Ocean Frontiers Screening Tool Kit Page 1

SCREENING TOOLKIT Thank you for hosting an Ocean Frontiers film screening. There is no charge to screen the films, we just ask that you keep us updated on the event details, provide attendees the post-film questionnaire http://bit.ly/OFsurvey and as the event host, fill out the post-screening report form http://tinyurl.com/oceanfrontiersform after the screening. Much of the toolkit pertains to public events. If you are holding an in-house screening for colleagues, a home screening or classroom screening, look through the toolkit to see what is helpful for you. Contact us if you have questions or need assistance… CONTACT Karen Meyer, Executive Director, karen@greenfireproductions.org / p: 541-963-2495 c: 503-709-5467

FILM DETAILS • There are two Ocean Frontiers films to choose from:

o Ocean Frontiers: The Dawn of a New Era in Ocean Stewardship o Ocean Frontiers II: A New England Story for Sustaining the Sea

Ocean Frontiers: The Dawn of a New Era in Ocean Stewardship

• Multiple versions are available: 80, 60 & 20 minute DVDs, Spanish subtitles & BluRay • This film contains 4 stories - Find info on or watch clips from each chapter at www.ocean-

frontiers.org/the-film. Chapter 1: Introduction & Massachusetts Bay Chapter 2: Florida Keys Chapter 3: Iowa & the Gulf of Mexico Chapter 4: Port Orford, Oregon

Ocean Frontiers II: A New England Story for Sustaining the Sea

• 42-minute program Available in standard DVD and BluRay FILM DESCRIPTION Find at www.ocean-frontiers.org on the Home, About and Film page. Feel free to use our language. EVENT TYPE / GOALS

• Large or small, public or private, is it an in-home, agency, classroom or conference showing? • Will it be free or cost money? • If event is free, use a RSVP system to ensure folks plan to attend. • What are your goals/desired outcomes? • What type of audience do you want to attend? • Will you include a post-film discussion panel? • Do you want a VIP and/or an elected official to attend/speak? • Do you want the filmmakers to attend/speak?

INFORM US Please keep us up-to-date on your event

• Public events are posted on our website at: www.ocean-frontiers.org/find-a-screening. • We’ll promote public events on Facebook & Twitter. • We track event details for our records (this is very important to us and our funders). • Green Fire has limited funds to offset hard costs for events. Contact us to discuss.

Ocean Frontiers Screening Tool Kit Page 2

PLAN YOUR EVENT Please allow for at least 8-10 weeks (if private, 2-4 weeks).

CO-HOSTS • We encourage bringing together a broad range of co-hosts to help with your event such

as NGOs, agencies, industry, ocean user groups, academia, aquariums, etc. • Identify your ‘ask’ of co-hosts (costs, promotion, generating turnout, finding panelists) and

what they’ll get in return (logo/name in press release, on promo materials, free tickets). • Invite co-hosts to participate. Include above info. Find template ‘Co-host Ask Letter’ at

www.ocean-frontiers.org/download.

VENUE • Pick a known meeting place (theatre, aquarium, community building, university, etc). • Contact venue(s) ASAP to inquire:

o Cost (reserve 2.5 or more hrs depending on panel, reception, etc). o A/V capacity (need a screen, projector, sound, DVD player, microphones). o Projectionist (must hire for whole event to run sound, lights, DVD, etc). o Dates available (you may have to work around dates they have open). o Capacity (is it big enough for your event? How many attendees do you expect?). o Once confirmed, give venue a DVD ASAP to check it works in their system.

VIP / MODERATOR / PANEL • Invite participation of these key people ASAP. Check their availability prior to choosing a

date and venue, if possible. • If possible, choose a VIP to welcome audience. Someone of stature (your Governor,

member of Congress, State legislator, Port Director) will bring credibility to your event, generate press & turnout. University presidents or a key co-host can also play this role.

• Choose a moderator for the panel. They should be familiar with the issues and lead a production discussion.

• Panel should include 1-4 people knowledgeable about ocean planning and/or topics featured in film. A mix of fields (industry, NGOs, science, academia, etc) is encouraged.

• We advise key participants preview the film in advance. Contact us for DVDs. RECEPTION • If a VIP is attending/speaking, a reception is encouraged pre or post film. • Choose a catering company in advance and determine who will cover costs. • Requesting food/drink donations may help with costs (check caterer policy on this). • Check food/drink policy of venue (we recommend not serving alcohol).

DATE & TIME • If you’ve already contacted the venue(s), co-hosts, moderator, panelists, VIP(s), you’re

your date has probably been determined by their availability. If not, choose a date/time that will not conflict with elected officials & agencies schedules, community events, etc.

• Evenings (Tues thru Thurs) around 6:30-8:30pm usually allow for best turnout.

