[imc-auckland-video] Film screening organisation - general guidelines

[Geraldene Peters]

Kim, perhaps you could build it into the wiki document that already exists?


on 9/23/04 11:28 AM, Kim Mazur at greenmps.auckland at greens.org.nz wrote:

> HI guys - I got this off a website for a specific film (which was
> telling people how to hold screenings of its films) and have modified it
> a little bit so its more generically applicable. It's a guide on how to
> organise a screening. Some of it is already what we know and already do
> but its a very comprehensive information list for those who may not have
> done it before. I haven't made it specific to our Antidote ones though,
> maybe that's a job for another day! Kim -
> 
> Modified info as follows:
> 
> 
> This is a guide, not a rulebook. Use your own ideas and judgment. If you
> want to have a screening with 6 friends at your house, most of this will
> not apply though you may still find it an interesting read.
> Overview
> 
> Every screening needs someone to get it started and usher it through
> fruition - that is the role of the host or the organizer.
> 
> Screenings can be as small or large as you like.  Below is a list of the
> types of screenings that have been done or are being considered:
> 
> Immediate family 
> Family gatherings such as reunions
> Gatherings with friends and family
> Meetings of clubs, organizations, and companies
> Movie nights of clubs, organizations, and companies
> House parties are great.
> Book and movie clubs
> Preceding conversation cafes
> Events at ecology and community centers, libraries
> Conferences 
> Community forums 
> Fundraisers 
> High schools, colleges, and universities
> Local independent theaters that have a DVD projector
> Prior to discussions with authors with recent books about our energy
> predicament such as Julain Darley, Richard Heinberg, Michael C Ruppert,
> Matt Savinar, Sonia Shaw, and Michael Klare.
> 
> In many cases, organizing a screening does not have to be an inordinate
> amount of work. The key is to get help.  My favorite approach is to find
> organizations that want to co-sponsor the screening which have a ready
> audience and/or access to a venue and video projector.
> 
> Good candidates for co-sponsoring screenings are:
> 
> 
> Local environmental groups
> Local social justice and peace groups
> Other advocacy groups focused on car-free living, simplicity, biking,
> biodiesel, etc. 
> Eco-villages, co-housing, and other shared living groups
> Green builders, architects advocating new urbanism, solar and wind power
> companies 
> Urban, environmental, ecology, and energy studies departments at local
> universities, colleges, and community colleges
> Environmental, social justice, documentary, and other film festivals
> Eco living, alternative energy, and social justice conferences
> Public transportation unions
> City urban planning departments
> Political candidates running for office on a Post Carbon platform
> 
> Call or email the appropriate organizations in your area asking them
> whether they would be interested in being involved in screening the
> film.  Let them know that it can be a fundraiser for their organization
> as well as an opportunity to have a discussion of their cause in the
> context of our energy predicament. Ask them whether they could help
> promote, setup, provide a venue and audio-video equipment, participate
> during the screening and the cleanup.
> 
> 
> Preparation
> 
> 1. Order the FILMS
> 2. Round up some local volunteers
> Consider also putting out a call for help in online local community
> sites, such as www.indymedia.org.nz
> 
> 3. Make a to-do list and assign tasks to local volunteers
> Below are examples of key activities for the screening.  Delegate tasks
> to volunteers as appropriate; if at all possible, match volunteers to
> activities that they enjoy.
> Locating a Venue 
> Event Planning 
> Distribute or hand out flyers at events, farmers markets, campuses, etc.
> 
> Help out at a screening, setup, collect donations at the door, sell
> copies, bring refreshments, answer questions, take down
> Post announcements online - email lists and forums - solicit suggestions
> from other volunteers.
> Send announcements to newspapers, radio and TV stations.
> Volunteer coordinator - Provide assistance to volunteers with tasks,
> verify that tasks get completed.
> 
> 4. Locate a venue
> Potential venues include homes, churches, colleges/universities,
> libraries, organizations, and even local theaters. Look for groups in
> your area which are likely to be interested in this documentary - local
> Green Party Organizations, Sierra Club and IndyMedia chapters,
> Sustainability, Environment or Social Justice organizations. Many such
> organizations are affiliated with churches and universities which gives
> them better access to good venues. Also, look for organizations that are
> already sponsoring periodic screenings of films on topics not
> sufficiently addressed by mainstream media and politicians.
> 
> 5. Develop a donation/door policy
> We recommend the following donation policy "Suggested donation: $5 to
> $15, nobody turned away for lack of funds".
> 
> 6. Let the filmmakers know about the screening
> 
> 7. Create an email and a printed announcement
> Make an email and printed announcement for your event.  You can use the
