Screening Event Planning

A check list of what it takes to screen a film.

REMEMBER! Screenings generally take about 3-4 months to plan, organize, and advertise! Give yourself enough time to get a good team together and organizations to help fund and collaborate with.

 

Step 1. Planning.

Recruit event planning committee members

 

  • Decide on a concept.

  • Give yourself enough lead time.

  • Decide on expected number of attendees.

    • The Stop Repeating History team may receive requests from the same metropolitan area as you! We’ll let you know if another organizer wants to plan an event in your area to collaborate with.

  • Find an appropriate venue (and make sure it’s available to book)!

  • Divide responsibilities of your event planning committee:

    • Operations

    • Panel Moderator

    • Communications/Marketing

    • Administration (if going for CLE credit)

 

Step 2. Organizing.

Figuring out the nitty-gritty of the planning process

 

Each role of the event planning committee will have different tasks.

Operations

  • Budget and sponsorships.

  • Movie rights (Stop Repeating History will help you secure one of our films).

  • Event scheduling

    • Speakers

    • Venue

    • Parking

    • Food and Beverage

Panel Moderator

  • Panel agenda.

  • Confirm panelist availability.

  • Facilitate panelist pre-event discussion.

  • Circulate panelist questions.

Communications

  • Contacting co-hosts. This may include:

    • State and local bar associations

    • Ethnic bar associations

    • Community organizations

    • Civil rights organizations

    • For guidance, please see our list of past and current Stop Repeating History partners.

  • Save the Date/Poster

  • Email lists

  • Website/registration to capture attendance

  • Event email

  • Reminder communications

Administration

  • Organize prep calls

  • CLE accreditation

  • Registration

  • Name tags

  • Event run-of-show

  • Logistics with speakers

  • Post-event reception

 

Step 3. Putting it all together.

It’s almost the day of! Putting everything together

 

  • This is when all of the roles really come together.

  • Operations should work with the venue to make sure that details are finalized.

  • The Panel Moderator should make sure that the agenda is set, and speakers are accounted for including their arrival times.

  • Communications should provide as much information as possible about the event (ex: open or closed event, time, location, etc.)

  • Administration should have a robust run-of-show to make sure the event runs smoothly.