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
      1. View all movies
      2. Post production to level quality
      3. Create a programme for each daytime Session, considering: one hour total show, who is attending, vary themes (including music, genre, age group)
      4. 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
      5. Notify the schools so they can make their own decision about which movies are submitted for the Evening Showcase AND inform the organisers
      6. Continue DCP conversion.
      7. Visit Hoyts, meet with manager and plan details
      8. 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
  • 2019 Team:
  1. Theatre managers: Cinema 1 Dorothy and Sally; Cinema 2 Fiona and Heather; Cinema 3 Lenva and Dave; Evening Fiona and Dorothy with Kevin
  2. Foyer managers: Anne and Chris, Jenny and Russell
  3. Lighting support: Cinema 1 Tia, Cinema 2 Shanaia, Cinema 3 Hoyts staff
  4. Photos: Karen
  5. Set-up: Chairs, fairy lights, spot lights, display etc; Garth and Kent

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