Professional Documents
Culture Documents
RIIFF Guide For Writing & Communication: I. Understand Who We Are
RIIFF Guide For Writing & Communication: I. Understand Who We Are
YourtimewithRIIFFwillinevitablyinvolvesomeormanyformsofcommunicationwith
filmmakers,producers,industryprofessionals,membersofmassmedia,prestigious
figureheadsofthelocal/regionalartscommunity,etc.Whileconversingwithanyaffiliatesof
ourorganization,alwaysrememberthatitisyourdutyasaninterntobothprofessionallyand
respectfullyrepresenttheRIIFFbrandname.Wevecompiledanumberofhelpfultipsto
considerinyourwrittenandoralcorrespondence(s)withbothourlocalandglobalaudiences.
*Thesepointersaresuggestions,notabindingmanifesto.Alwaysuseyourbestjudgementwhendeciding
onthemostappropriatemeansofcommunication,bothwrittenandoral.
I.
Understandwhoweare
Whileitmaysoundobvious,knowingabouttheorganizationyoureworkingforwillalways
giveyoualegupinconversationsthisincludesinformationlikeacompanysmission
statement,generalhistory,detailsonyearlyeventsandoperations,understandingof
products/servicesofferedbytheorganization,officialaccoladesandareasofrecognition,etc.
RIIFFmaintainsanumberofresourcesthathelptospelloutwhoweareasanorganization.
Alotofthisinformationcanbefoundthroughourwebsite,www.filmfestival.org,andthrough
manyothermediums,bothdigitalandprint.
Asanintern,youshouldbefocusednotonlyonthetasksyouareassigned,butalsothework
ofyourfellowinterns.Stayingupondaytodaytaskingwillprovideyouwiththemost
uptodateinformationyoucanusewhenconversingwithouraudiences(providedthis
informationisokaytodisclose).
II.
Understandtheaffordancesandlimitationsofthemedium
Whatyoucansayanddowithanofficialpressreleaseisdifferentthanwhatmaybesaidor
donewithanemail.Alwayskeepinmindhowthegenreyouchooseandtheaudiences
thesegenrestargetcanshape/affectthewritingyouwillcreate.
III.
Email
Thisisourmostcommonlyusedformofcontact.EmailsareusedatRIIFFforavarietyof
reasonswhetheritssolicitingsponsorsfordonations,communicatingwithafilmmaker,or
respondingtofellowstaffmembers,asanintern,youllbeusingemailservicesquiteoften.
Listedbelowaresomepointersforgoodemailetiquette,aswellassomesuggestionsonhow
tousetheRIIFFmailingsystem.
Whensendingemails,alwaysuseyourassignedfestivalemailaddress.Thisaddresswill
probablybeintheformofyourfirstinitial+yourfulllastname+@filmfestival.org.
Refrainfromusingpersonalwebaddresses.
RIIFFutilizesaMicrosoftOutlookwebmailplatformforemailcorrespondences.If
youremorecomfortablewithadifferentplatform(Gmail,Yahoo,etc.)youcanalways
assignyour@filmfestivaladdressasasecondsendingaddress.
IcannotstressthispointenoughCCJamie,Shawn,George,andanyotherfestival
managementonallemailcorrespondences.Notonlywillyourhigherupsbeabletoafford
youinputonthebestwaystocommunicatewithindustryprofessionalsandcandefend
you/thefestivalifcertainargumentsoraccusationsariseinyourinteractions
Whenreachingouttoapersonororganizationforthefirsttime,thecontentsoftheemail
shouldbeformalandrespectful
Usethefullnameofthepersonyouremessaging,precededbyDear.
ex.DearPaulSmith
Introduceyourselfandexpressyourassociationwiththefestival
ex.MynameisMichael,andImcontactingyouonbehalfoftheFlickers:RhodeIsland
InternationalFilmFestival.
Salutationsareimportant.Yourchoiceofasignaturelineshouldbebasedonthe
relationshipyouhavewiththeperson/organizationyourereachingoutto.
