It takes effort to put on an outdoor movie event. The success of your event will depend on how well it is organized, whether you are having a neighborhood gathering, an outdoor movie party, a movie night for the office or club, or a public event with tickets.
That is the main topic of this article. You will be guided through the crucial steps necessary to organize a fun outdoor movie event.
- Choosing a location
The ability to select any kind of location is one of the best aspects of organizing an outdoor movie event. You may put up your camp anywhere that has adequate open space and level ground, such as a beach, a formal garden, a local park, a boat, the grounds of a stately mansion, a lakeside area, a rooftop terrace, or a town green.
Different audiences respond better to various venues. For younger audiences, a beach would be perfect, and for more senior audiences, a formal garden. A wide range of people would enjoy parks and lakes. The choice of location will be greatly influenced by who will be attending.
The money will also have an impact on the venue selection. A pub or rooftop terrace may charge between £150 and £2,000 per hour to host such event. The council has the option of hiring a park on an hourly or daily basis. The formal gardens and boats are the same.
- Choosing a date
The location of your outdoor movie event may also depend on what time of year you intend to hold it. While the beach will be chilly in December, some gardens won’t be accessible or appropriate out of season. Verify the venue’s seasonal appearance and atmosphere to determine whether heating, seating, or cooling will be required.
The time will also have an impact on attendance. Weekday evenings can be successful in cities or metropolitan regions, but weekends would be ideal for the broadest demographic and ease of attendance. Your audience must be taken into account.
- Equipment setup
Depending on the scale you’re dealing with, you’ll require different equipment for your event. Your requirements can be basic if you’re hosting a family gathering or outdoor movie party. If you’re planning large, you’ll require extra tools.
A big screen, projector, sound system, electricity, lights, and staff to operate the equipment are the very minimum requirements for a movie event. Additionally, you could require seating, ticket agents, and possibly a compere.
- Ticketing
You will need a system for managing and selling tickets if you are organizing a ticketed cinema partyevent. You can take care of this yourself by creating and selling tickets, or you can use an internet portal.
Ticketing for events is handled by platforms like bookthecinema.com, freeing you up to focus on the other preparations you need to make.
- Movie preference
The second most crucial choice you will likely make is a movie to see. The target audience will have an impact on the movie that is chosen for screening. The movie(s) you show will depend on whether you want to draw families, couples, older people, younger people, or a mix of everyone.
Movie theme nights and new release screenings in locations without a permanent cinema both function effectively. All classic or B&W films are effective in their own setting.
Be sure to get the documentation in addition to the movie if you plan on showing movies outside of a permanent theater because doing so requires both a premises license and a film copyright license.
There are businesses that can offer fully licensed films for public viewing. They typically base their prices on the number of attendees and if an event requires tickets. For up to 200 individuals, the cost each screening starts at £100, or 35% of the cost of the event’s tickets.
- Event security and safety
Every time you organize an event for a sizable audience or charge admission, event safety and security become a concern. Instead of skimming over this vast and intricate subject here, look at the in-depth guides below for more information:
- Running a contest securely (Health and Safety Executive)
- How to construct a risk analysis
- Event insurance: All the information you require
- Hospitality
If you’re organizing a little movie party, catering may not be a factor. But if you’re planning a large-scale outdoor movie event, you’ll need to provide food and beverages for the attendees.
Although popcorn is the preferred snack for cinema party, you have the opportunity to provide much more. You may provide typical hot dogs and hamburgers, bbqs, meals from food trucks and other mobile vendors, or something altogether unusual.
Bring it outdoors.
You now know how to organize and conduct your own outdoor movie event. To ensure the success of your event, follow this advice. Good fortune!