> examples at as the foundation for materials for your screening:
> 
> 8. Invite friends, neighbors, co-workers, acquaintances from
> organizations, and thought leaders in your community
> Inviting people in person or over the phone gets the best response.
> Sending emails has a lower response rate but allows you to reach a much
> larger group. 
> 
> Also consider posting a local or private event on evite.com.  Evites are
> a good way to spread the word about the event and gauge how many people
> are thinking about attending.
> 
> Evites for private events are sent to emails that you provide.  We
> suggest sending the Evite your network of friends, family, and
> colleagues as well as local thought leaders.
> 
> Local events are displayed on Evite to people who provide their zip code
> or find it while browsing or search evite.com; they can be also be sent
> to your network of friends, family, and colleagues.
> 
> We suggest setting up a local event.  Below is the example text we use
> for local events.  Once you have set it the local event, then use the
> "Email guests" or "Promote event" feature to send to people you know.
> Add a personal message that asks them to use the Evite Friends and/or
> Tell Friends links to pass on the message.
> 
> 
> After the film, [put name here] will lead a discussion....
> 
> Free admission; donations accepted....
> 
> Sponsored by ...
> 
> Please use Evite's "Tell friends" feature to pass on info about this
> event.. 
> 
> 
> 
> The other option is to set up a private Evite.  In your personal
> message, remind people to use the Invite More Friends link to pass on
> the Evite to others.
> 
> 9. Post announcement on online sites
> Post the annoucement to online local community sites such as
> craigslist.org and indymedia.com.
> 
> 10. Print out flyers and sign up sheet
> 
> Printout enough copies of the signup sheets for the number of expected
> guests. Make sure you have a clipboard and pen for the signup sheet; it
> is best to tie the pen to the clipboard with a piece of string and
> sufficient slack for writing.
> 
> 11. Check out the venue before the event
> Visit the venue with sufficient advance time that you can resolve any
> issues that arise.  Ideally, you will be able to survey the facility at
> the same time of day as the screening.  Take a look at the parking
> situation, seating, and bathrooms.  Identify locations for the
> TV/projector, the information table, and snacks and/or refreshments.
> 
> 12. Make a Checklist List for the day of the event
> Checklists are a good way to make sure nothing falls through the cracks.
> 
> 
> The Main Event
> 
> 1. Arrive early before the screening to setup
> Arrive at least 45 minuets before the event to setup chairs,
> TV/Projector, refreshments, and the information table.  When someone is
> available to man the information table, put out extra copies of film,
> the donations box, and the sign up list.
> 
> Play shorter films too prior to kick-off of feature film
> 
> 2. Prior to the film
> At the front of the room, thank people for coming and tell them the
> schedule for the evening (e.g., watch the film, then Q&A for 30
> minutes), remind them to turn off cell phones, and tell them where the
> restrooms are.   
> 
> Then ask the audience to stand up, stretch, find someone they do not
> know sitting nearby, and spend a minute each introducing themselves and
> explaining why they came.  If the audience is less than 6 people, this
> can be done in one group.
> 
> Note that there is an edited version that removes to two words that
> might be considered inappropriate for young audiences.  Choose the
> appropriate version for your audience or ask the audience.
> 
> 3. After the film
> Ask people to make sure they sign the list and indicate whether they
> would like to get involved and whether they would like to host or help
> out with a screening.  Pass around the sign-up list preferably on a
> clipboard. 
> 
> 4. Have a discussion after the screening
> If you are not having a question and answer session after the film,
> invite people to discuss the film in small groups.  Ask people to
> separate into small groups of several people; help bashful people by
> separating them into natural groups.  Ask them to talk about their
> reactions to the film and for one person to be prepared to summarize the
> input of the group.  After the discussion or Q&A, thank everybody for
> coming.
> 
> 5. Finish with message from the filmakers
> 
> 6. Ask for feedback
> As people begin to leave, have a volunteer ask individuals for feedback
> on the movie - either verbal or written.  Or the feedback could be
> requested in the first email to the list.
> 
> 
> The Day(s) After
> 
> 1. 
> Send the list of emails, first, and last name from the sign up sheet and
> any feedback on the movie
> 2. Evaluate the screening
> Post your evaluation of the screening
> 
> 3.  Email the list
> Thank people for coming to the screening. Invite people to submit
> feedback on the movie. Indicate what the local group is doing and how to
> get involved.
> 
> 4. Write an article about the screening
> Write a short news article which includes the feedback and post it to
> your local http://www.indymedia.org site and/or send it to a local
> periodical.
> 
> 
> 
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