Purpose: Auto-replies acknowledge receipt immediately and deflect common questions to self-service resources. This buys time for support person to respond while reducing repeat "did you get my email?" follow-ups.
Note: Replace all [bracketed items] with actual URLs before configuring. FAQ must be live before auto-reply is effective.
Hi there,
Thanks for reaching out to OEFF Tech Support! We've received your message and will respond within 24-48 hours (often faster).
WHILE YOU WAIT — MANY QUESTIONS ARE ANSWERED HERE:
→ Host FAQ: [FAQ_URL]
→ Troubleshooting guide: [TROUBLESHOOTING_URL]
COMMON QUICK FIXES:
• File won't play? → Try VLC Player (free at videolan.org)
• Captions not showing? → Check FAQ under "Captions"
• Need your packet? → Check email for download link, or reply with venue name
SCREENING WITHIN 48 HOURS?
Call the Tech Hotline: [HOTLINE_NUMBER]
Available 9am-10pm during festival week (April 22-27)
We'll be in touch soon.
---
OEFF Tech Team
Hi there,
Thanks for reaching out about hosting or venue coordination! We've received your message and will respond within 24-48 hours.
WHILE YOU WAIT:
→ Hosting FAQ (what's involved, time, fees): [FAQ_URL]
→ Already a confirmed host? Check your Host Helper
QUICK ANSWERS:
• Want to host? Complete our interest form: [INTEREST_FORM_URL]
• Already registered? Reply with your venue name and question
• Need to update contact info? Reply with new details
We appreciate your partnership!
---
OEFF Venue Coordination
Hi there,
Thanks for reaching out to OEFF about films and media. We've received your message and will respond within 24-48 hours.
FILMMAKER FILE DELIVERY:
→ Specs: H.264 MP4, 1920×1080, stereo audio
→ Captions: Include .srt if not burned in
→ Upload instructions: [UPLOAD_INSTRUCTIONS_URL]
FILM SELECTION QUESTIONS:
Contact: programming@oneearthfilmfest.org
MEDIA/PRESS INQUIRIES:
Contact: [PRESS_CONTACT]
We'll be in touch soon.
---
OEFF Film & Media Team
Setup Instructions
Google Groups Auto-Reply Setup
- Go to groups.google.com
- Select the group (e.g., OEFF Tech)
- Click Group settings (gear icon) → Email options
- Find Auto-reply to incoming emails
- Toggle ON
- Paste the appropriate auto-reply text
- Save changes
- Send a test email to verify
Gmail Vacation Responder (Alternative)
If using Gmail directly instead of Groups:
- Go to Gmail → Settings → See all settings
- Scroll to Vacation responder
- Turn ON
- Set subject and message
- Check "Only send to people in my contacts" if desired
- Save
Setup Checklist
- tech@oneearthfilmfest.org auto-reply configured
- venues@oneearthfilmfest.org auto-reply configured
- films@oneearthfilmfest.org auto-reply configured
- All links tested and working
- FAQ is live at linked URL
- Test emails sent to each address to verify
When to Update Auto-Replies
- Before festival week: Add/update hotline number
- During festival week: Consider shorter response time commitment
- After festival: Update to off-season message
- If FAQ URL changes: Update all three auto-replies
Remember: Auto-replies only work if the FAQ is actually helpful. Keep FAQ updated based on questions that come in.