We have everything you need to ensure that your LUNAFEST event is a success.
Find and download the info, tips, and tools below and get ready to #PlayAPart as a LUNAFEST host.
We are thrilled to welcome you to the LUNA® family as a LUNAFEST® host. You are a key partner in helping us achieve our goal: to champion women in film and support women’s causes. In partnership, we want to make sure that the hosting process is as easy and fun as possible.
2023 marks our 22nd year and we're excited to kick off this new season!
On this page you’ll find a planning checklist and tools to help you organize a successful event, be it live, virtual, or a combination of both. We’ve tried to keep the process simple, allowing creative space for your own ideas. We have included inspiration and tips based on our own hosting experiences. We welcome your input and ideas because you know your community best.
Please read through the checklists and drop-downs below to make sure you’re staying on track. A few time-sensitive steps need to be completed before your event can happen. As always, we are here to help. Please don’t hesitate to reach out if you have any questions.
The LUNAFEST Team | firstname.lastname@example.org
LUNAFEST is a film festival of short films by and about women and gender nonconforming individuals that serves as a “fundraiser in a box” for nonprofit hosts seeking to raise funds for their cause. Each season, the LUNAFEST Team curates a collection of short films (each between 3 and 18 minutes in length) to create a program with a total running time of 70 to 90 minutes (about 1 and a half hours). The 2023 LUNAFEST season officially runs from January 15, 2023 to November 15, 2023. LUNAFEST may be screened at In Person or Virtual events.
Anyone can host a LUNAFEST event! We welcome hosts raising funds for their 501(c)(3) nonprofit organization or 501(c)(4) social welfare organization, or campus groups officially sanctioned by their school. Individuals or groups that are not nonprofits may also host a LUNAFEST event if the net funds raised go to a nonprofit beneficiary organization. LUNAFEST events cannot be hosted for profit.
Events can be held anywhere in the US and Canada, in person, or virtually. If hosting in person you are responsible for finding and renting the venue space. LUNAFEST events have been hosted at theaters, auditoriums, libraries, community centers, schools, cafes, drive-ins, etc. The films are delivered for In Person events via digital download, DVD or Blu-ray disc. Our virtual events are hosted on Eventive, our virtual platform partner. The Video On Demand screening window is 48 hours to start viewing and 48 hours to finish viewing.
Yes. There is a one-time donation fee of $250 that is paid directly to our nonprofit partner, Chicken & Egg Pictures. We will send you the direct payment link with your confirmation email after you submit your application. Chicken & Egg Pictures supports women nonfiction filmmakers whose artful and innovative storytelling catalyzes social change. All additional net proceeds from your event may go to your nonprofit organization or beneficiary.
Once we have confirmed your event, you may find all the downloadable marketing assets you need in this HOSTING GUIDES section. These include editable posters, postcards, and digital ads; social media assets such as posts, images, event page headers, Zoom backgrounds for virtual events, and more. Downloadable film stills can be found on our MEDIA ROOM page. We will also guide you through the hosting process via an email journey that provides step-by-step instructions.
Yes. We encourage you to seek out local sponsors to help offset the costs of the host donation fee, venue rental (if hosting in person), as well as other costs, such as advertising fees or catering costs. LUNAFEST offers a customizable Sponsorship Packet for this purpose.
Yes. You may invite LUNAFEST filmmakers to participate in a Q & A or discussion during your virtual event. Hosts may request a filmmaker email contact list and reach out to the filmmakers directly to invite them to attend or participate in a prerecorded interview session. Appearances are limited to availability and interest of filmmakers. LUNAFEST covers an honorarium fee for filmmakers for their participation in any LUNAFEST event.
Yes. If you would like to view the films in advance of your screening, simply email email@example.com and we'll provide a preview link and passcode for you.
The main driver of success for LUNAFEST events is word of mouth, but there are many ways to reach out to your community. We recommend a combination of the following:
Hosts have had excellent results with fundraising beyond ticket sales alone by offering event sponsorships, silent auctions that run concurrently with their event, and additional donations made during the ticket purchase step.
Tip: Be sure to remind attendees that some companies match donation funds.
SPONSORSHIP + DONATIONS: Many of our hosts seek sponsorships to help with their event costs or to raise additional funds for their event. Sponsorships can significantly offset the cost of running your event. While there are fewer costs with virtual events, sponsorships can help pay for a livestream event, goodie bag swag and shipping, and social media ad fees. Reaching out to local businesses also helps build community involvement around your event. Not familiar with asking for sponsorship? We have an easy-to-use Sponsorship Packet with sample letter, example sponsorship levels, etc. Just click the download icon below.
