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HOSTING GUIDES

WE’VE GOT YOU COVERED

We have everything you need to ensure that your LUNAFEST event is a success.

Find and download the info, tips, and tools below and get ready to #PlayAPart as a LUNAFEST host.


General Information

HELLO!

We are thrilled to welcome you to the LUNA® family as a LUNAFEST® host. You are a key partner in helping us achieve our goal: to champion women in film and support women’s causes. In partnership, we want to make sure that the hosting process is as easy and fun as possible. 

2023 marks our 22nd year and we're excited to kick off this new season!

On this page you’ll find a planning checklist and tools to help you organize a successful event, be it live, virtual, or a combination of both. We’ve tried to keep the process simple, allowing creative space for your own ideas. We have included inspiration and tips based on our own hosting experiences. We welcome your input and ideas because you know your community best. 

Please read through the checklists and drop-downs below to make sure you’re staying on track. A few time-sensitive steps need to be completed before your event can happen. As always, we are here to help. Please don’t hesitate to reach out if you have any questions. 

Happy planning! 

The LUNAFEST Team | lunafest@clifbar.com 

LUNAFEST HOST FAQs

WHAT IS A LUNAFEST SCREENING?

LUNAFEST is a film festival of short films by and about women and gender nonconforming individuals that serves as a “fundraiser in a box” for nonprofit hosts seeking to raise funds for their cause. Each season, the LUNAFEST Team curates a collection of short films (each between 3 and 18 minutes in length) to create a program with a total running time of 70 to 90 minutes (about 1 and a half hours). The 2023 LUNAFEST season officially runs from January 15, 2023 to November 15, 2023. LUNAFEST may be screened at In Person or Virtual events.

WHO CAN HOST A LUNAFEST SCREENING?

We welcome hosts raising funds for their 501(c)(3) nonprofit organization or 501(c)(4) social welfare organization, or campus groups officially sanctioned by their school. Individuals or groups that are not nonprofits may also host a LUNAFEST event if the net funds raised go to a nonprofit beneficiary organization. LUNAFEST events cannot be hosted for profit.

WHERE CAN I HOST A LUNAFEST EVENT?

Events can be held anywhere in the US and Canada, in person, or virtually. If hosting in person you are responsible for finding and renting the venue space. LUNAFEST events have been hosted at theaters, auditoriums, libraries, community centers, schools, cafes, drive-ins, etc. The films are delivered for In Person events via digital download, DVD or Blu-ray disc. Our virtual events are hosted on Eventive, our virtual platform partner. The Video On Demand screening window is 48 hours to start viewing and 48 hours to finish viewing.

IS THERE A FEE TO HOST?

Yes. There is a one-time donation fee of $250 that is paid directly to our nonprofit partner, Chicken & Egg Pictures. This organization supports women nonfiction filmmakers whose artful and innovative storytelling catalyzes social change. All additional net proceeds from your event may go to your nonprofit organization or beneficiary.

WHAT KIND OF MARKETING MATERIALS DO YOU PROVIDE?

Once we have confirmed your event, you may find all the downloadable marketing assets you need on the HOSTING GUIDES page. These include editable posters, postcards, and digital ads; social media assets such as posts, images, event page headers, Zoom backgrounds for virtual events, and more. Downloadable film stills can be found on our MEDIA ROOM page. We will also guide you through the hosting process via an email journey that provides step-by-step instructions.

CAN I GET LOCAL SPONSORS?

Yes. We encourage you to seek out local sponsors to help offset the costs of the host donation fee, venue rental (if hosting in person), as well as other costs, such as advertising fees or catering costs. LUNAFEST offers a customizable Sponsorship Packet in the HOSTING GUIDES section for this purpose.

WHAT IS INCLUDED IN LUNAFEST HOSTING PACKAGE?

  • The current season of LUNAFEST films (7 short films, total running time is 90 minutes) via digital delivery, DVD or Blu-ray, or DCP (In Person events) or via streaming on Eventive (virtual events)
  • Custom ticketing/streaming page on Eventive, our virtual platform partner (virtual events)
  • Customizable host promo materials
  • LUNA bars and printed programs (In Person events only)
  • LUNA bar discount (virtual events)

MAY I INVITE A FILMMAKER TO TAKE PART IN MY VIRTUAL LUNAFEST EVENT? 

