The Partners
Overview
One of the great rewards of film screenings can be working with other like minded individuals to collaborate on making something better than the individual elements alone.
This overview section will focus on some of the main types of collaborators you are likely to work with and what to expect. Your choices are not limited to just these options though. If you can think of something to enhance your screening that you can't make happen yourself, you can always try and find someone else that can and work together for mutual benefit.
Venues
Aside from already having access to your own venue there are two other options. A pre-existing venue or an available space. Pre-existing venues could be places like independent cinemas, pubs, bars, clubs, museums, community centres or any public building where people cna congregate to watch your film. Other spaces tend towards more specialist environments such as parks, historic buildings, wildlife spaces, cemeteries or places where you would consider it unusual to screen a film.
You can find out more in our venues overview.
Artists and Designers
Not everybody knows their Comic Sans from their Scalable Vector Graphic or their Helvetica from their bleed marks. It's a good idea to try and understand some of the basics, if only so that you can help frame your conversation with a designer more accurately, and you can find more details on our resource overview page.However there's no need to master Illustrator before starting your film screening career.
Initially when you first start screening and begin research and work on your identity you may get to a point where you need to engage a designer or an artist to help hone your ideas and research into a crystallised form.
There are many people of all different styles and skills who offer design skills and services to others. As such take time to work out what you want for the elements of your promotional material. This will allow you to prepare a more coherent brief, with example work, and guidance on what you want to do with the finished product. When you begin looking for a designer review their portfolio of work. Do they have previous work of the kind you are commissioning them for, have they created logos, posters or flyers before? Taking these steps beforehand helps you to select the right person to work on the design for you as well as helping them get a clear idea of what it is that you want.
When you begin to engage a designer as well as supplying a detailed brief you should discuss any budget limitations and how much you expect (or they are willing to give) in drafts before additional work is done on the final product. Be clear in what you want and when you discuss revisions be honest in what you want to see changed without being blunt.
A designer wants to create good work but they also want to create the right work for you, honest communication is a vital part in this process.
Speakers
Whether you are putting on films that have cultural interest, historical significance or are genre masterpieces they'll stimulate some conversation.
As the host of an event you'll be taking on some of the MC duties for the night such as welcoming everyone and going over any house rules for the screening. If the film is a personal favourite you might also introduce the film with some notes about production and give the audience an idea of the film's place within it's own time as well as influences it may have had on later films.
Some films though can benefit from a more detailed introduction. As an example Science Fiction films may have a technical or ecological theme that can be discussed beforehand that give a greater context for why the film was made and how this particular element of the film might have advanced (or declined) since the film ws made. But maybe you don't feel sufficiently qualified to talk at length on a technical subject. That's where a guest speaker can come in handy.
When engaging an external speaker it's best to follow a number of the methods already laid down for approaching other entities. Do some research into who might be available, discuss money with them (some speakers will speak for free, some for expenses and some for a fee) and make sure that having them speak will enhance the overall experience of the film. You can discuss with them whether they want to give a prepared speech or would prefer a more conversational introduction. In the case of the latter prepare some questions in advance and share these with the speaker so that you both have an understanding of how the introduction will be structured.
Of course a speaker does not have to physically attend a screening, with applications such as Skype or Google hangouts, it is possible for your speaker to be at the event without actually being there. While this does increase the potential speakers you can engage it also brings with it another layer of technical preparation. You will need to ensure that any equipment you want to use for this purpose is working and available and that if an internet connection is required that it is reliable.
Other speakers can include people related to the production of the film, genre expert, cultural historians or members of today's film industry who wer influenced or inspired by the film. With some of these speakers an additional Q&A session after the film can bookend a screening. If you have a short informal conversation for the audience before the film and then a Q&A session afterwards this will add to the overall experience of your screening and set you apart from other screenings.
Just as no two screenings are ever alike, no two speakers are either. With the appropriate discussion and preparation before the screening though the possible hitches are minimal.
Culinary
Food can really make a difference to the general feeling of your screening.
If you are screening in somebody else's venue the element to consider first is whether the venue will allow you to bring (and sell) outside food at their venue. If it means you will be competing with their ability to sell their food then they rightly will have a concern about this. Some venues will discuss a revenue share option so that if they lose some sales at the bar for crisps and nuts they will receive a portion of what is sold as part of your screening. Dependent on the situation it may be wise to offer the venue the revenue share you have arranged with the third party. While this means you will not make any money directly you can be sure that this kind of addition to an event helps you to stand out, particularly in instances where you can tie food in with a screening. Though perhaps not for screenings of Soylent Green.
If you are including your screening as part of a social or community event, food may be being organised as a separate strand of the event. There's no harm in speaking to the people coordinating the cuisine to see if there's a possibility to match up some elements but this is not always possible.
If you are screening in a non-traditional venue such as a park or similar then you have a freer hand in one sense that you can engage whomever you think would enhance your event. As mentioned in other sections when you are engaged in this kind of public screening you will be subject to greater responsibility and checks related to public health and safety. It is best to consult with whomever is leasing you the space for information on your responsibilities. In addition to this a meeting with the appropriate staff at your local council or citizen's advice bureau will help you build up a fuller picture of your legal responsibilities and obligations.
Towns and cities often have independent food retailers who are happy to work with other independent outlets in a co-promotional way. For example a local baker might be happy to make some shortbread and label it as Lembas bread for your Lord of The Rings screening. If they have a shop they might also consent to having a poster or some leaflets there. When dealing with other independent outfits like this always treat them the way you would like to be treated and try to ensure a balance for both parties in terms of their aims for getting their work out to an audience.
No matter where you are screening, aim to leave the venue at the end of the event as you found it. At a basic level this includes clearing up afterwards and tidying away any rubbish or detritus from food and drinks at your screening. A clean venue is a happy venue.
The only limit outside of the venue and setup for your evening for food is your imagination. There are food makers out there who will happily collaborate with you to make something special for your event and to reach a new audience through you.
Volunteers
Running a screening does not have to be a solo event. If you need some help with coordinating on the day or think there is a specific role that you can't cover off all the time then these can be shared with other people. You may not be able to pay them but offering to let them sit in on the film event will usually be enough to persuade someone to help. If however someone does want to be paid for their time agree this in advance and make sure that it is something worth paying for. The money will come out of your overall profit so make sure that whatever you are paying someone to do is adding some value to the screening.
Others
You could have a magician maybe?
Summary
Although this is your film screening there is nothing to say that you cannot have other people involved and in a prominent way.
Working alongside others helps to elevate your screening into something more than just saying "Hello, good evening and welcome" before pressing play. They can add to an audiences appreciation of a film, enhance the film-going experience or help to catch the eye of potential audience members with a well crafted poster or promotional image.
No matter who else gets involved be sure to treat them respectfully and honestly, especially when discussing money. That way you build relationships for future screenings and help promote the ideas of film screening outside just your audience and the screening community.
Screeners
Resources
Resource Set 1
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Resource Set 2
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