How To Host An Outdoor Movie Night Fundraiser

1. Get a movie permit

Before showing any movie as part of a public screening, the most important thing to remember is that you’ll need to get permission from the distribution rights holder. This way you’ll avoid any fines due to copyright infringements.
 

What is a public screening?

According to the Australian Copyright Council, screening a movie outside your home is considered a public screening.

This also applies to charitable organisations wanting to raise money or anyone else who may be hosting a movie night fundraiser event with the intention of donating the revenue to a charity or not-for-profit organisation.

Getting a written permission from the copyright holder before going ahead with the screening of any movie for your outdoor fundraiser event should be your number one priority.

These are the two major distributors in Australia that you’ll most likely have to contact in order to get your movie permit:
 

1. Roadshow – they are agents for some of the biggest studios, including DreamWorks, Disney, Warner Brothers, Pixar, Universal, 20th Century Fox
2. Amalgamated Movies – is the second largest distributor that looks after companies such as Sony, Tristar Pictures, Madman and Columbia Pictures

• Antidote Films – arthouse films and social documentaries
• Ronin Films – mostly Australian documentaries
• Hi Gloss Entertainment – Italian and French cinema

2. Pick your park

As always, your venue will be determined by your guest demographic.

A local park is always a popular option for community events. Just keep in mind that if it’s in a residential area, there might be noise restrictions in place.

A central park or showground is a better option as they’re generally bigger and accessible by public transport with lots of amenities (such as car parks) in place.

If the fundraiser is within your community and lots of kids from the local school will be attending, then the school oval would make a great venue for your movie night. Double check with the school principal on the correct protocol for this.

If you’re planning on hosting the movie night charity event at your workplace, take advantage of any outdoor areas on the premises. Some companies have a dedicated outdoor seating area for employees, others have a lawn or green area that’s reserved for company events and end-of-year parties. Does your workplace have something similar?

This would be a great after-work team bonding session that everyone can attend without having to go out of their way to get to the venue.
 

Why not give your charity event a weekend getaway vibe?

Do you have a friend who has a holiday home complete with a big backyard up in the mountains or in a scenic coastal town? Maybe they’re willing to donate it to you for a weekend.

This would be an ideal option if you’re planning on hosting a more intimate gathering of just close family and friends.

3. Ask council for approval

No matter which venue you end up choosing for your charity outdoor movie night, it’s important to let your local council know.

This way you’ll avoid getting in trouble and incurring a fine for breaking any council rules.

Your local council might even be willing to get involved and donate some services such as:

• Extra recycling and rubbish bins
• Parking and traffic control assistance, including closing off certain sections of a road (if need be)
• Lending equipment such as generators, lighting or seating
• Providing access to toilet facilities or running water

• Park maintenance – the grass is freshly mowed, the park is free of any litter, and any pre-scheduled sprinklers are turned off
• Ask them to share your upcoming charity event on their website and social media platforms by creating your online fundraising page here
• Get advice on which local businesses may be willing to donate their goods or services to your outdoor event

4. Hire a movie screening service

In order to show your movie in the open air, you’ll be needing these things:

• Projector
• Screen
• Sound system
• Lighting
• Electricity generator (to power the whole thing!)

• Outdoor Movies Australia
• Big Screen Hire
• Backyard Cinema Hire
• Smart Digital Australia
• Sydney Outdoor Cinema Hire
• Melbourne Blow Up Cinema

• Size of the venue for your movie night fundraiser
• Number of guests attending the charity event

5. Apply for food vendor permit

Now that you have chosen your venue, sorted out approvals and have a projection service ready to go, it’s time to think about selling snacks at the fundraiser.

Offering tasty treats at your outdoor movie night fundraiser is a foolproof way to make more money for your charitable organisation.

When setting up food and drink stalls in a public area, make sure to get in touch with your local council about the food handling guidelines and permits you may need.

It might also be a good idea to hire mobile food trucks – at a heavily discounted price, of course – because they’re already registered food businesses who have pre-existing permits to serve food and beverages to the public.

Here are a few food truck ideas to get the inspiration wheels turning:

• Fluffy Crunch – fun fairy floss flavours; popular with kids of all ages
• The Bearded Bakers – brothers dishing knafeh to their a huge following
• Choux Patisserie – exceptional eclairs by a proper French pastry chef
• Billy van Creamery – great gelato. Insider scoop: they have a vegan range
• Belles Hot Chicken – American style fried chicken with the works
• Mr Burger – something for the burger lovers, including veggos and vegans
• Happy as Larry – kids will love this because they sell pizza
• El Capo – solid South American flavours, vegan options available
• Mama Linh’s – Vietnamese street food at its best
• The Snag Society – who doesn’t love a sausage sizzle?

6. Organise seating

You can encourage guests to bring their own low, fold-out or camping chairs, or you can use this opportunity to raise more funds for your charity by hiring out:

• Picnic blankets
• Cushions
• Beanbags
• Sun loungers

• Picnic blankets as part of the standard package
• Beanbags and sun loungers as part of the premium or luxury packages

7. Consider the amenities

You’re almost there! But here are a few final things to help you host a super successful outdoor movie night fundraiser:

• Toilet facilities – if there aren’t enough toilet facilities available at the venue, consider hiring portaloos
• Rubbish bins – have enough bins placed around the venue so everyone has access to them
• Site maps – provide a map of the venue with entry points and exits clearly marked
• Accessibility – be sure to share accessibility information about the site
• Transport timetables – give public transport timings to your guests
• Parking instructions – find out whether street parking is an option or if there’s a carpark nearby for guests who’ll be driving (and whether it’s free)
• Emergency procedures – have an emergency meeting point and evacuation plan ready; your council can help with this
• Security personnel – depending on the size of your event and location, see if security or police presence is needed
• Volunteers – ask for help coordinating the event (directing people to their seats, helping them find rest rooms or locate the bins, etc)
• Check the weather – While hosting your outdoor movie event in the warmer months is a safer bet, be sure to check the weather forecast before the event

One last thing...

Enjoy yourself!

Don't forget to start your personal fundraising page so that you can track your fundraising progress, and feel free to contact us with any questions.

• Email: [email protected] 
• Phone: 1800 672 892