film premier timeline
DESCRIPTION
Event management for film premier timelineTRANSCRIPT
Name: Jessica NortheyEvent Name: An Evening at the Movies
Timeline and Date Selection
Date selection: The event is called “An Evening at the Movies” which goes along with a theme of having a date night to see a movie. This concept can coincide with Valentine’s Day as an event after the holiday passes, but people are still in the spirit of celebrating love and going out on a date. The marketing can also suggest gifts for Valentine’s Day to go the weekend after, as well as Christmas gifts. The event will be held at AERO Theater in Santa Monica, California. (“Events at the,” )
Direct competition: In Santa Monica, California, there are several art house theaters that will have movie viewings during the same weekend of this event. The Laemmle Theatre plans their movie viewings up until the end of 2012. (“Coming soon to,” )
TIME FRAME TO DO LIST / TASKS DATE NOTES
October 8, 2012 Research potential sponsors Book venue Aero theater rental
Obtain rights to show a movie in public October 15, 2012
Create a sponsorship kit Send RFP to designer
October 22, 2012
Place calls and start to meet with potential sponsors
RFP deadline to decide on designer October 29, 2012
Sponsor follow-up
November 2, 2012
Deadline for sponsors to confirm
November 12, 2013
Design marketing materials Includes:-Poster, window cling, brochures, and print ad
Deadline to receive sponsor logos November 26, 2012
PR campaign begins Press releases to media
Send RFP to 3 printers December 10, 2012
Presale Tickets go live Online e-tickets
Social media updates Possible updates:-Sponsorship info-Trivia about the actors/directors-Ticket info
Finalize designs For poster, window cling, brochures, and print ad
January 4, 2013 RFP deadline and decide on a printer Update social media Possible updates:
-Fun filmmaker tips-Movie trailer
Receive CD Soundtrack and DVD + Blu-ray combo pack merchandise
Receive physical units
January 11, 2013
Send artwork to printer and publication Hollywood Reporter publication gets print ad design. Other marketing
material to printer.
Update social media Possible updates:-Fun filmmaker tips-Ticket Info
Pay all deposits required Venue, printing invoices, etc.
Book photographer Order step and repeat background with approved sponsor
January 25, 2013
Confirm participants (Presale Count) Early confirmation of ticket sales
Finalize order for F&B, contact venue manager with final order
Confirm refreshments
Proof poster, brochure, print ad, and window cling from printer
Receive final Soundtrack CD merchandise Receive final DVD and Blue-ray combo pack merchandise
Order card reader, iPad, and Printer to sell tickets at the door
Obtain event insurance $5 mil policy for venue
February 1, 2013
Staff meeting Review agenda
Update social media Possible updates:-Ticket info-Sponsorship info-Trivia about actors or directors in film
Rehearse on-site personnel: Appoint all event staff, door ticket sales, concession staff, Event Director/Production manager
Check list / Agenda review
Make calls to those who did not RSVP to confirm RSVP deadline
February 8, 2013
Update social media Possible updates:-Ticket info
Establish Base Camp (Production mgr.) Mobile Office in theater
Sponsorship Recap Mail Media package
Review all confirmations Food, Actors for Q&A booked, etc.
Send guarantee to venue Only confirmed RSVPs
Finalize travel arrangements Confirm itinerary and reservations with Expedia for: hotel, air, and car package
Create lists, signage, and VIP passes RSVP guest lists and any media to decorate venue (Movie Posters)
February 15, 2013
Sound check and dry run A/V staff
Establish on-site presence with security Production manager
Hold pre-conference with faculty Owners and staff
Check to see if all materials have arrived Double check all inventory. Obtain expendables
Make phone calls to all sponsors to confirm the
event details
Ship merchandise to venue February 23, 2013
Event date – see daily itinerary for details
February 28, 2013
Send thank you notes Sponsors, volunteers, specific vendors
Pay Gratuities/tips; any other fees March 4, 2013 Mail sponsor recaps To include:
-Explanation of all benefits received-Samples of anything with their logo on it-Formal thank you letter
Create Final Report/Summary Was the event a success? What can be improved for the next event?
Review budget Did event make a profit, break-even, or loss?
References:
Coming soon to laemmle theatres . (n.d.). Retrieved from http://www.laemmle.com/comingsoon.php
Events at the aero theatre in santa monica. (n.d.). Retrieved from
http://www.americancinemathequecalendar.com/aero_theatre_events