How to organize a video art festival

A video art festival needs two plans running together: an artistic program and a reliable technical setup. Start by fixing the date and venue, then build the program around confirmed artists, video formats and viewing conditions. Allow time for permits, travel, registrations and printed information—not just the screenings. The final week should focus on testing every video, preparing backups and installing projectors, screens, headphones, cables and signage in the actual venue.

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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
Confirm festival date
2 people
2
Compile program
3 people
3
Contact artists
2 people
4
Collect video submissions
2 people
5
List technical requirements
2 people
6
Work out the venue layout
2 people
7
Make reservations
8
Check permits
9
Send invitations
2 people
10
Publish website program
11
Process registrations
2 people
12
Collect dietary requirements
13
Schedule volunteers
2 people
14
Confirm artist travel
15
Design program booklet
16
Print program booklets
17
Design signage
18
Print signage
19
Check video formats
2 people
20
Make backup copies
2 people
21
Collect images and titles
22
Order catering
23
Do the shopping
2 people
24
Collect equipment
2 people
25
Load videos onto players
2 people
26
Test the equipment
3 people
27
Open venue
2 people
28
Unload equipment
4 people
29
Set out the room layout
2 people
30
Set up screens
3 people
31
Set up projectors
3 people
32
Connect media players
2 people
33
Tape down cables securely
2 people
34
Adjust the lighting
2 people
35
Set up chairs
3 people
36
Set up tables
2 people
37
Set up information points
2 people
38
Hang decorations
2 people
39
Set up catering
3 people
40
Chill drinks
2 people
41
Set up registration desk
2 people
42
Lay out badges
43
Final technical tests
3 people
44
Welcome the artists
2 people
45
Brief volunteers
2 people

Event

46
Open the doors
3 people
47
Register visitors
3 people
48
Explain the program
49
Provide room assistance
4 people
50
Support the artists
2 people
51
Start screenings
2 people
52
Answer audience questions
2 people
53
Serve drinks
3 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Keep catering tables clean
2 people
57
Empty trash bins
2 people
58
Announce the break program
59
Guide artist conversations
2 people
60
Announce final screening
61
Guide visitors to the exit
2 people

Aftercare

62
Switch off equipment
2 people
63
Clean up catering
3 people
64
Wash dishes
2 people
65
Dismantle furniture
3 people
66
Pack screens and projectors
3 people
67
Roll up cables
2 people
68
Collect waste
3 people
69
Clean the venue
3 people
70
Return equipment
2 people
71
Remove decorations
2 people
72
Return borrowed materials
2 people
73
Clear away unused groceries

What to bring

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

Furniture

Rectangular tablesqty 8
Chairsqty 160
Bar stoolsqty 12
Registration desk
Coat racksqty 2
Bollardsqty 12

Equipment

Video Projectorsqty 6
Projection screensqty 6
Media playersqty 8
Laptopsqty 3
Monitorsqty 4
Headphonesqty 12
Headphone amplifiersqty 4
HDMI splittersqty 4
HDMI cablesqty 12
DisplayPort cablesqty 6
USB sticksqty 8
Power stripsqty 12
Extension cordsqty 16
Cable traysqty 12
Gaffer tapeqty 8
Tripod setsqty 8
Spare Remote Controlsqty 6

Lighting

LED spotlightsqty 12
Light standsqty 6
Black blackout curtainsqty 12
Battery lampsqty 12

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 12
Serving trays with lidsqty 8

Decorations

Info boardsqty 12
Artist signsqty 24
Tableclothsqty 8
Photo wallsqty 2
Adhesive hooksqty 40
Printer paperqty 2
Markersqty 2
Badge holdersqty 180
Lanyardsqty 180
Program bookletsqty 180
Pensqty 20

Cleaning

Waste binsqty 12
Mop setsqty 2
Bucketsqty 4
Microfiber clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Fix the date and venue before inviting artists. Work backward from opening day, allowing at least six weeks for submissions, artist confirmations, permits and the published program.
Collect each video with its title, artist information, still images and technical requirements. Set one submission deadline and check every file on the intended media player before the installation week.
Design the venue layout before hiring or moving equipment. Mark projector and screen positions, registration, seating, coat racks, power runs and cable trays so visitor routes stay clear.
Keep two backups of every accepted video on separate USB sticks or drives. Test the video format, sound, aspect ratio and playback from the actual laptop or media player at least seven days before opening.
Schedule installation and volunteer shifts in detail. Reserve a full day for loading videos, focusing projectors, hanging blackout curtains, placing signage and fixing cables with gaffer tape; a short setup window usually leaves no time for troubleshooting.

Frequently asked questions

How long does it take to organize a video art festival?: Allow at least six to eight weeks for a small festival, and longer if you are collecting open submissions. The schedule needs time for artist contact, permits, registrations, travel, printing and technical testing.
When should artists submit videos for a video art festival?: Set the submission deadline at least three weeks before opening day. This leaves time to review files, confirm titles and images, check formats, make backups and publish the final program.
How many projectors and screens do I need for a video art festival?: Count one projector and screen for each simultaneous projection, then add a separate setup for monitor-based or headphone works. Confirm this after mapping the venue, because room size, blackout requirements and visitor flow affect the final number.
When should I test the videos and equipment?: Run a complete playback test at least seven days before the festival and repeat it during installation. Check every video on the exact media player, projector, screen, headphones and cables that visitors will use.

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.