How to organize a short film festival

A short film festival depends on more than a strong film selection. Set the date and venue first, then secure screening rights before opening registration or publishing the programme. Work backwards from the screening day: confirm films and judges, test every file and subtitle track, and prepare the audience information, badges, signage, and presentation materials. The final week should be about technical checks and backups, not discovering that a projector, microphone, or cable is missing.

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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 festival date
2 people
2
Reserve the festival venue
3
Reserve film rights
2 people
4
Open registration
5
Create the program
3 people
6
Send invitations
2 people
7
Post festival information online
8
Send the press release
9
Contact local press
10
Process registrations
2 people
11
Collect dietary requirements
12
Order program booklets
13
Create the visitor list
2 people
14
Confirm the film program
2 people
15
Confirm the judges
16
Create the jury schedule
2 people
17
Prepare presentation texts
2 people
18
Make signage
2 people
19
Print participant badges
2 people
20
Create the presentation slides
2 people
21
Check the film files
2 people
22
Make a backup copy
23
Test subtitles
2 people
24
Make name tags
2 people
25
Buy festival groceries
3 people
26
Package materials for shipping
3 people
27
Load equipment and materials
3 people

Event

28
Open the venue
2 people
29
Check emergency exits
2 people
30
Set up tables and chairs
5 people
31
Set up the reception desk
2 people
32
Set up the catering table
3 people
33
Hang up decorations
3 people
34
Put up signage
2 people
35
Place program booklets
2 people
36
Install the projector
2 people
37
Set up the projection screen
3 people
38
Connect the sound equipment
2 people
39
Test audio and video
3 people
40
Test the backup equipment
2 people
41
Chill drinks
2 people
42
Prepare snacks
4 people
43
Prepare diet portions
2 people
44
Make coffee and tea
2 people
45
Letter to reception staff
2 people
46
Brief the technical staff
3 people
47
Brief the jury members
2 people
48
Open the reception
3 people
49
Check tickets
3 people
50
Guide visitors to the hall
2 people
51
Present the opening
52
Start the first film block
2 people
53
Guide the first conversation
2 people
54
Refill drinks
2 people
55
Serve the snacks
3 people
56
Start the second film block
2 people
57
Lead the second interview
2 people
58
Restock catering supplies
2 people
59
Serve the break drinks
3 people
60
Start the third film block
2 people
61
Collect audience votes
3 people
62
Count the audience votes
3 people
63
Announce the judges’ decision
2 people
64
Present the festival awards
3 people
65
Present the closing film
2 people
66
Guide visitors to the exit
2 people
67
Close the reception desk
2 people

Aftercare

68
Clear catering tables
3 people
69
Collect waste
3 people
70
Disconnect equipment
3 people
71
Pack films and documents
2 people
72
Clear away chairs and tables
5 people
73
Remove decorations
3 people
74
Clean the hall
4 people
75
Clean the catering area
3 people
76
Check for items left behind
2 people
77
Lock up the venue
2 people
78
Return rented equipment
2 people
79
Return leftover materials
2 people
80
Process lost property
81
Send thank-you messages
2 people
82
Publish the festival photos
83
Send public information
84
Archive the film copies
85
Process expense claims

What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 150
Waste binsqty 8

Equipment

Projectorqty 2
Movie screen
Laptopsqty 2
Media playersqty 2
Speakersqty 4
Microphonesqty 3
Microphone standsqty 3
Mixer
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Power banksqty 4
Presentation clicker
Laptop standsqty 2
Headphonesqty 2

Lighting

LED lightsqty 8
Mood lightingqty 6
Light standsqty 4

Tableware

Water glassesqty 160
Wine glassesqty 100
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 18
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Kitchen tongsqty 4
Ice packsqty 20

Decorations

Festival postersqty 12
Buntingqty 8
Tableclothsqty 12
Notice boardsqty 4
Directional signsqty 12
Name badge holdersqty 20
Jury prizesqty 6
Audience award

Catering

Program bookletsqty 150
Visitor badgesqty 150
Jury badgesqty 10
Voting cardsqty 150
Ballot boxesqty 3
Pensqty 40
Wristbandsqty 150
Groceries
Cash register
Payment terminal
Cash box
Receiptsqty 200
Label stickersqty 300
Food containersqty 100
Reusable drinking cupsqty 200
Thermos cupsqty 100

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 3
Floor squeegeeqty 2
Cleaning cart
Hand broomsqty 4

Tips

Start with the date, venue, and film rights in that order. Do not open registration until you know which films you can legally screen and how many people the venue can hold.
Build the programme only after registrations and film submissions are under control. Leave time to collect dietary requirements, create the visitor list, order programme booklets, and send the confirmed schedule to guests.
Test every film file on the actual playback setup at least 7 days before the festival. Check subtitles, aspect ratio, sound levels, and file compatibility, then keep a second copy on a separate USB stick or laptop.
Prepare the presentation and judging flow before the event week. Give each judge a clear schedule, write presentation texts in advance, and load the slides onto the presentation laptop rather than relying on an internet connection.
Walk through the venue 1 day before doors open. Check the screen, projector, speakers, microphones, mixer, HDMI cables, extension cords, power strips, seating, coat area, signs, badges, and waste bins so small omissions do not delay the first screening.

Frequently asked questions

How far in advance should I plan a short film festival?: Allow at least 3 to 6 months for a small festival. Set the date and reserve the venue first, then arrange film rights before opening registration or announcing the programme.
When should I test the films for a short film festival?: Test the complete film programme at least 7 days before the event, using the projector, screen, speakers, media player, and cables you will use on the day. Repeat a shorter sound and playback check 1 day before opening.
How many days before the festival should registration close?: Close registration 7 to 14 days before the festival if you need a final visitor list, badges, name tags, seating plan, catering quantities, or printed programme booklets. Keep a small capacity buffer for late changes.
What should I prepare for judges at a short film festival?: Prepare the jury schedule, film order, judging materials, and presentation texts at least 3 days before the event. Give each judge the final schedule and allow 10 to 15 minutes between screening blocks for notes and discussion.

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.