Whether you're hosting a community outdoor cinema, a film festival screening, or a curated fundraising film night, the logistics behind a great screening experience are often invisible to the audience — and that's exactly the point. This run sheet template helps event coordinators manage the technical setup, guest experience, filmmaker introductions, and post-film Q&A in a clear, sequential timeline that ensures nothing disrupts the magic of the film itself.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 14:00 | Venue setup: screen, projector, seating, and audio system | AV Team | Screening Room |
| 17:00 | Full technical run-through: picture, audio levels, and subtitles | AV Team | Screening Room |
| 17:30 | Catering setup: drinks, snacks, and concession stand | Catering | Foyer |
| 18:30 | Doors open; guests invited to take seats | Event Staff | Screening Room |
| 18:30 | Concession stand open for pre-screening refreshments | Catering | Foyer |
| 19:00 | Host or MC welcome and introduction of the film | MC | Screening Room |
| 19:05 | Filmmaker or special guest introduction (if applicable) | Filmmaker | Screening Room |
| 19:10 | Film screening commences | AV Team | Screening Room |
| 21:20 | Film concludes; house lights raised | AV Team | Screening Room |
| 21:25 | Post-screening Q&A with filmmaker or panel | MC | Screening Room |
| 22:00 | Event concludes; venue bump-out begins | Event Staff | Screening Room |
Obtain the correct screening licence for the film before the event — most films require a public screening licence even for free events.
Conduct a full technical run-through including audio levels and subtitle display well before doors open.
Communicate a late seating policy to guests to minimise disruption after the screening begins.
If hosting a filmmaker Q&A, prepare 3–4 questions in advance in case the audience is slow to engage.
For outdoor screenings, have a wet-weather cancellation or postponement policy communicated to ticket holders.
Yes. Most commercially released films require a public screening licence, even if your event is free or non-profit. In Australia, licences can be obtained through organisations such as Demand Film, Screenrights, or directly from the film's distributor. Screening a film without a licence is a copyright infringement and can result in significant penalties.
A Q&A of 20–30 minutes is ideal for most screening events — long enough for substantive discussion, but not so long that audience energy drops after the film. Have the MC prepare 3–4 questions to kick off the conversation, then open to the floor. Wrap up firmly at the agreed time to respect the venue curfew and transport needs of guests.
For formal venues, theatre-style rows work well and maximise capacity. For community outdoor screenings, a mix of lawn seating and raised rear rows (on chairs or hay bales) creates a relaxed atmosphere. Ensure everyone has a clear sightline to the screen and that latecomers can be seated without disrupting other viewers.
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