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EVENT PROMOTION / GENERATING TURNOUT

PRESS RELEASE • Find examples & high-res photos at www.ocean-frontiers.org/press. Customize for your

location/event. • Include a quote from VIP, co-host or panelist, and provide a local hook for the story. • Send to newspapers and radio 3-4 weeks prior to event, 1 week prior and morning of event. • Follow up with phone calls to ensure coverage—this is a MUST. Emailing is not enough.

OPINION EDITORIAL

• Prepare an op-ed about the need for regional ocean planning and opportunities. • Include film event info and why/how it will help inform the need for ocean planning. • Signers should come from the broad range of co-hosts representing different

backgrounds—to reach out to skeptics—or signers could be the VIP(s) or panelists. LETTERS TO THE EDITOR • Prepare a LTE to be published following the event.

CALENDARS / RADIO • Newspapers/radio stations have online calendars where you can post events. • Most radio stations will cover events for free if you are an NGO—you just have to ask. SAVE THE DATE / INVITATIONS • Find electronic E-vite files at www.ocean-frontiers.org/download. • SAVE the DATES should be sent out 6+ weeks prior to your event. • E-vites MUST be sent out by each of the co-hosts to ensure high turnout. Request that it is

sent at least 2 times. • Hand written invitations may be necessary when inviting VIPs/ elected officials. PROMOTIONAL MATERIALS • Promotional materials you can customize are at: www.ocean-frontiers.org/download. • Download and edit with your event specifics. • Have co-hosts post in agency offices, schools, community locations, etc 2 weeks prior.

o E-vite Invitation o 11x17 Color Poster o 8.5x14 Color Poster o 8.5x11 B&W Flier o B&W Handbills (4 per sheet)

WEBSITE / BLOG / SOCIAL MEDIA • Make sure to post event details to your website & co-hosts (include a catchy image). • Link to film website/view the trailer: www.ocean-frontiers.org. • Ask co-hosts to include event announcement in email newsletters • Post event on blogs, ocean forums, on Facebook, Twitter and LinkedIn.

AVERTISEMENTS • If funds are available, we suggest running an ad in a local paper to promote your event. • Post 10 days prior to your event and run for 2+ days.

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THE EVENT Make sure all of the co-hosts and panelists are aware of most of the event logistics to aide in a smooth, successful event. Feel fee to make the event your own (these are just here to help). Find an Event Task List at www.ocean-frontiers.org/download too, to help keep track of who is doing what.

• Panel Discussion – Notify moderator/panelists of your plans prior to event. o Prepare table, chairs and drinking water for panel. o Make sure there are microphones with sound set up. o Moderator or panelists can introduce themselves (brief, less than 1 minute each). o Moderator needs to respectfully keep panel on track—mitigating argumentative

discussion and keep time. o Moderator should prepare some initial questions to ask the panel. o Allow audience to ask questions either by raising hand or via note cards. o If you wish, allow panelists to have a 1-min wrap up speech each, at the end.

• Reporters / media – call and remind them to attend and report on the event.

• Reserve seats – for VIPs, panelists, co-hosts.

• Posters / signs – make your event known: print out a few posters to hang on venue entrance,

theatre door, etc, and print/hang up directional signs leading people to where the event is.

• Volunteers – to help set up, check in attendees, take tickets, hand out Questionnaires, etc.

• Outreach tables – include tables with info about your work / mission if there is room.

• Questionnaires – print enough for each person to receive one. Hand out as people enter theatre with pens or place on seats prior (if seats are flat).

• Audio/video check – Arrive 1-2 hrs prior to event & double-check this all works and do a sound test. Confirm projectionist will be there to handle this (lights, microphones, A/V, etc).

• Welcome audience – Example ‘Welcome Speech’ at www.ocean-frontiers.org/download.

Adjust to your community/region.

• Photos/video – If possible, take pics/video, especially of VIPs, the ‘Welcome’ & panel.

• DVDs – Ocean Frontiers DVDs are available for you to sell at your event. You may buy in bulk prior for $10 each (must purchase at least 10). You may keep the proceeds.

POST EVENT • Reporters / media – Follow-up; ask if they need more info, photos, etc. • Letters to the editor – If you had one prepared, send it out to respective papers. • Thank you – send cards/emails to VIPs, panelists, moderator & co-hosts. • Photos/video – Please send us copies, if possible. • Blog post – If you can, please share a blog about your event. • Questionnaires – Please mail completed Questionnaires to: Green Fire Productions • PO Box 369 La Grande, OR 97850. • Post screening report form – Please take 2 minutes to fill out this form at

www.tinyurl.com/oceanfrontiersform. It’s very helpful to us—thank you!