Hosting an Outdoor Cinema Event – 23 Things You Should Know31 min read

First Things First

You can hold a cinema event pretty much anywhere, but the location will play a big part in creating the right atmosphere. Your audience is looking for an experience they won’t forget, so you need to get this right.

We’ve got loads of experience when it comes to this kind of event, so if you’re not sure, don’t be afraid to ask. If you’ve got somewhere in mind, the next step is making sure you’ve thought about all those little details that add up to the perfect cinema show!

1. Parking

Having somewhere to park nearby makes your guests’ lives easier.

 

2. Lighting

In most cases, it’ll be dark by the time your guests are ready to go home. Organising some lighting, or even asking your audience to bring along their own torches, can help things run more smoothly.

 

3. Toilets

When you’ve gotta go, you’ve gotta go. Toilets near your screening site are essential. If there aren’t any, you can hire some portaloos.

As a rule of thumb, you’ll need 1 toilet for every 100 female guests, and 1 toilet per 160 males.

 

4. Space

Knowing the layout for your site is important. Start with the projection setup – we base it on a 10 x 10 m box.

After that, plan enough space for your audience. Start 8 metres back from the bottom of the screen and arrange seating accordingly.

 

5. Power

The show doesn’t happen without it. 2 x 13 amp will do, but if it’s a problem we can supply a generator at extra cost.

 

6. Food and Drink

Not only will your guests thank you for it, you’ll be able to earn some extra revenue too.

 

7. Film

Perhaps you thought this would be first in the list?! The film should match the venue, audience and feel of the event.

 

8. Safety Plan

Before you get all excited, do a site risk assessment and put a simple safety plan in place.

 

9. Insurance

It makes sense to be covered. Public liability insurance for this kind of event can typically cost around £50.

 

10. Go the Extra Mile

Add extra value to your event where you can. Some ideas:

• We already mentioned it, but food & drink options are great for your guests
• Sell raffle tickets
• Invite people in fancy dress
• Bring actors and props
• Add an activity before the film
• Show trailers and advertising before the film starts

We have a huge range of entertainment equipment available for hire.

Any of this can be added to your cinema event for that extra touch your guests will love!

11. Shelter

It’s a good idea to prepare for all sorts of weather, and check the forecast before your event.

Our screens are rated for up to 20 knots of wind, so the more shelter the site has, the better it is for your guests. It’s also less likely we have to take the screen down altogether.

Remind your guests to come prepared too, with waterproofs, jackets and blankets in case it gets cold.

 

12. When’s it happening?

The key factor for outdoor events is that it’s dark! This means you won’t be able to start the film until sunset, so check your timings.

 

13. Seating

You can charge for seating or invite people to bring their own camping chairs and blankets.

Why not create a VIP area for extra ticket prices?

 

14. Site Licence

Make sure you have one because you can’t put on a show without it. If the site has its own, no need to worry. Otherwise, a temporary licence can cost around £30.

Get this right and you’ll avoid fines and bans.

 

15.Film Licence

You’ll need to apply for a film licence with an agency such as Film Bank Media or Green Light. This can typically cost between £100 – £220.

The box office also requires 35% of ticket sales is paid to them. If food, drink or other items are included in the ticket price, the film element must be declared.

 

16. Event Licence

This is what you’ll need to apply for if your venue doesn’t have an event site licence, and it can be done through the local council for £35.

 

17. Alcohol Licence

If you’re planning to sell alcohol, you’ll need one. Once more, this can be done through the local council, but prices vary.

 

18. Signage

Without it, people get lost. Signpost the way to the event and the entrance. Signpost the way from parking to the screening area. Signpost a queue for people with tickets and a queue to pay. Signpost the toilets and the first aid point.

You get the idea.

 

19. More Parking

Depending on the number of cars, you might need to have parking stewards. They’ll need high-vis and torches.

You can get an idea of numbers by assuming an average of 1 car for every 3 people.

 

20. Risk Assessments

Things to consider:

• Fire
• Bad weather
• Trips and falls
• Equipment failure
• First aid and emergency
• Physical hazards
• Crowd management
• Communication

 

21. Advertising

Make sure people know about your event:

• Posters
• Leaflets
• Social media
• Competitions
• PR
• Event listing sites
• Signage
• Groups & clubs

 

22. Ticket Price

Prices should normally range from £6 up to £20, and will depend on what is included. VIP tickets could be charged higher.

Remember that how you calculate this makes a difference to booking licence fees.

 

23. First Aid

Make sure there are 2 qualified first aiders on site with the necessary kit.

Outdoor Cinema Screen Hire

We’ve worked with lots of different people, from individuals to large corporations. Whatever event you’re planning, we’ll have the equipment and know-how to make sure it all goes to plan.

Whether you’re interested in one of our ready-made packages, or you’re not quite sure what you need, please get in touch today – we’ll be happy to help.

We can’t wait to start planning your next big event!