Indie Lens Pop-Up Program Toolkit
DRAFT – August 2015
About Indie Lens Pop-Up
Indie Lens Pop-Up is a neighborhood series that brings people together for film screenings and community-driven conversations. Featuring documentaries seen on PBS's Independent Lens, Indie Lens Pop-Up draws local residents, leaders and organizations to discuss what matters most, from newsworthy topics, to family and relationships. Make friends, share stories, and join the conversation. Can't
attend in-person? Find Independent Lens on Facebook for information on our online Pop-Up events.
About Independent Lens
Independent Lens is an Emmy® Award-winning weekly series airing on PBS Monday nights at 10 pm. The acclaimed series features documentaries united by the creative freedom, artistic achievement, and unflinching visions of independent filmmakers. Presented by Independent Television Service, the series is funded by the Corporation for Public Broadcasting, a private corporation funded by the American people, with additional funding from PBS and the John D. and Catherine T. MacArthur Foundation. For more visit pbs.org/independentlens. Join the conversation at
facebook.com/independentlens and @IndependentLens.
On Location In Over 75 Cities
Indie Lens Pop-Up features free public screenings of films broadcasting on Independent Lens. Screenings are followed by an activity that sparks conversations, such as a facilitated dialogue, a panel discussion featuring local experts or key organizations working on issues covered in the film, or another engagement activity related to the subject matter.
On-location screenings occur in a variety of venues that are accessible to diverse communities such as art house cinemas, community centers, museums, and public libraries. Screenings take place about 30 to 60 days prior to the scheduled broadcast of each film. Each event is hosted by at least one partner organization who takes primary responsibility for producing the event–securing the venue, promoting the event to the public, and organizing a post-screening panel and/or activity.
Table of Contents
Expectations of a Producing Partner…………...Page 3 Resources Provided by ITVS………...Page 5 How to Produce an Indie Lens Pop-Up
Event in Your Community……….Page 9 Event Planning Checklist………..Page 17
EXPECTATIONS OF A PRODUCING PARTNER
Welcome
Welcome to Indie Lens Pop-Up! We hope that your role as a Producing Partner will help your organization build deeper connections with your community and forge exciting new partnerships along the way. Indie Lens Pop-Up has the power to create meaningful change and we look forward to hearing about the experiences you create.
This toolkit takes you through the behind-the-scenes steps of being a Producing Partner. This toolkit is meant to be a guide, and we encourage you to be creative and flexible in how you localize the program to your community.
Becoming A Producing Partner
There is limited space to participate in the Indie Lens Pop-Up program. For information on how to apply, please contact [email protected]. Your application will go on a wait list until room in the program becomes available.
Partner Agreement Form
Before the launch of each season, we ask new and existing partners to submit a Producing Partner Agreement for the upcoming year. The Agreement outlines the specific requirements of an official Indie Lens Pop-Up Producing Partner. A signed copy is required to participate in the program.
Required and Optional Films
All Indie Lens Pop-Up screenings must take place within the film’s approved screening window, prior to broadcast. Approved screening windows are announced prior to the launch of each season when the full film slate is made available. Any screenings outside of the approved screening window require direct approval from ITVS in writing, in
advance. It is in rare cases that ITVS can grant approval for such screenings.
Producing Partners are required to present free public screenings for four Independent Lens films selected by ITVS. These four films are referred to as “required” films for Indie Lens Pop-Up.
Producing Partners may also choose from a selection of up to four “optional” films to custom curate their IL Pop-Up screening series in their community. This means a total of eight films will be available to season-long Producing Partners, but only if the partner commits to screening the four required films. You must sign-up to host screenings of any of the optional films, so that ITVS knows to send you a DVD screener package for the film(s). Please sign-up for all of the optional films you want to screen at the start of the season when you submit your information for the Producing Partner Agreement. However, there will be opportunities to sign-up at a later date through this online link: http://bit.ly/IL_Pop-Up_Request. The deadline to register is typically two months before the start of the film’s screening window.
