Producing A Film Festival: A Checklist for Programming
Since
the San Francisco Jewish Film Festival began in 1981, hundreds of organizations
have called on us for advice on how to plan, program and promote screenings
in their communities. The Festival offers this checklist on the how-to
basics of film and video programming and publicity. We also include suggestions
about financial and practical considerations such as venues, shipping,
negotiating film rentals and other helpful hints to assist you in planning
a successful film and video event.
As you read this “Checklist
for Programming,” think of each separate category in terms of:
- who is responsible for this?(organization)
- when must it be done? (time-line)
- how much will it cost?
(budget)
In the following order, you will find information on:
Organizing
and Producing Your Event
Theatre/Space
Staff & Volunteers
Funding
Budget
Sponsors
Programming
Scheduling Screenings
Video
Booking
Promotion
Catalog/Program
Mailing Lists and Mailings
Organizational Newsletters and Co-Presentations
Distribution of Flyers and Posters
Advertising
Specialized Letters to Community Groups
Press
Press Releases and Public Service Announcements
Follow-Up before Press Screenings
Press Screenings
Interviews
Festival
Event
Ticketing
Speakers
Opening Night Reception
Articles:
Introduction
Producing Your Own Film Festival
Independent Jewish Film in America
Sephardic Cinema
Israeli Cinema
Film & The Holocaust
The SFJFF In Moscow
ORGANIZING
AND PRODUCING YOUR EVENT
A film and video festival or series should be organized in conjunction
with a media group, movie theatre, museum, exhibition space, synagogue,
Hillel, or other Jewish organization; or a group of such organizations
working together. Local colleges or universities can be good sponsors
if they have film programs, theatre space, and an active student body.
Cooperative organizing creates innovative program ideas and improves
outreach.
Theatre/Space
When selecting a space to present films consider its capacity for 16mm,
35mm, and video projectors. Many films come only in 35mm format and
therefore can only be shown in a theatrical situation. Some films are
available only in 16mm and can not be screened unless the theatre has
a 16mm projector. Consider also the cost to rent the space; area for
speakers’ forums; adequate seating for the projected audience size;
location; public transportation; access to theatre; parking facilities;
wheelchair accessibility; and quality of theatre staff (projectionist,
ushers, box office staff, etc.). Be sure to meet or speak with the venue
staff about all your anticipated program needs well before the event.
Be explicit about what you expect them to take care of and what you
plan to be responsible for. Do not assume anything.
Staff and Volunteers
At least one person will need to work full time on the program in order
to meet with sponsors, secure funding, book the theatre/space as well
as films and videos, handle press work, press screenings and the ad
campaign, answer the phone, handle advance bookings and ticket sales,
coordinate speakers and equipment, and be present at all screenings
to manage unanticipated problems. The staff person will need volunteers
to assist with the large volume of work to be done within a short period
of time. Good communication is essential between staff and volunteers.
Be clear about who is responsible for what and always remember to treat
volunteers with gratitude and respect – the event would not be possible
without them. Volunteers can be drawn from film studies departments
at colleges, from Jewish organizations, and from friends. Prior to the
festival they can do everything from typing lists, leafleting neighborhoods,
coordinating special events and pursuing donations. During the festival,
volunteers can be responsible for tearing tickets, crowd control, security,
the will-call door, and moderating after-film discussions. To reward
all of their hard work, you should have a guest list for volunteers,
sponsors and other people who helped with the program. A post-festival
volunteer party is also a good way to show appreciation and give people
an opportunity to come together again a few weeks after the event.
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Producing A Film
Festival: A Checklist for Programming