How To Organize a Film Or Video Screening

Movie nights are fun for all ages, but if you would like to be a part of something a little more organized, put together a screening! This is a great project to help worthy causes, or just to have fun. Here is how to set up the event:

Show Planning

1. What are you going to name your event? Write a one-paragraph description of it. This will help you focus your thoughts. Think about whom your audience will be – friends? Family? Neighborhood youth? What kind of issues will you be presenting? Will there be entertainment, like music or poetry? If there is a door charge, who gets the money?
2. Line up your videos. If you are showing a selection of short work, make sure you have a minimum of one hour of footage to share. Do not show too much, one feature length film is plenty. If you’re getting some help from friends, make sure you establish a minimum commitment regarding what they are willing to share.
3. Who will be the host of the evening? If you’re planning the night around a theme, or if you’re showing films that are all related to the same issue, you may want to ask someone who knows a lot about the subject to be the MC. What can your host ask people to support or do after they leave your show? Get flyers and fact sheets for upcoming events and related issues to hand out as they come in, to pass around, or to have available at a literature table.

Scheduling the Show

1. Where will you have the screening? Your house? An art gallery? You or your children’s school? Think thing through and get permission. If you’re showing actual film or projecting video onto a screen, you’ll need to acquire a screen and appropriate projector. These can be rented easily – ask you local library!
2. Talk with the person who is in charge of scheduling events at the venue. It may take several months in advance to get a slot at some places, and be included in the venue’s advertising. If you don’t care too much about that, try to schedule your event on an off night when they don’t have too much planned.
3. Determine the date for submitting a description of the show.

Three Weeks before the Screening

1. Write a press release. Include the Who, What, Where, and When of the event.
2. Email your information to the local media, and your friends. Be sure to include a suggested donation for admission, but if it is for charity, don’t turn anyone away for lack of funds. Schedule an event on Facebook, or another social networking site.
3. Flyers! Include your press release info, and at least one compelling graphic, like a video still, that best describes the show, film, or issues involved. Distribute them online, or copy and post them around your neighborhood.
4. Discuss refreshments. Try making popcorn, make cookies, see if you can get a pizza donated.

One Week Before the Show

1. Finalize the show. Watch all the footage and confirm the order. Check for audio-visual problems. Write notes for the MC. Decide when the lights go on and off. Consider an intermission.
2. Confirm time and responsibilities. Who runs the projector? Who collects admission? Make sure your helpers are there 30 – 45 minutes before the show begins.
3. Call or email your friends to make sure they don’t forget about your awesome event!

Show Time

1. Set up one hour before the show.
2. Make sure everything works, cue the tapes up, set up chairs and tables, etc.
3. Sit back and enjoy!
4. After the show, make sure you have people to help clean up. Be proud of what you have done!

Organizing a video screening may take a lot of work, but it’s worth the effort when you see your friends, family, and neighbors enjoying the magic of movies. This is a good way to raise money for a cause – just center all the films on a theme, like self-defense, kitten rescue, or environmental issues. When your hard work pays off in the form of a large donation to your favorite charity, you won’t be able to wait until your next screening comes around.

Jay has been interested in family, finance and health issues for many years now.

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