Partnership with Your Local Public Television Station
ITVS encourages collaboration and partnership with your local public television station (if you are not a station yourself) whenever possible. Indie Lens Pop-Up can be a great asset to the station’s development, promotion, engagement and education initiatives. ITVS can help to identify the most appropriate contact at the station, and help facilitate an initial introduction. They are many models for collaboration with your local station,
and the relationship can be tailored to both organizations’ priorities and capacities. Some examples of areas for collaboration include co-branding, cross promotion (on-air, online, email blasts, etc.), identification of local partners or speakers, station on-air talent
serving as moderators, etc. For more ideas, reach out to ITVS or your National Engagement Consultant.
Event Listings
When you set your screening dates at the beginning of each season, it is important to enter your event details (date, time, venue) through the Indie Lens Pop-Up website so your events appear on our national online calendar. ITVS will provide you with a username and instructions on how to set up your account.
We are in the process of launching a new event listing system for the 2015-16 season, and will follow-up with details in September 2015.
Promotion
ITVS provides you with promotional materials (see “Resources Provided by ITVS”) and encourages you to promote your screenings in as many avenues as possible:
newspapers, radio, TV, social media, blogs, through partner networks, word of mouth, etc. Promotional activities should begin at least one month out from your event.
Event Reporting
Event reporting is critical to the success of the Indie Lens Pop-Up program. Producing Partners must submit a report for every event, and within 7 days of each event. ITVS will provide a username, password, and instructions on how to submit event reports online. The report includes: summary of the event and discussion, attendance, partner
organizations, speakers, public television station involvement, and the goals and impacts of the event. Include audience or partner quotes, whenever possible!
The event report is also a helpful resource that you should consult while planning your event, to help you establish your goals and desired outcomes for the event and work backwards on how you might get there.
ITVS is launching an updated event report form for the 2015-16 season, and will follow-up in late September with more details.
Blog and Social Media
ITVS may occasionally ask you to write a blog post – sharing highlights from a
successful event, sharing plans for a special engagement activity, or featuring a strong community partner you may be working with. We will send you tips for writing a blog post and submitting other media, such as photos and video. We welcome guest bloggers, send your idea to [email protected].
Similarly, if you use Twitter, Facebook, Instagram or other social media channels to promote your screenings, “follow” or “friend” Independent Lens. We’ll help you promote your events. We look forward to seeing you online!
Facebook: https://www.facebook.com/independentlens Twitter: @IndependentLens
RESOURCES PROVIDED BY ITVS
ITVS strives to provide you all the materials you need for a successful screening season.
Communication with ITVS
ITVS will send out regular emails (bulletins) with program updates and information about when resources to support your events are available. ITVS’s Engagement Coordinator is also available to provide technical assistance around program operations and logistics. You should contact the Engagement Coordinator with any questions about:
Producing Partner Agreements
Event reports (how to submit, password/log-in information, etc.) Event listings (how to submit, password/log-in information, etc.) DVDs and mailings
Preview links
Email updates (e-bulletins)
Filmmaker or subject appearance requests Screening windows
Availability of planning and promotional resources
Consultation Support
At the launch of each season, Producing Partners will have an opportunity to register for optional consultation support from a staff member or National Engagement Consultant (NEC). If you decide to sign-up for this resource, we will contact you to provide tailored support around program implementation and community engagement, for example:
Partnership development
Design of engagement activities for your events Audience development
Conversation facilitation
Brainstorming around framing the issues for local relevancy Best practices for promotion
Working with your local PBS station
If you don’t register for the consultation support and questions come up throughout the season around the above areas, feel free to contact your NEC or ITVS for advice and guidance.
