In recent years, we've seen a remarkable shift towards virtual interactions, a trend accelerated by the need for social distancing since early 2020. Today, hosting engaging and successful online events is not only feasible but has become a mainstream option. While nothing can quite replicate the experience of watching a film in a crowded theater, virtual film screenings and discussions offer unique advantages, such as increased accessibility and the ability to connect with special guests. However, virtual events come with their own set of challenges. Whether you're planning a film screening or a discussion, here are some updated tips to ensure your event is a success.
How Do I Acquire Distribution Access?
One of the biggest questions when scheduling an online screening is how to acquire distribution access to the film. Although it may seem intimidating, there are many options available. Educational streaming services are a great place to start. Sonoma County Library recommends checking if the film is available through the library’s Kanopy subscription. Check out our article on Kanopy and Hoopla for more information about library streaming services.
For smaller films, you may be able to directly contact a film distributor, which may lead to getting a free or discounted distribution link. If you have the opportunity, a partnership with another company can help spread the word and alleviate costs. Before the pandemic, Alden Library hosted events at Athena Cinema, a local arthouse theater. As Alden has moved to virtual screenings, they have continued their partnership with Athena, with the theater providing distribution links.
How Do I Build an Audience?
Once you have sorted out all the details of the screening, it is important to build an expansive audience of attendees. Create an online registration form so attendees can find all relevant information and send the link to as many people as possible. Pragda, a distributor for Latinx films, recommends reaching out to educators who can then send the information to a perspective educational audience. Networking with other libraries or distribution companies to promote your event can also be very beneficial. Without the constraints of meeting in person, people from all over the world can attend, so cast your net wide!
How Do I Navigate Copyright?
When organizing a virtual film screening, it is important to keep copyright infringement in mind. Although you want to reach as large an audience as possible, it is important not to post distribution links on general public sources. If you are reaching out to a school or university, you can post an event announcement in a school newsletter, but copyright-sensitive material should not be broadcast to public sources. Take a look at our public performance rights guide to see how to handle the legalities of public film screenings.
How Should I Handle Q&As?
The discussion portion of your event is a great opportunity to engage with your audience. Handling Q&A sessions during live streaming and online film screenings requires some planning and preparation. Pragda recommends making discussion the central focus of the event. They typically give people who register for the event one week to view the film through the distribution link, and then host a zoom meeting to discuss the film. The New York Public Library has a similar model for their events, which they refer to as a “book talk” model of programming, as it mimics the format of a book club discussion. Zoom’s Webinar feature is an excellent format for larger discussions or interviews. With this feature, panelists are able to speak and share their screens and audience members can type questions into the chat. This feature allows you to better moderate your event and ensure everything goes smoothly. Here are some tips to help you manage Q&A sessions effectively:
Prepare in Advance: Before the screening, prepare a list of questions that you think the audience might ask. This will help you anticipate and prepare responses in advance, ensuring a smooth discussion.
Designate a Moderator: Appoint a moderator to manage the Q&A session. This person can help keep the discussion on track, ensure all questions are answered, and prevent the session from going off-topic.
Use a Chat or Q&A Feature: Many online screening platforms offer a chat or Q&A feature that allows attendees to submit questions in real-time. This can help streamline the Q&A process and ensure all questions are captured.
Encourage Audience Participation: Encourage attendees to participate in the Q&A session by asking open-ended questions and creating a welcoming and inclusive atmosphere.
Keep It Concise: Keep the Q&A session concise and focused. Set a time limit for each question and answer, and try to keep the discussion on track.
We hope these tips from libraries and distributors help you plan your next virtual screening or discussion. Without the constraints of meeting in person, the possibilities for virtual events are endless.