The idea seems so wonderful: sitting in your favorite lawn chair as the sun goes down, a gentle breeze caressing you as you await the start of an outdoor movie at your library, university, or local community center.
It sounds fun and relaxing for your patrons, but before you choose a film, pick a date, and start advertising your outdoor movie program, let us offer you a few things to think about. These tips will help you execute a memorable evening for your patrons, students, and the public.
Securing Film Rights
As mentioned in our resource guides “How to Show Movies in Public” and “Your Guide to Public Performance Rights,” you’ll want to know what movies you can legally screen and secure public performance rights. The amount you will have to pay depends on your intended audience, and the scale of your screening.
All of these factors will determine how you proceed with your event. Even if you’ve screened movies inside your library, university, or institution for years, outdoor screenings can present some significant challenges.
Access To Your Venue
Perhaps the first consideration should be the venue. Will your outdoor movie be held at your library, university, community center, or an off-site location? Whether you promote your event heavily or hardly at all, word-of-mouth can take off when people find out about an upcoming outdoor movie. Think big, especially if you’re screening a popular movie that could bring in huge crowds. You may be anticipating 50 or 60 people but end up with hundreds. Consider the following:
- Adequate parking. You may need a crew to help guide cars to parking areas. If you are short-staffed, consider using volunteers from a local civic group.
- If your library or venue is in or near a high-traffic area, you may need police or reserve officers directing traffic before and after your event.
- Well-lit paths from the parking lot to the screening area (and to restroom facilities) are essential.
- Consider screen visibility literally from all angles. Some libraries do not allow customers to bring lawn chairs since they can block the view of those sitting on the ground.
You may be thinking, “Look, I’m not showing the latest Disney or Marvel movie. We don’t expect a multitude!” That may be true, but it’s better to be prepared. If you’re caught short-staffed and/or with inadequate preparation, your event could turn into A Night to Remember (or maybe forget).
Tech Concerns
Obviously, you will want to make sure you have easy access to power sources without library customers or studies getting tripped up by cables and connections. Some portable outdoor screens have wind-protection support legs, but if yours doesn’t, consider how to keep your screen well-grounded if the wind kicks up.
If at all possible, have a run-through with your equipment at least one week before the event to ensure that all your tech connections work, whether you are streaming or using a 4K, Blu-ray, DVD, or digital file. Make sure that multiple staff members know how to run the equipment and troubleshoot problems.
“Where’s the Concession Stand?” and Other Important Questions
Your library, university, or community center probably has a policy for food and drink inside the building, but what about outside refreshments? This may vary depending on your venue. Will you serve popcorn? Will patrons be able to bring their own snacks and coolers? What about alcohol? Again, you will need to consult your library, university, or community building's policies or check with your administration about what’s allowable outdoors.
Will restrooms be available? If the movie runs beyond the library’s normal hours, will the building be open, and will staff be available inside? Some institutions may still have COVID regulations and policies in place. Remember that you may have attendees who are not regular visitors and will need to be informed of policies and requirements.
How Did We Do?
Not only do you want to thank your audience, but you also want to get their feedback to make your next outdoor movie even better. If people registered online, you could email them a link to an online feedback form. Consider posting QR codes inside the building or on flyers for the next event. Make sure you thank everyone who helped make the event happen. You can do wonders posting such messages on the library or university website, through social media, and on signage inside the branch. Build on your success and make plans to make your next movies at the library event even better.
Also check out our tips on how to show movies on campus