Yes. You may invite LUNAFEST filmmakers to participate in a Q & A or discussion during your virtual event. Hosts may request a filmmaker email contact list and reach out to the filmmakers directly to invite them to attend or participate in a prerecorded interview session. Appearances are limited to availability and interest of filmmakers. LUNAFEST covers an honorarium fee for filmmakers for their participation in any LUNAFEST event. 

MARKETING YOUR EVENT

The main driver of success for LUNAFEST events is word of mouth, but there are many ways to reach out to your community. We recommend a combination of the following: 

  • Create your own posters, ads, and postcards with the editable PDFs below. They’re easy to customize, and we include a cheat sheet with tips on how to use them. Be sure to choose the correct folder below. We have included assets for Virtual, In Person, and Hybrid (both In Person and Virtual) events.
  • Invite your network via email or e-newsletters. 
  • Create an event on your organization’s Facebook page and invite your followers. We've included a Facebook Event Page Cover and Facebook Profile Header in the Social Media Kit folder (below).
  • Post to your social channels. We have some ideas and suggested posts to get you started in our Social Media Kit (below). You can post about the films, filmmakers, unique features of your event, etc. 
  • Need more images for promoting your event? Please visit our Media Room for downloadable film stills from all of this season’s films.
  • Encourage your volunteers, partners, and sponsors to spread the word to their networks via word of mouth, newsletters, and social accounts. 
  • Reach out to local media outlets using the Media Alert template (below).  
  • Invite local bloggers and influencers to write about the event and attend as guests. 




Host Promo Materials Kit - Virtual

Host Promo Materials Kit - In Person

Host Promo Materials Kit - Hybrid

Host Social Media Kit

Media Alert Template

2022 Event Promotion Tip Sheet

FUNDRAISING

Hosts have had excellent results with fundraising beyond ticket sales alone by offering event sponsorships, silent auctions that run concurrently with their event, and additional donations made during the ticket purchase step.  

Tip: Be sure to remind attendees that some companies match donation funds. 

SPONSORSHIP + DONATIONS: Many of our hosts seek sponsorships to help with their event costs or to raise additional funds for their event. Sponsorships can significantly offset the cost of running your event. While there are fewer costs with virtual events, sponsorships can help pay for a livestream event, goodie bag swag and shipping, and social media ad fees. Reaching out to local businesses also helps build community involvement around your event. Not familiar with asking for sponsorship? We have an easy-to-use Sponsorship Packet with sample letter, example sponsorship levels, etc. Just click the download icon below.

There is space on the event poster template and on your Eventive ticketing page to highlight your sponsors’ logos.

Sponsorship Packet

RECOMMENDED VIEWING AGE 13+

Films feature strong women, powerful images, and impactful language. Stories reflect the diverse perspectives of the filmmakers and their subjects. We recommend age 13+ for the 2023 Season films.  Hosts may preview the films in advance upon request. Please email lunafest@clifbar.com to request a preview link.

Virtual Events

VIRTUAL STREAMING PLATFORM: EVENTIVE

Last season we worked with the Eventive Team to implement many updates and improvements to the Eventive experience. The updates all remain in place for 2023. Eventive is an all-in-one ticketing and streaming platform that offers fully customizable virtual screening packages and is optimized for Video on Demand and livestreaming. 

What Is EventiveEventive is our preferred vendor for ticketing and streaming! Eventive is an all-in-one ticketing and streaming platform that provides an optimal virtual experience. You will be able to upload sponsor logos and intro and/or closing videos if you wish. Each attendee will receive access to create a simple account with Eventive to view your screening. They will also receive reminder emails to let them know when the screening is available to view. 

Self-Service Ticket Reports: You will have direct access to ticket sales reporting via your own Eventive admin account. You’ll be able to see who has purchased tickets any time you wish!    

Reduced and Simple Fees: We have worked with Eventive to create a simple 5% + $0.99 ticketing fee for all of our events. LUNAFEST will cover the DRM streaming fees associated with your event, as well as the 1% Stripe fee.   

Pass Along Fee Structure: The ticketing fee is passed along to the ticket purchaser, so you do not need to calculate fees into your ticket price.  

Direct Deposit Payout for All: Eventive’s direct deposit payout system (called Revenue Sharing) is available to all of our hosts (U.S. and Canada). You will be able to use this monthly payout system for your events. As noted above, LUNAFEST covers the Stripe fee for this service.  

