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 Play A Part 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.
2022 marks our 21st anniversary year and we have some exciting updates to share with you!
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 | email@example.com
We have some exciting updates for the 2022 season! We’ve listened to your feedback and have made changes that we hope will make this year's LUNAFEST experience better than ever:
1. We have made lots of improvements to the Eventive experience! Eventive is our all-in-one ticketing and streaming platform that offers fully customizable virtual screening packages and is optimized for Video on Demand and livestreaming. Eventive now also offers ticketing for In Person, Hybrid (both In Person and Virtual), as well as Virtual Only events!
2. Posters, postcards, ads, etc. are provided as downloadable files directly from our site, just as we offered last season. These editable PDFs can easily be customized for your event. This season we are bringing back optional printed programs for our In Person events. These may be requested, along with LUNA bars, when setting up your event.
3. The 2022 season features a return to our signature mix of animated, narrative/fiction, and documentary styles. Featuring eight short films that inspire and empower, this year’s program has a total running time of 80 minutes. Recommended viewing age is 13+.
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.
There is space on the event poster template and on your Eventive ticketing page to highlight your sponsors’ logos.
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 2022 LUNAFEST season officially runs from February 15, 2022 to November 15, 2022. LUNAFEST may be screened at In Person or virtual events.
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 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. This organization 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 on the HOSTING GUIDES page. 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 in the HOSTING GUIDES section 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.
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 2022 Season films.
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:
We have worked together with the Eventive Team to implement many updates and improvements to the Eventive experience for 2022! 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.
Eventive now 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.
Other benefits when using Eventive:
Eventive’s audience support is available from 6 a.m. to 12 a.m. PST, 7 days a week, for your guests and attendees.
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 firstname.lastname@example.org 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 and Eventive work?
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?
Can attendees buy tickets for others as gifts?
How do I receive my payout?
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.
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 email@example.com 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.
Clif Bar & Company owns and controls the LUNA® brand, LUNAFEST®, and related logos and marks.
Your LUNAFEST event must be held between January 15, 2022 and November 15, 2022.
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 and DVDs 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 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 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 provide proof of your group or 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 firstname.lastname@example.org.
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 Hosting Guides.
Website content on lunafest.org may not be copied or replicated without permission from Clif Bar & Company.
All internet or social media content 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 email@example.com.
At the point of ticketing, please include the following disclosure:
The LUNAFEST name and trademarks are used with the permission of Clif Bar & Company. This event is not managed by LUNAFEST or Clif Bar, and [insert your information here: name/organization] is solely responsible for the administration and management of the event. You are providing your information to [insert your information here: name/organization], which shall be shared with LUNAFEST/Clif Bar.
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:
This raffle is properly licensed and sponsored by [organization], which is solely responsible for its administration. LUNAFEST and Clif Bar & Company do not endorse and are not affiliated with the raffle. You are providing your information to [insert your information here: name/organization], which will be shared with LUNAFEST/Clif Bar. You may opt in to Clif Bar’s newsletter feed as described in the ticket purchase process.
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 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 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 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 require.
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 firstname.lastname@example.org.
Nothing in this agreement should be interpreted to suggest an ongoing relationship between Clif Bar & Company, 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. Except as set forth in this agreement, You are not authorized to use any such intellectual property.
Clif Bar & Company 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.