Auto-Reply Configuration

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.

[email protected]

Subject: Thanks for contacting OEFF Tech Support

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

[email protected]

Subject: Thanks for contacting OEFF — Venue Inquiry

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

[email protected]

Subject: Thanks for contacting OEFF — Film Inquiry

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: [email protected] 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

[email protected] auto-reply configured
[email protected] auto-reply configured
[email protected] 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.