Direct Support from Eventive Staff: The Eventive Team will meet with you to set up your ticketing/streaming page; send reminder emails to your attendees; upload your organization logo and sponsor logos on your Eventive page; and upload intro/closing videos.  

Real Time Broadcast: This optional feature allows you to screen the event watch-party -style" where attendees tune in at the same time and can interact on Live Chat!   

Attendee Support: Eventive provides support for your attendees via Live Chat and offers numerous ways your audience can watch Eventive Virtual screenings, including via Apple TV, Roku, and Chromecast. Eventive’s audience support is available from 6 a.m. to 12 a.m. PST, 7 days a week, for your guests and attendees.   

Include your own videos! Hosts may upload prerecorded welcomes, sponsor videos, etc. as “pre-roll” (video that rolls before the films play) and upload other recorded content such as prerecorded Q & As to add to their virtual screenings.

Eventive offers three formats for screenings: Video on Demand (VOD), Real Time Broadcast (RTB) + VOD, and RTB + VOD + Livestream. 

VOD: The Video on Demand viewing option allows attendees to stream LUNAFEST films any time during a 48-hour viewing window. This is the simplest option for hosts and allows attendees flexibility in viewing the films. The VOD option also allows for hosts to include a prerecorded intro/welcome and/or closing video that can be included in your virtual event. There is a simple 5% + $0.99 ticketing fee, which may be passed along to the ticket purchaser, but there are no other fees! 

RTB + VOD: Think of this as a watch-party-style event! You can set your VOD event to initially play as a Real Time Broadcast in which users tune in at the same time to view the films together. They are not able to rewind, pause, or fast-forward during this Real Time Broadcast. Once the broadcast ends, the recording will transition to standard VOD in which users are able to view the program as recorded content for the remainder of the 48-hour availability window. A Real Time Broadcast includes a Live Chat window alongside the player window and is a great way to create a shared participation experience for your viewers! The live chat will remain active after the screening transitions to VOD, so people who watch after the Real Time Broadcast ends can still interact over chat. (Or if you like, Eventive can turn off the chat after the RTB transitions to VOD.) There is a simple 5% + $0.99 ticketing fee, which may be passed along to the ticket purchaser, but there are no other fees! 

RTB + VOD + Livestream: This option includes the films streaming as a Real Time Broadcast at a designated event time, as well as a livestream section after the films. This is a great option if you want to create a robust “live event” experience with a specific event time and real-time livestream discussion or Q & A after the films. For example, a Real Time Broadcast of the films plus a filmmaker Q & A is a wonderful use of this event. The Eventive Team will help you produce your livestream for a production fee of $250. Livestreams are viewable along with the films on Eventive TV apps that include Apple TV, Roku, and Amazon Fire. After the broadcast and livestream have occurred, viewers are able to view the films and livestream again as recorded content for the remainder of the 48-hour availability window.


EVENTIVE FAQs

How do I submit my sponsor logos? 

Sponsor logos can be submitted in JPEG and PNG format only. Recommended specs are at least 600px wide, and either wide or square aspect ratio. Please email them directly to lunafestsupport@eventive.org at least 48 hours prior to your event.

How do I submit my recorded video welcome (or sponsor video, etc.)? 

You may record your video using your phone, Zoom, etc. and you may add in sponsor videos. Make sure to combine everything into one file before submitting to Eventive. Specs are as follows: 

  • Recommended length: We suggest keeping your intro to 3 minutes or less, but you may send a video of up to 10 minutes in length. You may also include a prerecorded interview session or closing discussion. This should be no longer than 20 minutes.
  • Very Important: If filming on a phone, please ensure you are filming in horizontal format (landscape view).
  • 1920x1080 h.264 @10Mbps, max file size 10GB. Both .mp4 and .mov format are accepted. 
  • Please name your file as follows: [your organization] _ [event date]LUNAFEST_Intro 
  • The Eventive Team will send you an upload link via email when you are ready to send your video. 
  • You must submit your video at least 48 hours prior to your event date. 

Can I host a livestream event? 

Yes! Eventive offers a Video on Demand (VOD) + Livestream option. For $250, Eventive can provide a personal event producer to manage your livestream.

How does ticketing on Eventive work? 

