Ocean Frontiers Screening Tool Kit Page 1

SCREENING TOOLKIT Thank you for hosting an Ocean Frontiers film screening. There is no screening fee to use the film, nor is there a set rule on what type of event you choose to hold. However, we ask that you think about the event type/goals you wish to achieve before you begin planning, as well as a view our requests for using our film (found at www.ocean-frontiers.org/host-a-screening). We designed this Toolkit to help guide you in organizing a successful event. Contact us if you have questions or need assistance…

CONTACT US Karen Meyer, Executive Director, karen@greenfireproductions.org / p: 541-963-2495 c: 503-709-5467

FILM DETAILS • Ocean Frontiers is filmed in HD, 80 minutes. • The film contains 4 chapters (these can be played from the full-length DVD or stand-alone). Find info on or watch clips from each chapter at www.ocean-frontiers.org/the-film.

Chapter 1: Introduction & Massachusetts Bay (27:30) Chapter 2: Florida Keys (11:15) Chapter 3: Iowa & the Gulf of Mexico (20:20) Chapter 4: Port Orford, Oregon (22:00)

• BluRay is available in 80-minute version only (no chapters). • Shorter versions (60 & 20 minute DVDs) are available. Contact us if wish to use.

FILM DESCRIPTION Find at www.ocean-frontiers.org on the Home, About and Film page. Feel free to copy our exact language. Can’t find the description you are looking for? Contact us. 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? • Will the audience have the opportunity to take an action? • 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 regardless of type, because we often like to:

• Put the event on our website & Google Map at: www.ocean-frontiers.org/find-a-screening. • Plug the event on our Facebook & Twitter page. • Compile event details for our records (this is very important to us). • Attend/speak at events (if our schedule permits & the event type/goals are noteworthy). • Help with costs (Green Fire has limited funds to offset hard costs. Contact us to discuss).

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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.

• Moderator should most likely be from one of the co-hosting organizations. • 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.

PROMOTIONAL MATERIALS • Pre-made promotional materials can be found at www.ocean-frontiers.org/download. • Download and edit with your event specifics. • All co-hosts should post in agency buildings, schools, community locations, etc 2 weeks

prior. o 11x17 Color Poster o 8.5x14 Color Poster o 8.5x11 B&W Flier o B&W Handbills (4 per sheet)

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.

SAVE THE DATE / INVITATIONS • Find electronic SAVE the DATE & E-vite images 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. • Hand written invitations may be necessary when inviting VIPs/ elected officials.

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.

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. • Post event on blogs, ocean forums, on Facebook, Twitter and LinkedIn.

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THE EVENT Make sure all of the co-hosts and panelists are well 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!