Identify how you are going to collect RSVPs. Eventbrite is a versatile platform and can also serve as a landing page for your event. (Plus it’s free!) Social media can also be a great way to advertise and promote your event — from Facebook events to Instagram event reminders. Note: For virtual events, we highly recommend only sharing the Zoom link with those who RSVP to your event, and not sharing the Zoom link widely, to prevent any potential Zoom bombings.

Please find sample RSVP & promotional templates here. 

A screening conversation — while not mandatory — can be a useful way for communities to connect with each other, process the screening, share insights, and identify ways to take action.

+ For smaller community discussions create an intimate conversation, where everyone has the opportunity to participate and share their thoughts. Ensure hosts and moderators are equipped with the tools and resources to create a safe, welcoming place for your attendees to share. If your event is small enough, having attendees introduce themselves is a great way to build community, or you can have name tags to help facilitate connections. If your event is virtual, encourage attendees to keep their cameras on, if they are comfortable, and have them introduce themselves in the chat. 

+ For larger community discussions you may consider having multiple speakers or even a keynote that touches on the screening topics. Featuring expert speakers can help audiences further process and learn from the screening, and connect with local leaders and organizations. Note: If your panel event is virtual, we would highly recommend using Zoom webinar, if your finances allow.

Create a run of show with details needed for the day of your event. If you are hosting an in-person event and have external vendors, be sure to include their arrival and set up times, as well as the point of contact for the day. If you are coordinating a panel before or after the screening, include the schedule, notes, and questions for the panel in one document and distribute to panelists prior to the event. 

Prior to your event, be sure to test the link to your film, as well as any other technology you are using — such as audio, lighting, video recording devices, photography or microphones.

Is Your WiFi Weak?

■ Consider checking to see if you have any electronics streaming and

using up your internet’s bandwidth. 

Slow Computer?

■ Close all unused tabs on your browsers. 

■ Only have applications on that you need open and close down all others.

Internet Speed:

Conduct an internet speed test in the area if you plan to use a computer during the event, and instruct any panelists to do the same. Test your wifi connection at least 30 minutes before your event. 

Resources:

■ Internet Speed Test

■ Consider: Internet Speeds by State / City

Welcome and Acknowledge Attendees

Make sure you welcome attendees, both in-person and virtually. The more interactive you are as a host, the more the audience will connect with you rather and participate actively during the event. For virtual events, we would recommend having someone from your organization greeting guests in the chat box as guests wait for the event to start.

Provide Content Disclaimers

As the event host, you will always know your audience best. Depending on the topics and issues addressed in the film, it may be helpful to provide content disclaimers and brief synopsis prior to the screening for audience members. For more challenging and difficult topics, you may consider having a resource list available or even partnering with local organizations to have resources available in-person or virtually during the event. 

Make Eye Contact and Smile

Eye contact is everything when it comes to public speaking. While it’s perfectly fine to peek down at your notes from time to time, you want to remember to engage the audience. For virtual events, look into the lens directly as you are speaking. 

Housekeeping + Troubleshooting

Let your guests know at the beginning of the program what they can expect from your screening event, how they can ask questions, and any logistics. Anticipate tech issues that might arise and have a point person available during the program whom audience members can work with to address any issues that arise during the screening event. 

Engage with your audience

Check in with guests during the event as some may have missed the welcome remarks. Encourage guests to ask questions.

Follow Up

Provide contact information for attendees to follow up after the event, as well as specific ways to take action.  Be sure to send an email with 48-72 hours thanking your attendees and include any next steps and/or resources.