Webinars and Conference Calls
ITVS produces regular conference calls and webinars to build opportunities for peer knowledge sharing, networking, and to learn best practices in the field. Participation in webinars and conference calls is optional, but we strongly encourage you to join as you can. Webinars and conference calls will typically be recorded and shared afterwards for review or if you were unable to participate.
Resources you will receive by mail:
Screening DVDs — Approximately two weeks before the start of the film’s screening
window, you will receive an official DVD of the film plus an extra for backup. Be sure to use the official screening DVD at your event—it contains special Independent Lens openings and when possible a trailer for an upcoming Indie Lens Pop-Up film. ITVS will
provide the total running time (TRT) for each of the films at the start of the season, so you can plan your events accordingly.
TIP Always test your DVDs at least one week before the screening day at your
venue!
Event Intro Script – This template can be used by you or your event host as the
welcoming message to your Indie Lens Pop-Up event. It will be included in your DVD screener package, and can also be downloaded online. You can customize this script with all of your local information, but be sure to include the key information about the program, film, and broadcast as outlined in the template.
Postcards—You will receive promotional postcards for only the required films to assist
in your promotional efforts. (Due to budget constraints, postcards will not be available for the optional films.) Print your event details on labels and affix the labels to the front or back of your postcards before distributing. Adapt the label template provided by ITVS that can be downloaded online to include your specific event information.
TIP Stack on counters and reception desks, post them on community bulletin
boards, or distribute the postcard for your next event at each screening.
Banners/Signs and Giveaways —Pending budget, ITVS will provide Indie Lens
Pop-Up banners and/or signs that can be displayed at your event, and branded giveaways that can be provided to your audience.
TIP Hang the banner at the front of the screening room or on the panelist’s table.
Raffle off giveaways in exchange for posting about the event on social media (use #indielens) or completing an audience survey.
Where and When to Find Resources Online
All of the resources listed below can be found online on the Indie Lens Pop-Up website
at: http://www.pbs.org/independentlens/indie-lens-pop-up/screening-tools/.
Bookmark the site and check it often to find new tools and resources.
Resources are organized by film, and you can click on the links at the top of the page to drop down to the film’s resource list. There is also a section for season resources, such as the season calendar and season launch press release template.
All resources for required films will be customized for Indie Lens Pop-Up events.
Resources for required films are made available approximately four to six weeks before the start of the screening window.
Most resources for the optional films will be part of the film’s broadcast promotion toolkit, and can easily be adapted for event promotion. Resources for optional films are made available on a shorter timeline, and typically three to four weeks prior to the start of the screening window.
Resources you will find online or will receive by email:
Password Protected Preview Links—Before the launch of the season you’ll receive
can share links with your partners, speakers, and press during the planning stages. These links are for preview purposes only; do NOT use them for public screening events. More details around confidentiality are included in the preview link document.
Customizable Season Calendar —Available at the beginning of the season, this
template is an easy-to-customize Word document. The season calendar template is available in full color or black and white, and can be customized to include any of the optional films you selected to screen.
TIP Audiences love having the whole season calendar in their hands, so make
sure you have plenty available at events. Post season calendars on bulletin boards at community centers, cafes, and other high traffic areas to help spread the word.
Flyer Templates for Each Film — Each required film will have its own Word document
template that you can customize with your event details. There will also be a generic event flyer template that you can adapt for any of the optional films that you choose to screen.
TIP Send a PDF of your customized event flyer template to your local partners to
post in their community spaces.
Email Blast Package –An email blast sample will be provided that includes a
recommended format and layout that can be adapted for each event by plugging in the film’s shareable image and approved description (included in the package).
Discussion Guide—The discussion guide includes: filmmaker statement, background
information on themes in the film, links and resources, questions for discussion, and recommended activities. Distribute to your speakers, moderators, and partners to help them prepare for your event.
ITVS will produce a discussion guide for only the required films. While we will not produce a discussion guide for the optional films, we’ll provide an enhanced version of the engagement strategies tipsheet (see below), including resources, discussion questions, and a filmmaker statement.
