
Run a Film Test
2 people
38
Set up the entrance desk
2 people
39
Lay out the programs
2 people
40
Build the catering buffet
3 people
41
Set out coffee and tea
2 people
42
Brief volunteers
2 people
43
Check toilets

Event

44
Open the doors
3 people
45
Register visitors
4 people
46
Hand out programs
2 people
47
Deliver the welcome speech
48
Start film block one
2 people
49
Serve break drinks
3 people
50
Refill drinks
2 people
51
Start film block two
2 people
52
Receive the filmmakers
2 people
53
Moderate the interview
2 people
54
Serve snacks
3 people
55
Start film block three
2 people
56
Distribute audience voting
2 people
57
Collect voting forms
2 people
58
Announce the jury winners
2 people
59
Award the audience prize
2 people
60
Deliver closing remarks
61
See visitors out
3 people
62
Store leftovers safely
2 people

Aftercare

63
Collect waste
4 people
64
Wash dishes
3 people
65
Dismantle catering buffet
3 people
66
Switch off the equipment
2 people
67
Pack equipment
3 people
68
Clear away chairs and tables
4 people
69
Clean the room
3 people
70
Remove decorations
2 people
71
Hand over keys
72
Return equipment
2 people
73
Store leftover catering
2 people
74
Archive photos and files
75
Send thank-you message
76
Publish results

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
Entrance desk
Stoolsqty 8
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
Media player
HDMI cablesqty 4
HDMI adaptersqty 4
Audio mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
USB sticksqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Tableware

Water glassesqty 180
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Hot traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Thermos flasksqty 6

Decorations

Program postersqty 12
Movie postersqty 20
Red carpet
Tableclothsqty 12
Name card holdersqty 6
Balloonsqty 60
Decorative garlandsqty 6
Flower arrangementsqty 4

Catering

Groceries

Registration

Name badgesqty 220
Badge holdersqty 220
Pensqty 30
Clipboardsqty 6
Wristbandsqty 220
Ballot formsqty 200
Ballot boxesqty 2
Program bookletsqty 220
Visitor listsqty 8

Communication

Walkie-talkiesqty 8
Charging stationsqty 2
Printer paperqty 500
Ink cartridgesqty 2
Route signsqty 12
Arrow stickersqty 30
Tapeqty 6
Writing foldersqty 6

Cleaning

Trash bag holdersqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 24
All-purpose cleanerqty 4
Glass cleanerqty 2
Toilet brushesqty 4
Rubber glovesqty 12
Paper towelsqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Cable matsqty 12
Fire extinguishersqty 4
Emergency exit signsqty 6

Prizes

Audience award
Jury prizesqty 3
Certificatesqty 6
Gift vouchersqty 6
Trophiesqty 4

Tips

Set the date and reserve the venue before confirming the programme. Check how many chairs and tables fit, where the entrance desk will go, and whether the room can be darkened enough for projection.
Contact filmmakers as soon as films are selected and confirm screening rights in writing. Do not assume that receiving a film file also gives permission to show it publicly.
Collect film files in one controlled folder and make at least two backups on separate USB sticks or laptops. Test every file, subtitle track and aspect ratio before the festival day.
Reserve and test the full projection chain at least one week ahead: projector, screen, media player, HDMI cables, adapters, audio mixer and speakers. Bring spare cables, extension cords, power strips and gaffer tape.
Close registrations several days before the event if possible, then prepare name badges, the printed run sheet, direction signs and volunteer shifts. Keep dietary requirements with the catering order rather than trying to collect them at the entrance.

Frequently asked questions

How long does it take to organise a short film festival?: Allow at least 8 to 12 weeks for a small festival. Film selection, screening rights, venue booking and equipment reservations can each take several days, while filmmaker replies may take longer.
When should I contact filmmakers for screening rights?: Contact them immediately after selecting the films, ideally 6 to 8 weeks before the festival. Get written confirmation before publishing the programme or sending invitations.
How early should I test the films and subtitles?: Run a complete technical test at least 7 days before the event, then check the files again on the day. Keep backups available in at least two separate locations.
How many volunteers do I need for a short film festival?: For a small festival, plan on 1 person at the entrance, 1 projection or technical lead, and 1 to 2 people for room support and catering. Add more volunteers if films run in parallel blocks or registration exceeds 50 guests.

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