Also, remember there is space on the event poster template and on your Eventive ticketing page to highlight your sponsors’ logos!
Films feature strong women, powerful images, and impactful language. Stories reflect the diverse perspectives of the filmmakers and their subjects. We recommend age 13+ for the 2023 season films. Hosts may preview the films in advance upon request. Please email firstname.lastname@example.org to request a preview link.
Eventive is an all-in-one ticketing and streaming platform that offers fully customizable virtual screening packages and is optimized for Video on Demand and livestreaming. All of the great updates we made with the Eventive Team last season remain in place for 2023!
What Is Eventive? Eventive is our preferred vendor for ticketing and streaming! Eventive is an all-in-one ticketing and streaming platform that provides an optimal virtual experience. You will be able to upload sponsor logos and intro and/or closing videos if you wish. Each attendee will receive access to create a simple account with Eventive to view your screening. They will also receive reminder emails to let them know when the screening is available to view.
Self-Service Ticket Reports: You will have direct access to ticket sales reporting via your own Eventive admin account. You’ll be able to see who has purchased tickets any time you wish!
Reduced and Simple Fees: We have worked with Eventive to create a simple 5% + $0.99 ticketing fee for all of our events. LUNAFEST will cover the DRM streaming fees associated with your event, as well as the 1% Stripe fee. [Note: Digital rights management (DRM) is the management of legal access to digital content.]
Pass Along Fee Structure: The ticketing fee is passed along to the ticket purchaser, so you do not need to calculate fees into your ticket price.
Direct Deposit Payout for All: Eventive’s direct deposit payout system (called Revenue Sharing) is available to all of our hosts (U.S. and Canada). You will be able to use this monthly payout system for your events. As noted above, LUNAFEST covers the Stripe fee for this service.
Direct Support from Eventive Staff: The Eventive Team will meet with you to set up your ticketing/streaming page; send reminder emails to your attendees; upload your organization logo and sponsor logos on your Eventive page; and upload intro/closing videos.
Real Time Broadcast: This optional feature allows you to screen the event watch-party -style" where attendees tune in at the same time and can interact on Live Chat!
Attendee Support: Eventive provides support for your attendees via Live Chat and offers numerous ways your audience can watch Eventive virtual screenings, including via Apple TV, Roku, and Chromecast. Eventive’s audience support is available from 6 a.m. to 12 a.m. PST, 7 days a week, for your guests and attendees.
Include your own videos! Hosts may upload prerecorded welcomes, sponsor videos, etc. as “pre-roll” (video that rolls before the films play) and upload other recorded content such as prerecorded Q & As to add to their virtual screenings.
Eventive offers three formats for screenings: Video on Demand (VOD), Real Time Broadcast (RTB) + VOD, and RTB + VOD + Livestream.
VOD: The Video on Demand viewing option allows attendees to stream LUNAFEST films any time during a 48-hour viewing window. This is the simplest option for hosts and allows attendees flexibility in viewing the films. The VOD option also allows for hosts to include a prerecorded intro/welcome and/or closing video that can be included in your virtual event. There is a simple 5% + $0.99 ticketing fee, which may be passed along to the ticket purchaser, but there are no other fees!
RTB + VOD: Think of this as a "watch-party-style" event! You can set your VOD event to initially play as a Real Time Broadcast in which users tune in at the same time to view the films together. They are not able to rewind, pause, or fast-forward during this Real Time Broadcast. Once the broadcast ends, the recording will transition to standard VOD in which users are able to view the program as recorded content for the remainder of the 48-hour availability window. A Real Time Broadcast includes a Live Chat window alongside the player window and is a great way to create a shared participation experience for your viewers! The live chat will remain active after the screening transitions to VOD, so people who watch after the Real Time Broadcast ends can still interact over chat. (Or if you like, Eventive can turn off the chat after the RTB transitions to VOD.) There is a simple 5% + $0.99 ticketing fee, which may be passed along to the ticket purchaser, but there are no other fees!
RTB + VOD + Livestream: This option includes the films streaming as a Real Time Broadcast at a designated event time, as well as a livestream section after the films. This is a great option if you want to create a robust “live event” experience with a specific event time and real-time livestream discussion or Q & A after the films. For example, a Real Time Broadcast of the films plus a filmmaker Q & A is a wonderful use of this event. The Eventive Team will help you produce your livestream for a production fee of $250. Livestreams are viewable along with the films on Eventive TV apps that include Apple TV, Roku, and Amazon Fire. After the broadcast and livestream have occurred, viewers are able to view the films and livestream again as recorded content for the remainder of the 48-hour availability window.
How do I submit my sponsor logos?
