Using the Trails Film New Event Worksheet:

This document is designed to be used to guide a conversation and brainstorm things to consider when planning a new event. Use this by yourself or within a group.

Event’s Primary Goal: Pick One

• Community Building & Engagement
• Education
• Public Promotion
• Fundraising & Business Partnerships

All events will likely create benefits towards each of these goals, but choosing one as your primary focus can help make decisions later when considering the below questions.

Notes:

Audience

• Think of your known audience, your community that can count on to show up and list them:
  
  
  
  
  
  
• What special needs or accessibility requirements are required?  
  Also consider the  general public and how you can be accessible to new communities.
  
  
  
  

• Advertising and marketing?
   What channels do they already use to hear from you
  
  

• What subtitles are needed?
  
  
  
• Do you want to ticket the event? Free RSVP? Open?  
  $15 may be suggested or ask for suggested donation
  
  
  
  
• What stories do you want to feature? 
  Think about local films, thematic interests, and balancing a diverse line-up.

Location

• Beloved community space or auditorium? Theater? Outdoors?
  Match your event’s primary goal with the venue you choose. List options:

• Is it accessible?
  List considerations or limitations for the above
  
  

• How many people fit the venue?
  This determines audience size.

• What restrictions are in place? 
  Think: taxes, licenses, permits, etc.

• Free venue or rental fee?
  This can require in-kind donations, additional sponsorship, or tickets sales.

• What equipment and staff will be needed?
  This can require in-kind donations, additional sponsorship, or tickets sales.

Program & Runtime

• How many hours of program are you screening?  What is your ideal program?
  Consider variety, community interest, and budget.

• Intermission? Introduction? Closing remarks? 
  Account for time for transitions and on-stage presentation

• Speakers? Discussion?
  This can be what makes festival events special.

• Promotions from partners?
  Account for time to thank your partners or share the stage with them.

• Emcee or presenter?
  Who are the main voices for the event?
  
  
  
  
  
• Fundraising / Raffles?

Partners

• What EXISTING  partners will you need to make this happen?
  Deepen your connections and give public recognition to partners.

• What NEW partnerships should you forge in creating this event? 
  Grow your connections and network

• Think across your community, from small and large. 
  List small partners and then go larger and larger. Include other sectors/industries.

• How can you use in-kind support or volunteer help?
  Free access to venues, donated items or labor

• Media and communications partners?
   Grow your audience

Next steps:

We share resources for hosting at https://trails.film/host

There you’ll find information about pricing and programs and be able to send us an inquiry for hosting an event.