Indoor Cinema Screen Hire for Events
Indoor Movies Guide
1. Planning a date and time
Choosing a date: Choose a date that you feel would be most suitable for your guests attending (e.g. on the weekend)
Choosing a start time: Think about the guests attending and consider what would be a suitable time for the movie to end (e.g. small children)
2. Choosing a location
Choosing a start time: venues with a large space, elevated seating and dimmable lighting are ideal for an indoor movie night.
Important questions to consider:
- Is there enough space to comfortably fit all the cinema equipment and guests?
- Is there enough parking available for the expected number of guests?
- Does access to the venue involve any stairs? Are there alternative access points for wheelchair and to carry in big equipment? (e.g. elevator)
- Is there access to toilets?
- Can the venue fit adequate rubbish/recycling bins?
3. Organising a movie and screen
Unless someone within your community has experience with sound and movie operating, it is advisable to hire a professional company to organise the screen, projector, sound systems and an operator. Most will also source the movie and any licenses on your behalf. It is important that you understand the PPL (Public Performance licence) requirements and that you have the proper permission to screen a movie.
The size of the screen should match your expected audience – a small screen (4m x 2.5m) is suitable for groups up to 200, but if you are hoping to attract up to 1000 guests, then you will need a much larger (and costlier) screen of 8m x 5m.
4. Costs and Ticketing
When calculating ticket prices, ensure all costs are met such as the cinema hire, movie license, venue fees, marketing costs and any other hire fees (popcorn machine, bouncy castle etc.).
You can consider circulating an “Expression of interest” email via email or social media to judge the level of interest within your community before committing to the event.
Tickets that not only include the cost of the movie but also a voucher for a drink or meal or raffle ticket are always seen as a good value by customers. It can also make the night itself run more smoothly by easing the load of money handling on the night and saving money on over-ordering. When creating tickets, it is also important to consider which of the following categories you will offer:
- Members if you are a club
- Early Bird Discount
It may be useful to consider using technology to reduce the workload on your volunteers/staff. For example, you may like to sell tickets on online platforms like TryBooking. This lets you sell tickets, receive payments and even donations. The event can also be easily shared via social media.
5. Additional Event Activities
Important questions to consider:
- Will you be running pre-show entertainment– raffles, karaoke, music/dance performance?
- Have you considered selling advertising space on-screen or on the tickets?
- Will you have stalls selling food or drink or will it be BYO?
- Will there be any decorations? (like fairy lights)
- Will you be offering a ‘Gold Class’ or VIP Area?
Other notes to consider
With any large scale events you will need to have a clear emergency and evacuation plan including clear exit points for guests. Ensure that contact to emergency services is easily accessible.
Marketing the event in as early as possible is a good way to ensure you get maximum attendance – this might be through a website, newsletter, club noticeboard and social media. Ensure tickets are numbered and decide on the maximum capacity.