TIP: Post sections of the discussion guide such as the filmmaker statement on
your organization’s or your partner’s blog to build interest in your event.
Engagement Strategies Tipsheet – A PDF for each film that includes
recommendations for framing the conversation, suggested organizations to partner with, engagement activities to consider specifically related to the themes in the film, and more.
Season Launch Press Release Template – This is to announce the launch of the
program and new season of films in your local community. You can adapt and customize this template, for example include quotes from leadership at your organization or from your partners.
Film Press Release Templates — Press releases for each film’s Independent Lens
broadcast and media advisories that you can customize with your event details and submit to local event calendars will be available for every film.
Social Media Toolkit — Sample Facebook posts and tweets to help you promote your
events on social media. A shareable image is also included in the toolkit to feature alongside posts.
Customize the sample posts with your event details and share with your partners, speakers, moderators, and public television station social media staff.
Photos — Every film has a high resolution photo that is approved for you to use for
promotion. You can use images for print promotion such as your venue’s programs or calendars, and for online promotion such as web pages, emails, and blogs.
Descriptions - Every film has a short description that is approved for you to use for
promotion. You can use the descriptions for print promotion such as your venue’s programs or calendars, and for online promotion such as web pages, emails, and blogs.
Logos — ITVS and Indie Lens Pop-Up logos should appear on all event promotions,
HOW TO PRODUCE AN INDIE LENS POP-UP EVENT IN YOUR
COMMUNITY
These steps will guide you through the before, during, and after of your event. Be sure to consult the Event Planning Checklist on page 17.
1. Immerse Yourself in the Film & Issues
• Become an expert on the film. Watch it twice if you have to! The discussion guide is a great primer for the issues, and the engagement strategies tipsheet can help spark ideas for your events.
• Take notes on the important issues presented in the film. What do you think will resonate most with your community? Are there heated moments or controversial topics that you need to be aware of for your community? Consider all of the storylines and characters in the film, even those that might seem secondary, to help brainstorm the various local connections or tie-ins that might relate most to your community.
• Think about possible partnerships with local organizations or speakers that work on these issues. Think about the organizations or leaders in your community who could help frame a post-screening conversation, or who provide the best
resources and support around these issues.
• Think about who your audiences are. Who will this screening help the most? Which communities are most directly affected by the issues? Are there
opportunities to reach out to and connect with new audiences through screening this film? Is the film appropriate for all ages?
• Think about the desired outcomes for the event. Review the “goals” section of the Indie Lens Pop-up event report and think about which ones are most applicable for this event. What steps will you take to reach these goals? What situations in your community could you address or help support dialogue around with this event?
2. Find a Venue
Location, location, location! The venue can be as important as your promotional efforts in either bringing people in or keeping them away. Public libraries, museums, large community centers, and other community-oriented spaces are generally good choices. Private clubs or other exclusive venues may sound appealing, but some people may find them intimidating or off-putting. Your local public television station will likely be able to suggest local venues that would be appropriate for your Indie Lens Pop-Up event. Evaluate potential venues on their ability to provide the following:
Accessibility
• Near public transit • Easy parking • Safe neighborhood • ADA compliant Welcoming Atmosphere • Clean • Comfortable seats
other engagement activity • Diverse and inclusive reputation
Promotional Support
• Do they have their own newsletter/calendar?
• Do they promote events through their website or social media? • Do they send out targeted email blasts to their members?
• Do they have space to leave Indie Lens Pop-Up postcards/flyers?
Technical Support
• Video projector and screen on-site • Ability to playback DVDs
• Microphone(s) and speakers • AV technician on-site
3. Collaborate with Event Partners
Among the key objectives of Indie Lens Pop-Up is to develop lasting partnerships with a broad array of local, regional, and national organizations.
