Short Film Festival Checklist

A short film festival depends on more than a strong film lineup. You need confirmed screening rights, reliable files, a tested projection setup, clear volunteer roles, and a schedule that keeps blocks moving. Start with the date, venue, and program, then work toward registrations, promotion, technical checks, and the rehearsal. This checklist helps you arrange the work in the right order and avoid common last-minute problems, such as missing film files, incompatible adapters, unassigned volunteers, or catering numbers that do not match registrations.

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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

Set festival date and times
2 people
Put together the program and film blocks
2 people
Confirm filmmakers and rights
2 people
Confirm the venue and room layout
2 people
Reserve projection equipment
Recruit volunteers
2 people
Send invitations
2 people
Open registrations
Post promotion on social media
Publish the program online
Collect film files
2 people
Technically check the film files
2 people
Make backup copies
Create the run sheet and schedule
2 people
Process registrations
2 people
Collect dietary requirements
Place catering order
Make name tags and badges
2 people
Lay out the program booklets
Design signage
Write presentations and announcements
Create the volunteer schedule
2 people
Plan the technical rehearsal
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Put film files on the playback station
2 people
Conduct technical rehearsal
3 people
Check the hall floor
2 people
Set up tables and chairs
4 people
Set up projection screen
2 people
Connect the projector
2 people
Connect sound
2 people
Set up the lighting
2 people
Hang up decorations
2 people
Set up registration desk
2 people
Set up signage
2 people
Set up the catering buffet
3 people
Lay out program booklets
2 people
Brief volunteers
2 people
Carry out the final technical test
3 people

Event

Set up the reception team
3 people
Register visitors
3 people
Distribute program
2 people
Receive the filmmakers
2 people
Deliver the opening presentation
2 people
Play the first film block
2 people
Serve break drinks
3 people
Refill drinks
2 people
Play the second film block
2 people
Serve snacks
3 people
Moderate audience questions
2 people
Play the third film block
2 people
Facilitate the jury meeting
3 people
Collect audience feedback
2 people
Restock drinks and snacks
3 people
Handle prize ceremony
3 people
Photograph the winners
Play the closing film
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect lost items
2 people
Collect tableware and glassware
3 people
Sort and dispose of waste
3 people
Clean the buffet and kitchen
3 people
Clean the room
4 people
Remove decorations
2 people
Turn off projection equipment
2 people
Pack equipment
3 people
Put chairs and tables back
4 people
Lock up the venue
2 people
Return borrowed items
2 people
Archive film files securely
Publish photos and results
Send thank-you message
Process invoices and receipts

What to bring

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

Furniture

Chairsqty 110
Cocktail tablesqty 8
Buffet tablesqty 4
Registration desk
Judges' table
Stoolsqty 6

Equipment

Projectorqty 2
Projection screen
Laptopqty 2
Spare laptop
HDMI cablesqty 4
HDMI adaptersqty 4
USB sticksqty 4
External Hard Drive
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
Cable traysqty 6
Gaffer tapeqty 4
Laser pointer

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Spare batteriesqty 24

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Serving plattersqty 12
Serving trays with lidsqty 8
Pliersqty 8
Serving jugsqty 6
Bottle openersqty 4
Ice packsqty 20

Decorations

Film clapboardsqty 3
Movie postersqty 12
Photo backdrop
Red carpet
Tableclothsqty 8
Name card holdersqty 12
Prizesqty 3
Flower arrangementsqty 4
Directional signsqty 10
Cable tiesqty 50

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8
Waste sorting binsqty 4

Registration

Name stickersqty 150
Ballpoint pensqty 20
Clipboardsqty 4
Registration listsqty 10
Ballotsqty 150
Ballot boxesqty 2
Program bookletsqty 150
Wristbandsqty 150
Envelopesqty 30

Office

Printer
Printer paperqty 2
Permanent markersqty 12
Tapeqty 6
Scissorsqty 4
Staplersqty 2
Staplesqty 4
Glue sticksqty 6
Clipboardsqty 6
Timersqty 3

Safety

Cable matsqty 8
Warning signsqty 6
Flashlightsqty 4
Basic toolsqty 2
Spare fusesqty 10

Tips

Confirm screening rights and filmmaker participation before publishing the program. Collect the final film files early enough to test every file on the actual laptop, projector, screen, and audio setup.
Build the program in film blocks rather than listing films only. Add time for introductions, audience movement, judging, announcements, and short technical pauses so the run sheet reflects the real event.
Do the technical rehearsal before festival day with the complete connection chain: projector, screen, laptop, spare laptop, HDMI cables, adapters, speakers, microphones, mixer, extension cords, and power strips.
Create the volunteer schedule around arrival, registration, room changes, projection support, catering, and closing. Give each shift a named person and keep backup copies of the schedule and film files on separate USB sticks or an external hard drive.
Close registrations before placing the catering order, then use the final count and collected dietary requirements. Prepare name tags, program booklets, signage, and the registration desk materials before the venue setup begins.

Frequently asked questions

How far in advance should I start planning a short film festival?: Start at least 8 to 12 weeks before the screening date. Set the date and venue first, then confirm filmmakers, rights, the program, equipment, volunteers, and promotion in that order.
When should I collect and test short film files?: Ask for final film files no later than 2 to 3 weeks before the festival. Technically check every file on the planned playback system and keep at least two backup copies before the rehearsal.
How many volunteers do I need for a short film festival?: Plan at least 1 volunteer for registration, 1 for projection support, 1 for room and audience assistance, and 1 coordinator for each active area. For a small festival, four to six people usually cover the main roles, with extra help during arrival and breaks.
When should I order catering for a short film festival?: Place the catering order after registrations close, usually 5 to 7 days before the event. Use the final attendee count, dietary requirements, and the planned break times to set quantities and serving arrangements.

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