SCREENING GUIDE: Part Two
ADVANCE PLANNING
The Ground Work for a Successful Event
Build your core team
Many hands make light work
Select a venue
Location, location, location
Set the date
Give yourself enough time to do it right
Video projection and audio equipment
Create a powerful viewing experience
Should there be refreshments?
If you build it, they will come... if there's food!
Gather Educational Materials
Send them home wanting to learn more
Develop a timeline
A stitch in time... can save a screening
Create a budget
With good planning, a lot can be done with a little
Take the time to create a list of individuals, groups, and organizations you can call upon for help. Think outside the box -- and ask all of your family, friends and co-workers to help, too! Collaboration can give you twice the reach (membership, email lists, media contacts) and can cut in half the work for an event.
Make a list of educational, environmental, health, and social justice groups, film and cultural groups, humane societies and animal advocacy groups, as well as schools, universities, and faith based organizations. There are probably more groups than you think! Each may have experienced leaders and highly motivated members who can help in many different ways.
Once you've recruited some potential team members, spend some time identifying who has experience in areas such as event planning, audio-visual technology, volunteer organizing, public speaking, and publicity. Decide who will be the team leader. Click here for a list of key roles and responsibilities for your core team.
How big a team do you need?
How many people do you imagine attending? 5-10 people in your living room? 20-40 people in a classroom? 75-100 people in a conference room, coffeehouse or community center? 200-500 people in a local movie theatre?
For a small screening (audience of 20-50), build a core team of 3-5 people who are knowledgeable about the community and are well-connected to local and regional groups and organizations. For a mid-size or large screening (50-300), aim for a core team of 7-15 people.
Libraries, colleges, schools, churches and community centers are often available free or at low cost and sometimes have video projection equipment available for use. Community and art house theaters can be a good choice for larger scale screenings. Keep in mind that it's easier to get people to go to places they already know, and can be difficult to get them to go to an unfamiliar place. Venues closer to concentrations of people are inherently easier to fill.
Identifying a good venue:
- Is it too large? It's better to have a crowded room than a half-empty one!
- Can it be made completely dark?
- Is it quiet and free from interruptions?
- Is there parking and/or access to public transportation?
- Is it handicapped accessible?
- Are chairs and tables provided?
- Is there a screen, video projector and sound system available? (Only use a large screen TV for a very small group!)
- Is there space for people to mingle after the screening to discuss their experience?
- Are there kitchen facilities? Is food and drink allowed?
Check public schedules for community events, holidays, elections, school breaks, etc., to avoid unnecessary conflicts. For evening events, start times between 6:30 and 8:00 PM seem to work best.
Set the date far enough in advance to allow for adequate planning time and publicity. Again, our recommendation is a minimum of 2 months in advance (i.e., a month to plan and a month to implement), depending on the size of the event.
After you have determined your screening location, date, and time, register your event on our web site calendar.
Video projection and audio equipment
Tribe of Heart films on DVD can be projected onto a screen with a video projector (you may also project videotapes, but the DVD format delivers a higher quality result). Countless screenings to audiences of up to several hundred have been held this way. Many venues are already set up to project DVDs, as this format has become so popular.
If the location where you want to hold the screening does not have video projection capability, you can rent a video projector, a portable screen and a sound system. If you go this route, however, we recommend you recruit an experienced volunteer or hire a professional with A/V experience to be your tech person to handle the very important task of selecting, setting up, testing and running the projector and sound system on the day of the screening. For larger venues, consider setting up a microphone for the introduction and post-screening discussion.
What about movie theaters?
There is a 35-mm film print of The Witness available for use at theaters that do not have video projection capabilities (note that in many circumstances, a quality video projection will produce equal or even superior results). Please contact us if you are interested in learning more about using the 35-mm print. Also, note that if you are planning a screening at a movie theater, or to an audience of 100 or more, advance permission is required.
YES! Free food is a great motivator for getting people to come to your screening, PLUS it’s a great opportunity to introduce people to tasty, compassionate snacks free of animal products! If you decide you have the resources and volunteer help to provide simple refreshments, we recommend serving them after the film and discussion, because people generally want to stay afterwards and talk about their experience.
