How to organise an outdoor cinema

Start by securing the film and screening rights, then choose a suitable field and set the date and programme. Open registration early so you can track attendance, dietary requirements and seating needs before ordering catering. Equipment and power need testing before guests arrive, not when the film is about to start. Build the schedule around daylight, setup time and a backup plan for rain, wind or wet ground.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Record film and rights
2
Check venue and playing field
2 people
3
Publish the date and program
4
Send invitations
2 people
5
Open registrations
6
Process registrations
7
Collect dietary requirements
8
Schedule volunteers
2 people
9
Place catering order
10
Reserve equipment
11
Reserve power supply
12
Check the weather forecast
13
Confirm backup weather plan
2 people
14
Update visitor list
15
Prepare wristbands and route signs
2 people
16
Pick up groceries
2 people
17
Inspect venue
2 people
18
Check ground and grass
2 people
19
Lay power cables
3 people
20
Set up the screen
4 people
21
Set up projector
2 people
22
Set up the sound system
3 people
23
Test the projector
2 people
24
Test film and subtitles
2 people
25
Install lighting
3 people
26
Set up chairs and blankets
4 people
27
Set up tables
2 people
28
Set up entrance and queue
2 people
29
Set up the catering stand
3 people
30
Chill drinks
2 people
31
Prepare coffee and tea
2 people
32
Set out snacks
2 people
33
Display allergen information
34
Check toilets
2 people
35
Place waste stations
2 people
36
Conduct a safety check
2 people
37
Brief volunteers
2 people

Event

38
Welcome the audience
3 people
39
Check off registrations
2 people
40
Hand out wristbands
2 people
41
Serve drinks and snacks
3 people
42
Refill drinks
2 people
43
Refill coffee and tea
44
Empty trash bins
2 people
45
Guide audience to seats
2 people
46
Introduce the film
47
Start the film
48
Check audio and video
2 people
49
Answer audience questions
50
Monitor lighting during the film
51
Ensure visitors leave safely
3 people
52
Collect lost and found items

Aftercare

53
Turn off film and equipment
2 people
54
Store catering supplies safely
3 people
55
Collect tableware and glasses
3 people
56
Collect waste
4 people
57
Do a rough clean of the venue
4 people
58
Dismantle equipment
4 people
59
Dismantle lighting
3 people
60
Clear away chairs and tables
4 people
61
Wash dishes
2 people
62
Clean the restrooms
2 people
63
Thoroughly clean the venue
3 people
64
Check materials
2 people
65
Return rented equipment
2 people
66
Store leftover stock
2 people
67
Take waste to the collection point
2 people
68
Register lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Folding chairsqty 100
Lounge sofasqty 8
Picnic tablesqty 8
Foldable tablesqty 6
Tableclothsqty 8
Blanketsqty 100
Cushionsqty 60
Party tentsqty 3
Drink tablesqty 4

Equipment

Cinema Screen
Projector
Media player
Speakersqty 2
Mixer
Microphoneqty 2
Microphone standqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Grounding cable reelsqty 2
Laptop
Power banksqty 4

Lighting

LED string lightsqty 8
LED lampsqty 10
Outdoor lightsqty 6
Flashlightsqty 6
Spare batteriesqty 24

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 60
Dessert platesqty 120
Reusable cutleryqty 150
Serving bowlsqty 12
Serving spoonsqty 12
Thermos flasksqty 4
Serving Cupsqty 6

Kitchen

Coolersqty 6
Ice packsqty 24
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Ice cube traysqty 4
Insulated thermos bottlesqty 4

Decorations

Directional signsqty 10
Program postersqty 6
Wristbandsqty 150
Table numbersqty 12
Chalkboardsqty 4
Bollardsqty 12
Barrier tapeqty 4

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Broomqty 3
Litter pickersqty 4
Cleaning bucketsqty 3
Microfiber clothsqty 12
Hand broomsqty 3

Safety

Fire extinguishersqty 2
First aid kitsqty 2
Cable matsqty 12
Work glovesqty 8
Rain coversqty 4

Catering

Groceries

Tips

Confirm the film licence before publishing the programme, and allow enough time to test the film, subtitles and media player on the actual projector.
Inspect the field on the day of setup: check the grass, mark cable routes and keep extension cords and cable reels away from walkways. Use grounding cable reels where required.
Set up the screen, projector and sound system before dark, then run a complete test with the film and subtitles. Keep power banks and spare batteries available for small equipment and lighting.
Plan seating in zones rather than placing chairs at random. Combine folding chairs, sofas, picnic tables, blankets and cushions only after checking how much space the screen and safe viewing area require.
Check the forecast at least 24 hours before the screening and confirm the backup weather plan. Put route signs, wristbands, lighting and volunteer instructions where they can still be used if arrival happens in low light.

Frequently asked questions

How far in advance should I organise an outdoor cinema?: Start at least 6 to 8 weeks ahead. Film rights, venue checks, equipment, power supply, catering and volunteer availability often need confirmation before invitations go out.
How long does it take to set up an outdoor cinema?: Allow at least 4 hours for a small event, including the screen, projector, sound system, seating, cables and lighting. Schedule the full film and subtitle test before guests arrive, preferably while there is still daylight.
How many seats do I need for an outdoor cinema?: Prepare one planned seat per registered guest, then add a small buffer only if the venue allows it. Count chairs, sofas, picnic tables, blankets and cushions together so the layout matches the actual capacity.
What should I do if it rains during an outdoor cinema?: Confirm the rain decision and backup location at least 24 hours before the event, then communicate it to registered guests. Do not rely on party tents alone for electronics or a wet field; protect the projector, screen, cables and sound equipment before moving people.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.