The Art of Hosting Film
ART OF HOSTING FILM GUIDELINES
All around the world, people are sparking conversation by hosting screenings in living
rooms, libraries, community settings and independent theaters. Film can ignite
movements, bridge build and play a critical role as a catalyst for civic engagement, while
providing incentives for fundraising, policy change, and action. The Art of Hosting Film is
an invaluable resources to help you facilitate your next film event. By bringing your
classroom, organization, community or faith group together to interact, you become part
of an exciting social change momentum igniting collective solutions.
Discover Affinity
Through our interactions, we can discover affinity by connecting with others who care
about local and global issues – urban renewal, economic inequality, climate, humanitarian
and environmental issues, to name a few. Now more than ever people are waking up to
need for an informed and engaged citizenry that is making a dynamic difference. They are
discovering that the collective journey of change can be a truly transformational
experience and adventure.
Film documentaries are key to awakening awareness, galvanizing action, raising funds
for organizations, changing policy, influencing public opinion, and strengthening existing
campaigns and social movements. We encourage non-profit advocacy groups,
businesses, colleges, student groups and local civic, faith and community groups to
unleash creativity and bridge build by hosting film and solution oriented discussion
forums. This engagement guide will introduce you to resources needed to engage your
community as well as offer a few ideas to jump start your creative process.
Mainly, we look forward to hearing about the ways your interaction with film created
impact in your neighborhood, community and in the world. Thank you for your support
and for your active work as an engaged citizen in communities world over.
Here are some suggestions to make your event meaningful and memorable:
PLANNING FOR A LOCAL THEATRICAL OR COMMUNITY SCREENING
Select and pre-screen your film.
Locate a distributor and enquire about screening costs.
License the film for screening and determine the format (physical DVD, BluRay,
DCP or streaming) through the films distribution partners.
Check your selected venues equipment availability and schedule an appointment
with the person in charge – will you need to rent or bring a projector, screen,
speakers, cables, chords, mics, wireless, computers, DVD player? When it comes
to technical considerations always have a backup plan.
Consider venue costs, parking, disability access – as well as what else is happening
on that date to avoid competing with other local events.
Choose a date, time and venue to screen or stream your film.
Your community event can take place at a school, museum, church, conference, retreat, or
community center.
Reach out to other groups in your area to find co-hosts, and potential panelists.
Target your audience or better yet- mix it up. Consider co-hosting with groups you
would not normally consider with the goal of discovering common ground and
creating new alliances, a thriving community and better world.
Reach out to theoretically aligned businesses who might like to be sponsors for your
program.
Events can be a great way of raising money for your organization or campaign.
Consider your budget, financial outlay, unforeseen circumstances, and set
reasonable ticket pricing. Pass the bucket a the event if appropriate.
PROMOTE
Create a post on your blog or website.
Download the films publicity, screening and promotional materials.
Invite guests through printed flyers at schools and community centers, through
newsletters and email lists, press releases, and public service radio
announcements. Typically, a film has pre-prepared promotional materials and
suggestions that you can customize with necessary information.
Ask your partners and sponsors to commit to reaching out through their networks by
supplying them with promotional information.
Send out a press release to local media by creating your own or using the films
Media Kit. A press release should include Contact Information, Title, location, date,
photos, a film synopsis and awards, the films social media. It should include guest
speakers and where tickets are available.
SOCIAL MEDIA
Make a Facebook page for your event and post it on the selected films Facebook
page and social media for cross promotion.
Facebook: create an event by going to the Events tab on the left hand side of your
Facebook.com page. Click +Create Event. Enter your films name and event title
with description, time, date, location ( If you have a Tugg Event page, include that)
Follow your movie on Facebook, Twitter and other social media to get updates and
learn about their impacts and the organizations they support.
Upload a brief video message on social media, tag @yourselectedMovie,
#bepartofthestory
Share your story or stories to others in your community
PRE-SCREENING
Do a technical check 24 hours ahead of time to assure that the projector and sound
are functioning properly.
Check that any subtitles are not clipped at the bottom of the screen.
Prepare a sign in sheet with emails if you hope to stay in touch with folks who attend.
Set up a table with an email sign in sheet, flyers, partner organization materials or
information about your campaign or organization’s work.
Introduce the film before it screens.
Consider booking a band, musician or poet to perform before the screening.
Think about equipment needed to facilitate discussion – microphones, lighting,
table, chairs and water for the panelists.
CROWDFUNDING
Partner with a nonprofit organization related to the cause in the film.
Consider pre-ticket sales via crowdfunding for your event.
Consider your sponsors for perks such as products, gift card, coupons, etc.
FOLLOW UP
Send everyone who attended an email regarding an action opportunity or ways to
get involved further, or just a thank you!
Provide links to the projects social media and newsletter sign up.
Provide links to crowdfunding campaigns, thanking contributors for their support.
If you took photos, post them to your blog, facebook event page or in your
newsletter and share with the projects page.
THINK BEYOND “THE AUDIENCE” – TIPS ON FACILITATING GROUP DISCUSSION
Elect a moderator in advance and have them brief panelists and speakers prior to
the event. Ask the host to have questions prepared for the panel before opening it
up to the audience.
Think of turning a passive media experience into an interactive event where
audience members can discuss take direct actions. Raise the lights so people in the
audience can see each other. Take 2-3 questions at a time. Ask your host to
encourage a diversity of people to ask questions.
Consider handouts with relevant information they can follow up on. Recruit
participants for online conferencing or meetings for continued conversation or
planning.
Consider creating a space for quick shout outs about upcoming events towards the
end of the event.
INTRODUCTIONS
Special thanks to venue, partners and sponsors
Introduce the film and basic information about its purpose.
Campaign highlights and impacts so far locally and globally
Invite to conversation after the film #Bepartofthestory
Promote the films website, social media sharing tools,, take action guidelines,
educational materials.
STARTER QUESTIONS
What are steps we can take together on this issue or cause? Who has interests,
experience and strengths to accomplish specific tasks? How can we combine and
integrate our activities for collective action?
What are some ways that we could network with other organizations, communities?
How can we implement the best solutions?
What are short and long term strategies? How can we combine and integrate our
activities? Who can we learn from? How can we contribute to a movement?
How can people get involved in local movements and stay in touch with each other?
How do we track our progress, measure our impacts and share our stories?
CREATIVE COLLABORATION
– compassionate, creative, and collective IMMERSE yourself in the story.
Choose a topic of interest, get ready for your real world, life changing adventure.
Choose to be inspired. Find others on a similar story adventure.
Research pioneering organizations working on your cause. ENGAGE your community,
group, organizations, schools, business. Together, EXPLORE various perspectives,
identify root causes, accept the challenge, take responsibility. ILLUMINATE possibilities
and positive plans of action. Take collective action. ACTIVATE your plans. Learn by
project based doing – measure, modify, ADAPT. REGENERATE yourself, your
community, the planet. Make the world a more compassionate place.
This adventure requires that you travel light. Unload the baggage of bias. Open your
heart to respectful dialog, perspectives and possibilities. Embark on a path of discovery.
Treasure hunt – find the common ground. Create new alliances based on shared values.
Build trust. Envision a thriving community, a better world. What would it take to get there?
Keep it simple. Enjoy the journey. Share your collective discoveries.