Running A MOVIE PREMIER EVENT :
I often get asked, “ how one goes about organizing a Premier?” This is a HUGE concern, and although I would be more than happy to share the highlights with you here, it would take a small book or hefty pamphlet to go through all the details so here are just the headlines.
The following outline is an informational packet on how to organize a Premier:
I. EVENT TIMING CHECKLIST
II. EVENT ORGANIZATION
- Scheduling your film date
- Time of Event
- Venue
- Audio/Visual Requirements
III. SPONSORSHIP
- Local Sponsors (sample proposal below)
IV. PROMOTING AND MARKETING
- Promotional Materials Provided
- Budget
- Newspaper
- Radio
- Press Releases/Photos
- Posters
- Flyers
- Tickets
V. YOUR REQUIRED RESPONSIBILITIES GUIDELINE
- Requirements
VI. EVENT STYLE/TIP
- Audio/Visual Equipment
- M.C.
- Tickets
- Sponsor Exposure
VII. AFTER PARTY
Please see my previous article on this one.
VIII. BOX OFFICE/ADVERTISING REPORTS
I find it also helps to create a checklist – see below for an example of one.
EVENT TIMING CHECKLIST
******Keep Receipts of money spent on Event********
Immediately:
- complete and return contract and deposit of any venues used as well as public space
- secure venue
- find local sponsors
- select media for the show (You Have to Spend Money to Make Money!!)
- secure partnership with newspapers, radio stations, magazines and local media
- contact Sponsor Sales Reps
One month before the show:
- make sure all contracts are signed for venue
- work with local shops and sponsors for advanced ticket sales
- prepare ad copy for media
- work with sponsors for door prizes
- Take Tickets to be sold at local Shops/advanced ticket outlets
- reserve audio/video equipment
- send out direct mailers
- start placing posters and flyers
- start email blasts
Two weeks before the show:
- check and replace missing posters
- email blast again
- submit ads to media – I use PRNEWSWIRE -
- begin radio ads
- collect door prizes/ items for goody bags from local sponsors
- CHECK FILM FOR ANY TECHNICAL FLAWS. VERY IMPORTANT!!! WATCH THE ENTIRE FILM!
One week before the show:
- check and replace missing posters
- email blast again
- distribute more flyers
- Take additional tickets and send to clients you want for future business, remember the success of this event seen by the right clients will guarantee many more.
Day of show:
- test audio/video equipment 4 hours before the showing
- flyer in the morning – PREMIER COMING TO TOWN< SEE THE STARS< etc.
- email blast in the morning
- pick up any rental equipment
- organize all door prizes/goody bags
- collect money from advanced ticket sales –should you have sold some tickets -
- arrive several hours before show time to get everything ready
- hang banners and necessary sponsor advertising
Day after the show:
- fill out and return Advertising Report – always make a report so you can judge the success of the event
- fill out and return Box Office Report and ALL receipts of costs incurred
- final settlement
- return all grand prize entry forms to Head Office
- collect and return samples of all promo materials
- return a minimum of (5) digital photos of the event to publications, partners and keep on record for your portfolio/website
- send thank you notes to sponsors/ clients/ VIP attendees
- return rental equipment
II. EVENT ORGANIZATION
- MARKETING AND SALES STRATEGIES
- SCHEDULING YOUR FILM DATE:
- DATE OF EVENT – Plan date at least two weeks before any Premier Minimum
- AVOID: Football games, major sporting events or holidays
- TIME OF SHOW (Recommended Timing) 6pm Doors, 7:15pm Movie
- VENUE (Showing Location), audience accessibility (driving, tube, bus, walking).
What to look for in a venue
- Good, comfortable seating capacity
- Parking
- Audio-visual equipment
- Speakers, Projector, Screen etc.
- In-house staff projectionist, ushers, ticket sellers, ticket takers, security, etc.
