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