MostCordiallyandWarmestRegardsaregreatcomplementivesignoffsforearly
correspondences
StayawayfromSincerelyitsrobotic
Evenasyoubecomecloserwithyourcontacts,neverstepawayfromcommemorative
signoffsMyBest,Best,Regardsallworknicely
IV.
Filmmakers/FilmmakerRepresentatives
Thisisourfestivalstargetaudience.Ourgoal,daytoday,istodevelopandmaintain
relationshipswithfilmmakersandtheiraffiliates.ThroughRIIFF,filmmakersare
affordedaninternationallyrespectedvenuetoshowcasetheirwork.Youllbeintouch
withfilmmakersforanumberofthings,including:theiracceptanceintothefestival
(andpossiblytheirinitialrejection)congratulationsonanawardtheacquisitionof
certaininformationandforanumberofotherreasons.Alwaysrememberthatwithout
filmmakers,theredbenoRIIFF.Ourmission,aboveallelse,ismarshalingfilmmaker
talentsandkeepingourfilmmakershappy.
TheEssentialsofFilmmakerCorrespondence
Employpositiveandwelcomingdialoguewewantourgreetingstosoundlikewere
invitingfilmmakersintoourownfamilies
Suggestionsforelegantintroductoryphrases:ItismyhonortosharewithyouIdliketo
takethistimetotellyouItismypleasureto
Usethefestivalnametoyouradvantageitaddsprestigetomanytypesofgreetings:Dear
RobertGordon:OnbehalfoftheFlickers:RhodeIslandInternationalFilmFestival
Peoplealwaysliketohearnicethingsaboutthemselvesthisisparticularlytruewhen
correspondingwithfilmartistsbeactivewhencommendingfilmprojectsbe
expressive
Yourfilm,TheGreatGatsby,isverymuchinkeepingwiththetypeofgroundbreakingand
explorativecinemathatourfestivalstrivestofosterandshowcase.
Atthefestival,weneverofficiallyrejectafilmmaker.Whiletheirworkmaynotbe
consideredforourofficialsummerfestival,thereareancillaryeventsthatwehold
throughouttheyearthesearealternativevenuesthatwillaffordfilmmakersanother
chancetogettheirworkouttothepubliceye
Whileyourfilmwillnotbeapartofoursummerprogramming,weholdmultiplefilmic
eventsthroughouttheyear,andwouldliketokeepyourfilminconsiderationfortheseother
screenings.
Afterhavingmultipleconversationswithfilmmakers,yourtonewilllikelybecomemore
friendlyandrelaxed,asbothyouandthefilmmakerbecomemorefamiliarwitheach
other.Thisisgreat,butjustkeepprofessionalisminmind.Keepprofanityandinsulting
languageandinformationoffthetableatalltimes.
Ifyouhaveanyquestionsorconcernsonhowtodealwithspecific/uncommon
situations,donothesitatetoaskyoursuperiorsitslikelytheyveencountered
somethingsimilarbefore
V.
NewSponsors/Partners
Anumberofyouwillspendyourtimesolicitingrespectedorganizationsandbrandsfor
donationsandsponsorship.Whileaskingformoneyandmaterialitemscanbe
nervewrackingforanyone,wevecompiledsomehelpfulsuggestionsforthesetypesof
interactions
Tellthemwereanonprofitorganizationpreferablyearlyoninyourmessage.This
letssponsorsknowthatwhatevertheydonateisgoingtowardssomekindof
developmentofourprogramsand/orcommunityoutreachwerenotlookingtopocket
anymoney.
Explaintheeventthatyourecontactingthemabout.Providethebasicsupfront
nameoftheevent,date&time,location.
Throughouttheemail:Useexpressiveandelegantlanguage.Getthesponsor
excited/interestedaboutwhatweredoing.
ex.Thisamazingandeclecticcollectionoffilms...
ex.Thisisoneofourmostrenownedandprestigiousannualgatherings
Tellthesponsorwhatwerelookingfor.Beconcise.Onlydedicateasentenceortwo
totalkingaboutwhatweneed.Providingtoomuchinformationupfrontcanseem
pushy.
ex.Wearelookingfordessertplatterstofeedabout150people.
