 Note
from
Dorothy
Resource
Guide
Broadcasts
Promotional
Materials
Organizational
Resources
Discussion
Guide
Bibliography
 
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How to organize full screenings and fundraising
events (cont'd.)
5 WEEKS
Fax MEDIA ADVISORY and cover letter to both the
Calendar and Arts editors of local publications (both traditional newspapers
and alternative dailies/weeklies) to "pitch" an article about the event,
the filmmakers, your other guest speakers, and your group. We recommend
that you send the information via both mail and fax, and follow up with
a phone call.
If one of our producers will be present at the event,
please fax or send us a copy of promotional materials so that we can make
sure they comply with our 501(c)(3) guidelines.
3 WEEKS
Send PSAs or a MEDIA ADVISORY to local radio
stations.
Re-send mailings and faxes to calendar listings in local publications.
Make follow-up calls to all media contacts. Continue calling until coverage
is definite.
2 WEEKS
Reconfirm guest speakers' schedules.
Confirm volunteers to handle the reception, take tickets, pass out programs
and order forms for the video(s).
1 WEEK
Make follow-up calls to all important invitation recipients and groups.
Coordinate with venue management the specifics of the reception.
Print programs and videotape order forms (order form master enclosed).
DAY BEFORE
If the event is to be a large fundraiser, arrange advance tickets alphabetically
in envelopes, separating pre-paid from reservations. Keep double records
of all names and phone numbers of those who attended for your future use.
Purchase and prepare refreshments for the reception or contact caterer
with last minute details.
DAY OF THE EVENT
Make certain all the equipment, video projector or VCR is in the theater
or screening space and is in good working order.
Set up tables for reservation ticket holders, guests and press.
Lay out refreshments and set up literature tables, including order forms
for the films.
Continue distributing flyers, postcards, and posters until the event.
Record all names, addresses and phone numbers as a resource for future
events.
The information on planning events is adapted from
The Empowerment Project's Guide to Theatrical and Video Self-Distribution
of Issue-Oriented Films and Videos
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