There is o simple ticketing fee of app. 5% + $0.99, which is passed along to ticket purchasers. This is comparable to many other ticketing platforms. We highly recommend using Eventive for ticketing your virtual event to ensure a seamless experience for your attendees. Eventive will send out confirmation emails, reminders, and of course, provide access to view the films on demand. 

How should I price my Virtual Tickets?

We suggest you keep your ticket prices similar to those of a live screening event. Since this is a fundraiser for your nonprofit organization, your community will appreciate being able to support your organization while enjoying the films from the comfort of their home. 

Some hosts also offer lower-priced tickets for students and seniors. We also suggest offering an individual ticket price and a higher household or group ticket price for 2 or more viewers in one home. 

Can donations be made on Eventive?

Yes, your attendees may make donations during the ticket purchase process of pre-set amounts of $5, $10, or $25. They may also make a donation of any custom amount they choose.  For donations, the Eventive ticketing fee portion is waived and only the credit card processing fee of 2.9% of the donation amount will be deducted. 

How will I know how many tickets I have sold? 

As soon as you are set up with Revenue Sharing on Eventive, you will have direct access to ticket sales info in real time, including attendee names and email addresses.

Can attendees buy tickets for others as gifts?

  • Yes! They can select your screening on Eventive and look for the Give as Gift below the Pre-Order/Unlock Now button. The link allows you to add the recipient’s email address and an optional message, then continue with the transaction. The recipient then receives an email and can “accept” the gift to complete the transfer (and create an account if they do not already have an Eventive account).

How do I receive my payout? 

  • Eventive is able to provide direct payment to our hosts (both in the US and Canada) via Stripe. 
  • You will be invited to set up a simple Eventive Revenue Sharing account to receive funds directly.
  • Payments will be made on a regular basis on the first of the month directly to your organization’s bank account.
  • LUNAFEST will cover the 1% fee from Stripe on the net amount of the payout for this service.
  • You must be set up with Revenue Sharing before ticket sales can begin.

VIRTUAL PLANNING CHECKLIST

  • APPLY TO HOST: Have a tentative date in mind when you apply. You can always change it later.
  • DONATE TO CHICKEN & EGG PICTURES: We have reduced our donation fee for 2022! Our host donation fee this season is $250 and is paid directly to our partner, Chicken & Egg Pictures, prior to hosting. All remaining net proceeds from your event go directly to your nonprofit organization or a beneficiary of your choice.
  • PLEASE READ the LUNAFEST HOST TERMS AND CONDITIONS
  • DESIGN YOUR EVENT: We have streamlined our virtual event process even more this year! See the Eventive section below. We invite you to get creative and make your event special. 
  • THINK OF OTHER WAYS TO FUNDRAISE: Hosts have had great success with fundraising beyond just ticket sales via event sponsorship, silent auctions, and donations.    
  • WATCH YOUR INBOX: We will send you step-by-step instructions via email to get your event listed on the LUNAFEST Screenings page and set up your Eventive ticketing page. To get ready, please have the following prepared:
    • Your event details (date, time, information about your event) will be needed to fill out your LUNAFEST event details form (the LUNAFEST Team will send this to you).
    • Your ticket offerings and prices (see the Ticketing section of the Host Guide below). 
    • If using Eventive for ticketing: you'll need your organization's bank account info to get set up with Eventive’s Revenue Share system to receive direct payouts.
    • Optional: provide sponsor logos in PNG or JPEG format. We’ll connect you with Eventive to submit these.
    • Would you like to include a prerecorded welcome before the films or a closing video at the end? Specs and an upload link will be provided by the Eventive Team.
    • Would you like to hire Eventive to produce a livestream for you (additional $250 fee)? 
  • PROMOTE YOUR EVENT: Spread the word! We recommend promoting your event in a variety of ways. 
  • ENJOY YOUR EVENT: With Eventive, you may prerecord your welcome video or even an interview session with a filmmaker, or you can hire the Eventive team to help you with a livestream, so no need to stress! Your guests will receive an automatic email confirmation with all the details on how to watch, and the Eventive team will be there via Live Chat to help your guests if they are having any trouble. 
  • LET US KNOW HOW YOUR EVENT WENT — This step is crucial and required of all hosts. Please take a moment to respond to two key questions and fill out the 2022 LUNAFEST SHOW REPORT after your event to give us feedback.

