Host Kit
Welcome
We are continuing to add more information and resources to this page, so check back for future updates!
Frequently Asked Questions
All Trails Film videos have subtitles, generally in English. We do this to increase the accessibility of our content and because many films may include other languages.
Can I have the subtitles in other languages?
Yes! Translation of subtitles requires additional costs and time to prepare, but is possible.
Are there Closed Captions?
Unfortunately, most of our videos include subtitles only. While subtitles are increasingly popular, we look forward to when closed captioned content is equally readily available.
Wait, what’s the difference again?
Closed captions are designed for deaf or hard-of-hearing individuals. They provide audio descriptions of the video, including sound effects and speaker identification.
Subtitles, on the other hand, are written dialogue that assumes the viewer can hear the audio. Traditionally, subtitles were only used to translate dialogue into another language, but now many venues display subtitles to support accessibility and due to the popularity of audiences wanting subtitles.
Ticket prices are set by our hosts, and prices vary.
Ticket prices for Trails Film events have ranged from $10 (when the host organization largely subsidized the event cost) to $25 for larger events. Some hosts make tickets $15 each or $20 for a pair. Other events are free to attend!
Ticketing infrastructure/platforms, facility fees, taxes, etc, can all impact how events are ticketed.
At this time, we are unable to fiscally sponsor projects or act as a ticket platform for events.
Yes! You can add additional films to your event, but we ask that it is clearly indicated to the audience that it is a local film.
Will it be added to the Trails Film program video file?
Due to limited ability to provide technical support for additional films, local films shown alongside Trails Film programs are not added to our video files. You will receive our video program file download, and you are welcome to play your local film after the completion of our program.
Yes! You can ticket your event.
Hosts pay a program fee to Trails Film, enabling 100% of the income hosts make by ticketing, asking for donations, raffles, sponsors, etc., to be entirely the host organization’s income.
Yes, as scheduling allows, we are able to provide preview links for films to be included in custom programs.
This option is up to you and your event budget. If you wish to have Trails Film show up to host your event, let us know.
If you’d prefer to host the event yourself, that’s great! We’ll give you a template event Run-of-Show that can help get your event off the ground.
No, we operate both as a business and a fiscally-sponsored project of Fractured Atlas, an arts non-profit.
Trails Film's Hosting Process
- To get started, it is best to start thinking about a potential Venue and Date. While these do not need to be finalized, they are key ingredients to prepare for your event.
- Once you have a potential date and venue, you can send us an inquiry for a custom or pre-packaged program.
- We’ll then reach out to schedule a 30-minute consultation to discuss your event, walk you through the process, and answer any questions.
Please note: When our team’s capacity is limited, priority may be given to hosts who have submitted a deposit or paid their program fee.
- After our discussion, we will compile an estimate or invoice for your event. This will specify an amount and timeline for payments to Trails Film. A payment (50% deposit or full payment) will be required to receive any assets from Trails Film.
- Hosts of custom-programmed events may have the option to preview their film program (in case board approvals or similar are required),
- You’ll receive marketing assets and the video program files via a download link. Marketing assets can be used to print posters or post on social media. At this point, you will also receive a PDF license for presenting the program.
- You’ll download the video program file to a computer to test the video playback in your venue. We recommend you do this well before your event to ensure time for correcting any issues, ideally more than one week prior.
- You’ll hold a successful event!
- Afterwards, we ask you to complete a short feedback and testimonial form.
Webinar Introduction
Using Film Festival Events To Fundraise And Build Community
Our recent webinar presentation for American Trails offers an overview of information worth considering if you are part of an organization thinking of hosting a festival screening event. More resources will be provided soon.
New Event Worksheet
Following the discussion in the webinar above, we provide the following worksheet for getting started in your planning for screening events.
Program Line-ups
Visit our Current Programs page to see what film programs we have available.
Custom programs can be created based upon host organization’s preferences, themes, and to include local films. Some additional fees may apply.
What's Included
- Documents
- Screening License
- Presentation Notes (almost like an event script)
- Technical Notes (tips for screening file)
- Promotion
- Poster Template Graphics
- Social Media Assets
- Template Press Release
- Tips for promoting event
- Downloads
- Video file download
Subtitles
We have English subtitles for all films and encourage screening events to display subtitles during their screenings.
To re-subtitle a film for additional (non-English) languages, the subtitle text files of the films need to be translated. We traditionally rely on host organizations to translate films for cost effectiveness and to ensure quality translations to local dialects or sensibilities.
Once the text files are translated to the new subtitle language, Trails Film can re-print the subtitles to the video files to display during the screening.
Invoices, Deposits & Payments
- The best way to lock in your date and move forward your event preparation is by requesting an invoice and making a deposit of at least half of our program fee.
Contact us to discuss payment options, which include
- ACH bank transfer,
- SWIFT transfer,
- Major credit cards,
- PayPal,
- Wise transfers, and
- some other services if needed.
Navigate
Your one-time or recurring donation will support the ongoing programing and fiscal accessibility of our events for trail non-profits around the world.
The World Trails Film Festival is a sponsored project of Fractured Atlas, a non-profit arts service organization. Contributions for the charitable purposes of The World Trails Film Festival must be made payable to “Fractured Atlas” only and are tax-deductible to the extent permitted by law.
