How to organise an animation festival

Start by fixing the date, venue and programme structure before choosing every film or workshop. An animation festival needs more coordination than a standard screening: you must check film rights, match rooms and equipment to each activity, and allow time for downloads and technical tests. Open registration only after the schedule is stable, then use the final numbers to allocate workshops, prepare dietary information and plan refreshments. The last 24 hours should be reserved for checks, not major decisions.

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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 date and program
2 people
2
Reserve the venue and rooms
3
Checking film rights
4
Select animated films
3 people
5
Compile workshops
3 people
6
Confirm guest speakers
2 people
7
Request technical requirements
8
Put the schedule on the website
9
Send invitations
2 people
10
Open the registration form
11
Create promotional images
2 people
12
Launch the social media campaign
13
Process registrations
2 people
14
Collect dietary requirements
15
Allocate workshop registrations
2 people
16
Send participant confirmations
17
Print the run sheet
18
Print labels and signage
2 people
19
Download and check films
2 people
20
Collect presentations
21
Prepare workshop materials
3 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Charge equipment
2 people
25
Test film equipment
2 people
26
Open venue
2 people
27
Check the halls
2 people
28
Set up tables and chairs
4 people
29
Set up the screening room
3 people
30
Set up workshop tables
3 people
31
Set up exhibition walls
3 people
32
Hang up decorative materials
2 people
33
Connect the projectors
2 people
34
Connect the sound system
2 people
35
Test microphones
2 people
36
Set up films per auditorium
2 people
37
Test workshop software
2 people
38
Build the catering buffet
3 people
39
Set up registration desk
2 people
40
Lay out name badges
2 people
41
Hang up signage
2 people
42
Brief volunteers
2 people

Event

43
Open the doors
2 people
44
Register visitors
3 people
45
Explain the program
46
Play the opening film
2 people
47
Guide the stop-motion workshop
3 people
48
Guide the workshop storyboard
2 people
49
Screen short films
2 people
50
Lead the Q&A with the animator
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
2 people
54
Guide the exhibition
2 people
55
Collect audience feedback
2 people
56
Set up the evening films
2 people
57
Present the evening program
58
Screen the feature film
2 people
59
Announce the audience prize
2 people
60
Screen the closing film
2 people
61
See visitors out
3 people

Aftercare

62
Switch off equipment
2 people
63
Store leftovers safely
2 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean the rooms
4 people
67
Clear tables and chairs
4 people
68
Remove decorations
3 people
69
Pack exhibition works safely
3 people
70
Return equipment
2 people
71
Return materials
2 people
72
Register lost and found items
73
Distribute leftover food
2 people
74
Archive photos and files
75
Send thank-you message
76
Inform the winners

What to bring

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

Furniture

Tablesqty 12
Chairsqty 140
Bar stoolsqty 8
Registration desk
Coat racksqty 4
Waste binsqty 10

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 6
Blu-ray playersqty 2
HDMI cablesqty 8
HDMI adaptersqty 6
USB sticksqty 6
Speakersqty 4
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Headphonesqty 12
Headphone amplifier
Stop-motion camerasqty 8
Tripodsqty 8
Lamp setsqty 8
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 12
Power banksqty 6
Presentation clickersqty 2

Tableware

Reusable cupsqty 160
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Scissorsqty 8
Corkscrewsqty 3
Bottle openersqty 4

Decorations

Movie postersqty 30
Exhibition wallsqty 8
Photo framesqty 20
Runnerqty 2
Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Photo backdrop
Directional signsqty 20
Name badgesqty 160
Adhesive stripsqty 6
Cork boardsqty 4
Bulletin board cardsqty 160

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Battery lanternsqty 8

Workshop materials

Stop-motion figuresqty 40
Modeling clayqty 12
Drawing paperqty 500
Storyboard sheetsqty 180
Pencilsqty 180
Colored pencilsqty 120
Markersqty 120
Erasersqty 80
Sharpenersqty 20
Scissors for childrenqty 40
Glue sticksqty 40
Rolls of tapeqty 20
Craft cardboardqty 200
Backdrop clothsqty 8
Animation booksqty 20

Registration

Registration listsqty 10
Pensqty 40
Wristbandsqty 160
Program bookletsqty 180
Ballotsqty 180
Ballot boxesqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Disinfectant sprayqty 6
Waste sorting binsqty 6
Laundry basketsqty 4

Catering

Groceries

Tips

Build the programme around room capacity and equipment first. A screening may need a projector, screen, speakers and the right HDMI connection, while a stop-motion workshop also needs cameras, tripods, lamps and enough power outlets.
Check film rights before publishing the programme, and download every film at least 48 hours before the festival. Play each file from the exact laptop or player you will use, including subtitles and audio.
Set registration deadlines for workshops instead of accepting unlimited bookings. Send participant confirmations after allocation, and keep a waiting list so empty places can be filled quickly.
Collect dietary requirements when people register, then shop from the final headcount. Chill drinks several hours before doors open and set out reusable cups, coffee cups and plates where catering is served.
Print the run sheet, signs and name labels before the event day. Charge laptops, cameras, microphones and power banks overnight, and tape or tray every cable before the first audience arrives.

Frequently asked questions

How far in advance should I organise an animation festival?: Start planning at least 12 weeks ahead. Film rights, venue rooms, guest speakers and technical requirements can take several weeks, while promotion and registration need a stable programme.
When should I check film rights for an animation festival?: Check rights before announcing or publishing any screening. Aim to have permission confirmed at least 6 weeks before the festival, so you have time to replace a film if needed.
When should I open registration for animation festival workshops?: Open registration once the programme, room capacities and workshop requirements are confirmed, usually 4 to 6 weeks before the event. Close workshop sign-ups several days before the festival so you can allocate places and prepare materials.
When should I test the projection equipment?: Run a full test at least 24 hours before the first screening. Check every projector, screen, laptop or Blu-ray player, HDMI adapter, speaker and microphone with the actual films and presentations.

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.