Sponsor logos can be submitted in JPEG and PNG format only. Recommended specs are at least 600px wide, and either wide or square aspect ratio. Please email them directly to email@example.com at least 48 hours prior to your event.
How do I submit my recorded video welcome (or sponsor video, etc.)?
You may record your video using your phone, Zoom, etc. and you may add in sponsor videos. Make sure to combine everything into one file before submitting to Eventive. Specs are as follows:
Can I host a livestream event?
Yes! Eventive offers a Video on Demand (VOD) + Livestream option. For $250, Eventive can provide a personal event producer to manage your livestream.
How does ticketing on Eventive work?
There is a simple ticketing fee of 5% + $0.99, which is passed along to ticket purchasers. This is comparable to many other ticketing platforms. We highly recommend using Eventive for ticketing your virtual event to ensure a seamless experience for your attendees. Eventive will send out confirmation emails, reminders, and of course, provide access to view the films on demand.
How should I price my Virtual Tickets?
We suggest you keep your ticket prices similar to those of a live screening event. Since this is a fundraiser for your nonprofit organization, your community will appreciate being able to support your organization while enjoying the films from the comfort of their home.
Some hosts also offer lower-priced tickets for students and seniors. We also suggest offering an individual ticket price and a higher household or group ticket price for 2 or more viewers in one home.
Can donations be made on Eventive?
Yes, your attendees may make donations during the ticket purchase process of pre-set amounts of $5, $10, or $25. They may also make a donation of any custom amount they choose. For donations, the Eventive ticketing fee portion is waived and only the credit card processing fee of 2.9% of the donation amount will be deducted.
How will I know how many tickets I have sold?
As soon as you are set up with Revenue Sharing on Eventive, you will have direct access to ticket sales info in real time, including attendee names and email addresses.
Can attendees buy tickets for others as gifts?
How do I receive my payout?
You can make virtual events fun! We have seen so much creativity with virtual events and we want to share a few ideas with you:
Ensure that you are following all local health department guidelines regarding COVID-19.
If you are not requiring proof of vaccination and/or not requiring masks, you must provide notification on your ticketing page and email communications. At your event site, you must state that your event is not requiring masking or proof of vaccination against COVID-19 and that patrons enter at their own risk.
We suggest you be prepared to convert your event to virtual to avoid having to cancel completely should local health guidelines change before your event takes place. The LUNAFEST Team is available to help you get set up with a virtual backup plan, if necessary.
The LUNAFEST name represents the LUNA brand and our values and commitment to women everywhere. It is very important to correctly use all marketing materials and signage associated with LUNAFEST to ensure a consistent brand image for the festival nationwide. You are highly encouraged to utilize the editable PDFs located in Marketing Your Event.
Should you need to create additional materials beyond what LUNA offers, we ask that you follow the LUNAFEST logo and name usage guidelines below and email a sample to LUNA at firstname.lastname@example.org for approval before posting or distributing. The guidelines are detailed, but if anything seems confusing or if you have questions, please don’t hesitate to contact us. Clif Bar may ask you to remove any materials that do not follow these guidelines.
REFERRING TO LUNAFEST: Spelling LUNAFEST: The first mention of LUNAFEST on any document should always include the ® symbol immediately following the name LUNAFEST. All subsequent references to LUNAFEST within the same document do not need the ® symbol. The ® symbol can be found in most Microsoft Word programs under Insert > Symbol.
IDENTIFYING YOUR LUNAFEST
LUNAFEST BRANDING GUIDE TITLE SPONSOR: LUNAFEST is brought to you by LUNA. LUNAFEST cannot be listed as having any other title sponsors. However, local sponsorships are highly encouraged (please see the Sponsorship Packet for details).
TAGLINE: The official LUNAFEST tagline is: Short Films By and About Women.
WEBSITE: The official LUNAFEST website is www.lunafest.org. No assets may be repurposed from the lunafest.org website for use elsewhere online or in print without permission from LUNAFEST. LOGO: The official LUNAFEST logo is available for download at www.lunafest.org/media-room. No other logo besides the beneficiary organization(s) logo may be used on any printed or digital material related to LUNAFEST. All uses of LUNAFEST must be approved by LUNA, including online and print materials.
PLEASE READ THE TERMS OF THIS AGREEMENT. THEY CONSTITUTE A LEGALLY BINDING AGREEMENT BETWEEN YOU/YOUR ORGANIZATION (referred to herein as “You” or “Your Organization”) AND CLIF BAR & COMPANY, LLC.
Clif Bar & Company, LLC owns and controls the LUNA® brand, LUNAFEST®, and related logos and marks.
Your LUNAFEST event must be held between January 15, 2023 and November 15, 2023.
