Event Planning Timeline
AT LEAST 6 WEEKS PRIOR
Book the venue and date for your screening. Recruit local organizational partners to broaden your reach, and help identify roles for each one – such as publicity, panelist coordination, reception planning, etc.
Determine speakers (including filmmakers), panelists, and moderator (if applicable).
3-4 WEEKS PRIOR
Create a flyer to publicize your screening.
Customize the downloadable mini-poster with your screening information.
Confirm that you have the right equipment to screen the DVD. You’ll need a DVD player and a large TV: or a DVD player, a projector, screen and sound system.
Secure food donations for reception (if applicable).
Draft agenda and vet with partners.
Research press, bloggers, and radio and television programs likely to be interested.
2 WEEKS PRIOR
Create an email blast to publicize your event electronically. We suggest sending one announcement 2 weeks prior and another several days prior. Share with co-sponsoring organizations.
Contact community calendars about your event.
10 DAYS PRIOR
Send out press releases to media outlets.
Call local television and radio programs.
SEVERAL DAYS PRIOR
Test the DVD to make sure there aren’t any glitches. Be sure that the screen is high
enough so that everyone can see.
Resend email blasts.
Follow up with press who expressed an interest in covering the story.
Copy handouts, including literature from your organization, fact sheets, take action flyers, etc.