Short Film Festival Checklist

A short film festival needs more than a screening schedule. You must secure film rights, confirm the venue and judges, manage registrations, and make sure every film file plays correctly with working subtitles. This checklist puts the work in a practical order, from setting the date and opening registration to preparing badges, presentation slides, signage and catering. Use it to see what needs attention weeks before the audience arrives and what must be tested on the day.

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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 the festival date
2 people
Reserve the festival venue
Reserve film rights
2 people
Open registration
Create the program
3 people
Send invitations
2 people
Post festival information online
Send the press release
Contact local press
Process registrations
2 people
Collect dietary requirements
Order program booklets
Create the visitor list
2 people
Confirm the film program
2 people
Confirm the judges
Create the jury schedule
2 people
Prepare presentation texts
2 people
Make signage
2 people
Print participant badges
2 people
Create the presentation slides
2 people
Check the film files
2 people
Make a backup copy
Test subtitles
2 people
Make name tags
2 people
Buy festival groceries
3 people
Package materials for shipping
3 people
Load equipment and materials
3 people

Event

Open the venue
2 people
Check emergency exits
2 people
Set up tables and chairs
5 people
Set up the reception desk
2 people
Set up the catering table
3 people
Hang up decorations
3 people
Put up signage
2 people
Place program booklets
2 people
Install the projector
2 people
Set up the projection screen
3 people
Connect the sound equipment
2 people
Test audio and video
3 people
Test the backup equipment
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare diet portions
2 people
Make coffee and tea
2 people
Letter to reception staff
2 people
Brief the technical staff
3 people
Brief the jury members
2 people
Open the reception
3 people
Check tickets
3 people
Guide visitors to the hall
2 people
Present the opening
Start the first film block
2 people
Guide the first conversation
2 people
Refill drinks
2 people
Serve the snacks
3 people
Start the second film block
2 people
Lead the second interview
2 people
Restock catering supplies
2 people
Serve the break drinks
3 people
Start the third film block
2 people
Collect audience votes
3 people
Count the audience votes
3 people
Announce the judges’ decision
2 people
Present the festival awards
3 people
Present the closing film
2 people
Guide visitors to the exit
2 people
Close the reception desk
2 people

Aftercare

Clear catering tables
3 people
Collect waste
3 people
Disconnect equipment
3 people
Pack films and documents
2 people
Clear away chairs and tables
5 people
Remove decorations
3 people
Clean the hall
4 people
Clean the catering area
3 people
Check for items left behind
2 people
Lock up the venue
2 people
Return rented equipment
2 people
Return leftover materials
2 people
Process lost property
Send thank-you messages
2 people
Publish the festival photos
Send public information
Archive the film copies
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

Set the date and venue before opening registration. Film rights, judge availability and the room’s projector setup can all affect the final program, so confirm these dependencies before publishing the event information.
Check every film file at least 7 days before the festival, including subtitles, aspect ratio and sound. Keep a second copy on a separate USB stick or laptop rather than relying on one playback device.
Build the program only after registrations and film confirmations are complete. Leave clear changeover time between screenings for introductions, questions, judge movements and any file or equipment reset.
Prepare visitor information early: send invitations, publish the program online and contact local press before the final week. Printed booklets, participant badges, name tags and directional signage are easy to overlook when the schedule changes late.
Run a full technical rehearsal with the projector, screen, speakers, microphones, mixer, HDMI cables and extension cords. Test the presentation slides and clicker in the actual room, then label backup equipment and power strips so a fault can be fixed quickly.

Frequently asked questions

How far in advance should I plan a short film festival?: Start at least 8 to 12 weeks before the festival. Use the first weeks for the date, venue, film rights, judges and registration setup; keep the final 7 days for file checks, printing and technical testing.
When should film rights be secured for a short film festival?: Secure the rights before publishing the confirmed program, ideally 6 to 8 weeks before the event. Keep written confirmation for every film and check whether the permission covers the planned audience and screening format.
When should I test the films and subtitles?: Test all film files and subtitles at least 7 days before the screening, then run a shorter final check on the day. Play them through the exact laptop, media player, projector and sound system you will use.
How many technical backups do I need for a short film festival?: Keep at least two copies of every film file, stored on separate devices, plus the presentation slides and program documents. Bring one extra HDMI cable, extension cord and power strip, and have a second playback laptop available if possible.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.