• Explore opportunities to collaborate with corporations that have social responsibility initiatives, or may be interested in being a sponsor to help underwrite costs. Some Producing Partners have successfully partnered with businesses that provided free food and/or drinks at their events, in exchange for co-branding on promotional materials and acknowledgement at the event. • Contact and collaborate with a diverse range of organizations: issue-based
organizations, direct service organizations, community organizations, governmental organizations, faith-based organizations, film or books clubs, Meetup groups, and more.
• Be careful about opposites: although it is tempting to bring two adversaries to the table to debate in public, these can be difficult situations to manage. If you employ this strategy, be sure that you have a skilled moderator to facilitate the conversation successfully.
• Partner organizations may solicit donations at events, such as handing out contribution information at their information table or telling audience members during remarks that they can support their work by donating. However, all events
must remain free and open to the public, and events may not be marketed as fundraisers.
We recommend that you convene a series of planning meetings or calls with your partner organizations before your event. This will help to establish shared objectives for the screening, and discuss different outcomes each group would like to see. This is also a valuable time to discuss local nuances or particular sensitivities that should be
considered in facilitating the post-screening conversation. Additionally, if you are reaching out to communities to participate that are not part of your typical audience demographic, it is pivotal to include leaders from these communities from the onset to build trust, buy-in, and to stay true to a collaborative approach.
Keep in mind that finding a neutral and experienced facilitator or moderator is also a key element in maintaining a safe space for all individuals to participate, and ideas of who might fill this role can be brainstormed during these meetings.
4. Partner with your Local Public Television Station
Local PBS stations should be acknowledged as “co-presenting” partners for Indie Lens Pop-Up, with their direct permission. The actual level of participation will vary from market to market, and from screening to screening.
With permission, public television stations should be credited as co-presenters on all marketing materials, and verbally acknowledged at your event. Make sure the audience knows that they should encourage their friends and family to watch the broadcast on the local PBS station and continue the conversation (check in with your local station to make sure you have accurate information about the film’s local broadcast date and time, in case it differs from the national premiere).
Be sure to explore the contacts your local public television station partner may have. They have often been in the community for a long time and will likely have worked with many local organizations.
5. Form Your Post-Screening Engagement Activity
If you will have a panel discussion, invite your event partners to suggest speakers to participate in the discussion and Q&A (if appropriate). Collect a bio and some
background information to confirm that this speaker will fit with the screening event you are creating. Recruit a moderator that can manage the panel discussion and field questions from the audience.
It is vital that every speaker (including potential speakers) be provided with a copy of the discussion guide produced by ITVS and a preview link for the film to watch in advance of your event. Direct your speakers to the Independent Lens website to download a PDF of the guide.
If you are organizing an engagement activity, be creative! Allow for your audience to interact with one another in ways that entertain and inform. For film specific ideas, join the partner webinars and conference calls, and review the engagement strategies tipsheet that ITVS provides for each film that contains scalable ideas and suggestions. Some examples include:
• Libraries can provide a suggested book list and display complimentary reading materials at events; invite book club members to attend a film that compliments their current book club selection.
• Films that have a food tie-in are a great opportunity to host multi-cultural potlucks; if your venue allows food, hold a ‘Dinner and a Movie’ event and discuss the film over a meal.
• Consider activities that get people out of their seats and talking to one another. Successful activities have included collective art projects; photo booths; walking tours; and film related games. These activities encourage the audience to drive the activity and are great alternatives in communities where a local “expert” or connection isn’t available.
6. Confirm
Confirm your screening date(s), speakers and partner organizations! Give them a call or send them an email confirming their participation and next steps. If possible, organize a
meeting or conference call to introduce everyone and define goals, roles and responsibilities.
7. Important Advocacy Guidelines and Restrictions
ITVS is a federally funded 501(c)(3) non-profit public media organization. We do not take positions on social issues. However, we certainly can and will partner with organizations who do. We want to assure that the views and positions of our partners are not ascribed to ITVS. Here are guidelines to keep in mind:
Partner Organizations:
May explain their views and positions at Indie Lens Pop-Up events.