VIRTUAL EVENT INSPIRATION

You can make virtual events fun! We have seen so much creativity with virtual events and we want to share a few ideas with you: 

  • Take advantage of Eventive’s free Real Time Broadcast feature, which allows you to create a watch party event. 
  • Host a livestream Q & A with a filmmaker after viewing the films on Eventive. For $250, the Eventive Team will help you produce a livestream discussion on the virtual platform (no more managing the back end on your own!) OR prerecord an interview session to show after the films—it’s free! 
  • Encourage your attendees to throw on some fun jewelry, make a specialty cocktail, and pop up some gourmet popcorn. 
  • Create goodie bags and set up local pickup or delivery for virtual screenings (think movie night supplies). 
  • Partner with a local restaurant for a “dinner and a movie” package. 
  • Host a local drive-in theater screening or create your own outdoor screening at a local park with a portable projector and screen. There are companies that can do this for you! 
  • Other ways to make it fun: 
    • Our specially curated LUNAFEST Spotify playlist is a great way for your guests to get excited about your upcoming event.
    • Discounted LUNA bars: We are thrilled to offer 20% off all LUNA bars. Every ticket confirmation email from your event will include a discount code to purchase LUNA bars on lunabar.com.  


    ADDITIONAL TOOLS

    2022 Zoom Backgrounds

    2022 Film Summary Sheet

    2022 Eventbrite Cover Image

    2022 Discussion Questions

    2022 Filmmaker Interview Questions

    2022 Instagram Stickers

    LUNAFEST Program: Full Size

    LUNAFEST Program: Mobile Version

    LUNAFEST 2023 Film Summary Sheet

    In Person Events

    IN PERSON PLANNING CHECKLIST

    • APPLY TO HOST: Have a tentative date in mind when you apply. You can always change it later.
    • DONATE TO CHICKEN & EGG PICTURES: Our host donation fee this season remains the same as last year: $250 is paid directly to our partner, Chicken & Egg Pictures, prior to hosting. All remaining net proceeds from your event go directly to your nonprofit organization or a beneficiary of your choice.
    • PLEASE READ the LUNAFEST HOST TERMS AND CONDITIONS
    • DESIGN YOUR EVENT: Select your venue, consider a reception or post-film discussion, add a speaker to your welcome or intro. There are many ways to “plus up” your in-person event!
    • THINK OF OTHER WAYS TO FUNDRAISE: Hosts have had great success with fundraising beyond just ticket sales via event sponsorship, silent auctions, and donations. 
    • WATCH YOUR INBOX:  We will send you step-by-step instructions via email to get your event listed on the LUNAFEST Screenings page and set up your Eventive ticketing page, if desired. You may use the ticketing vendor of your choice or you may use Eventive, which offers a simple 5% + $0.99 ticketing fee for In Person events. This ticketing fee may be passed along to the ticket purchaser. Please be ready to share the following once you receive your first email:
      • Confirm your event details (date, time, information about your event) by filling out your LUNAFEST event details form (the LUNAFEST Team will send this to you).
      • Confirm your ticket offerings and prices or provide your own ticketing platform link.
      • If using Eventive for ticketing: Get set up with Eventive’s Revenue Share system to receive payouts directly to your organization’s bank account.
      • Confirm the number of estimated attendees you expect and provide a shipping address for LUNA bars and printed programs (yes, they’re back this year!). We’ll ship these to arrive about 2 weeks prior to your event date.
      • Confirm how you’d like to receive the films. We can provide digital download, DVD, or Blu-ray.
    • PROMOTE YOUR EVENT: Spread the word! We recommend promoting your event in a variety of ways. 
    • ENJOY YOUR EVENT: You will receive LUNA bars and event programs to hand out to your In Person attendees a couple of weeks before your event. You may also want to include gift bags with swag from local sponsor for VIPs or host a reception before or after the screening.
    • LET US KNOW HOW YOUR EVENT WENT— This step is crucial and required of all hosts. Please take a moment to respond to two key questions and fill out the 2023 LUNAFEST SHOW REPORT after your event to give us feedback.

    LUNAFEST IN PERSON EVENT PROTOCOL

    Ensure that you are following all local health department guidelines regarding COVID-19.

    If you are not requiring proof of vaccination and/or not requiring masks, you must provide notification on your ticketing page and email communications. At your event site, you must state that your event is not requiring masking or proof of vaccination against COVID-19 and that patrons enter at their own risk.

