How to organize a film screening with Q&A

Start by securing screening rights and a venue, then build the event around the film’s technical requirements and the Q&A format. A workable plan covers the moderator, panel, schedule, registration, visitor communication, equipment, and catering in that order. Most problems appear when subtitle files, microphones, arrival times, or panel details are left until the final week. Use the plan below to keep decisions visible and give yourself time to test every part before doors open.

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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
Record film and screening rights
2
Reserve the venue and hall
3
Assemble Q&A panel
4
Secure a moderator for the Q&A
5
Request technical requirements for film
6
Draw up the program and schedule
7
Set ticket price and capacity
2 people
8
Publish registration form
9
Send invitations
2 people
10
Announce event online
11
Process registrations
12
Collect dietary requirements
13
Gather panel information
14
Prepare Q&A questions
2 people
15
Reserve AV and backup
16
Calculate catering quantities
17
Create the catering shopping list
18
Design signage
19
Print the program
20
Check visitor list
21
Send confirmation to visitors
22
Check film and subtitle files
2 people
23
Test the Q&A presentation
24
Do the shopping
2 people
25
Setting up shelf-stable catering
26
Check refrigerated products
27
Arrange keys and access

Event

28
Open hall
2 people
29
Bring equipment to the hall
2 people
30
Arrange chairs in theater setup
4 people
31
Set up reception tables
2 people
32
Set up Q&A table and chairs
2 people
33
Set up projector and screen
2 people
34
Connect the sound system
2 people
35
Set up microphones for Q&A
2 people
36
Test the movie from backup
2 people
37
Test lighting during movie
38
Hang up signage
2 people
39
Set up the reception desk
2 people
40
Chill drinks
2 people
41
Prepare coffee and tea
2 people
42
Arrange snacks on platters
2 people
43
Lay out the programs
44
Receive panelists
45
Brief panel microphones briefly
46
Welcome and register visitors
3 people
47
Escort late arrivals to their seats
48
Give the opening speech
49
Start the film screening
50
Monitor film and venue technical setup
2 people
51
Refill break drinks
2 people
52
Serve break snacks
2 people
53
Set up the Q&A table
2 people
54
Moderate Q&A
3 people
55
Guide audience questions with a microphone
2 people
56
Provide the closing and thank-you speech
57
Open the afterparty
2 people
58
Refill drinks
2 people
59
Serve snacks and coffee
3 people
60
See off visitors and panel members
2 people

Aftercare

61
Collect lost and found items
62
Pack leftovers safely
2 people
63
Wash dishes and glasses
2 people
64
Collect and sort waste
2 people
65
Power Down and Pack Up Equipment
2 people
66
Put chairs and tables back
4 people
67
Remove decorations and signage
2 people
68
Clean the hall and foyer
3 people
69
Check and clean toilets
2 people
70
Return equipment and supplies
2 people
71
Clear away leftover catering
72
Send visitor thank-you gifts
73
Send follow-up message to panelists

What to bring

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

Furniture

Chairsqty 90
Reception tablesqty 3
Q&A table
Panel chairsqty 5
Tableclothsqty 4

Equipment

Projector
Movie screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
HDMI cablesqty 3
Audio cablesqty 4
Extension cordsqty 4
Power stripsqty 6
USB sticksqty 2
Spare batteriesqty 12
Gaffer tapeqty 3
Cable traysqty 12
Break timer

Lighting

Standing lampsqty 4
LED spotlightsqty 4
Emergency lightingqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 90
Wine glassesqty 70
Platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Bottle openersqty 4
Measuring cupsqty 2
Ice packsqty 16

Decorations

Projection screen decorationqty 2
Table decorationsqty 8
Theme postersqty 6
Sticky tackqty 4
Name badgesqty 10
Pensqty 20

Cleaning

Waste binsqty 8
Mop setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Washing-up tubsqty 3
Hand soap dispensersqty 4
Towel rollsqty 8

Catering

Groceries

Tips

Confirm screening rights before publishing the event or taking registrations. Ask for the required format, subtitle file, aspect ratio, audio setup, and playback instructions at least 3–4 weeks before the screening.
Keep the Q&A within a fixed time slot, usually 25–40 minutes, and appoint a moderator early. Prepare 8–12 questions, then leave room for audience questions without delaying the end of the program.
Test the complete film setup at the venue 2–3 days before the event. Play the actual film and subtitle files through the planned laptop or media player, and check the projector, screen, speakers, mixer, microphones, HDMI cables, and backup files.
Set capacity from the number of usable chairs and the room layout, not from the venue’s maximum occupancy. Send confirmations 2–3 days before the screening with the start time, arrival instructions, accessibility details, and any dietary information you collected.
Plan arrival and catering separately from the screening. Set up the reception table before doors open, keep water available for the panel, and calculate food and drinks from confirmed registrations rather than estimates made before the response deadline.

Frequently asked questions

How far in advance should I organize a film screening with Q&A?: Start at least 6–8 weeks ahead. Rights, venue availability, panel members, registration, and technical requirements often need separate confirmations, while the final film and subtitle test should happen 2–3 days before the event.
How long should a film screening Q&A last?: Allow 25–40 minutes for the Q&A after the screening. Prepare 8–12 questions for the moderator and reserve the final 10 minutes for audience questions, while keeping a firm closing time in the schedule.
What equipment do I need for a film screening with Q&A?: For the screening, plan for a projector, screen, playback device, speakers, HDMI and audio cables, power strips, and a backup copy on a USB stick. For the Q&A, allow one wireless microphone per panelist plus one for the moderator, and test the full setup 2–3 days beforehand.
When should I send film screening tickets or confirmations?: Send the registration confirmation immediately after sign-up, then send a final reminder 2–3 days before the event. Close registrations when you reach chair capacity and keep a checked visitor list at the reception table.

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