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Planning Your Screening

Welcome! This page walks you through everything you need to plan your screening of The Alabama Solution. Use the checklist below to track your progress and click into resources as you go.

🧠 Why This Matters

Every successful screening depends on small but essential details. When the room is too bright, the audience disconnects. When sound cuts out or the file won’t play, we lose the impact of the story. This checklist ensures each host has confirmed space, tech, registration, and communications so audiences can experience the film as intended — powerfully, smoothly, and professionally.

We ask you to please copy/paste, or download a PDF of this page and use this to prepare for your screening.

⁠

✅ Readiness & Tech Checklist

✅ Readiness & Tech Checklist

Task

Role

Timing

Owner

Not Started

Notes

Confirm screening date & venue

ASAP

Not Started

Ensure location, date, and time are finalized.

If you received a confirmation packet, please submit it along with any additional requested documents

⁠

HERE

⁠

ASAP

Not Started

Required for grant processing and promotion approval.

Confirm partners / co-hosts

4 weeks before

Not Started

Identify local groups supporting or co-hosting.

Implement promo plan (invites / graphics)

3–4 weeks before

Not Started

Confirm invitations sent and graphics shared.

Registration link / sign up form created and working. (We are requesting a list of names and emails from all screenings)

3 weeks before

Not Started

Test RSVP or Eventbrite form; link must load correctly.

Social media posts scheduled / live

2 weeks before

Not Started

Verify campaign tags and handles used correctly.

Flyers / posters printed or distributed

2 weeks before

Not Started

Optional physical outreach.

Confirm AV equipment (projector, speakers, laptop, cables)

2 weeks before

Not Started

Verify all required items available on-site.

Download the

NDA

⁠

and submit it

HERE

⁠

1 week before

Not Started

🔴 Critical: Test picture, sound, and transitions in the event space.

Download film file or confirm screening link access

1 week before

Not Started

Ensure video file or streaming link is downloaded, tested, and backed up.

Test full AV setup in actual room

1 week before

Not Started

🔴 Critical: Test picture, sound, and transitions in the event space.

Confirm room lighting (can be fully darkened)

1 week before

Not Started

Check curtains, switches, or alternate spaces if needed.

Confirm on-site tech support or backup plan

1 week before

Not Started

Assign a contact person for troubleshooting.

Confirm volunteers / staff

1 week before

Not Started

Assign greeters, discussion facilitator, tech helper.

Final reminders to audience

2–3 days before

Not Started

Send reminder email / social post with event details.

Photo & reporting plan ready

Before event

Not Started

Assign who’s capturing photos and uploading them.

Post-screening feedback link prepared

Before event

Not Started

Confirm QR code or form link works.

Thank-you emails / posts planned

After event

Not Started

Draft ahead so you can send promptly.

There are no rows in this table

⁠

🏛 Venue Planning

Choose a venue that can comfortably host your audience and provide the right technical setup.

What to confirm:

Capacity: Does the space match your expected attendance?

Contact: Who is your venue point person?

AV setup: Projector, screen, and amplified sound available?

Accessibility: ADA-compliant seating, restrooms, ramps, etc.

Notes: Any special considerations (outdoor permits, weather backup, power needs)?

Venue tips:

Whenever possible, choose a venue with built-in projector and sound.

Always prioritize accessibility.

If outdoors, secure permits and confirm backup plans in case of weather.

⁠

🤝 Partnerships & Co-Hosts

Strong screenings often have strong partners. Think about who in your community can help bring people to your event.

Potential partners include:

Faith groups

Student organizations

Local nonprofits or advocacy groups

Libraries or cultural centers

Civic groups and community leaders

Be clear with each partner about their role (promotion, providing volunteers, offering space, etc.). Confirm their commitment early.

⁠

💸 Budget & Mini-Grant Use

If you received a mini-grant, here’s how you can use it:

Eligible expenses include:

Venue rental

AV or equipment needs

Light food and refreshments

Accessibility services (interpreters, captioning, childcare)

Promotion (printing flyers, boosting social media posts)

Honorariums

⚠️ Please note:

Screenings must be free and open to the public.

Fundraising activities tied to the screening are not permitted.

⁠

🧑‍🤝‍🧑 Accessibility Checklist

Make sure your event is welcoming and inclusive:

⬜ ADA-compliant seating and restrooms available

⬜ Captions on the film enabled (captioned version provided)

⬜ Interpreters secured if needed (can be covered by your mini-grant)

⬜ Childcare or family-friendly setup considered (optional)

⬜ Quiet space available for those who may need it (optional)

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