Year Planner
Organising the Event
Gear List to take to the theatre
10 extra chairs for backstage
Blue tack - lots
staple gun
scissors
cellotape
torches (2 min)
cell phone
cameras (still/video)
Duty Principal runsheet laminated
ie bullet point items needed to be mentioned at beginning of each session by principal with the microphone
Run sheets for:
projectionist
detailed for each session, itemised to chapter markers for each film, cues (last sentence of speeches), instructions on how each session should run
Evening showcase more detailed again
ushers
seating plans for each session
runsheet of day/evening , particularly noting which schools attending each session
Stage Management for stage/children managers
all run sheets, with at least one set enlarged to A3 to bluetack on wall
set of seating plans
torches, supplies, extra chairs, walkie talkie (supplied by theatre)
Projectionist pack
Give at the beginning of the day
runsheets
two copies of DVDs for each session (a back up)
bluetack!
organise a support person to work with the projectionist and liase with the production team - Peni Peleti has done this for a number of years, Courtney Brown took this role in 2012
Programming the Film Festival
Managing timeframes to make the Film Festival event happen:
One year out
book the venue, confirm date, time (8am to 9pm), establish a liason person, confirm quote for hireage
Inform schools, principals and lead teachers of the date
confirm the theme for the movies (eg confident, connected, actively involved, lifelong learners)
Inform schools of dates for movie completion ie last day to submit a movie NB: Publicly, this is the Friday of second to last week of term 3. In reality they must be in befor the last day of term!
Two terms out
Meet with principals to confirm participation
Meet with lead teachers to
co-construct attendance roster (which schools attending which daytime session)
co-construct seating plan - how the theatre space will be divided up
reminders of all the details about the event
Get a feel for how many movies are in the pipeline
Confirm movie deadlines - last week of term 3
check that buses/ trains are booked
Email Admin staff to make sure they are in the loop. They are essential to the success of this event and need to be contacted by the organisers, not left to principals/teachers.
Contact Theatre and confirm booking - preferably a face to face meeting
One term out
Google Form to collect details of the liason person at each school - to make sure the correct person is being emailed
Google Form for submitting movies - this will have ALL the details about each movie to streamline programming
Check Rob Munnik is booked for post production and DVDs
Term Three holidays
Movies have been submitted so organisers need to
View all movies
Post production to level quality
Create a programme for each daytime Session, considering: one hour total show, who is attending, vary themes (including music, genre, age group)
Work out an a percentage basis how many movies each school may submit for the showcase ie if a school submits 10 out of a total of 40 movies, they are allocated 25% of the 'air-time' for the evening session
Notify the schools so they can make their own decision about which movies are submitted for the Evening Showcase AND inform the organisers
Create DVDs for the daytime sessions
One month out
meet with lead teachers to go through detailed planing
reminders about student presenters, school attendance at day sessions, transport for school and presenters
Email Admin staff - keep in the loop
Notify media
Invite guests - corporate, volunteers, sponsors, supporters
Schools nominate helpers - ushers, drivers, teacher attending all day etc
Display stand underway ie publicity stand for each school to display at Hoyts
Three weeks out
Create the Evening session runsheet and DVD based on movies submitted from schools
Begin ticket sales for the schools - using a Google Form
Insist people use the Google Form so there is a priority booking system
NB: held back 50 tickets to give to invited guests -MC, corporate, volunteers, sponsors, supporters
50 seats down the front for presenters
Visit theatre with a test DVD and arrange a time to meet the projectionist and have a quick run through to check quality etc
Teachers select children who will present their movie on the stage/podium
Two weeks out
lead teachers visit theatre for a walk through
student presenters learning lines
whole school has permission slips for transport etc sent home
organisation in place for transporting school and student presenters in place
ticket sales underway for Evening Showcase
liase with MC
liase with Media
liase with projectionist
One week out
organise website
organise films loaded to blogs
check teachers understand the blogging procedure
encourage commenting and positive feedback
During the day
Team member with projectionist to interface and provide support - need cell phone for communication
Having a team member in the theatre taking charge of seating all day very helpful
Encourage schools to comment on films and to complete survey