    We suggest you be prepared to convert your event to virtual to avoid having to cancel completely should local health guidelines change before your event takes place. The LUNAFEST Team is available to help you get set up with a virtual backup plan, if necessary. 

    Other

    LUNAFEST BRANDING GUIDE

    The LUNAFEST name represents the LUNA brand and our values and commitment to women everywhere. It is very important to correctly use all marketing materials and signage associated with LUNAFEST to ensure a consistent brand image for the festival nationwide. You are highly encouraged to utilize the editable PDFs located in Marketing Your Event.  

    Should you need to create additional materials beyond what LUNA offers, we ask that you follow the LUNAFEST logo and name usage guidelines below and email a sample to LUNA at lunafest@clifbar.com for approval before posting or distributing. The guidelines are detailed, but if anything seems confusing or if you have questions, please don’t hesitate to contact us. Clif Bar may ask you to remove any materials that do not follow these guidelines. 

    REFERRING TO LUNAFEST: Spelling LUNAFEST: The first mention of LUNAFEST on any document should always include the ® symbol immediately following the name LUNAFEST. All subsequent references to LUNAFEST within the same document do not need the ® symbol. The ® symbol can be found in most Microsoft Word programs under Insert > Symbol. 

    • This is correct: LUNAFEST® 
    • This is not correct: Lunafest®. LUNA-FEST®, LUNAFESTTM 

     IDENTIFYING YOUR LUNAFEST

    • If you are a college or university your event name should read: LUNAFEST [name of college/university] [year]. For example, LUNAFEST University of Colorado 2022. 
    • You can also add a line identifying a group or department: Hosted by [your college group name]. For example, LUNAFEST University of Colorado 2022, Hosted by the Women’s Studies Department.  
    • For any other organization, your event name should read: LUNAFEST [name of town where event is held. [year], Hosted by [name of organization], benefiting [beneficiary organization]. For example, LUNAFEST Mill Valley 2022, Hosted by the Marin County Women’s Health Center, benefiting Breast Cancer Prevention Partners. 

    LUNAFEST BRANDING GUIDE TITLE SPONSOR: LUNAFEST is brought to you by LUNA. LUNAFEST cannot be listed as having any other title sponsors. However, local sponsorships are highly encouraged (please see the Sponsorship Packet for details). 

    TAGLINE: The official LUNAFEST tagline is: Short Films By and About Women.

    WEBSITE: The official LUNAFEST website is www.lunafest.org. No assets may be repurposed from the lunafest.org website for use elsewhere online or in print without permission from LUNAFEST. LOGO: The official LUNAFEST logo is available for download at www.lunafest.org/media-room. No other logo besides the beneficiary organization(s) logo may be used on any printed or digital material related to LUNAFEST. All uses of LUNAFEST must be approved by LUNA, including online and print materials.

    LUNAFEST TERMS AND CONDITIONS

    PLEASE READ THE TERMS OF THIS AGREEMENT. THEY CONSTITUTE A LEGALLY BINDING AGREEMENT BETWEEN YOU/YOUR ORGANIZATION (referred to herein as “You” or “Your Organization”) AND CLIF BAR & COMPANY. 

    Clif Bar & Company owns and controls the LUNA® brand, LUNAFEST®, and related logos and marks. 

    Your LUNAFEST event must be held between January 15, 2022 and November 15, 2022

    You must give a $250 donation to our national partner, Chicken & Egg Pictures, prior to receiving the LUNAFEST films. Chicken & Egg Pictures is an organization that provides mentorship and critical financial support to female nonfiction filmmakers. Because a critical component of LUNAFEST is raising funds for Your Organization, You are strongly encouraged to sell tickets to LUNAFEST. Admission to your event via suggested contribution or donation is not encouraged. 

    For live events: At a minimum, your venue must provide the following A/V equipment: screen, digital projection system or DVD or Blu-ray® disc projection system, sound system, and adequate seating. 

    The films are the property of Clif Bar & Company and DVDs must be returned within one week (5 business days) of your LUNAFEST screening.

    If You have a digital download of the LUNAFEST films, You must delete the download within one week (5 business days) of your LUNAFEST screening.

    You agree to send your post-event report to LUNA via our Show Report form no later than two weeks (10 business days) after your LUNAFEST screening. 