Askingifthesponsorwouldliketodonateworkswelltoo.Usejudgementwhen
decidingbetweenasking/telling
ex.Wewerewonderingif[insertcompanyname]wouldbeinterestedindonatingdesserts
forourevents?
Aftertellingthesponsorwhatyourelookingfor,spendagoodamountoftimetelling
themwhattheywillreceiveinexchange.Wewantsponsorstofeellikewereoffering
themagreatopportunitymakethebenefitssoundenticing.
Introductionofbenefitsmaysoundlike:Bydonatingtothisevent,wecanguaranteea,b,
c,detc.
Alwaysleavethesponsorwithawaytogetintouchwithyouoneortwochannelsof
communicationwilldofine.Stickwithyourfestivalemailandtheofficephonenumber.
Alwaysbethankful.Theperson/companyyouresendinganemailtodoesnothaveto
readitandeveniftheyactuallyhaventreadtheemail,youwantyoursignofftobe
grateful.
Thankyoufortakingsometimeoutofyourdaytoreadthismessage.
TheclassicIhopetohearbackfromyousoon,canbeabitpushyusejudgmentbefore
closingwiththisline.
VI.
ExistingSponsors/Partners
Besuretocommentonthesponsorsexistingrelationshipwiththefestivaldonot
expectasponsortorecallapreviouscollaborationstaffsarealwayschanging,and
thepersonweworkeddirectlywithbeforemaynotworkforthiscompanyanymore
Keepitbrief:Lastyear,DecadentCateringdonatedthreedessertplattersforourannual
RedCarpetExperienceheldattheVetsAuditoriuminProvidence,RI
Ifyourelookingforthesametypeofdonation/support,orarelookingforsomething
elsefromthesponsor,nowisthetimetoask.Bedirectbutpositive.
WedlovetoworkwithDecadentCateringagain.
Asalways,besuretothankthesponsorfortakingthetimeoutoftheirdaytoread
yourmessage
VII.
Phonecalls
Ascommonasemailcommunicationmaybe,itisstillintegraltousethephoneasoneofour
primaryresourcesingettingintouchwithvariouspeopleandorganizations.Wealsoreceive
anumberofphonecallsthroughouttheday,especiallyduringoursummermonths.Hereare
somesuggestionsforgeneralphonecallinteractions
Whenansweringthephone,usethisgreeting:
RhodeIslandInternationalFilmFestival,thisis[yourname]speaking,howcanIhelp
you?
Whencallingaperson/organization,usethisgreeting:
Hello,mynameis[yourname].ImcallingfromtheRhodeIslandInternationalFilm
Festival.IwaswonderingifIcouldspeakwith[nameofperson/company]?
Useapositivetoneofvoice.Somethingassimpleasforcingyourselftosmilewill
reallyboostthepositivityofaphoneinteractionwhoeverisontheotherendofthe
phonecallwillbeabletotellwhetheryouresmilingornot
Takenotes.Ifthephonecalldealswithsomethingthatyoucannotdirectlylookinto
yourself,youllneedtopresentthecallersmessagetoyoursuperiorslateron.
Notetakingwillgetparticularlyimportantduringthebusysummermonths
Attheendofthephonecall,thankthemfortakingtimeoutoftheirdaytotalkwithyou,
andalwaystelltherecipienttohaveagoodday
Ifyouhaveanyconfusiononhowtodealwithspecifictypesofinteractions,alwaysreferto
yoursuperiorsforguidance.Thisguidehasbeenwrittentoprovideyouwiththebasicsof
festivalcorrespondences,butRIIFFveteranscanalwaysprovideagoodinsightintothemany
differenttypesofrhetoricalsituationsthatthefestivalhasencountered,andmayencounter
again