A Guide to Hosting the Ciclovida Film, Music & Bike Tour 2011 First, thank you for your interest in hosting a local Ciclovida event. Speaking from nearly 10 years of experience of organizing local events as tours came through Worcester, MA, I know the effort and initiative that it takes to pull off a successful event. I am also convinced that this is exactly where the important work needs to be done: at this grassroots level. This packet is to help you organize the event and hopefully have an enjoyable time with it â€“ it's going to be a fun and empowering experience! Please feel free to be in touch with questions on any of this. In solidarity, Matt Feinstein Tour Coordinator / Filmmaker â€“ Ciclovida: Lifecycle firstname.lastname@example.org cell: 508-335-7783
Step 1: Choose from the tour menu: 1. 76 Minute Feature Documentary Film This, we expect, will be part of each event. If you would like a screener of the film to know exactly what you're dealing with, we'd be happy to send you a DVD if you agree to a simple statement saying you won't jeopardize future distribution of the film. We are also working on a 52 minute version of the film, which will most likely be ready by the time of the tour. This is an option if the event is part of a larger conference, has many local speakers/performers, or has a time restriction for another reason. Contact us ASAP if you're considering this option. See below for synopses. 2. Speakers We also expect this to be a piece of every local event. Length of time / format for discussion or question and answer is flexible, though. The standard evening event would have a short welcome/introduction, then show the film, then have 30-45 minutes of speakers and discussion, then musical performances. The tour speakers (full bios available online: http://ciclovida.org/en/2011speakers): Ivania de Alencar and Inacio do Nascimento are the landless-farmer-protagonists, codirectors, and camera operators of the Ciclovida: Lifecycle project. As dynamic and passionate speakers and musicians, they are the main inspiration for the film and the tour. In the case of problems with attaining visas, we will contact you promptly, but are confident in their ability to participate in this tour. Matt Feinstein is the filmmaker, and an organizer for social and environmental justice based in Worcester, MA.
Loren Feinstein, filmmaker and composer, is available for some of the events. Local Speakers: We encourage local events to include brief presentations by representatives of organizations working on related issues / making deep change in your community. 3. Musical performances Inacio do Nascimento is also an entertaining musician and will be available to sing songs (in Portuguese) relevant to the topics discussed in the film. Translations of several songs will be available to project during his performance. Other musicians will be joining us for parts of the tour, send us suggestions and keep an eye out for updates by email and on the website: http://ciclovida.org/en/springtour/ 4. Workshops a) Biofuels, Agrofuels and Climate Change b) Landless Movements in Brazil c) Pedal and solar-powered sound & video. Workshop descriptions below and here: http://ciclovida.org/en/tourworkshops Sample/standard menu choice: 3-4:30pm Biofuels, Agrofuels and Climate Change workshop in Global Environmental Studies class 7pm 7:15 8:35 9:15 10:00
Welcome/introduction Feature film Speakers and discussion Musical performances Wrap up
Step 2: Think about hosting spaces and organizations. An ideal space takes into account all of the following: a) ACCESSIBILITY: accessible to a diverse cross-section of the community (age, class, race, ability, sexuality, cultural identity). The space could be on a campus or in the greater community, but should be open and inviting to the general public regardless. Questions to ask yourself: Is this venue accessible by public transportation? Is this space inviting to people from multiple age groups and cultural backgrounds? Is the building handicap accessible? b) CAPACITY: This depends on the outreach abilities of your organizing team, we would like events to have at least 50 people present. Think about a space that is large enough to fit your expected turn out but not too large as to feel empty. It also needs to have a screen or wall on which to project (we will be bringing projection equipment).
c) AFFORDABILITY: Rental fees take away from the amount that can be raised to cover travel costs or for seed-saving purposes in Brazil. Ideally the venue would be donated for the event (which is often easiest when it is part of a University, but other spaces can be free!), or a reduced rate can be negotiated when the renter learns about the tour and its mission. d) OTHER NEEDS: Tables (three 10ft tables or comparable for information), allow bicycles inside (projection equipment requires bicycles), water for speakers and bikers.
Step 3: Contact us about a date and a funding plan. We would like to try to solidify a date as soon as possible, so be in touch! In each city, we are looking to raise $2000-$4000 to cover travel costs and raise funds for Ciclovida's seed-saving efforts in Brazil. This is not a fixed rate, but international travel and bike-powered projection systems are expensive. Most likely, this will include college student group sponsorships or a considerable effort on getting local businesses and organizations to sponsor a community screening. If there is already a college or sponsored event happening in your town or city, we may be able to do a second event with less fundraising expectations. Use your imagination in seeking sponsorship! And let us know if you need more guidance on ways to solicit funding. Ticket sales is another great way to fundraise for the tour.