Should distribute educational materials, resources, and information that details their views.
May inform audiences about how to get involved after the event.
Cannot solicit direct action at Indie Lens Pop-Up events (this might include petitions, signing appeal postcards, letters or other obvious forms of political action).
May solicit donations at events, such as contribution information or a suggested donation.
8. Invite! Promote! Create Buzz!
You cannot invite too many people, and you cannot do too much publicity and promotion. That event planning disaster they tell you about where way too many people show up and there aren’t enough seats: wish for that!
Also keep in mind that promotion in and of itself helps us all meet some of our goals. If 100 people come to your Indie Lens Pop-Up event, but 10,000 are aware of it due to your clever promotional strategy, then your organization, partners, local station, and Independent Lens will all benefit.
We recommend that you use Eventbrite or another RSVP system to register guests for your event. Evenbrite is free, and allows you to collect email addresses to help build your general e-mail list that you use to promote all Indie Lens Pop-Up screenings. If you are using Eventbrite or an RSVP system, keep in mind that in general approximately 30% or more of RSVPs don’t actually show up to the event. This of course varies based on your community and event. If possible, it is recommended to allow event registration to exceed your venue capacity to account for this drop off, but please be sure to coordinate directly with your venue in case there are certain policies or waitlist procedures that must be followed.
Partner Organizations Can Promote the Event Through:
• Mailing lists • Email lists • Blogs • Social media • Newsletters • Websites
Media Contacts to Consider Approaching to Promote Your Event:
• Social networking sites (Meetup groups, etc.) • Local public television station
• Local radio • Blogs
• Daily newspapers
• Niche papers/ethnic press • Weekly alternative papers • College/university papers • Community calendars
Promotional Outreach Strategies
• Network! Attend local events that are produced by other organizations. Not only will this keep up to speed on what is happening in your community, this will also help you think of creative new ideas, and meet experts/organizations in your community that you may find future synergy with around a film.
• When another event in your community is happening on a related theme/topic, ask the organizers if they would be willing to cross-promote with you.
• Keep postcards with you and handout/distribute at the various places you go and to the new people you meet.
• Post flyers on community boards.
• Contact educators at local schools and universities.
• Your local public television station is often a great promotional resource. They often have mailing lists, newsletters, and e-blasts which can include your event details. Some stations are also able to promote your event on-air.
9. The Best Part: The Day of Your Event! Before the Guests Arrive
Every venue will be different, but remember that it is ideal to provide a place for partners’ materials to be displayed, including materials for Indie Lens Pop-Up and your local station (if applicable). With that, we suggest securing at least two tables for literature: one for Indie Lens Pop-Up and the local station, and one for partners’ materials (this will also help us to make distinctions between partners who may take positions on issues, and the public media organizations who do not).
On Your Literature Table
• Clipboard with sign-in sheets (collect emails!)
• Flyers or postcards for upcoming Indie Lens Pop-Up events
You should also have at least three clipboards with sign-in sheets (one for each table, and one to keep with you and pass around to collect email addresses to receive the Independent Lens newsletter and updates about future screenings). Ask folks to sign-in! To expedite the process, consider leaving a bowl at the table where guests can leave their business cards. (Please be aware that ITVS does not sell or give away our mailing lists).
Screening and Discussion Set-Up
• If there is a podium, affix the Indie Lens Pop-Up banner to the front of it. • If there is a PA system, be sure to check the microphones before the event. • Be sure and do a general tech check of all video and audio, and run a small
segment from each DVD to make sure there’s no trouble once the lights go down.
• Make sure to project the film in 16:9 aspect ratio.
