Ocean Frontiers Film Series
SCREENING TOOLKIT
Thank you for hosting an Ocean Frontiers film screening. There is no charge to screen the films, we just ask that you
keep us updated on the event details, provide attendees the post-film questionnaire (links below) and as the event
host, fill out the post-screening report form (links below) after the screening.
Much of the toolkit pertains to public events. If you are holding an in-house screening for colleagues, a home screening
or classroom screening, look through the toolkit to see what is helpful for you. Contact us if you have questions or
need assistance…
CONTACT
Karen Meyer, Executive Director, [email protected] / p: 541-963-2495 c: 503-709-5467
FILM DETAILS
There are four films to choose from:
 Ocean Frontiers III: Leaders in Ocean Stewardship & the New Blue Economy
o 55-minute program, available in standard DVD and download (BluRay upon request)
o 10-minute excerpt, available as download only
 Ocean Frontiers II: A New England Story for Sustaining the Sea
o 45-minute program, available in standard DVD and download (BluRay upon request)
o 28-minute program, available as download only
 Ocean Frontiers: Dawn of a New Era in Ocean Stewardship
o Versions: 80, 60 & 20 minute DVDs, Spanish subtitles, download (BluRay upon request)
 The Great Bear Sea: Reflecting on the Past–Planning for the Future
o 75-minute program, available in standard DVD and download (BluRay upon request)
o 60-minute program, available in standard DVD and download (BluRay upon request)
FILM DESCRIPTIONS
Find at www.ocean-frontiers.org on the Home, About & Films pages. Feel free to use our language.
EVENT TYPE / GOALS
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Large or small, public or private, is it an in-home, agency, classroom or conference showing?
Will it be free or cost money?
If event is free, use a RSVP system to ensure folks plan to attend.
What are your goals/desired outcomes?
What type of audience do you want to attend?
Will you include a post-film discussion panel?
Do you want a VIP and/or an elected official to attend/speak?
Do you want the filmmakers to attend/speak?
INFORM US
Please keep us up-to-date on your event
 Public events are posted on our website at: www.ocean-frontiers.org/find-a-screening.
 We’ll promote public events on Facebook & Twitter.
 We track event details for our records (this is very important to us and our funders).
 Green Fire has limited funds to offset hard costs for events. Contact us to discuss.
Ocean Frontiers Screening Tool Kit Page 1
Ocean Frontiers Film Series
PLAN YOUR EVENT
Please allow for at least 8-10 weeks (if private, 2-4 weeks).
CO-HOSTS
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We encourage bringing together a broad range of co-hosts to help with your event such as NGOs,
agencies, industry, ocean user groups, academia, aquariums, etc.
Identify your ‘ask’ of co-hosts (costs, promotion, generating turnout, finding panelists) and what they’ll
get in return (logo/name in press release, on promo materials, free tickets).
Invite co-hosts to participate. Include above info. Find template ‘Co-host Ask Letter’ at www.oceanfrontiers.org/download.
VENUE
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Pick a known meeting place (theatre, aquarium, community building, university, etc).
Contact venue(s) ASAP to inquire:
o Cost (reserve 2.5 or more hrs depending on panel, reception, etc).
o A/V capacity (need a screen, projector, sound system, DVD player or laptop, microphones).
o Projectionist (must hire for whole event to run sound, lights, electronic file, DVD, etc).
o Dates available (you may have to work around dates they have open).
o Capacity (is it big enough for your event? How many attendees do you expect?).
o Once confirmed, give venue the electronic file or DVD ASAP to check it works in their system.
VIP / MODERATOR / PANEL
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Invite participation of these key people ASAP. Check their availability prior to choosing a date and venue,
if possible.
If possible, choose a VIP to welcome audience. Someone of stature (your Governor, member of Congress,
State legislator, Port Director) will bring credibility to your event, generate press & turnout. University
presidents or a key co-host can also play this role.
Choose a moderator for the panel. They should be familiar with the issues and lead a productive
discussion.
Panel should include 1-4 people knowledgeable about ocean planning and/or topics featured in film. A
mix of fields (industry, NGOs, science, academia, etc) is encouraged.
We advise key participants preview the film in advance. Contact us for DVDs.
RECEPTION
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If a VIP is attending/speaking, a reception is encouraged pre or post film.
Choose a catering company in advance and determine who will cover costs.
Requesting food/drink donations may help with costs (check caterer policy on this).
Check food/drink policy of venue (we recommend not serving alcohol).
DATE & TIME
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If you’ve already contacted the venue(s), co-hosts, moderator, panelists, VIP(s), your date has probably
been determined by their availability. If not, choose a date/time that will not conflict with elected officials
& agencies schedules, community events, etc.
Evenings (Tues thru Thurs) around 6:30-8:30pm usually allow for best turnout.
Ocean Frontiers Screening Tool Kit Page 2
Ocean Frontiers Film Series
EVENT PROMOTION / GENERATING TURNOUT
PRESS RELEASE
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Examples & high-res photos at www.ocean-frontiers.org/press. Customize for your event.
