Video Art Festival Checklist

A video art festival depends on two plans running together: the artistic programme and the technical setup. Start by confirming the date and venue, then build the programme, collect artist materials and document every playback requirement. Give yourself time to check permits, publish registration details and schedule volunteers. In the final week, test every video format, prepare backup copies and label the equipment for each screen, projector or headphone station.

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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

Confirm festival date
2 people
Compile program
3 people
Contact artists
2 people
Collect video submissions
2 people
List technical requirements
2 people
Work out the venue layout
2 people
Make reservations
Check permits
Send invitations
2 people
Publish website program
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Confirm artist travel
Design program booklet
Print program booklets
Design signage
Print signage
Check video formats
2 people
Make backup copies
2 people
Collect images and titles
Order catering
Do the shopping
2 people
Collect equipment
2 people
Load videos onto players
2 people
Test the equipment
3 people
Open venue
2 people
Unload equipment
4 people
Set out the room layout
2 people
Set up screens
3 people
Set up projectors
3 people
Connect media players
2 people
Tape down cables securely
2 people
Adjust the lighting
2 people
Set up chairs
3 people
Set up tables
2 people
Set up information points
2 people
Hang decorations
2 people
Set up catering
3 people
Chill drinks
2 people
Set up registration desk
2 people
Lay out badges
Final technical tests
3 people
Welcome the artists
2 people
Brief volunteers
2 people

Event

Open the doors
3 people
Register visitors
3 people
Explain the program
Provide room assistance
4 people
Support the artists
2 people
Start screenings
2 people
Answer audience questions
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep catering tables clean
2 people
Empty trash bins
2 people
Announce the break program
Guide artist conversations
2 people
Announce final screening
Guide visitors to the exit
2 people

Aftercare

Switch off equipment
2 people
Clean up catering
3 people
Wash dishes
2 people
Dismantle furniture
3 people
Pack screens and projectors
3 people
Roll up cables
2 people
Collect waste
3 people
Clean the venue
3 people
Return equipment
2 people
Remove decorations
2 people
Return borrowed materials
2 people
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

Set a firm submission deadline before publishing the programme. Ask each artist for the final video file, title, still images and playback requirements, then allow at least 7 days to resolve missing files or unsupported formats.
Map the venue before booking equipment. Mark the position of projectors, screens, monitors, media players, headphone amplifiers, registration and coat racks, while leaving clear routes around power strips and extension cords.
Keep two backup copies of every accepted video on separate USB sticks or laptops. Load the final files onto the media players before opening and check that aspect ratio, audio and subtitles work as expected.
Treat sound as part of the exhibition layout. Count headphone stations, headphones and splitters per work, and test volume levels so nearby projections do not interfere with individual listening.
Schedule a technical walkthrough before the public opening, not on the morning itself. Check blackout curtains, LED spotlights, cable trays, gaffer tape, remote controls and spare power connections while each work is running.

Frequently asked questions

How far in advance should I plan a video art festival?: Start planning at least 12 weeks before the festival date. Use the first weeks for the venue, permits, programme and artist contacts, and reserve the final 7 days for technical testing, printing and volunteer briefings.
When should artists submit videos for a video art festival?: Set the final submission deadline at least 4 weeks before opening. This leaves time to check file formats, request replacements, collect titles and images, and make two backup copies.
How many volunteers do I need for a video art festival?: Schedule at least one volunteer for registration and one person responsible for technical issues during each public session. Add another volunteer if the festival has separate rooms, a busy programme or more than one entrance.
When should I test the video equipment?: Complete a full equipment test at least 3 days before opening, then repeat a short playback check on the event day. Test every projector, screen, monitor, media player, laptop, HDMI or DisplayPort cable and headphone station.

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.