How to organize a film screening with Q&A

Start with the film rights, venue, and Q&A guest before promoting the event. Then build a schedule that leaves time for registration, introductions, the screening, questions, and refreshments. The technical check deserves its own appointment: test the film, subtitles, sound, projector, cables, and backup laptop in the actual room. On the day, prepare the welcome desk, seating, reception, and visitor list before guests arrive so the discussion can start on time.

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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 venue
3
Confirm Q&A guest
4
Create the program and schedule
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Check technical requirements
2 people
9
Check film and subtitle file
2 people
10
Collect questions for the Q&A
11
Order catering
12
Create visitor list and badges
13
Send confirmation to visitors
14
Download film and make a backup
15
Do the shopping
2 people
16
Check venue and toilets
2 people
17
Set up chairs
3 people
18
Set up tables for reception
2 people
19
Set up the projection screen
2 people
20
Connect the projector
2 people
21
Connect sound
2 people
22
Fully test the film
2 people
23
Set lighting plan
2 people
24
Set up the reception table
2 people
25
Prepare coffee and tea
2 people
26
Chill drinks
27
Set out snacks
2 people
28
Test the Q&A microphones
2 people
29
Set up entrance and wayfinding signs
2 people

Event

30
Guide arrivals
3 people
31
Serve coffee and tea
2 people
32
Refill drinks
33
Announce the film
34
Start and monitor film
35
Moderate Q&A
2 people
36
Serve snacks and drinks
2 people
37
See visitors out
2 people

Aftercare

38
Safely shut down equipment
2 people
39
Collect tableware and glasses
2 people
40
Collect waste
2 people
41
Clean the venue
3 people
42
Clear away chairs and tables
3 people
43
Pack equipment
2 people
44
Return borrowed items
2 people
45
Thank suppliers and guest
46
Clear away leftover stock

What to bring

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

Furniture

Chairsqty 70
Tablesqty 6
Tableclothsqty 6

Equipment

Projector
Projection screen
Laptop
Backup laptop
HDMI cableqty 2
HDMI adapter kit
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 4
Extension cordsqty 4
Gaffer tapeqty 2

Lighting

Standing lampsqty 4
Flashlightsqty 3

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 2

Decorations

Film seat signsqty 6
Welcome sign
Program postersqty 4
Name badgesqty 20

Cleaning

Waste binsqty 4
Mop
Bucket

Catering

Groceries

Tips

Secure screening rights before sending invitations. Ask for the correct film file, subtitle file, delivery deadline, and any restrictions on public screening.
Book the Q&A guest early and agree on the format, travel details, speaking time, and who will moderate. Collect audience questions before the screening and leave at least 20 minutes for discussion.
Run a full technical test in the venue at least 48 hours before the event. Play the entire film with subtitles, check the HDMI connection, sound level, microphones, lighting, and a backup laptop.
Keep the schedule realistic: allow 15–20 minutes for guest arrival and registration, 5–10 minutes for introductions, the full film runtime, and 20–30 minutes for the Q&A. Add a short buffer before refreshments.
Prepare the reception and visitor list before doors open. Set out badges, seating signs, coffee and tea equipment, cups, plates, cutlery, and serving trays, and keep extension cords and cables secured with gaffer tape.

Frequently asked questions

How early should I start organizing a film screening with Q&A?: Start at least 8–12 weeks before the event. Screening rights, venue availability, and the Q&A guest are the items most likely to limit your date.
How long should a film screening with Q&A last?: Plan for the film runtime plus 45–60 minutes: around 5–10 minutes for introductions and 20–30 minutes for questions, with time for guests to settle and move to refreshments.
When should I test the projector and film file?: Test everything in the actual venue at least 48 hours beforehand, then arrive 2–3 hours before doors open for a final connection, sound, subtitle, and backup check.
How much catering do I need for a film screening?: For a short reception, plan roughly 2 drinks per person for the first hour, plus coffee and tea. Confirm dietary requirements 5–7 days before ordering and keep a small extra margin for late registrations.

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