- Liquor License – preferably
- Booth Display area (mezzanine)
AUDIO/VISUAL REQUIREMENTS
- DVD Format of Video
- DVD player
- LCD projector
-Specs to ask about:
- Number of Lumens (minimum 2000)
- Throw distance
- Picture Size Range
- Front/Rear Projection capabilities
- Screen (Min 8×10)
- Front or Rear Projection
- Amplifier
- Two speakers (minimum power of 50-75 watts each)
- We strongly recommend that you use a professional projectionist for audio/video equipment. For rental of equipment look on Google or tweet me -
III. SPONSORSHIPS (Extremely Important to Make Money)
LOCAL SPONSORS:
Sources:
- Shops
- Breweries
- Energy Drinks (Red Bull/ Monster)
- Magazines
- Restaurants
- Radio Station
- Newspaper
******
What they can give you:
- Money
- Ticket Outlet
- In Store Advertising
- Mailing List Blast of Event Flyer
- Email List Blast of Event Flyer
- Inclusion in Their Established Media Buys
- Advertising Trade Out (Radio/Print)
- Free Venue Rental
What you can offer them:
- Logo on your local promotional pieces – flyers, posters, newspaper ads, etc.
- Tag on local radio and TV ads
- Booth space in the venue – our national sponsors get priority
- Raffle Product – free tickets – from Local shops, clubs
- Product sampling in venue – attractive to restaurants and beverage companies
- Involvement in an exciting event that captures a younger crowd with money to burn
- Free tickets to give to their VIPs
- Banners at show
IV. PROMOTING AND MARKETING YOUR EVENT
Think about where your audience hangs out and promote in those places.
Be creative!
PROMOTIONAL MATERIALS PROVIDED:
- DVD format of film
- Posters
- Tickets
- Press Release master copy
- Colour photos
- Newspaper Ad slicks
- Flyer master copy
- Email template
- Radio spots (upon request)
- TV commercial (upon request)
BUDGET:
- Outline an Event Ad Budget
- Spend 10% of what you expect to make
NEWSPAPER:
- Trade tickets for ad space.
- Advertise in papers that fit your demographics- college, university, and entertainment papers.
- Advertise in free event calendars.
- In the ad the largest print should be the date, time, place, and ticket information
RADIO:
Select the station that will appeal to our audience (usually 16-38 year old listeners)
- Get the station to be your “Events Presenting Sponsor.”
- Tag the event as brought to you by “Radio Station Name”
- Offer trades and complimentary tickets in exchange for free advertising/spot announcements
- Have radio personalities to be at your event (“live” remote)
- Have station do live ticket giveaways (a pair a day for 5 days prior to event)
PHOTOS AND PRESS RELEASES ****submit in person****
- In expensive form of advertising
- supply color photos from the film
- submit to sports and entertainment editors
- submit to all high school, university and local newspapers
EVENT TIE-INS:
(Places to flyer/market/email)
- Radio Station Events
- Other Parties and Events
POSTERS:
- 25% four weeks prior to the show
- 25% three weeks prior
- 50% two weeks before the show
****Get permission to put them up (will stay up longer = More affective)
Info To Put On Posters:
1. Day and Date (Largest)
2. Giveaways/Prizes (Largest)
3. Place
4. Time
5. Ticket Outlets
EMAIL:
Event Style Tips/Recommendations
This is your event and you want it to go off as well as possible. Create a relaxed, fun, somewhat party atmosphere so everyone is getting pumped for the upcoming season. Have a DJ or some good music playing over the house sound. Make the event a good time for all. Set aside plenty of time for setup because it always takes longer than you anticipate.
AUDIO/VISUAL EQUIPMENT:
Make sure you are at the venue several hours before to set up the A/V equipment and to test the audio and visual with your copy of the film. Always have a second copy of the film for back on hand at the event.
MC:
Find a good person to control the flow of the event. This person should be comfortable in front of a crowd and do a good job of entertaining them. Make sure this person gives thanks to our title and secondary sponsors as well as your local sponsors.
SPONSOR EXPOSURE:
Make sure that any sponsor banners are hung up in highly visible areas. Again, make sure that there are no banners hanging that would conflict with our Title or Secondary sponsors. You must also thank our title sponsors as well as your sponsors during your PA announcements. Creating as much exposure as possible for our sponsors as well as your sponsors is the key to keeping them happy for the future.
AFTER PARTY:
Many promoters like to have an after party that all the viewers can go to after the movie. This keeps the party going and everyone stoked about the whole event. Find a beer or liquor sponsor for cheap drink specials. Let a bar or club know that you are going to promote this party to all your attendees so they can book a band or DJ for the party. We find this to be the best way to top off a night of movie watching and glamour.
AND REMEMBER – (this is known as a shameful PLUG…bear with me)
Nomad food and design wants to help you in any way we can! We want your shows to be a huge success.
Related articles
Related posts:
Tags: London Organising Committee of the Olympic Games and Paralympic Games, Sebastian Coe
