The Four Addresses
| Address | Use For |
|---|---|
| tech@oneearthfilmfest.org | Technical support, file issues, equipment problems, QC questions |
| films@oneearthfilmfest.org | Filmmaker communications — file delivery, specs, captions |
| hosts@oneearthfilmfest.org | Host communications — packet delivery, troubleshooting, logistics |
| venues@oneearthfilmfest.org | Venue coordination — site visits, equipment assessment, scheduling |
Quick Start
- Add the addresses you need as "Send mail as" in Gmail settings
- When replying, switch the From field to the appropriate shared address
- That's it — their replies now come to the shared inbox
One-Time Setup
Path: Gmail → Settings (gear) → See all settings → Accounts tab
- Find "Send mail as" → click Add another email address
- Enter the address details:
- Name: OEFF Tech (or Films, Hosts, Venues)
- Email: tech@oneearthfilmfest.org (or the relevant address)
- Uncheck "Treat as an alias" → Next → Send Verification
- Click the link in the verification email
- Repeat for each address you need
Once set up, you'll see all addresses in the "From" dropdown when composing.
Troubleshooting: Verification email didn't arrive
- Check the Google Group directly at groups.google.com — the verification often arrives there rather than your personal inbox
- Click the group name (e.g., "OEFF Tech")
- Look in Conversations for the verification email
- If it's not there, try sending verification again from Gmail settings
Sending and Replying
When you reply:
- Hit reply
- Click the From field
- Switch to the appropriate shared address
- Send
View just the shared inbox:
- Go to groups.google.com
- Click the group name (e.g., OEFF Tech)
- Click Conversations in the sidebar
Bookmark the group page for quick access.
Moving to Shared Inboxes
When you can, send from shared addresses instead of your personal email — especially for new outreach, reminders, and follow-ups. This way replies come back to the shared inbox and anyone on the team can pick them up.
For threads already in progress from your personal email, no need to disrupt — just shift at a natural touchpoint (like a new follow-up or reminder).
Transition footer — add this to your first few emails from the shared address:
You may notice this email is from a new address — we're using shared team inboxes now so anyone on our team can help you faster.
Which Address to Use
| Situation | Use |
|---|---|
| Asking a filmmaker for their file | films@ |
| Sending a host their screening packet | hosts@ |
| Scheduling a site visit with a venue | venues@ |
| Troubleshooting a playback issue | tech@ |
| General OEFF inquiry (not sure) | tech@ (default) |
Common Scenarios
Filmmaker asks about specs: Reply from films@ with the spec sheet link or FAQ.
Host has a question covered in the guide: Answer directly, then link the Host Guide.
Reply comes into your personal inbox on an old thread: Forward to the shared inbox, then reply FROM the shared address.
Need to hand off: No need to forward — it's already in the shared inbox. Tag in the Team Space if urgent.
Closing out: Send a quick close: "All set — thanks!" or "Resolved — closing thread."
Subject Lines + Quick Habits
Subject line prefixes:
- [Action by DATE] — You need them to do something
- [Q:] — You're asking a question
- [FYI] — No action needed, just info
- [Confirmed] — Closing the loop
Quick habits:
- Confirm receipt: "Got it — will review by Thursday."
- Close the loop: "Resolved — closing thread."
- Link, don't describe: Include actual links
- Point to forms: Capture data in surveys, not email threads
Cheat Sheet
- tech@ — Technical support, QC, equipment
- films@ — Filmmaker communications
- hosts@ — Host/venue communications
- venues@ — Venue coordination
- From field — Always switch to shared address when replying
- View threads — groups.google.com → click group → Conversations
- Need help? — Tag in the Team Space