Be sure the venue has two tables you can use, one for refreshments and one literature to be displayed after the event. You may have to bring your own fold-up tables if they do not come with the space.
It's good to have literature available at the end of a screening to help your audience members learn more about the issues, make changes in their own lifestyle, and learn more about working for change. Many audience members appreciate receiving a variety of materials related to the issues in the film that they can then take home and absorb at their own pace.
Contact Tribe of Heart in advance for order forms and other materials about the films. There is also a lot of quality educational literature that is available for free or for a minimal charge. Check with local and national organizations to see if they are willing to supply these materials for your screening event. Click here for a list of suggestions, and for the criteria you should use when selecting your materials.
Assemble in advance enough literature for your anticipated audience. Any left-over materials can be used at future screenings and events.
Read the Sample Timeline and customize it to your event, working backward from the date you have decided upon. Creating and following the timeline will increase your success. It will become the ‘spine’ of your event planning, listing all of the tasks that must be done, and reminding you of the details.
Once you have created your timeline, identify WHO on your core team is doing WHAT task. Each member of the team should have a copy of the timeline as well as access to this step-by-step guide (the guide and the timeline are designed to be used together).
Keep the team active and effective
Set up regular times to meet with your core team (either by phone or email or in person) to make sure all the tasks are coming along and that everyone has enough help. We recommend the team leader makes sure the meetings stay on topic and don't run too long. Remember the importance of appreciating each other's efforts, cheering each other on, and keeping the group's spirit up. We all have busy lives, and it makes a difference to be part of something that is positive and community oriented. Setting up an email list to keep everyone in touch can be very helpful.
If you are doing a small screening, there will be few if any costs involved. However, with larger screenings, potential costs could include venue rental fees, equipment rental, printing, mailing, food and beverage, advertising, etc. It is possible to get all or some of these items donated depending on who is on your core team and if you have organizations collaborating with you.
ADVANCE PLANNING
The Ground Work for a Successful Event
Build your core team
Many hands make light work
Select a venue
Location, location, location
Set the date
Give yourself enough time to do it right
Video projection and audio equipment
Create a powerful viewing experience
Should there be refreshments?
If you build it, they will come... if there's food!
Gather Educational Materials
Send them home wanting to learn more
Develop a timeline
A stitch in time... can save a screening
Create a budget
With good planning, a lot can be done with a little
Take the time to create a list of individuals, groups, and organizations you can call upon for help. Think outside the box -- and ask all of your family, friends and co-workers to help, too! Collaboration can give you twice the reach (membership, email lists, media contacts) and can cut in half the work for an event.
Make a list of educational, environmental, health, and social justice groups, film and cultural groups, humane societies and animal advocacy groups, as well as schools, universities, and faith based organizations. There are probably more groups than you think! Each may have experienced leaders and highly motivated members who can help in many different ways.
Once you've recruited some potential team members, spend some time identifying who has experience in areas such as event planning, audio-visual technology, volunteer organizing, public speaking, and publicity. Decide who will be the team leader. Click here for a list of key roles and responsibilities for your core team.
How big a team do you need?
How many people do you imagine attending? 5-10 people in your living room? 20-40 people in a classroom? 75-100 people in a conference room, coffeehouse or community center? 200-500 people in a local movie theatre? For a small screening (audience of 20-50), build a core team of 3-5 people who are knowledgeable about the community and are well-connected to local and regional groups and organizations. For a mid-size or large screening (50-300), aim for a core team of 7-15 people. |
Libraries, colleges, schools, churches and community centers are often available free or at low cost and sometimes have video projection equipment available for use. Community and art house theaters can be a good choice for larger scale screenings. Keep in mind that it's easier to get people to go to places they already know, and can be difficult to get them to go to an unfamiliar place. Venues closer to concentrations of people are inherently easier to fill.
| Identifying a good venue:
- Is it too large? It's better to have a crowded room than a half-empty one! - Can it be made completely dark? - Is it quiet and free from interruptions? - Is there parking and/or access to public transportation? - Is it handicapped accessible? - Are chairs and tables provided? - Is there a screen, video projector and sound system available? (Only use a large screen TV for a very small group!) - Is there space for people to mingle after the screening to discuss their experience? - Are there kitchen facilities? Is food and drink allowed? |
Check public schedules for community events, holidays, elections, school breaks, etc., to avoid unnecessary conflicts. For evening events, start times between 6:30 and 8:00 PM seem to work best.
