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Film Chairperson Guide

Film Guide

 

 

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Before You Begin

As your school's Film Chair, you are taking on the responsibility of providing your campus with quality movie entertainment. We wrote this guide, with the help of our customers, to assist you in organizing, planning and managing the ideal program for your school. Throughout these pages you will find valuable information about selecting, ordering and publicizing movies, and much more.

The most successful people, no matter what their endeavors, have learned the key to success is planning... determining what you want to do, then planning how to do it.

Ask yourself, ‘What type of program do I want?’: Blockbuster movies, alternative films, silver screen classics, foreign films, special event programming, midnight movies, cult favorites or a combination? "Do I want to provide a campus activity for a special audience or a campus-wide audience?" Does your campus have restrictions on the types of movies that you may show? Finally, ask yourself "How many people do I need to help me do this?"

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Your First Step

Call your Swank Motion Pictures Account Executive to meet your film provider and confirm any new addresses, phone numbers, e-mail addresses or office hours.

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Selecting Your Movie Titles

You cannot please everyone, but try to fulfill the different needs of the student body. Find the types of movies that are most popular among your students. This is not a good time to let your personal tastes influence your decisions.

Your Swank Account Executive will be happy to send you additional copies of our catalog so each member of your committee may have their own personal catalog.
You should also:

  • Take a look at past films and see if a certain genre (action, comedy, sci-fi) of films was more popular than another.
  • Look at other events going on around campus and see if a movie would fit in with that programming.
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Legal Liability

Remember, any public showing - even videocassettes - requires a license.

The motion picture titles listed for college use by Swank Motion Pictures, Inc. are cleared by the studios we represent for public performance exhibition by our customers. This means our customers have the legal right to show these titles before groups of students, faculty and their friends on their campuses. The "home use" versions of these same titles, obtained from video stores, retailers, etc., are not cleared for public performance use by colleges, schools, etc. because proper licensing fees to the copyright owners have not been paid for such use. Swank pays these royalties for you. For more information on "Copyrights" contact your Swank Account Executive.

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Shipping Instructions For VHS, 16mm Film and DVD Users

Your films, multiple video and multiple DVD orders will contain a pre-paid UPS return label and your single video and DVD orders will contain a pre-paid Parcel Post return label. This label will be included in the film case with the packing materials. It is best to take this label out right away so it does not get misplaced. On the UPS label you are only required to fill out the address information, you do not need to fill in the reference number. Place the label on the film case (remove the other UPS label to avoid confusion) and drop the film off THE NEXT BUSINESS DAY after your show.

Prompt return of films is vitally important. If you are unable to return the film the day after the show, contact your Swank Account Executive to see if other arrangements need to be made.

When you order several films at once you may have several different UPS labels. If one of those labels is a UPS Air return label instead of a Ground return label, make sure you know which film needs to be returned with the expedited label. An air return label indicates that the film needs to be expedited back to make another show. Always log the tracking numbers on your returned films and keep them permanently in a book that can be passed on to the next Film Chair.

If UPS does not have a regular pick-up at your office or venue where you can drop the film off, or a local drop box, call UPS at 1-800-742-5877 and arrange a pick-up.

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Shipping Instructions For 35mm Users

35mm returns will vary by film. Many titles are shipped from Technicolor via DHL. These titles will arrive one day prior to the show and will be picked up the next business day after the show.

If you are not able to have the film ready for pick up the next business day, let your Swank Account Executive know PRIOR TO THE SHOW as you will be assessed a $25 fee if Technicolor comes in to pick up the film and it is not ready. Films that do not arrive from Technicolor will be coming from various depots and trucking companies. If your school is very close to a depot and you would rather pick the film up yourself, please let your Swank Account Executive know. The method for returning these films varies. You will either have to ship the film back yourself or Swank can arrange for a trucking company to come back in to pick up the film.

Communication between you and your Swank Account Executive is important for the delivery and return of these films. It is recommended that you call for instructions on EVERY film, as there may be some variances (for example, the film may need to be sent directly on to the next customer).

