Screening Guide

PLAN YOUR EVENT

Hosting a screening is a simple, meaningful way to connect your community with nature. Your event can be as small as a garden club meeting or as large as a community-wide gathering at a local movie theatre.

Decide on your goals

• Raise awareness about native plants and pollinators

• Support a local conservation project or group

• Educate students or community members

• Inspire people to take simple, positive action

Think about your audience

• Local garden clubs or faith communities

• Schools, universities, or libraries

• Non-profits or civic groups

• Co-workers or peers

• HOAs or municipalities

Pick a date, time and place.

• Consider whether to tie your screening to an environmental date or season:

  • World Wildlife Day (March 5)

  • National Native Plant Month (April)

  • Earth Day (April 22)

  • National Biodiversity Day (May)

  • Garden for Wildlife Month (May)

  • National Pollinator Week (June)

  • Moth day/week (July)

  • National Caterpillar Day (September 15)

  • Giving Tuesday (December)

• Venue Options

  • Community centre, library, church, or local theatre

  • School or university classroom

  • Workshop or conference

  • HOAs and neighbourhood associations

  • Local environmental fairs or garden tours

  • City or municipal programs

  • Garden clubs and nature groups

  • Remember accessibility (seating, parking, captions)

  • Virtual Streaming event

Optional extras

• Organize a panel discussion for Q&A or speaker

• Partner with a local organization, non-profit or business to promote or sponsor your event

• Partner with nurseries or organizations to discuss local keystone plants

• Offer kid-friendly activities (crafts, scavenger hunts)

PURCHASE A SCREENING LICENSE

Please see the form below.

Fees are based on audience size and whether you charge admission. Once your form and payment are submitted, you’ll receive an email with instructions to access the film.

If your event generates additional revenue beyond covering your costs, we invite you to consider donating a percentage of your profits to Homegrown National Park and The Caterpillar Lab. Your support helps them expand the reach of this film and continue producing educational resources that inspire action for biodiversity.

PREPARE MATERIALS

Consult the promotional materials folder to create assets for your event.

PROMOTE YOUR EVENT

Social media

• Post 1–2 weeks before your event (include photos, the film trailer, or graphics)

• Create a Facebook event and invite your network

• Tag local groups, organizations, or influencers

Email

• Send a save-the-date, a reminder 1-2 weeks before, and a final reminder the day before

Flyers

• Hang them at libraries, cafés, schools, and community centers

Partnerships

• Ask local nurseries, conservation groups, or schools to co-host or spread the word

SCREEN THE FILM

Test first!

• Play the full film on your chosen setup

• Check audio levels and captions

• Confirm projector, laptop, or streaming link all work smoothly

For virtual screenings

If you’re interested in using a dedicated web page hosting the video and a link to the panel/conversation (example), please contact us for more details.

• Use VLC Media Player for better streaming over QuickPlayer

• Practice screen-sharing on Zoom or your platform of choice

• Test internet speed and close all other apps

• Encourage participants to introduce themselves in the chat

For in-person screenings

• Set up a table with printed materials and sign-in sheet

• Darken the room and check visibility from all seats

• Provide accessible seating and restrooms

• Have extra extension cords and speakers if needed

HOST THE EVENT

Here’s a simple run-of-show you can follow:

• Welcome guests and thank them for coming Introduce the film – share a brief note on why it matters

• Play the film (approx. runtime: 1 hour)

• Q&A or Discussion – sample questions:

  • What did this film make you think about differently?

  • Why do native plants matter in our own backyards?

  • What small action could we each take?

AFTER THE EVENT

• Keep the momentum going!

• Send a thank-you email to attendees

• Share event photos or quotes on social media

• Encourage your audience to take one action from the action tool kit

• Send us feedback so we can capture your impact and improve materials

FAQ

Can I host a virtual screening of the movie?

Yes! When purchasing the license, select “virtual,” and we’ll provide a download or streaming link.

Why is there a cost to screen the film publicly?

When The Extraordinary Caterpillar is screened in any group setting, we charge a Public Performance License fee. Thousands of hours of hard work were poured into the documentary, and the license fee is one of the few opportunities to recoup those costs. We appreciate your integrity in collaborating with us on your event, and are happy to offer our time and promotional efforts to help make the screening a success.

Do you offer any discounts or rate exceptions?

We based our fee structure on what we determined to represent a standard industry rate that is still affordable to the public. We are willing to negotiate in exceptional circumstances, however, so please contact ophelie@meritmotionpictures.com with the details of your event and budget if you are concerned about the cost.