• Have everything in place before your guests begin to arrive. Ask your featured guests (station reps, partner reps, other speakers) to arrive at least 15 minutes before the scheduled start time and review the event run-of-show with them. • Make sure that your panelists will be able to access the stage, that they have
somewhere to sit, and make water available. Having a table for the panelists to sit at is optional, and for certain events may be necessary, but many feel that this creates a barrier between the panel and the audience.
• Give some consideration to your audience members’ experience from the moment they walk in the door. ITVS will provide recommendations, suggestions, and resources for activities that will help create a dynamic experience for your audience. Is there an activity they can do while waiting in the lobby? Consider having an event specific background available for people to take selfies and post to social media (encouraging others to come over to the event). Use some of the relevant facts and figures from the discussion guide to create a PowerPoint that plays on the screen while the audience is waiting for the program to begin. Don’t forget some background music to set the mood, and an inexpensive coffee and cookie reception is always appreciated.
Always bring a back-up copy of the film.
10. It’s Showtime!
Once your guests have arrived, the event should begin on time.
Every Indie Lens Pop-Up event should begin with an introduction from the front of the room. Introductions and welcomes should be given by you, a station representative, or a partner.
It is always best to write out your remarks and introductions. Remember to keep it concise. ITVS provides a sample script that you must use that includes key information, but it can be customized to your local needs and announcements.
LIGHTS, CAMERA, ACTION! ROLL THE FILM! During The Credits
After the film, while the credits are still rolling, assemble your speakers and get them in place. When the lights come up the moderator should provide a segue to the
discussion. For example:
“Wow! What a wonderful film, and now to help us explore these issues a little further, please let me introduce our speaker/panel.”
Conversation is at the heart of Indie Lens Pop-Up events! Make sure there is time for Q&A with the audience. Most standard panel discussions have about 20 minutes of directed panel conversation by the moderator, and 15-20 minutes of audience Q&A/dialogue.
Monitor the discussion, and don’t let it go all night!
reminds everyone about the literature tables, broadcast date, resources on the Independent Lens website and announces the next Indie Lens Pop-Up event!
11. That’s a Wrap!
After an Indie Lens Pop-Up event, there are a few quick things to do before calling it a wrap:
Report back to ITVS
1. Complete the event report online for Indie Lens Pop-Up within 7 days of your screening.
Follow-up with All Partner Organizations, Speakers, and Local Public Television Station
1. Call or send an email to thank them for their contributions to a successful event. Ask them for any feedback, and to share any positive outcomes they have seen as a result of participating in the event (and include this in your online event report!). If they are a partner you would like to work with again, let them know that you would love to keep in communication about future collaboration opportunities.
2. Provide partner organizations with copies of the sign-in sheets.
MEASURES FOR SUCCESS
Answering the below series of questions can help to begin to assess if the event was a success by some basic measures. But the key is to consider these questions and those outlined in the online event report BEFORE the event, and in so doing, ensure that some basic steps are taken that can help deliver happy partners, full houses, and local buzz about your organization and Indie Lens Pop-Up.
Partner Organization Participation & Satisfaction
• How many organizations participated in the event?
• What was their level of participation? Did it feel meaningful, or more surface level?
• Did they feel that the investment of time and resources in this project was a valuable one?
• Would they participate in a future Indie Lens Pop-Up event?
• Do they plan to use the film and/or discussion materials in their own work, perhaps at a future event?
Audience Attendance and Engagement
Consider your responses to these questions in preparation for completing your online event report.
How many people showed up to your event?
Did the audience stay for the post-screening discussion or activity? How did the audience respond to the film?
What level of participation did the audience have in the discussion?
Did they take information from the partner organizations or speak with any of the panelists afterwards?
How many contacts did you collect for newsletter sign-ups?
getting more involved?
Publicity and Media Coverage
Was the event listed in newspaper and online event calendar listings and partner organization websites and/or newsletters?