Set the date far enough in advance to allow for adequate planning time and publicity. Again, our recommendation is a minimum of 2 months in advance (i.e., a month to plan and a month to implement), depending on the size of the event.
After you have determined your screening location, date, and time, register your event on our web site calendar.
Video projection and audio equipment
Tribe of Heart films on DVD can be projected onto a screen with a video projector (you may also project videotapes, but the DVD format delivers a higher quality result). Countless screenings to audiences of up to several hundred have been held this way. Many venues are already set up to project DVDs, as this format has become so popular.
If the location where you want to hold the screening does not have video projection capability, you can rent a video projector, a portable screen and a sound system. If you go this route, however, we recommend you recruit an experienced volunteer or hire a professional with A/V experience to be your tech person to handle the very important task of selecting, setting up, testing and running the projector and sound system on the day of the screening. For larger venues, consider setting up a microphone for the introduction and post-screening discussion.
| What about movie theaters?
There is a 35-mm film print of The Witness available for use at theaters that do not have video projection capabilities (note that in many circumstances, a quality video projection will produce equal or even superior results). Please contact us if you are interested in learning more about using the 35-mm print. Also, note that if you are planning a screening at a movie theater, or to an audience of 100 or more, advance permission is required. |
YES! Free food is a great motivator for getting people to come to your screening, PLUS it’s a great opportunity to introduce people to tasty, compassionate snacks free of animal products! If you decide you have the resources and volunteer help to provide simple refreshments, we recommend serving them after the film and discussion, because people generally want to stay afterwards and talk about their experience.
Be sure the venue has two tables you can use, one for refreshments and one literature to be displayed after the event. You may have to bring your own fold-up tables if they do not come with the space.
It's good to have literature available at the end of a screening to help your audience members learn more about the issues, make changes in their own lifestyle, and learn more about working for change. Many audience members appreciate receiving a variety of materials related to the issues in the film that they can then take home and absorb at their own pace.
Contact Tribe of Heart in advance for order forms and other materials about the films. There is also a lot of quality educational literature that is available for free or for a minimal charge. Check with local and national organizations to see if they are willing to supply these materials for your screening event. Click here for a list of suggestions, and for the criteria you should use when selecting your materials.
Assemble in advance enough literature for your anticipated audience. Any left-over materials can be used at future screenings and events.
Read the Sample Timeline and customize it to your event, working backward from the date you have decided upon. Creating and following the timeline will increase your success. It will become the ‘spine’ of your event planning, listing all of the tasks that must be done, and reminding you of the details.
Once you have created your timeline, identify WHO on your core team is doing WHAT task. Each member of the team should have a copy of the timeline as well as access to this step-by-step guide (the guide and the timeline are designed to be used together).
| Keep the team active and effective
Set up regular times to meet with your core team (either by phone or email or in person) to make sure all the tasks are coming along and that everyone has enough help. We recommend the team leader makes sure the meetings stay on topic and don't run too long. Remember the importance of appreciating each other's efforts, cheering each other on, and keeping the group's spirit up. We all have busy lives, and it makes a difference to be part of something that is positive and community oriented. Setting up an email list to keep everyone in touch can be very helpful. |
If you are doing a small screening, there will be few if any costs involved. However, with larger screenings, potential costs could include venue rental fees, equipment rental, printing, mailing, food and beverage, advertising, etc. It is possible to get all or some of these items donated depending on who is on your core team and if you have organizations collaborating with you.