Libraries always need a little extra funding here and there. Whether it’s preparing for a shortfall, saving for a new piece of equipment, or starting a new program, holding fundraising events can be a major boon, both for funding and for outreach. You should have a large tool belt of potential fundraising activities, and film showings are typically a good go to for libraries. Especially in the warmer months, a dinner and a movie fundraiser might be just the fundraising opportunity you and your community asked for.
Where to start
It’s always best to start with a goal: What will the library use these funds for? Will a fundraiser film showing become a tradition, or are you only trying to get the money to buy a new piece of equipment or start a program? People like to know where their money is going, and reminding patrons that such events have funded specific activities or the purchase of new equipment can help build awareness around library events in general. It should also be decided who is in charge of what when it comes to organizing the activity: It’s possible to plan a dinner and a movie event by one’s lonesome, but, as the adage goes, ‘two heads are better than one.’ With the pre-planning out of the way, you can get down to the actual planning.
Logistics
Video Librarian has a wonderful walkthrough for the ins and outs of holding a movie night fundraiser that would work well in tandem with this article. The first step with or without dining is to assess your resources for the fundraiser. look at the films in your collection: Which titles do you already have Public Performance Rights for? Which are public domain? PPR can run from hundreds to thousands of dollars depending on the film and its publisher: Try to save a little money by utilizing what you already have. If you need licensing for a specific film, reach out to film publishers like Swank Motion Pictures, the Motion Picture Licensing Corporation, or Criterion Pictures. If that doesn’t work, finding and contacting the copyright holder is usually the best option. Consider your audience too: Is this a family night or a black-tie affair? They’ll want different films and different menus. It’s also advisable to pick a film that aligns with the library’s fundraising mission if possible.
The next step is selecting a date and location. Make sure your fundraising date doesn’t conflict with other local events to assure maximum turnout. Smaller libraries especially may want to reach out to community centers, schools, and other local institutions which may be able to provide a larger space for fundraising events for little to no cost. These relationships can be used to help further future fundraising or library programs as well, and are always a great investment.
Ensure your chosen venue can accommodate both a dining area and a film screening. A casual format like a picnic might work for more laid-back crowds, while others might expect a more elegant setup. Now’s also the time to consider add-on activities:
- Can you host a silent auction alongside the dinner?
- Will you sell popcorn, soda, or other low-cost concessions?
- Do you have library-branded merch you could sell?
Food Planning
The third step is finding a caterer or deciding how food will be prepared. Just like PPR, caterers can vary in price and might be avoided if cost is a major issue. Look at opportunities in your community, such as food-science programs at your local university or food banks that might be happy to help with supplies for exposure. You could also lower the costs by holding a barbecue or chili competition in tandem with the dinner, allowing diners to judge. Whether you go with fine dining catering or a potluck, be sure the meal speaks to your community, especially if you’re looking to make this a repeat event.
Ticketing and Advertising
With the logistics in place, it’s time to focus on ticketing and promotion. Consider using multiple methods for ticket sales to maximize accessibility. Requiring in-person cash payments may limit attendance. For smaller events, selling tickets at the front desk might be enough. For larger events or offsite venues, an online system like Donorbox Events is a smart choice.
Advertise early and often. Use every outlet you have:
- Posters in the library
- Social media platforms like X (formerly Twitter) and Facebook
- Banner ads on your library’s website
- Community bulletin boards and email newsletters
Event Setup
Setting up the actual event is just putting your plan into action. Arrive at your venue early to put the final touches in place and prepare concessions or other adjacent activities. A little decor can go a long way, transforming a conference room or meeting hall into a five-star restaurant or a snazzy cinema. Be sure to play a little here, and include your patrons who attend other clubs or events. Kids especially will be happy to help with decorations and table settings, and it can add the perfect charm to the right kind of dinner and movie.
Final Thoughts
This article is by no means comprehensive, but you know your community best. Try to include them in as many steps as possible. Not only will many patrons be happy to volunteer an hour or two to help out, their feedback can help to make fundraising programs like these more popular and profitable, helping to give libraries more financial flexibility and stability. If you’re ever stuck or having trouble finding ideas for themes and events, don’t be afraid to ask your patrons. Including the people you serve or businesses and local institutions in the process will always help to expand the library’s reach and to build relationships you can rely on for years to come.
Looking for more ideas to support your library’s fundraising efforts?
Explore Video Librarian’s full archive of expert insights, how-tos, and programming guides - or subscribe today for access to over 40,000 reviews and resources tailored for libraries and educators.