Teacher Resources
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Programming the Film Festival
Managing timeframes for a successful Film Festival event over the year:
One year out
Book the venue, confirm date, time (8am to 9pm), establish a liason person at Hoyts, confirm quote for hireage
Inform schools, principals and lead teachers of the date (ensure it is in the Manaiakalani Calendar)
Confirm the theme for the movies (eg confident, connected, actively involved, lifelong learners)
Meet with principals to confirm participation and gather name of key liason teacher/s
Inform schools of dates for movie completion ie last day to submit a movie NB: This is the Friday of second to last week of term 3. Mop up over last week of term, with all in before the last day of term!
Two terms out
Connect with film festival lead teachers to
refresh the Google Group, making sure the correct people are in the group for mail out communication
co-construct attendance roster (which schools attending which daytime session)
co-construct seating plan - how the theatre space will be divided up
reminders of all the details about the event
Get a feel for how many movies are in the pipeline
Confirm movie deadlines - last week of term 3
check that buses/ trains are booked
Email Admin staff to make sure they are in the loop. They are essential to the success of this event and need to be contacted by the organisers, not left to principals/teachers.
Contact Theatre and confirm booking - preferably a face to face meeting
One term out
Google Form for submitting movies - this will have ALL the details about each movie to streamline programming
Folders set up on Google Drive for the movies to be uploaded to: Year level > 13 individual school folders with appropriate access permissions
Check DCP conversion system to be used this year with Hoyts and locally designate a person to do the conversion of files
Select a child to present the intro/outro segments and arrange the script and filming
Term Three holidays
Movies have been submitted so organisers need to
View all movies
Post production to level quality
Create a programme for each daytime Session, considering: one hour total show, who is attending, vary themes (including music, genre, age group)
Work out an a percentage basis how many movies each school may submit for the showcase ie if a school submits 10 out of a total of 40 movies, they are allocated 25% of the 'air-time' for the evening session
Notify the schools so they can make their own decision about which movies are submitted for the Evening Showcase AND inform the organisers
Continue DCP conversion.
Visit Hoyts, meet with manager and plan details
Take DCPs to Hoyts for ingestion
One month out
ramp up Google Group communication with detailed planing - keep emails to one topic per day, use tags
reminders about student presenters, school attendance at day sessions, transport for school and presenters
Email Admin staff - keep in the loop
Notify media
Invite guests - corporate, volunteers, sponsors, supporters
Schools nominate helpers - ushers, drivers, teacher attending all day etc
Display stand underway ie publicity stand for each school to display at Hoyts > if this is wanted by principals
Three weeks out
Evening session runsheet must be complete by now
Begin ticket sales for the schools - using a Google Form on website with responses visible beside it
Insist people use the Google Form so there is a priority booking system
NB: hold back 50 tickets to give to invited guests -MC, corporate, volunteers, sponsors, supporters
50 seats down the front for presenters - can be used at last minute if excess demand - in which case need to bring in more school chairs to seat presenters waiting their turn
Arrange viewing sessions at Hoyts- typically 8am - watch as many sessions as practicable
Teachers select children who will present their movie on the stage/podium
Two weeks out
check key teachers have visited theatre for a walk through
student presenters learning lines
whole school has permission slips for transport etc sent home
organisation in place for transporting school and student presenters in place
ticket sales underway for Evening Showcase
liase with MC
liase with Media
liase with Hoyts
One week out
organise website
organise films loaded to blogs
check teachers understand the blogging procedure
encourage commenting and positive feedback
See gear check list below...
During the day
Team member with projectionist to interface and provide support - need cell phone for communication
Having team members in the foyer taking charge of seating all day very helpful
Encourage schools to comment on films as part of Cybersmart day
2020 Team:
Theatre managers: Cinema 1 Dorothy and Sandy; Cinema 2 Fiona and Tia; Cinema 3 Matt and Dave; Evening Fiona and Dorothy with Kevin
Foyer managers: Chris, Jenny and Russell
Lighting support: Cinema 1 Shanaia/ Tia, Cinema 2 Hoyts staff, Cinema 3 Hoyts staff
Photos: TBC
Set-up: Chairs, LED lights, spot lights, display etc; Garth
Evening Ushers: Donna, Jenny (hosting inside - reserved seats) : Doors- Dave, Matt, Russell, Lenva
Gear List to take to the theatre
15 extra chairs for below stage - five per theatre, then all to Cinema 1 for evening
Blue tack - lots
torches
cell phone
Run sheets for:
projectionist
detailed for each session
ushers
seating plans for each session
runsheet of day/evening , particularly noting which schools attending each session
Stage Management for stage/children managers
all run sheets, with at least one set enlarged to A3 to bluetack on wall
set of seating plans
torches, supplies, extra chairs
Projectionist pack
Give at the beginning of the day
runsheets
bluetack!
organise a support person to work with the projectionist and liase with each production team