You must give a $250 donation to our national partner, Chicken & Egg Pictures, prior to receiving the LUNAFEST films. Chicken & Egg Pictures is an organization that provides mentorship and critical financial support to female nonfiction filmmakers. Because a critical component of LUNAFEST is raising funds for Your Organization, You are strongly encouraged to sell tickets to LUNAFEST. Admission to your event via suggested contribution or donation is not encouraged.
For live events: At a minimum, your venue must provide the following A/V equipment: screen, digital projection system or DVD or Blu-ray® disc projection system, sound system, and adequate seating.
The films are the property of Clif Bar & Company, LLC and DVDs, BluRay Discs, and DCPs must be returned within one week (5 business days) of your LUNAFEST screening.
If You have a digital download of the LUNAFEST films, You must delete the download within one week (5 business days) of your LUNAFEST screening.
You agree to send your post-event report to LUNA via our Show Report form no later than two weeks (10 business days) after your LUNAFEST screening.
You agree to inform LUNA of any public relations or media outreach for your event. LUNA has final approval on all media relating to your event.
Your group or organization is responsible for all financial aspects of the LUNAFEST You host. Neither Clif Bar & Company, LLC nor the LUNA brand provides any financial assistance or assumes any financial, legal, or other liability with respect to LUNAFEST. You agree to assume all liability for your LUNAFEST event and seek appropriate event insurance or the like. You will indemnify, defend, and hold harmless Clif Bar & Company, LLC and its employees and officers from any liability, loss (including attorney’s fees), claim, damages, or other action (collectively, “Claims”) arising out of or connected with your LUNAFEST event, except to the extent any such Claim relates to the films themselves.
To be eligible to sponsor a LUNAFEST event, You must be able to provide proof of your beneficiary organization’s status as a registered charity, 501(c)(3) nonprofit organization or 501(c)(4) social welfare organization, or a campus group officially sanctioned by your school. You must submit such proof to email@example.com upon request
You are responsible for periodically checking the LUNAFEST screenings page for other LUNAFEST events that may be scheduled in your area and notifying LUNAFEST if there is a conflict. LUNA does not screen locations or dates for date conflicts.
You must comply with the requirements for any and all use of any printed materials, logos, and elements in the media package as included in your Host Planning Guide.
Website content on Lunafest.org may not be copied or replicated without permission from Clif Bar & Company, LLC.
All internet or social media content, not provided by LUNAFEST, You want to use to advertise, promote and/or publicize your LUNAFEST event must be approved by us prior to going live online. To submit your content for approval, please contact firstname.lastname@example.org.
At the point of ticketing, please include the following disclosure:
Raffles are permitted in conjunction with your LUNAFEST event in the United States only, but only If you are a nonprofit public benefit corporation, who has properly registered in the states in which You will operate the raffle and have complied with all statutes governing raffles. If you are eligible to offer a raffle and do so, you must include the following disclosure in your raffle terms and conditions:
Sweepstakes are permitted in conjunction with your LUNAFEST event in the United States only, but only if You are a corporation in good standing and have complied with statutes in the states in which You will offer the sweepstakes, including providing terms and conditions accessible to entrants. If You offer a sweepstakes, You must include the following disclosure in your sweepstakes terms and conditions:
This sweepstakes is sponsored by [insert your information here: name/organization], which is solely responsible for its administration. LUNAFEST and Clif Bar & Company, LLC do not endorse and are not affiliated with this sweepstakes. You are providing your information to [insert your information here: name/organization], which shall be shared with LUNAFEST/Clif Bar. You may opt in to Clif Bar’s newsletter feed as described in the ticket purchase process.
Clif Bar & Company, LLC has the right in its sole discretion to decide on any additional sponsors or promotional partners. You may have local sponsors for your local events. Local sponsors may not be competitors of Clif Bar & Company, LLC in the energy and nutrition foods (including bars, gels, and chews), sport drink, and snack food categories.
LUNAFEST films must be shown in their entirety and in the sequence that we provide.
You may add one additional local film to the festival that can be shown after the official LUNAFEST films. LUNAFEST must first screen and approve this film. Please submit such additional films to email@example.com.
Nothing in this agreement should be interpreted to suggest an ongoing relationship between Clif Bar & Company, LLC, LUNAFEST, and You/Your Organization. Nor should anything in this agreement be interpreted to confer upon You or any third party any right to any intellectual property belonging to LUNA, LUNAFEST, or Clif Bar & Company, LLC. Except as set forth in this agreement, You are not authorized to use any such intellectual property. Clif Bar & Company, LLC reserves the right in its sole discretion and without incurring any liability whatsoever, to cancel LUNAFEST at any time or to revoke your permission to be a LUNAFEST host.