Was there any news coverage of the event (radio, print, online, TV)? Were e-mail blasts sent out from the public television station and partner
EVENT PLANNING CHECKLIST
Beginning of New Season[ ] Identify potential season partners (who will support more than one film with promotion/speakers) and corporate sponsors
[ ] Post all event dates/times to the Independent Lens event listings website
[ ] Adapt season calendar template and post on bulletins, distribute to season partners and in the community
[ ] Adapt season launch press release template and send out to local media Two Months Before Event
[ ] Identify and approach potential speakers/moderators. Explain Indie Lens Pop-Up model; provide online link of the film (for preview purposes only), discussion guide, and engagement strategies tipsheet; and confirm their participation
[ ] Contact potential local partners to help shape the conversation and support promotion (may overlap with speaker requests), send an email outlining roles and responsibilities of the collaboration
[ ] Contact local PBS station to go over proposed event plan and timelines [ ] Begin planning any additional engagement activities (if applicable) Four to Six Weeks Before Event
[ ] Create RSVP page using a free service such as Eventbrite
[ ] Customize event flyer and label for postcards and distribute to local partners and in the community (bulletin boards, college campuses, and other regular posting locations) [ ] Remind your partners and local PBS station to promote the event via their website, newsletter, email blasts, and/or social media and provide promotional templates for each medium
[ ] Your organization promotes event through your website, newsletter, email blasts, and/or social media adapting the ITVS promotional templates
[ ] Adapt and distribute film press release to local media and follow-up with reporters [ ] Calendar listings filed before deadline (for closest publication BEFORE the event) in weekly papers, daily papers, college/ethnic/or niche press, and with radio stations [ ] Submit or update event with confirmed information on Independent Lens event listings website
Three Weeks Before Event
[ ] Confirm all final event details, including panelists and any other event logistics (e.g., catering, etc.)
[ ] Review RSVP count and determine if additional promotional activities are needed [ ] Schedule an event planning call with all partners and panelists, if applicable One Week Before Event
[ ] Remind partners to make a final promotional push to their communities through all available channels, providing sample messages and posts they can adapt
[ ] Do a tech run and test the screening DVD at your venue Day Before Event
[ ] Create an event “run-of-show” document that details the event agenda, who is responsible for what, and contact numbers for all staff, partners, speakers, etc. Email to your partners, speakers, and staff who will be working the event with you.
[ ] Send event reminder to RSVP list and your organization’s email list, and make a final social media promotional push
[ ] Set aside all of the materials you will need to bring to the screening event: screening DVDs, postcards, season calendars, email sign up sheets, script, etc.
Day of Event
[ ] Ensure the venue has provided all necessary equipment. Check all audio and video systems before the event. Give the screening DVDs to the projectionist and check them for playback on equipment - always have a back-up DVD!
[ ] Indie Lens Pop-Up signage (provided by ITVS) is in place before the event
[ ] Literature tables are set up (one for Independent Lens and local station, and one for partner organizations)
[ ] Partner representatives have arrived and set up their materials. Provide printed copies of “run-of-show” document to partners/speakers, as applicable
[ ] Collect audience email addresses (for future event announcements) via sign-in sheets [ ] A volunteer has been designated to take photos, count attendance, and document audience quotes
[ ] Intro script is ready, and event host and panel moderators are prepared
[ ] Enjoy the screening, discussion, and audience participation that will result from all of your hard work!
Within 48 Hours Post Event
[ ] Thank all speakers and partners, and provide event sign-in sheets as applicable [ ] Write your event report while the information is still fresh in your mind!
[ ] Send ITVS any event photos/videos, and share on social media using #indielens
ABOUT ITVS
Independent Television Service (ITVS) funds, presents, and promotes award-winning documentaries on public television, innovative new media projects on the Web, and the Emmy® Award-winning weekly series Independent Lens on Monday nights at 10 p.m. on PBS. Mandated by Congress in 1988 and funded by the Corporation for Public
Broadcasting, ITVS has brought thousands of independently produced programs to American audiences. For more visit itvs.org.
