If you’re planning to screen a film at your library, university, nonprofit or community group - even if it’s free and for a small audience - you’ll need a public performance license (PPL) also known as public performance rights (PPR). U.S. Copyright Law distinguishes between private home viewing and public exhibition and any time you invite a non-private audience to watch a film - even a documentary or a “free” title streamed from a personal account - you must secure the proper rights.
Not doing so can result in big fines or legal action but more importantly obtaining a license ensures creators and distributors are fairly compensated for their work. If you’re new to the process this article will walk you through it with tips, links and licensing options from the major players in the industry.
What exactly is a public performance license?
A public performance license (often shortened to PPR or PPL) is the contractual permission that lets you screen a copyrighted audiovisual work in any setting that is not private home use. It differs from a retail purchase or rental in two ways: it extends beyond the “home-use only” restriction that accompanies consumer copies, and it compensates the copyright holder for that extra privilege. Creative Commons works or bona-fide public-domain titles are exceptions, but even seasoned programmers are surprised at how few modern documentaries or narrative films actually fall into those categories.
Do you really need a public performance license?
A good rule of thumb: if the venue is open to the public, the audience is promoted beyond a normal household, the copy was bought or streamed under home terms, or the event sits outside face-to-face classroom instruction, you need a license.
Where do these public performance licenses come from?
Licenses flow from four sources, each with its own workflow. Major studios (think Disney or Warner Bros.) handle requests through in-house portals; art-house and indie fare often lives with specialty distributors such as Kino Lorber or NEON; blanket agencies like Swank Motion Pictures, MPLC’s Umbrella License, and Criterion Pictures USA aggregate thousands of titles under one contract; and truly independent filmmakers will sometimes negotiate directly. Video Librarian keeps an updated cheat sheet - Public Screening Licenses: Where to Get Them - that lists current contacts. You can also check out our distributor database for more.
How to Get a Public Performance License: Step-by-step
1. Gather your facts first. Jot down the film title, year, director or production company, exact date and time of the screening, venue capacity, and whether you will charge admission. Having those details ready saves two back-and-forth emails and often knocks a day off the response time.
2. Track the rights holder. IMDb Pro, the U.S. Copyright Office catalog, or the distributor’s own site usually reveals current ownership. If it’s murky, agencies such as Swank or Criterion handle detective work as part of their service.
3. Make the formal request. Most licensors provide a web form or template email. Send the facts you collected, note your organizational status (public library, K-12 school, nonprofit, etc.), and disclose any ticket or concession revenue.
4. Evaluate the quote. Expect a sliding scale: a small nonprofit screening for under 100 people may pay as little as $75, while a 500-seat outdoor festival could edge toward $1,500. Factors include audience size, recency of the title, and format.
5. Sign, pay, and file. Licensors usually offer e-signature and credit-card or ACH payment. Keep a digital copy of the agreement, invoice, and all emails in a folder marked by event date; auditors and grant funders alike appreciate organized records.
6. Promote without over-stepping. You are free to advertise the film, but do not alter the work, paste studio logos onto marketing art without permission, or imply endorsement that isn’t there. A courteous credit line - “Presented under license from Swank Motion Pictures, Inc.” - keeps everything transparent.
Budgeting for libraries, schools, and nonprofits
Blanket contracts can slash paperwork if you program frequently. Swank’s public-library license or MPLC’s Umbrella License folds thousands of mainstream titles into a single annual fee, while Kanopy and Films Media Group bundle streaming access with PPR for many educational films. Grants from local arts councils or “Friends of…” groups often offset the first-year cost, and diligent attendance tracking—simple sign-in sheets or QR-code surveys—makes renewal pitches easier.
Pitfalls to sidestep
The most common mistakes are trusting that a retail DVD magically includes PPR, streaming from Netflix or Disney+ on a big screen, or relying on verbal “permission.” None of those hold up under scrutiny, and the potential statutory damages can eclipse the modest license fee in minutes. Video Librarian’s student-organization guide underscores how even informal campus clubs are subject to the same rules.
Frequently Asked Questions
Can I just log in to Netflix and press play?
No. Consumer streaming platforms license content for private viewing only, and their terms of service prohibit public exhibition.
Do documentaries get a free pass?
Only if the filmmakers have placed the work in the public domain or released it under a Creative Commons license that explicitly allows public screenings. Always verify the license.
How long is my license valid?
Most cover a single date, though librarians often arrange semester-long or annual coverage through blanket contracts.
What about fundraising - can I charge admission?
Yes, but you must declare that intention when requesting the license, and the fee quote may rise to reflect the commercial nature of the event.
We’re a student club, not a department. Do we still need PPR?
Absolutely. The face-to-face teaching exemption applies only inside an accredited class session led by an instructor. Extracurricular clubs must license the film like any other group.
Securing a public performance license isn’t bureaucratic red tape; it’s a pledge to respect creative labor and keep your organization on the right side of the law. With a clear plan - fact-gathering, rights-tracing, formal request, diligent record-keeping - you can turn licensing from an anxiety-inducing chore into a routine best practice.
Ready to pick your next title? Browse our film reviews for curated recommendations, or explore Marketing Tips for Library Film Events to make your licensed screening shine.