Include a quote from VIP, co-host or panelist, and provide a local hook for the story.
Send to newspapers and radio 3-4 weeks prior to event, 1 week prior and morning of event.
Follow up with phone calls to ensure coverage—this is a MUST. Emailing is not enough.
OPINION EDITORIAL
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Prepare an op-ed about the need for regional ocean planning and opportunities.
Include film event info and why/how it will help inform the need for ocean planning.
Signers should come from the broad range of co-hosts representing different backgrounds—to reach out
to skeptics—or signers could be the VIP(s) or panelists.
LETTERS TO THE EDITOR
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Prepare a LTE to be published following the event.
CALENDARS / RADIO
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Newspapers/radio stations have online calendars where you can post events.
Most radio stations will announce or cover events for free if you are an NGO—you just have to ask.
SAVE THE DATE / INVITATIONS
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Find electronic E-vite files at ocean-frontiers.org/download. SAVE the DATES should be sent out 4+ weeks
prior to your event.
E-vites MUST be sent out by each of the co-hosts to ensure high turnout. Request that it is sent at least 2
times.
Hand written invitations may be necessary when inviting VIPs/ elected officials.
PROMOTIONAL MATERIALS
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Download and edit our customizable promo material with your event specifics:
o Ocean Frontiers I, II, III - ocean-frontiers.org/download
o The Great Bear Sea - ocean-frontiers.org/download-links-great-bear-sea
E-vites – see above
Posters - Ask co-hosts to post in offices, schools, community locations, etc 2 weeks prior.
Handbills (4 per sheet) – Pass out at related events prior to your events
WEBSITE / BLOG / SOCIAL MEDIA
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Make sure to post event details to your website & co-hosts (include a catchy image).
Link to film website: www.ocean-frontiers.org.
Ask co-hosts to include event announcement in email newsletters
Post event on blogs, ocean forums, on Facebook, Twitter and LinkedIn. Tag us on Facebook:
@OceanFrontiers and Twitter: @Ocean_Frontiers
ADVERTISEMENTS
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If funds are available, we suggest placing Facebook ads or boosting posts to your target audience.
Ocean Frontiers Screening Tool Kit Page 3
Ocean Frontiers Film Series
THE EVENT
Make sure all of the co-hosts and panelists are aware of most of the event logistics to aide in a smooth, successful
event. Feel free to make the event your own (these are just here to help). Find an Event Task List at www.oceanfrontiers.org/download too, to help keep track of who is doing what.
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Panel Discussion – Notify moderator/panelists of your plans prior to event.
o Prepare table, chairs and drinking water for panel.
o Make sure there are microphones with sound set up.
o Moderator or panelists can introduce themselves (brief, less than 1 minute each).
o Moderator needs to respectfully keep panel on track—mitigating argumentative discussion and keep
time.
o Moderator should prepare some initial questions to ask the panel.
o Allow audience to ask questions either by raising hand or via note cards.
o If you wish, allow panelists to have a 1-min wrap up speech each, at the end.
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Reporters / media – Call and remind them to attend and report on the event.
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Reserve seats – For VIPs, panelists, co-hosts.
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Posters / signs – Make your event known: print out a few posters to hang on venue entrance, theatre door,
etc, and print/hang up directional signs leading people to where the event is.
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Volunteers – To help set up, check in attendees, take tickets, hand out Questionnaires, etc.
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Outreach tables – Include tables with info about your work / mission if there is room.
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Questionnaires – Print enough for each person to receive one. Hand out as people enter theatre with pens
or place on seats prior (if seats are flat).
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Audio/video check – Arrive 1-2 hrs prior to event & double-check this all works and do a sound test.
Confirm projectionist will be there to handle this (lights, microphones, A/V, etc).
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Welcome audience – Example ‘Welcome Speech’ at www.ocean-frontiers.org/download. Adjust to your
community/region.
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Photos/video – If possible, take pics/video, especially of VIPs, the ‘Welcome’ & panel.
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Live Tweeting – Encourage Twitter users to live tweet during the event, using #healthyoceans.
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DVDs – Ocean Frontiers DVDs are available for you to sell at your event. You may buy in bulk prior for $10
each (must purchase at least 10). You may keep the proceeds.
POST EVENT
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Reporters / media – Follow-up; ask if they need more info, photos, etc.
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Letters to the editor – If you had one prepared, send it out to respective papers.
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Thank you – Send cards/emails to VIPs, panelists, moderator & co-hosts.
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Photos/video – Please send us copies, if possible.
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Blog post – If you can, please share a blog about your event.
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Questionnaires – Please mail completed Questionnaires to: Green Fire Productions, PO Box 369, La Grande,
OR 97850.
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Post screening report form – Please take 2 minutes to fill out the appropriate form. It’s very helpful to
us—thank you! Find links to forms at ocean-frontiers.org/resources
Ocean Frontiers Screening Tool Kit Page 4