Step 4: Gather an organizing team. It is a good idea to not try to do everything yourself. Possible roles for organizing team members: event space person (secures space, makes sure it is set up and has needs stated above), outreach people (representatives from co-sponsoring organizations are great to have here), publicity/media person (does not require much media experience / will work with Ciclovida Tour Media Coordinator), fundraising person or people, food person (if event includes food), workshop person (organizes additional workshops). Of course, if your organizing team is small these tasks can be shared or someone can take on a few of them.
Step 5: Solidify the details: date, place, time. As soon as you have a desired date, a solidified place and time, please send us these details and we'll get back to you with a “Confirmed!” email. Then you can start publicizing!
Step 6: Make an outreach and publicity plan. Do NOT leave outreach and publicity to the last-minute. It is the most important part of organizing a successful event! Here are some ideas for this plan: • Identify groups working issues related to ecology/local food/sustainable agriculture, bicycling, climate change/alternative energy, social justice activism, latin america, landbased projects, women's empowerment, music and activism, etc. • Involve collaborating groups as early as possible in the process. • Get access to city-wide / town-wide / campus-wide email lists and post on these with enough lead time for people (at least 3 weeks). • Remember phone and email reminders day before and day-of event! • Gather / get access to phone lists of people who would be interested in this event. • A press advisory should be sent out to as many local and regional media outlets at least 3 weeks before the event and a press release should be sent the day before the event and again the day of the event (Ciclovida Tour Media Coordinator will be there to help with this). WE WILL PROVIDE: • Invitation letters. We will email you a sample invitation letter (as a Word doc. attachment) that you can personalize for the organizations you are reaching out to. • Palm cards and posters with show information. The palm cards can be included with the invitation letters when approaching organizations, and both the cards and posters can be given to the organizations to promote to their own constituencies. • Email campaign. We will provide you with a graphic email with information about Ciclovida: Lifecycle, including the show time, date and location, that can be used to promote to the activist community in your city, and that the invited organizations can forward to their list serves. • Press kit. We will provide you with a kit that includes a sample press advisory, press release, fact sheet, film synopses and speaker bios.
Step 7: Finalize logistics. Please find places for tour members to sleep while in your town or city. We don't need a fancy hotel, in fact in most cases, we will prefer to stay with activists and continue the exchange of ideas. We will, however, have some requests to ensure tour members get their sleeping needs met that might include pet-free spaces, etc. We'll let you know with at least 3 weeks advance notice what these needs will be and how many people will need lodging.
Step 8: Media / Publicity implementation. Connect with Ciclovida Tour Media Coordinator about doing media work around the event. At this point, you're already on the way with outreach and logistics being worked out and it's time to connect with us about getting the publicity / media work done.
Step 9: Remember reminders! As we mentioned above, reminder phone calls and emails are very important for ensuring turn out for the event.
Step 10: Set up early, have an amazing event! We need to get into the space and set up (with your team's help) at least one hour, preferably two hours before the start of the event. Remember tables, water, and signs to help people get to the room if it is not easy to find. Thanks to Alixa & Naima and Hurricane Season (http://climbingpoetree.com) for a great model hosting packet!
Additional Information: TOUR INCLUDES: • Bike-powered projection of the award-winning documentary film, Ciclovida: Lifecycle! • Engaging speakers from a Brazilian landless movement! • Energize climate justice and local food movements! • Live musical performances! In April and May 2011, filmmakers and Brazilian activists/musicians featured in the award-winning documentary film Ciclovida: Lifecycle bike up the East Coast of the US. Ciclovida: Lifecycle (76 minutes) follows a group of landless farmers and musicians from northeast Brazil who traverse the entire South American continent by bike in search of natural seeds and expose the devastating effects of industrial agriculture destined for biofuel.
The tour will also feature live musicians and a team ready to teach workshops about alternative energy systems, featuring bike-generators and solar powered chargers that will be powering Ciclovida projections around the world in 2011!
WORKSHOPS DESCRIPTIONS: Biofuels, Agrofuels, Farmers and Climate Change Promoted as a solution to climate change, large-scale industrially-grown crops processed for agrofuels are, in fact, a major contributor to deforestation and therefore climate killers. They also have devastating effects on small farmers and indigenous communities. This workshop will inform on this reality and discuss what local, grassroots solutions, including sustainable biofuels, could look like. Landless Movements in Brazil One of the largest social movements in the world, the movement of landless farmers in Brazil, involves several million families in Brazil who mobilize to occupy fallow farmland and build projects of sustainable agriculture, community centers, schools, seed banks and more. You may have heard of the MST (Landless Workers Movement), but they are just one of the many organizations involved in this growing, powerful movement in Brazil. Hear from the experiences of members of this movement who have been involved in several occupations, with and without the MST. Pedal and solar-powered sound & video It's time to get creative about energy generation. This workshop will be a hands-on workshop about bike-power generation and do-it-yourself solar systems. It will use as an example the Ciclovida power system and will offer several other options and examples for creative, people-sun-wind-power-generation.
Information about how to host a Ciclovida Spring Tour event. 10 steps and lots more.