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Event Timeline |
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To be used in conjunction with the Step-by-Step Guide Customize this timeline for your event. Depending on the size of your screening and your community, some of these elements and tasks may not apply. You may need to add other items that aren't listed here. Roles on the core team may overlap, or be redefined, or eliminated. But this will get you started! Think outside the box... have fun... fill the house! TWO MONTHS BEFORE SCREENING DATE: - Create core team of volunteers that will help with all aspects of screening - Meet with your core team and assign roles - Create list of organizations that can help with the screening and contact each - Set regular meeting times for core group (phone, e-list, in person) - Estimate size of audience you want to attract - Set the date and time, find a location and reserve space - Create a budget - If needed, sign contract for venue, pay deposit - If needed, arrange for video projector and sound system - Register your screening on our online community screenings calendar - Create a media list - Research media calendar listings and their deadlines - Download Sample Press Release, customize to your event, send to Tribe of Heart for approval - Download postcards, customize for your event, and print number needed for targeted direct mailings - Create a route for distributing flyers and handbills in your community - Download Flyers and Handbills, customize to your event, print total number needed - Recruit teams of volunteers to take on portions of the flyer/handbill route, which should be maintained on a weekly basis - If you are doing paid advertising, research ad rates and deadlines, contact Tribe of Heart for sample ads - Order all materials you will hand out after the screening (info about the films from Tribe of Heart, educational literature from a variety of organizations). ONE MONTH BEFORE SCREENING DATE: - Tell everyone!! - Plan refreshments (create menu of simple vegan snacks, find volunteers to make food, make list of supplies and beverages needed) - Flyers and Handbills go up -- plaster the town! - Contact professors, teachers and other instructors who might be willing to make announcements about the film in their classes, and give them stacks of handbills to distribute - Send email announcement to media calendar listings (be sure to get these in before their submssion deadlines) - Send email announcement to organizations that have agreed to list your event in their newsletter or bulletins (be sure to stay on top of their deadline for submission) THREE WEEKS BEFORE SCREENING DATE: - Send e-vite and/or email announcement to all contacts - Actively start posting email announcement to web sites, blogs, chat rooms, listservs, meet ups, etc. (ongoing) - Mail out postcards - Email and/or fax press release to media contacts - Make follow-up calls to media contacts one or two days later - Send PSA to radio and public access TV stations - Continue to plaster the town with flyers and handbills TWO WEEKS BEFORE SCREENING DATE: - Study Tribe of Heart Discussion Guide. - Continue to plaster the town with flyers and handbills - Resend e-invitation or email announcement - Reserve paid ad space in newspapers TEN DAYS BEFORE SCREENING DATE: - Resend press release, make follow up phone calls ONE WEEK BEFORE SCREENING DATE: - Be sure you have all your materials gathered that you will be giving out after the screening. - Rejoice at getting a feature story in your local media (think positive!) - Continue to plaster the town with flyers and handbills FIVE DAYS BEFORE SCREENING DATE: - Paid ads begin - Resend e-invitation and/or email announcement - Print comment cards or surveys, buy golf pencils to be handed out THREE DAYS BEFORE SCREENING DATE: - Begin preparations for simple but yummy vegan snacks - Shop for paper plates, glasses, utensils, beverages, borrow tablecloth - Check high traffic areas on your route to make sure flyers and handbills are still there and highly visible DAY OF THE EVENT: 2-4 HOURS BEFORE SCREENING: - Tech Rehearsal – Set up video projector, screen, sound system, microphone (if needed) and test all equipment - Set up refreshments (to be served after discussion) - Set up table for literature to be displayed, near exit - Set up chairs, if needed 30 MINUTES BEFORE EVENT STARTS: - Open doors - Station volunteer greeters at the door to welcome attendees and help people to their seats 5 MINUTE INTRODUCTION BEFORE SCREENING: - Welcome audience, thank volunteers, introduce the film - Read statement from filmmakers - Remind audience that there will be a discussion and refreshments afterwards SCREENING: - Show the film (wait until end credits finish to turn on lights) AFTER THE FILM: - Hand out comment cards or surveys - Conduct post-film discussion - See that comment cards are collected - Upon closing, remind audience of refreshments, helpful literature by the door, and the opportunity to continue the discussion informally AFTER THE DISCUSSION: - Serve refreshments AFTER AUDIENCE LEAVES: - Clean up - Go to local coffee shop, restaurant or pub with core team/volunteers to celebrate! DAY FOLLOWING THE SCREENING: Contact us and let us know how your event went, what you learned and any suggestions you may have for others planning to hold similar events. What you share will be of great value to our community, helping us continue to shape and refine our guidelines so that others will have successful screenings. Send thank you notes to everyone on your core team and others who helped make the screening possible. - Mail comment cards or surveys to Tribe of Heart, PO Box 149, Ithaca, NY 14851 - Send thank you notes to volunteers and any organizations that helped View Full List of Actions |