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Advertising: How To Get Rid Of Empty Seats

One of the major preparations for showing any movie is the advertising. Let people know about your movie so they will go to see it! It is the intent of most movie companies to ensure the success of your program by assisting you with free promotional materials. These services vary from company to company, but almost everyone offers something.

Swank Motion Pictures, Inc. offers the following publicity materials on many titles, free of charge:

  • 8 1/2" x 11" BULLETIN BOARD POSTER MASTERS
  • PRESS SHEETS FEATURING AD SLICKS
  • ELECTRONIC PUBLICITY (Including a movie logo, synopsis and color photo)

Also available for a small charge are four-color theatrical type posters, which are 28" X 40" - just like the kind you see in your local movie theaters. We can also provide you with a customized video trailer.

Availability of these materials varies from title to title but your Swank Account Executive can advise you on specifics. To assist your promotional efforts, Swank Motion Pictures, Inc. now provides access to advertising materials via the Internet. High-resolution photographs, movie logos, quotes and reviews can be obtained through the Swank Electronic Publicity Program to assist you in creating your own advertisements. For more information about electronic publicity, ask your Swank Account Executive.

The following information must appear on all advertising materials for your publicity to be effective:

The Show date - Be sure to include the day of the week as well as the calendar date. Survey your students to see what the best day of the week is for them to watch a film. Consider trying multiple day showings to give more of your audience a chance to see the movie.

The Time - List all show times. Remember to list A.M. or P.M. Survey your student body to see if one time is better than another. Also take into consideration night classes and commuter students when picking the time.

The Location - Be as specific as possible. Make sure to include room numbers if applicable.

Admission - Do you charge different admission prices for various groups (such as students or staff)? Is a school I.D. required? If it's FREE, say so!

For More Information - No matter how hard you try, no piece of publicity can tell the whole story. Give your audience a phone number they can call to get additional information.

The Name of the Sponsor - Take credit for the activities you sponsor. People appreciate knowing what your group does and, if you offer quality programming, look forward to your next event.

Distribution is as important as having good publicity materials. Ask yourself, if you had only five posters to announce your movie, in what five places on your campus would your audience most likely see them?

Look for high traffic areas on your campus, such as main classroom buildings, student lounges/unions, dining halls, residence halls and libraries. Other areas that lend themselves to other types of publicity due to high traffic, but at which you cannot use posters, are parking lots, dining room tables, mailboxes, concession machines, sidewalks and restrooms. Ideas have ranged from taping announcements to candy bars, table tents, stenciling movie titles on sidewalks and various forms of "john door" news. Here is an opportunity to create some very imaginative advertisements and utilize Swank's new electronic publicity. Be creative, but be sure to check on what your school's policies are on the posting of materials on campus.

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Free Publicity Venues

Remember to take advantage of any free publicity venues available on campus. They include "Calendar of Events" listing in your school paper, indoor/outdoor marquees, announcements at other campus events and "activities hotlines"/ recorded telephone announcements and notices over your Residence Life Cinema channels.

It is extremely important that you do not advertise to the general public. Shun free publicity in regular newspapers and radio stations as it violates your license to use theatrical movies before campus groups. Keep all advertising on campus.

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Movie-Supplier Obligations

For many, your position on the Film Committee offers you your first introduction to business. It is the hope of your supplier that this introduction will be a pleasant one. To accomplish this, there are certain things you should expect and receive.

It is the responsibility of the supplier to make all business transactions as simple as possible. Ordering should not involve red tape. You should expect prompt and proper confirmation of your orders. A courteous, cheerful attitude on the part of the supplier goes without saying. They are people to turn to for advice and help, not only in actual ordering but also in other phases of your series. Thanks to tips given by other Film Chairpersons, suppliers have gained a lot of knowledge on the "do's and dont's" of running a successful series, and they want to share it with you. They're also people to turn to for help with advertising. Advertising should be supplied either free or for a small handling charge. It's their desire to make your film program as successful as possible and good advertising helps insure success.

