Step One – Know your Audience

Knowing your audience will help you with a lot of the planning process. Is it better to have it during a lunch or will it work better after work? Who will be your host? When choosing your host for the event, you want them to be entertaining and engaging as they are a key component to the events vibe. Another reason for knowing your audience, is to ensure your script genre fits the group. Decide if it will be a few scenes or the entire movie. You can find scripts here: The Internet Movie Script Database (IMSDb) or Online Screenplay Libraries — The Screenplay Factory. Comedy is usually preferred for something like this, but horror/action/scifi can be considered.
It may be best to stay away from serious dramas or scripts that do not coincide with the values of your workplace.

Step Two – Location and Date/Virtual or In-Person

Determine where you are going to hold your script reading; will you have it at your house, in a board room at work during lunch, or maybe at your local community centre. Explore all options!

A Teams channel/chat can be started for a virtual script reading as well.

Once you have decided on a location, you need to pick a date. Make sure to give yourself enough time to plan and gather your items. Also, be sure your date does not coincide with a holiday weekend, important meetings, or other events. The best days are likely Tuesday, Wednesday, or Thursday.

Step Three – Participant/Reader Recruitment

You will want to create tickets or some form of a registration process for audience members to sign up for your script reading event. It is suggested you charge between $5 and $20 per person to attend – keep it cost effective, however, remember, the more money raised, the more that goes to the cause! You want to fill the room so make sure you start promoting and getting people signed up as soon as possible.

In terms of the script readers, consider the script and its genre, canvas your coworkers and colleagues, and see if anyone has done theatre, acting, or other performance art. Animated “big” voices from people that are comfortable speaking in front of others will be preferred.

Step Four – Up the Ante

Funds will be raised by charging an admission as outlined above, but there are more ways to add value and to gain more donations with this event.

Consider adding the option of allowing donations during the event to influence the script. An extra donation to change voices (a French accent, a southern Belle accent, English accent, monster voice, fast or slow talker, high pitched or low pitched voice etc.); substitute certain words or names with something funnier; have the script reader have to do an action while they read for a short time like jumping jacks; or to even switch roles; if you have access to it add props or costume options to gain more donations during the event. You can compile the list of “audibles” and have a pricing chart included so guests can choose how they want to donate additional funds to enhance the performance. Add-ons if you are in person could be selling popcorn or candy like at a movie theatre.

Step Five – Create a Buzz

You can advertise on your Ministry/Agency intranet site; flyers in high traffic areas in your offices or the main lobby of your building; distribution of flyers in employee’s mailboxes and through email/newsletters. If you are running your script reading event outside of work to community members, friends, and family, you can advertise in the newspaper or the location of the event. Be sure to place the ad or poster weeks before the event to ensure maximum participation. Check for deadlines with your local publication to ensure your ad will make it in at the right time. Advertising online is also a great idea try Facebook, Twitter, Kijiji, and community pages. Be sure to include all the need-to-know details, such as date, time, address, and price. Highlight the key activities that will take place at the event like the ability to donate to influence the script reading. Make sure to let everyone know the proceeds from your event are supporting the 21 health related charities.

Step Six – It’s all in the Details

Here’s a list of things you will need to make your day that much easier:

• Have the script available for all readers well in advance. It doesn’t have to be memorized, but some familiarity will be useful and will sound a lot smoother. Ensure all members are aware of the options to influence the reading – they should be prepared to have fun, be corny, and really embrace their inner thespian!
• If Virtual, create your Teams group ahead of time and you can add the attendees as you collect their entrance/event fee.
  o If in person, enough chairs for all the audience that signed up, and a table for the host and script readers at the front.
  o A table to check people in as they arrive.
  o Lots of change and small bills, especially important if you are having live donations for influencing the script reading.
  o A donation jar for anyway who just want to donate, a QR code to link to lottery sales.
  o Your Special Event funds can be collected via the Federated Health Charities Special Event link found here: How to donate – Federated Health Charities.
  o Take some pictures or screen shots with you and colleagues having some fun at your event and send them to Federated Health Charities to share your successful event with others.

Step Seven – Volunteers

There are a couple areas you will want to make sure you have volunteers to keep everything running smoothly. Your volunteer needs and numbers will depend on your event and what elements you decided to include. The following are the types of volunteers that will help make your script reading event a success!

• Greeters/floaters
  o They are here to welcome everyone and be around in case there are questions.
• Registration
  o To check your participants’ in; advise them of the options to donate to influence and how; promote the lottery with the QR code or explain how important payroll pledges are too. These volunteers can also assist with receiving the additional donations during the reading.
• Host
  o Your host will be the one to engage the audience as you go through the script reading and implement the additional changes during the reading.
  

Step Eight – Add it Up!

If you started with a float anywhere make sure to take it out and then add it all up and see how you did. There is a budget template included. Arrange with your Treasurer to have the money recorded and deposited.

Follow us on social media