Event Planning Checklist
Preliminary planning – 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.
Invite speakers (including filmmakers), panelists, and moderator (if applicable).
Logistical planning – 3-4 weeks prior
• Create a flyer to publicize your screening by downloading the free customizable mini-poster on our website with your screening information [https://thentheycamenational.com/movie-poster/].
• 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 for reception (if applicable).
• Draft agenda and vet with partners.
• Research press, bloggers, and radio and television programs likely to be interested.
Logistical planning – 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.
• Post to community calendars about your event.
Media outreach – 10 days prior
• Send press releases to media outlets (see Getting the Word Out in our Toolkit for ideas).
• Call local television and radio programs.
Final planning – several days prior
• Test the DVD to make sure there aren’t any glitches.
• Make sure that the screen is high enough so that everyone can see.
• Send a second round of email blasts.
• Follow up with press who expressed an interest in covering the story.
• Finalize agenda.
• Copy handouts, including literature from your organization, fact sheets, etc.
At the event:
- Ask guests to sign up to receive updates from your organization as they arrive.
- Keep time so that panelists/speakers remain within their assigned speaking time.
- Announce a call to action. Ask your co-sponsors for the most important efforts to promote.
- Encourage participants to spread the word or host their own screenings.
- Invite your audience to join our Facebook group to find out more about new opportunities and materials to increase the film’s impact.
- Download Tips for Discussion for more ideas about post-screening.