Creating a Time-Line
In order to make up your Event Schedule, you must consider every element of the program and its sequence and likely running time. These could include:
- Setting up the theatre - special equipment and technical checks
- Setting up the lobby - displays and concessions
- Volunteer briefing
- Taking money (and any other vital information you've decided you need) and giving tickets.
- Allowing time for concession purchases
- Getting people seated
- Your introductions and announcements
- Other speakers
- The Screening: If you are showing more than one format, for example a video short before a 35mm film, allow time for the projectionist to move from one projector to the other. If this will take more than a minute, you may want to fill time with an announcement. (see Information Bites)
- Q & A - set a limit for formal Q & A; interested audience members can always stay and continue talking informally while you begin to empty the theatre and clean up
- Allow time for people to purchase sales items, visit information tables, sign petitions or mailing lists
- Getting people out of the theatre
This is the basic estimate of how long your event will take. It may make you decide to adjust your start-time if, for example, public transport stops running or the magical hour for babysitters to go home comes up half an hour before you expect to complete your event. Remember, things almost always take longer than you think - 200 warm bodies milling about is very different than you and your six friends blocking it out alone. Therefore, make sure you figure this out well in advance - before you print the tickets!
