Short Film Night Checklist

A short film night needs more than a projector and a playlist. You have to clear screening rights, test every film on the actual setup, manage registrations and dietary requirements, and prepare the room for both viewing and refreshments. Work backwards from the screening date: confirm the venue first, then build the programme and guest information, and leave enough time for a full technical run-through. This checklist covers the planning sequence, including the details organisers often leave until the last minute.

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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

Reserve venue
Select films
2 people
Checking film rights
Download films
Technically test the films
2 people
Compile program
2 people
Send invitations
Process registrations
Collect dietary requirements
Send visitor information
Order catering
Do the shopping
2 people
Set up equipment
2 people
Prepare print materials
Duplicate films onto two formats

Event

Open venue
2 people
Inspect the hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Tape down cables securely
2 people
Set up lighting
Test film program
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up the buffet and bar
2 people
Hang up the program
Set up the entrance and coat check
2 people
Staff the reception desk
2 people
Welcome visitors
2 people
Serve snacks
2 people
Refill drinks
2 people
Start the first film block
Announce break
Start the second film block
Guide the audience to the exit
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Pack up materials
2 people
Lock up the venue
2 people
Return borrowed items
Store leftover stock

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 70
Coat racksqty 2
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 5
Extension cordsqty 5
Cable reelsqty 2
Gaffer tapeqty 3

Lighting

Atmosphere lightsqty 6
LED lightsqty 4
Flashlightsqty 2

Tableware

Drinking glassesqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 10
Pitcherqty 3

Decorations

Tableclothsqty 6
Movie star postersqty 8
Program standsqty 4
Name badgesqty 80

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Cleaning spraysqty 3

Catering

Coolersqty 3
Thermos flasksqty 3
Water jugsqty 4
Serving spoonsqty 8
Drink dispensersqty 2
Groceries

Tips

Check film rights before downloading or advertising the programme. Keep a second copy of every film on a different format, and test both the files and subtitles on the event laptop before the screening day.
Send visitor information after registrations close, including arrival time, programme length, food arrangements, and any access details. Collect dietary requirements at registration rather than trying to ask guests individually later.
Plan the room around the screen and projector before placing tables and chairs. Keep the viewing angle clear, place coat racks and waste bins where guests can find them, and leave a safe route for serving food.
Bring compatible HDMI adapters as well as HDMI cables, plus enough power strips and extension cords for the laptop, projector, sound system, and lighting. Tape every cable crossing a walkway with gaffer tape before doors open.
Allow at least 60 minutes before guest arrival for setup and checks. Test the complete film programme with the sound system connected, then keep a flashlight and the duplicate film copy ready in case a cable, file, or light fails.

Frequently asked questions

How early should I start planning a short film night?: Start at least 4 to 6 weeks before the screening. That gives you time to reserve the venue, confirm film rights, select the programme, open registrations, order catering, and solve technical problems before the event.
How long before the event should I test the films?: Do a first technical test at least 7 days before the screening, then repeat the full programme on the day. Test the files on the actual laptop, projector, speakers, and sound connections rather than checking only that they open.
How much time do I need to set up a short film screening?: Allow at least 60 minutes for the room and equipment, and 30 additional minutes if the venue setup is unfamiliar. Include time to arrange chairs, connect the projector and sound system, secure cables, set lighting, and run the programme test.
When should I send information to short film night guests?: Send the visitor information 3 to 5 days before the event, after registrations and dietary requirements are processed. Include the arrival time, venue instructions, programme outline, and any details guests need for food or seating.

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.