How to organise an animation film festival
Start by fixing the festival date and building the programme around the films you can legally screen. Then secure screening rights, collect the correct film files and reserve a venue that fits your audience, projection setup and catering. Open registration early enough to track numbers and dietary requirements, while speakers and hosts need a separate briefing. In the final week, test the complete film sequence, print the programme materials and confirm every technical connection before visitors arrive.
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
Check screening rights
2 people
- 5
Collect film files
2 people
- 6
Reserve venue
2 people
- 7
Determine room layout
2 people
- 8
Create a registration form
- 9
Send invitations
2 people
- 10
Publish festival online
- 11
Process registrations
2 people
- 12
Collect dietary requirements
- 13
Send visitor information
- 14
Confirm guest speakers
2 people
- 15
Brief the hosts
2 people
- 16
Print the run sheet
- 17
Print the program booklets
2 people
- 18
Prepare name badges
2 people
- 19
Test the film sequence
2 people
- 20
Reserve projection equipment
2 people
- 21
Order catering
2 people
- 22
Check the shopping list
2 people
- 23
Do the shopping
3 people
- 24
Store chilled products
2 people
- 25
Collect equipment
2 people
- 26
Pick up venue keys
- 27
Open halls
2 people
- 28
Set up entrance and wayfinding signs
3 people
- 29
Set up tables
3 people
- 30
Set up chairs
4 people
- 31
Set up projection screen
2 people
- 32
Connect the projector
2 people
- 33
Connect the sound system
2 people
- 34
Technically test the films
2 people
- 35
Test microphones
2 people
- 36
Test lighting settings
2 people
- 37
Set up registration desk
2 people
- 38
Lay out program brochures
2 people
- 39
Set up the catering buffet
3 people
- 40
Chill drinks
2 people
- 41
Prepare coffee and tea
2 people
- 42
Prepare snacks
3 people
- 43
Check toilets
- 44
Place waste stations
2 people
- 45
Hold team briefing
8 people
Event
- 46
Open the doors
3 people
- 47
Register visitors
3 people
- 48
Hand out program brochures
2 people
- 49
Host the opening
2 people
- 50
Play first film
2 people
- 51
Lead the film break
3 people
- 52
Serve snacks
3 people
- 53
Refill drinks
2 people
- 54
Serve coffee and tea
2 people
- 55
Announce film presentations
- 56
Play second film
2 people
- 57
Moderate audience questions
2 people
- 58
Announce evening program
- 59
Play the third film
2 people
- 60
Restock break buffet
3 people
- 61
Distribute audience voting
2 people
- 62
Collect audience votes
3 people
- 63
Announce the winner
2 people
- 64
Present the prize
2 people
- 65
Announce the final film
- 66
Play final film
2 people
- 67
Present the farewell
2 people
- 68
Guide visitors to the exit
2 people
- 69
Collect lost and found items
Aftercare
- 70
Clean up catering
3 people
- 71
Wash dishes
3 people
- 72
Collect waste
3 people
- 73
Clear away chairs and tables
4 people
- 74
Switch off equipment
2 people
- 75
Pack the projection equipment
2 people
- 76
Clean the rooms
4 people
- 77
Clean the restrooms
2 people
- 78
Remove decorations
2 people
- 79
Hand over the venue
2 people
- 80
Return equipment
2 people
- 81
Store leftover stock
2 people
- 82
Return lost and found items
- 83
Archive photos and files
- 84
Send visitor thank-you gifts
- 85
Inform the winner
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 120
- Registration desk
- Buffet tablesqty 3
- Stoolsqty 8
Equipment
- Projectorqty 2
- Projection screenqty 2
- Laptopsqty 3
- Media playersqty 2
- HDMI cablesqty 6
- HDMI adaptersqty 4
- USB sticksqty 4
- Extension cordsqty 8
- Power stripsqty 6
- Wireless microphonesqty 3
- Mixer
- Speakersqty 4
- Laptop chargersqty 4
- Spare batteriesqty 24
- Remote controlsqty 3
Lighting
- LED spotlightsqty 6
