step 1: know your goals and audiences

4-8 weeks before the event

Who do you want Music by Prudence to see? Do you want to bring people together to take action around the issue of inclusiveness, legislation, or to fight stigma? Do you want to bring new members to your coalition or organization? Or would you like to tell the story of Prudence to a group of people who aren’t that familiar with the life of a person with a disability, or about living with a disability in a country like Zimbabwe? All of these are excellent goals. Understanding your intended audience is the most important step to organizing a successful event.

step 2: find the right location

4-8 weeks before the event

We recommend looking ahead at least 4 to 8 weeks to schedule your event, in order to allow for sufficient planning and outreach.

Where will your screening be held? At a community center? In a living room? In a church? If not in a media space, be sure that good projection is provided. Make sure seating is comfortable.

Also, think about accessible parking options when choosing your location, and list them on the invitation. Make sure your event is accessible to all people with disabilities, including your site, the promotion materials, presentations and handouts. In addition to local movie houses, consider your non-traditional venues such as the library, school gymnasium, community center, place of worship (after a service or other event), or your home (“house party” or “dinner and a movie”). Be sure to be aware of concurrent events such as religious holidays, sports games, student exam dates, festivals, concerts, etc.

And what will happen after the screening? An informal discussion utilizing our Conversation Guide? Or perhaps a guest speaker or small panel? Our Screening Guide has many additional suggestions and ideas.

step 3: choose a screening package

4-8 weeks before the event

We want it to be easy to show Music by Prudence and of course we understand the financial constraints of small organizations. That’s why we’ve developed special screening packages that “pay for themselves”.

Here’s how it works: while you do have to pay to order a package, several of our Screening Packages offer the option of buying an extra bundle of DVDs to sell at the screening. Our experience tells us people often want to buy DVDs after a screening. Buying DVDs at a bulk rate helps your fund-raising endeavor. You can sell extra DVDs at the event so that the screening basically pays for itself.

Special note for educators, librarians and student groups: classroom and library use requires the educational-licensed DVD. Student groups, however, can normally use screening kits for extra-curricular screenings, but need the educational version for academically sponsored events.

step 4: get the word out

4-6 weeks before the event

Publicity helps get people to attend your screening event. Advertise the film screening on public calendars (in local newspapers or on organizational websites), send emails to like-minded list serves, and post fliers around town.

You may also want to spread the word through social networks like Facebook and Twitter. You may want to work with partner organizations, put posters up in your community, or even send press releases to local media.

The Screening Guide has great suggestions and detailed strategies for publicity and outreach!

Also, we offer a downloadable poster, an invitation template, press release templates, and more.

step 5: preparing for the event

3 weeks before the event

Choose a facilitator for the event, preferably someone with experience facilitating and/or a particular interest in the rights and lives of people with a disability. The role of the facilitator is to provide context for the film, to lead the group discussion and maybe a group activity. The facilitator will need to screen the film beforehand, and draft discussion questions in advance of the event.

If there is an additional speaker, make sure to put this person in touch with the facilitator in advance as well (it is always uncomfortable to present with someone whom you’ve never met; by speaking before hand they can develop their own “flow”).

CONVERSATION GUIDE: To prepare for the post-screening discussion, you may want to download and read our Conversation Guide, that will make it easy to lead a targeted discussion about issues in the film, like inclusiveness, legislation, the fight against stigma, and personal stories.

step 6: make a list, and check it (twice!)

1-2 weeks before the event

It’s easy to overlook small details when managing multiple elements of an event. Double check the Event Planning Checklist on the last page of our Screening Guide, to be sure that you haven’t forgotten anything.

This list is not absolute, and you’ll want to have back up plans and the flexibility to overcome last minute changes or challenges to your event.

TEST EQUIPMENT: Prior to the event, test your equipment to be sure that everything (picture, sound and everything else) is working properly. If using a TV, be sure that the screen is large enough for everyone to see, without having to twist around in their seats.

Check for lights or windows that may bleed light onto the screen, check for reflections if using a large TV screen. Play the film to make sure that it works and check sound quality with spoken words not just opening music.

Remember to check for accessibility to the screening room and bathrooms for people with disabilities.

step 7: the event itself

We suggest giving a brief introduction before the screening to let people know that there will be a post-screening conversation, and to encourage them to stick around! If you have any special guests, you may want to announce that as well.

Once the film is over, you should announce that you’ll be selling the DVDs that you ordered with your screening package, and to have someone available with the DVDs during the discussion.

The Conversation Guide will help you frame questions and lead a targeted conversation about issues in the film, in your community, and in the personal lives of the people present at the event. Be sure to leave enough time for the conversation, as this will be your opportunity to connect Music by Prudence to issues in your audience and your community!

We hope that your screening of Music by Prudence will be a great success! Good luck!