Beyond the realm of using film as curriculum content, screening films in a public space can be a tremendous bonding experience for your community as a student or an educator. Whatever your reasons, we’ve prepared a handy checklist for the aspiring film programmer. Assuming you’ve chosen your film, you’ll need to take several steps before you can host a film screening for your local college or university.
The Date and Time
An often overlooked aspect of hosting campus screenings, the choice of when to host your event can make or break its success. Consider what the schedules and availability of your intended audience might be. A weekday morning during finals week might not garner much of an audience, but an evening screening in the middle of the semester, or even at the very end, has far more potential to be an anticipated community event.
The Location
Find and secure a venue on-campus for your public event; be it your auditorium, an empty lecture fall, a gymnasium, perhaps even a field on the quad. Once again, consider your intended audience, as well as accessibility to nearby restrooms and mass transportation.
Before you proceed, get your event approved
This can be an uncomfortable thing to discuss: Colleges and universities have the right to deny an event based on any number of factors, including the subject matter of your chosen film. The last thing anyone would want is a last-minute event cancellation. Always keep your bases covered and over-communicate. The specific necessary procedures for an event approval will vary by institution, but whatever it may be, get it down in writing. Now you’re able to move on to the next important step.
Secure a public performance license
Everyone needs a license to screen a film for the public. Period. And yes, that includes “educational screenings.” Hosting a film screening without the proper licensing is a sure-fire way to get sued by the film studio, and the penalties aren’t pretty.
For more independent projects, you can usually identify and contact the rights holders directly. For major feature films, you can go through a third-party licensing service, such as Swank, Criterion Collection, or MLPC.
Typically, these licenses will either require a flat fee from you, or a certain cut of the ticket sales (granted your institution allows you to charge entry for an event). Additional stipulations may apply, depending on what film you’re requesting and who you’re getting it from.
If you have more questions about acquiring a public performance license, check out our handy guide to public performance rights.
Ensure you have the right technology to screen your film
Once the license is secured, you’ll receive a copy of the film you’re being permitted to screen. You may be given a DVD, BluRay, or even a streaming link. Certain agreements, like the Umbrella License from MLPC, may allow you to source your own copy, which is especially handy for those of us still loyal to film reels.
In any case, having the proper audio and visual technology for your given format is non-negotiable. Experienced techs can help you make sure your screening goes smoothly, and it’s always wise to test your equipment BEFORE the day of the event. When in doubt, contact your institution’s technology department, or enlist the help of some competent film production students.
Make sure you always have the right equipment to play your movies by ordering this HD DVD player.
Promote the event
Start a Facebook event. Send out invitations. Print and post fliers on campus and at local off-campus businesses, such as coffee shops (but always get permission to do so, first). Share the event on social media. Tell everyone you know. Contact your institution’s newspaper and/or email newsletter and suggest they let the community know about your event.
Offer light refreshments
Though technically not essential, it never hurts to offer your filmgoers some popcorn.
Make the experience more theatrical by ordering these movie night popcorn boxes.
Consider hosting an “afterparty.”
Audiences enjoy talking about films as much as they enjoy watching them. Give time and space for audience members to linger and talk. This creates an opportunity for community bonding and networking.
Say “Thank You!"
Don’t just disappear afterward; it’s poor manners. Share photos of the event. Thank your attendees on social media. Ask for feedback or comments. Submit an article or short summary to your institution’s newspaper and/or email newsletter. Get your community talking and excited for your next screening!
Check out more tips on how to show movies in public