How to organise an outdoor cinema

An outdoor cinema works best when you plan the technical setup and the weather decision before inviting guests. Start by confirming the date and location, then arrange screening rights, check permits and verify that the power supply can handle the projector and sound system. Test the film, subtitles and backup files in advance. On the day, inspect the site in daylight, protect every cable and leave enough time to test the picture and sound before guests arrive.

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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
Confirm date and location
2 people
2
Arrange film screening rights
3
Check permits
4
Check power supply
2 people
5
Test film and subtitles
2 people
6
Reserve suppliers
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Publish the program
11
Monitor the weather forecast
12
Print the visitor list
13
Prepare film files
14
Do the shopping
3 people
15
Check materials
3 people
16
Confirm volunteer arrival
17
Communicate weather decision
2 people
18
Inspect the site
3 people
19
Brief the setup team
20
Connect power
2 people
21
Set up the screen
4 people
22
Set up projector
2 people
23
Connect sound
2 people
24
Cover cables safely
2 people
25
Set up chairs
4 people
26
Spread out picnic blankets
2 people
27
Set up tables and sales point
3 people
28
Hang lighting
3 people
29
Hang up decorations
2 people
30
Set up catering
3 people
31
Chill drinks
2 people
32
Set up cash register and payment methods
2 people
33
Place information signs
2 people
34
Carry out the final technical test
2 people

Event

35
Staff the entrance
2 people
36
Welcome visitors
3 people
37
Explain the program
38
Serve snacks
3 people
39
Serve drinks
3 people
40
Refill drinks
2 people
41
Empty trash bins
2 people
42
Direct visitors to their seats
2 people
43
Announce the film
44
Start the film
45
Monitor technical support during the film
2 people
46
Guide visitors out at departure
3 people

Aftercare

47
Collect lost property
2 people
48
Clean up catering
3 people
49
Clear away chairs and blankets
4 people
50
Switch off the equipment
2 people
51
Dismantle screen
4 people
52
Remove cables and lighting
3 people
53
Sort and remove waste
3 people
54
Clean the grounds
4 people
55
Clean materials
3 people
56
Return borrowed materials
2 people
57
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 110
Picnic blanketsqty 25
Tablesqty 8
Party tentsqty 2
Folding table for the entrance
Folding catering tableqty 2

Equipment

Outdoor projector
Projection screen
Speakersqty 2
Mixer
Microphoneqty 2
Laptop for film
HDMI cableqty 2
Spare HDMI cable
Power stripsqty 6
Extension cordsqty 5
Cable traysqty 12
Spare batteriesqty 12

Lighting

String lightsqty 6
LED lanternsqty 12
Battery lightsqty 20

Tableware

Reusable cupsqty 150
Reusable wine glassesqty 30
Snack bowlsqty 12
Serving spoonsqty 8
Pliersqty 6

Kitchen

Drink dispensersqty 3
Coolersqty 6
Ice packsqty 24
Thermos flasksqty 4
Ice cube traysqty 4

Decorations

Buntingqty 8
Projection screen decorationqty 4
Directional signsqty 6
Program postersqty 10

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 2
Bucketsqty 3
Mopqty 3
Gaffer tapeqty 6
Work glovesqty 8

Catering

Groceries

Tips

Make the weather decision part of the plan at least 24 hours before the screening. Tell guests clearly whether the event is going ahead, moving under cover or being cancelled, rather than waiting until setup has started.
Test the complete film setup at least 3 days beforehand: laptop, HDMI connection, projector, speakers, mixer and subtitles. Keep a spare HDMI cable and spare batteries available, because small technical failures are difficult to solve once the audience is seated.
Check the power supply before reserving equipment. Map where extension cords and power strips will run, keep cables out of walking routes with cable trays or covers, and avoid placing drinks or catering tables over electrical connections.
Plan seating for both chairs and picnic blankets, with a clear view of the screen from every area. Set up the entrance table, visitor list and any registration information before the film starts so late arrivals do not interrupt the opening.
Allow at least 60 minutes for the on-site technical setup and briefing. Connect power, screen, projector and sound in that order, then play several minutes of the actual film with subtitles before opening the entrance.

Frequently asked questions

How far in advance should I organise an outdoor cinema?: Start at least 6 to 8 weeks before the screening. Screening rights, permits, suppliers and equipment can take longer than expected, while invitations and registrations should go out only after the date, location and basic weather plan are confirmed.
How long does it take to set up an outdoor cinema?: Allow at least 60 minutes for the technical setup, plus extra time for chairs, blankets, lighting and the entrance. A team briefing and a full picture-and-sound test should be finished before guests arrive, not during registration.
What should I do if it rains during an outdoor cinema?: Set a weather decision deadline, such as 24 hours before the event, and communicate it to every registered guest. If you continue under cover, check that the screen, projector, speakers, power connections and cable routes remain dry and safe.
Do I need permission to show a film outdoors?: Usually, you need permission or a screening licence for a public showing, even if admission is free. Arrange the screening rights before publishing the programme, and check local permit requirements for the location and expected audience.

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.