How to organise an Animal Movie Night

An Animal Movie Night needs more than a film and a projector. Start by choosing films and checking screening rights, then secure the venue and build a programme that fits the available hours. Registrations, dietary requirements and visitor information should be handled before you buy snacks or arrange the room. On the day, test every video and audio connection before setting up the buffet, seating, lighting and entrance.

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
Select films
2 people
2
Check screening rights
3
Reserve the venue and hall
4
Compile program
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Send visitor information
9
Test the equipment
2 people
10
Download films
11
Do the shopping
2 people
12
Check video files
13
Prepare snacks
3 people
14
Chill drinks
2 people
15
Clean the room
3 people
16
Set up tables
3 people
17
Set out chairs
3 people
18
Set up the projection screen
2 people
19
Connect the projector
2 people
20
Connect sound
2 people
21
Set up the lighting
2 people
22
Hang up decorations
2 people
23
Set up the snack buffet
3 people
24
Set up information table
25
Set up the entrance and coat check
2 people
26
Brief volunteers
2 people

Event

27
Welcome visitors
3 people
28
Explain the program
29
Start the first film
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Lead the break
3 people
33
Start the second film
34
Restock the snack buffet
2 people
35
Answer visitors' questions
36
Start the third film
37
Wave goodbye to visitors
3 people

Aftercare

38
Switch off equipment
2 people
39
Collect waste
3 people
40
Wash dishes
2 people
41
Clean the room
3 people
42
Put furniture back
3 people
43
Remove decorations
2 people
44
Check materials
2 people
45
Return borrowed materials
2 people
46
Handle lost and found

What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Tableclothqty 6
Coat rack

Equipment

Projector
Projection screen
Speakersqty 2
Audio mixer
Laptop
HDMI cableqty 2
Extension cordqty 4
Power stripqty 4

Tableware

Reusable cupsqty 60
Bowlsqty 12
Platesqty 50
Cutlery setsqty 50
Serving bowlsqty 10
Serving spoonsqty 10

Kitchen

Coolersqty 3
Water jugqty 3
Coffee maker
Kettle
Cutting boardsqty 2
Knivesqty 4
Serving plattersqty 10

Decorations

Animal postersqty 12
Animal figuresqty 20
Table décorqty 6

Lighting

Mood lightingqty 4
Batteriesqty 12

Catering

Groceries

Tips

Check screening rights as soon as you have shortlisted the films. Allow at least 2–3 weeks for permissions or replacements, because a film that cannot be shown can disrupt the entire programme.
Build the programme around realistic timings. Leave 15–20 minutes between films for people to use the coat check, get snacks and settle back into their seats.
Send visitor information at least 3 days before the event. Include the entrance arrangements, start time, programme order and any information guests need to provide about dietary requirements.
Test the complete setup on site before guests arrive: laptop, HDMI cable, projector, screen, speakers, audio mixer and power connections. Play at least 5 minutes of every video file rather than checking only that it opens.
Set up the snack buffet and information table away from the projection area. Chill drinks for at least 4 hours, and keep a clear route between the entrance, coat rack, seating and buffet so guests do not cross the screen view.

Frequently asked questions

How far in advance should I organise an Animal Movie Night?: Start 4–6 weeks ahead. Choose the films and check screening rights first, then reserve the venue, open registrations and send visitor information at least 3 days before the event.
How many films should an Animal Movie Night include?: Plan for 2–3 films in one evening, depending on their length. Add 15–20 minutes between screenings for snacks, drinks and seating, plus time at the entrance and coat check.
When should I test the projector and sound?: Test the full equipment setup on the event day before guests arrive, and do a shorter check 1–2 days earlier if possible. Play at least 5 minutes from every film file, including its sound.
How long before the start should the room be set up?: Allow 2–3 hours for cleaning the room, arranging tables and chairs, connecting the projection and sound equipment, setting up lighting and preparing the buffet. Finish the technical test before the first guests enter.

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.