Frequently Asked Questions

What is BLUE on Tour?

BLUE On Tour is a licensed & branded turn-key film festival event that provides hosting venues a customized selection of award - winning films from the BLUE Ocean Film Festival & Conservation Summit's 2009 & 2010 international film competition archives. Each host is responsible for coordination & executing their festival event. We are the content provider & event facilitator.

What is included?

The basic BLUE On Tour package includes:

Up to 3 hours of inspiring and empowering ocean related films
Coordination and securing all filmmaker contract and licensing fees
Use of professionally designed templates for marketing efforts & collateral materials
A BLUE on Tour press kit with film synopses, photos and trailers for the selected film program
Assembly of ocean conservation materials for distribution
Assistance with contacting potential speakers & filmmakers
Event planning consulting (up to 10 hours)
A/V tech consulting (up to 2 hours)
Marketing and promotional support via BLUE's email newsletter & website
Tips for greening your event

What will I need to do to organize a BLUE on Tour event?

In addition to the BLUE On Tour LOA licensing agreement & fee each host will be responsible for the following:

arrange for a theater or other appropriate screening venue(s) with adequate
seating capacity (at least 200 is recommended)
market the event to your community
arrange for the A/V projection equipment appropriate for your venue (projector w/correct aspect/lumens),
(films will be provided on DVD and / or Blu-ray) *
arrange for an experienced A/V technicians to operate the projector, lights, & sound*
print the Festival posters, postcards & marketing materials & festival program *
ticket sales *
Concessions at the venue
Distribution of conservation materials at the event
Arrange for an event emcee *
Arrange for Q & A participants *
Encourage grass roots community participation
Commit to hosting a successful sold-out event
Submit the event summary report to BLUE 30 days after your event
* BLUE can supply this, however additional fees will apply

Can we make money with BLUE on Tour?

Absolutely, we encourage you to use your event as a fundraiser or membership drive, it is important to prepare a budget so you can accurately assess how much money will be necessary to deliver a successful and profitable event.

Do we have to be a non-profit to become a host?

While many of our hosts are non-profit conservation organizations, it is not a requirement and we encourage businesses involved in ocean related activities, such as diving, surfing, sailing, sports fishing , etc. to consider the benefits of hosting a BLUE On Tour event.

Will you send a representative to our event?

If your organization needs a representative for your event to emcee, participate in post-screening, Q & A and help organize, we can arrange for someone to attend. Additional fees will apply to cover the costs of salaries, transportation, and lodging.

Does it matter if we have no film festival experience?

Not at all, We make the program easy to execute & we also provide 10 hours of consulting with your license agreement. Anyone with event experience will be able to follow our easy to understand guide lines and checklists. We will provide you with a comprehensive timeline from your 1^st step (preparing a budget) to the post event wrap-up.

How many staff hours will I need to allocate?

The answer to this varies a lot depending on the:

administrative support infrastructure already in place
the in-house marketing capabilities
the intended level of community outreach

On average the main event coordinator should plan to allocate a minimum of 120 hours to this initiative; with 40-60 hours of additional support from an assistant. Since we've already taken care of the elements that require a long lead time & numerous man-hours. Your primary tasks are reduced to securing the venue, picking the film program, arranging for the projection equipment, & a technician, marketing the event, ticketing process, engaging new audiences through your outreach, alongwith coordination any receptions or parties that you may want to plan in conjunction with your BLUE On Tour event.

Can we plan other activities in addition to the screenings?

Yes! We encourage you to plan additional related activities . BLUE On Tour provides a great foundation on which you can readily add on other activities that will further give momentum to a new program, encourage membership enrollment or revitalize an existing program with a fresh approach that is entertaining & inspire.

Why am I required to have a Question & Answer session after the films?

While the films are great and provide a lot of important information, they should be viewed as a catalyst tool to further engage, we feel a very important part of BLUE on Tour's ability to empower & inspire audiences is to engage them in an interactive dialog after the film screenings.

Panel presenters & participants do not haft to be directly associated with the films shown but should be people who can speak with authority about the issues & topics covered. Experienced underwater filmmakers & photographers are a great resource & can often add another dimension to the discussion.
We recommend a program that includes a 30-40 minute panel discussion plus at least 15-20 minutes allowed for questions & answers. This element is such an important part of the BLUE On Tour outreach that it is a requirement for every host. And will elevate your event to a fil festival that delivers much more than screenings.

This part of your event should be fun, entertaining & inspiring regardless of the topics or films. A part of your BLUE On Tour package includes our staff's assistance by providing you with contact information for filmmakers, marine scientists, conservationists or other appropriate participants. Should you need us to book your speakers there will be an additional charge, plus speaker fees & travel & lodging.

You already have the archive library from BLUE's film competitions, why is there a licensing fee for BLUE on Tour?

BLUE is a 501 (C) 3 non-profit and the costs to make the outreach programs substantial include staff to facilitate this initiative , maintain contact with filmmakers & the assemblage & shipment of the BLUE On Tour film festival kit, basic business operational expenses, film clearances & distribution licensing fees.

What if we do not have access to a theatre or cinema?

Our films are all provided to you on DVD or Blu-ray & it is not that difficult to set up a screening venue in a school auditorium, government hall or hotel conference hall as long as it has adequate seating space, and room for necessary equipment for the screen & projector with an appropriate space for the emcee & panelists to make their introductions & presenters. One of your biggest expenses can be venue rental so be certain to get a quote early in your planning and don't be afraid to ask for the non-profit discount or for the facility owner to be an in-kind sponsor by providing the space at no charge. Some venues may also consider a revenue agreement.

How do I get started?

Download the application from our website & fill it out. Return the application to BLUE Once you are approved we will send you a letter of agreement for you to sign. Select a couple suitable target dates. We suggest allowing at least 90 days from the date of your signing our agreement to your BLUE On Tour event.

What is the Letter of Intent?

The letter of intent indicates your sincere interest in hosting a BLUE On Tour event and allows a 30 day window for you to do your prelimary research.

letter of intent (30 days to prepare a budget and arrange for a venue)
Agreement signed a minimum 50% due of the license fee
60 days: The remaining balance is due marketing ramps up
0 days: films & conservation material is shipped.

If you are certain you are ready to proceed with hosting a BLUE On Tour event you can skip the Letter of Intent and go right to the agreement.