How to Host a Successful Film Screening Event

If you’ve never hosted a film screening event before, don’t worry! We’ve helped hundreds of people host a successful screening of our films over the years. All you need to do is follow the steps below and you’ll be a pro before you know it.

Four Weeks From Your Event Day

  1. Plan for how you will promote your event. After you purchase a public screening license, you will receive a screening kit. Your kit has CD-ROM discs that contain customizable marketing materials. Also, the film website has the film trailer along with other videos, endorsements, and information you may find useful.  
  2. Begin customizing the marketing materials for your event and preparing them for use.  
  3. Begin assembling you post-screening discussion panel (highly recommended). In addition to people in your organization, you may wish to bring in one or more people from our panel speakers list.  
  4. If you haven’t done so yet, reserve a facility and equipment for the screening. Make sure the facility can be darkened sufficiently, is large enough to accommodate the anticipated audience, has sufficient seating or chairs, has a screen that’s sufficiently large and high enough to allow for excellent viewing throughout the room, has a working projector, has a good sound system with microphones, and has a DVD player. You may wish to secure the services of a technician to assist with setting up and running the equipment.  
  5. Purchase DVDs. We’re offering North American hosts the opportunity to purchase Little Town of Bethlehem DVDs at 60% off (under $7.00 each). This gives you the opportunity to resell them at your event for up to $16.95 each and use the profits to help your organization. Purchase five or more DVDs and get free shipping, too! Use special code DVDdeal to get the discount; use special code FreeShip to get free shipping. We’re sorry, but we are obligated to limit this offer to North American hosts due to regional video format conflicts.  

Two Weeks from the Day of Your Event

  1. Begin promoting your event. This includes sending out the press release to your PR department or local media outlets, adding the event information and banners to your website or blog, directing people to the film trailer, hanging up the posters at approved locations, sending email to your subscriber list, and promoting the event in social media (social media tips).  
  2. Confirm that all arrangements are set for your discussion panel participants.  
  3. Make sure the facility and equipment (projector, screen, sound system, film DVD, cables, DVD player, microphones, chairs) for the screening are secured and working, and that you have a technician lined up for testing and running the equipment (if needed).  

One Week from the Day of Your Event

  1. Refresh your marketing. It takes seven impressions for a person to remember a new piece of information. Make sure posters are still visible, have a second set of posters available to replace missing or damaged ones, send a follow-up email to your subscriber list, and continue promoting the event in social media (social media tips).  
  2. If you haven’t done so yet, confirm that all arrangements are set for your discussion panel participants. Select some seed questions to help get the discussion going if needed (your screening kit includes a list of questions).  
  3. Print the education guides and have them ready to hand out at the event.  
  4. If you have a technician lined up for the event, make sure she’s prepared to be on site two hours prior to ensure everything is set up and working properly.  
  5. Check one more time to make sure the facility and equipment (projector, screen, sound system, cables, DVD player, microphones, etc.) for the screening are reserved and that the film DVD is working.  

One Day before Your Event

  1. Prepare your venue. Make sure everything is in place for the event: sound system, microphones (for the panel), projector, DVD player, printed education guides, the film DVD, projection screen, shades or blinds for the windows, cables, chairs, etc.  
  2. Familiarize yourself with the equipment and room lighting controls.  
  3. Make sure the chairs are arranged for optimal viewing.  
  4. Test the equipment. Work with the technician (if you have one) to ensue everything is in place and tested.  
  5. Secure cables. Make sure loose cables are taped to the floor securely where people might be sitting or walking.  
  6. Get the phone number of the facility technician just in case you have any issues the day of the event.  

Two Hours before Your Event

  1. You want to arrive early just in case you encounter any surprises.  
  2. Do a quick double-check to make sure everything is in place and working.  
  3. Make sure that your panel speakers are in town and/or on the way to the event.  
  4. Set up your merchandise table if you have DVDs to sell.  

Event Time

  1. Enjoy the film!  
  2. Have a great discussion!  

After the Event

Please fill out the EthnoGraphic Media (EGM) post-screening survey; it should take less than five minutes to complete. Your responses will help us better serve you and others in the future.

Take the Survey

As a “thank you” for completing the survey, we’ll send you an exclusive link to an inspiriting six-minute video autobiography of Sami Awad, the executive director of Holy Land Trust and one of the subjects of the film Little Town of Bethlehem.

See, it’s not that difficult. If you follow this plan, we’re confident you’ll be a pro by the time you wrap up the event and take the survey. Then you can start planning your next screening event. And you know the best part about that? You won’t have to purchase another screening license!