- Mood lightingqty 4
- Light standsqty 4
Decorations
- Movie postersqty 12
- Film stripsqty 6
- Balloonsqty 100
- Tableclothsqty 10
- Decorative clapperboardsqty 6
- Directional signsqty 12
- Roll-up bannersqty 3
- Tapeqty 6
- Cable traysqty 10
- Scissorsqty 8
- Ropeqty 2
- Cable tiesqty 100
Tableware
- Reusable drinking glassesqty 140
- Coffee cupsqty 80
- Platesqty 140
- Cutlery setsqty 140
- Serving plattersqty 12
- Serving tongsqty 6
- Pitchersqty 8
- Thermos flasksqty 6
Kitchen
- Coolersqty 4
- Ice cube traysqty 4
- Coffee machinesqty 3
- Kettlesqty 3
- Cutting boardsqty 4
- Bread knivesqty 3
- Kitchen knivesqty 3
- Serving trays with lidsqty 8
- Bottle openersqty 4
- Kitchen tongsqty 4
Catering
- Trash cansqty 8
- Coffee panelsqty 3
- Menu boardsqty 4
- Ice packsqty 12
- Groceries
Registration
- Name badge holdersqty 150
- Clipboardsqty 8
- Registration foldersqty 4
- Cash register
- Payment terminal
- Cash float box
- Ballot boxesqty 3
Cleaning
- Broomqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- All-purpose cleanerqty 3
- Glass cleanerqty 2
- Toilet brushesqty 4
- Rubber glovesqty 8
Safety
- First aid kit
- Flashlightsqty 4
- Cable markersqty 30
- Non-slip matsqty 6
Promotion
- Promotional postersqty 30
- Flyersqty 500
- Photo backdrop
- Prize trophy
- Prize pack
Office
- Printersqty 2
- Paperqty 5
- Markersqty 12
- Ballpoint pensqty 30
- Notepadsqty 10
- Bindersqty 6
- Envelopesqty 150
- Staplersqty 3
- Paper clipsqty 2
Tips
- Set the programme before publishing the festival online. Confirm each film’s screening rights and collect the final files in one controlled folder or on labelled USB sticks at least 7 days before the event.
- Plan the room around the screen, projector, speakers and registration desk first. Leave clear routes between the entrance, seating and buffet, and check that every laptop, media player, HDMI adapter and power strip reaches its position.
- Open registration as soon as the programme and venue are confirmed, ideally 3–4 weeks before the festival. Use the form to collect attendance numbers and dietary requirements, then send visitor information no later than 3 days before the event.
- Give guest speakers and hosts a timed briefing before the doors open. Include introductions, film changeovers, microphone use and who handles questions, then print one run sheet for each host and the registration desk.
- Do a full technical rehearsal in the actual room, not just a laptop check. Play the films in order, test sound through the mixer and speakers, check the screen and lighting, and keep spare batteries, chargers and cables available.
Frequently asked questions
- How far in advance should I organise an animation film festival?
- Start planning at least 8–12 weeks ahead. You need time to select films, confirm screening rights, reserve the venue, publish registration and arrange projection equipment and catering.
- When should I secure screening rights for an animation film festival?
- Request rights as soon as a film enters your shortlist, preferably 6–8 weeks before the festival. Do not publish the final programme until permission and delivery requirements are confirmed for every film.
- When should registration open for an animation film festival?
- Open registration 3–4 weeks before the event once the date, venue and programme are stable. Close or review numbers 3–5 days beforehand so seating, badges, catering and dietary requirements can be finalised.
- How long before the festival should I test the films and equipment?
- Run a complete screening test 1–2 days before the festival and repeat the key checks when the equipment is installed. Test the exact film sequence, sound, HDMI connections, adapters, power and backup media in the venue.
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