Suggested Event Timeline
The time needed for planning/promotion can vary depending on the venue of your screening. Traditional venues like theaters need longer lead times for booking (3-4 months usually), but more creative spots don’t require nearly as much advance notice.
After you have the screening date & venue secured for your event and your key collaborators/co-hosts identified, check out this timeline to make sure you’ve gotten all the key pieces in place and be sure to check out the Technical Checklist.
3 – Weeks before your event: “Getting the word out”
Download our Customizable Flyer and add in the specifics for your event.
Embed the completed image in an email and send to co-hosts to share with their lists.
Print the necessary number of flyers to post in your community.
Submit your event listing to local media: newspapers, blogs, radio stations.
Create a Facebook Event & invite friends. Also Tweet about the event and add link to details, plus add the “#woao?” hashtag.
2 – Weeks before your event: “Reaching Out”
Sign up volunteers to help with your event.
Contact our Outreach Partners to request their resources: literature, coupons, and/or product samples. Be sure to give them your mailing address!
If procuring food, set your menu and reach out to local organic farmers for ingredients.
1 – Week before your event: “Confirming Reminders”
Confirm delivery of Outreach Partner materials.
Send a reminder to volunteers and confirm they can still commit.
If serving food, procure ingredients.
Send out a reminder Tweet
WEEK OF your event: “BLAST OFF!”
If serving food, make necessary preparations.
Print email sign-up sheets to have at the event.
Confirm with volunteers.
Get ready to have fun!