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.