Early print or videocassette arrival is another thing you should expect. Your movies should arrive at least two days ahead of your show date. (If you have not received your movie by then, be sure to phone the company.)

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Our Obligations

As you would expect a company to be efficient, positive and reliable, the suppliers expect the same of you. Basic communication is needed; both should be informed of changes by either side.

You must realize that the contracts are legally binding and, therefore, a serious matter. An attendance report, when requested, as well as income derived from the showing, must always be accurately reported. Complete your contracts and reports in full and return them promptly. If the film is not delivered to your school two business days prior to the show, it is your responsibility to call your Account Executive. We can handle almost any emergency if given a reasonable amount of time.

You, as well as your projectionists, are responsible for the care and handling of the film. Once the film is in your possession, you are liable for any damage or loss, so be sure to check your equipment to prevent damage to the film, videocassette or DVD during your presentation.

Most company policies on the return of movies state that you must return the film the first business day after your showing. You should ship it in the manner specified by the company and be as cooperative as possible in late-return situations.

Returning movies is one of your most important functions since another Film Committee just like yours is depending on getting it immediately after you. Even if you are only going to be one day late in returning a film, contact your Swank Account Executive regarding shipping instructions, as it may need to be expedited or sent directly to another school.

You will receive updates throughout the year. It is good to make a binder in which to keep all of this information. This will be helpful for you as well as being a good resource for the next film chair. One mailer you will receive is our newsletter. This contains promotion ideas from schools around the country. It is designed to give you advertising ideas to make your film program as successful as possible. We will provide you with as much advertising material as possible, but we encourage you to come up with creative promotions on your campus to get your students excited about the film program.

You will receive a confirmation and all of your promotional materials about five to seven days after you order your film if the film has a confirmed release date. Check the confirmation for date, title and format accuracy. If you see any discrepancies call your Swank Account Executive. When you receive the confirmation you should begin the requisition process for a Purchase Order number or a check. If you need any additional information to generate a P.O. or a check, please let your Swank Account Executive know.

You will receive an attendance report with each of your films. Fill out the attendance, and if you charge admission, the box office numbers as well. Your films are vs. 50% so if you make more than twice what you paid for the film you owe 50% of that amount instead of the original rental fee. For example, if you paid $800 for your film but made $2400 at the door, you would pay a total of $1200 (50% of $2400) instead of the $800.

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Do Not Lend Your Movies

As a member of the Film Committee, another campus group may approach you to "borrow" your film, videocassette or DVD. Don't do it! A feature movie is copyrighted material and it is illegal to allow unauthorized persons to use the movie. The same applies to showing it on unauthorized days. Bear in mind you only have the right to do with the movie what you contracted.

Again, make sure you do not advertise to the general public. Keep all advertising on campus.

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Evaluation: Make It Better The Next Time!

An excellent way to guarantee the success of your next movie is to survey your audience immediately after the current showing. Was there anything that was not done that should have been done in your pre-show preparations? Was your auditorium comfortable as far as seating and temperature control? How about equipment and operation? Can you improve it? Were you satisfied with your publicity? What occurred that you wish hadn't? List these things and then determine what action you can take to prevent their recurrence. An evaluation should also be conducted about halfway into your series. How has the audience accepted the choice of movies? Has your audience grown or diminished over this period? Maybe a few changes are all that are needed to continue the success for the remainder of your program.

At the end of your first semester you should make an evaluation of your entire series to record both the high points and the pitfalls that have occurred. Assess not only your movie selection and the acceptance of it by your audience, but also your advertising methods. Attendance does not necessarily determine success. Ask instead if your program satisfied the specific needs on campus and met the goals you set at the beginning of your term.

Your final analysis will aid the transitions as you pass control of the program to your successor, or else allow you to be better prepared for your next season.

Best wishes for a successful term as Film Chair! All your efforts will be rewarded with an exciting and well-accepted series. It is our hope that this booklet may, in some manner, be a stepping-stone toward your goal.

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