    You agree to inform LUNA of any public relations or media outreach for your event. LUNA has final approval on all media relating to your event. 

    Your group or organization is responsible for all financial aspects of the LUNAFEST You host. Neither Clif Bar & Company nor the LUNA brand provides any financial assistance or assumes any financial, legal, or other liability with respect to LUNAFEST. You agree to assume all liability for your LUNAFEST event and seek appropriate event insurance or the like. You will indemnify, defend, and hold harmless Clif Bar & Company and its employees and officers from any liability, loss (including attorney’s fees), claim, damages, or other action (collectively, “Claims”) arising out of or connected with your LUNAFEST event, except to the extent any such Claim relates to the films themselves. 

    To be eligible to sponsor a LUNAFEST event, You must provide proof of your group or organization’s status as a registered charity, 501(c)(3) nonprofit organization or 501(c)(4) social welfare organization, or a campus group officially sanctioned by your school. You must submit such proof to lunafest@clifbar.com.

    You are responsible for periodically checking the LUNAFEST screenings page for other LUNAFEST events that may be scheduled in your area and notifying LUNAFEST if there is a conflict. LUNA does not screen locations or dates for date conflicts. 

    You must comply with the requirements for any and all use of any printed materials, logos, and elements in the media package as included in your Hosting Guides.

    Website content on lunafest.org may not be copied or replicated without permission from Clif Bar & Company. 

    All internet or social media content You want to use to advertise, promote and/or publicize your LUNAFEST event must be approved by us prior to going live online. To submit your content for approval, please contact lunafest@clifbar.com

    At the point of ticketing, please include the following disclosure: 

    The LUNAFEST name and trademarks are used with the permission of Clif Bar & Company.  This event is not managed by LUNAFEST or Clif Bar, and [insert your information here: name/organization] is solely responsible for the administration and management of the event. You are providing your information to [insert your information here: name/organization], which shall be shared with LUNAFEST/Clif Bar. 

    Raffles are permitted in conjunction with your LUNAFEST event in the United States only, but only If You are a nonprofit public benefit corporation, who has properly registered in the states in which You will operate the raffle and have complied with all statutes governing raffles. If you are eligible to offer a raffle and do so, you must include the following disclosure in your raffle terms and conditions: 

    This raffle is properly licensed and sponsored by [organization], which is solely responsible for its administration. LUNAFEST and Clif Bar & Company do not endorse and are not affiliated with the raffle. You are providing your information to [insert your information here: name/organization], which will be shared with LUNAFEST/Clif Bar. You may opt in to Clif Bar’s newsletter feed as described in the ticket purchase process.

    Sweepstakes are permitted in conjunction with your LUNAFEST event in the United States only, but only if You are a corporation in good standing and have complied with statutes in the states in which You will offer the sweepstakes, including providing terms and conditions accessible to entrants. If You offer a sweepstakes, You must include the following disclosure in your sweepstakes terms and conditions: 

    This sweepstakes is sponsored by [insert your information here: name/organization], which is solely responsible for its administration. LUNAFEST and Clif Bar & Company do not endorse and are not affiliated with this sweepstakes. You are providing your information to [insert your information here: name/organization], which shall be shared with LUNAFEST/Clif Bar. You may opt in to Clif Bar’s newsletter feed as described in the ticket purchase process.

    Clif Bar & Company has the right in its sole discretion to decide on any additional sponsors or promotional partners. You may have local sponsors for your local events. Local sponsors may not be competitors of Clif Bar & Company in the energy and nutrition foods (including bars, gels, and chews), sport drink, and snack food categories. 

    LUNAFEST films must be shown in their entirety and in the sequence that we require. 

    You may add one additional local film to the festival that can be shown after the official LUNAFEST films. LUNAFEST must first screen and approve this film. Please submit such additional films to lunafest@clifbar.com.

    Nothing in this agreement should be interpreted to suggest an ongoing relationship between Clif Bar & Company, LUNAFEST, and You/Your Organization. Nor should anything in this agreement be interpreted to confer upon You or any third party any right to any intellectual property belonging to LUNA, LUNAFEST, or Clif Bar & Company. Except as set forth in this agreement, You are not authorized to use any such intellectual property. 

    Clif Bar & Company reserves the right in its sole discretion and without incurring any liability whatsoever, to cancel LUNAFEST at any time or to revoke your permission to be a LUNAFEST host.