How to organise an outdoor cinema

An outdoor cinema works best when you treat it as a screening, a site setup and a small hospitality operation. Start with the film and screening rights, then secure the venue, permits and equipment before inviting guests. Build a weather plan early, because rain, wind and darkness affect both the programme and the setup. On the day, test the video, sound and power before guests arrive, and leave enough time to make cables, seating and refreshments safe and easy to use.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Choose film and screening rights
2 people
2
Reserve screening rights
3
Reserve venue
4
Check permits
5
Record the weather scenario
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Reserve equipment
10
Reserve chairs and tables
11
Confirm suppliers
12
Send visitor information
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Collect equipment
2 people
16
Checking the video file
17
Charge batteries
18
Chill drinks
2 people
19
Set out popcorn and snacks
2 people
20
Set up the coffee and tea station
2 people
21
Inspect the site
2 people
22
Check power outlets
2 people
23
Set up the projection screen
3 people
24
Connect the projector and sound system
2 people
25
Cover cables safely
2 people
26
Test audio and video
2 people
27
Set up chairs
4 people
28
Set up tables
2 people
29
Hang lighting
2 people
30
Hang up decorations
2 people
31
Set up entrance and wayfinding signs
2 people
32
Place waste stations
33
Clear the safety route
2 people

Event

34
Open food and drink stations
3 people
35
Welcome visitors
3 people
36
Announce the program
37
Serve snacks
2 people
38
Refill drinks
2 people
39
Serve coffee and tea
2 people
40
Start the film
2 people
41
Monitor technical support during the film
42
Collect waste during filming
2 people
43
Ensure visitors leave safely
3 people

Aftercare

44
Store leftovers in the fridge
2 people
45
Turn off projector and sound
2 people
46
Take down the screen and equipment
3 people
47
Take down chairs and tables
4 people
48
Remove lighting and decorations
2 people
49
Collect and sort waste
3 people
50
Clean dishes and materials
3 people
51
Leave the site clean
3 people
52
Return equipment
2 people
53
Return furniture
2 people
54
Handle lost and found

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Foldable tablesqty 3
Party tentsqty 2

Equipment

Projector
Projection screen
Speakersqty 2
Audio mixer
Media player
HDMI cablesqty 2
Extension cordsqty 6
Cable reelsqty 3
Power stripsqty 6
Cable matsqty 8

Lighting

String lightsqty 6
LED lanternsqty 8
Flashlightsqty 4

Decorations

Projection screen decoration
Welcome sign
Directional signsqty 6
Tableclothsqty 8

Tableware

Reusable cupsqty 100
Reusable bowlsqty 80
Reusable spoonsqty 80
Reusable tongsqty 6
Coffee cupsqty 50
Thermos flasksqty 4

Kitchen

Popcorn machine
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Serving spoonsqty 6
Serving traysqty 6
Bottle openersqty 4
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Litter pickersqty 3
Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Safety

First aid kits
Flashlight vestsqty 4
Barrier tapeqty 2
Cable markers

Catering

Groceries

Tips

Secure screening rights before sending invitations. Allow at least two to three weeks for confirmation, and check that the licence covers the audience and venue you are using.
Inspect the site during daylight and map the screen, seating, power outlets and cable routes. Keep extension cords and cable reels away from walkways, then cover crossings with cable mats.
Test the complete playback chain before guests arrive: media player, HDMI connection, projector, mixer and speakers. Play the actual video file for at least 10 minutes rather than checking only that the equipment powers on.
Set up refreshments before the film starts, including chilled drinks, popcorn, snacks and a separate coffee and tea station. For the first hour, plan roughly two to three drinks per person and keep hot water in thermos flasks so serving does not interrupt the screening.
Send visitor information at least 48 hours before the event with the start time, arrival instructions, weather arrangements and what guests should bring. Confirm dietary requirements before shopping, and keep signs and flashlights ready for movement after dark.

Frequently asked questions

How far in advance should I organise an outdoor cinema?: Start planning at least four to six weeks ahead. This gives you time to confirm the film rights, venue, permits, equipment, seating and suppliers before invitations go out.
Do I need permission to show a film outdoors?: Usually, yes: you need screening rights for a public showing, even if the film is freely available online or on a disc. Apply for the rights before advertising the event, ideally two to three weeks in advance.
What time should I start setting up an outdoor cinema?: Begin site setup at least four hours before the advertised screening time. Set up the screen, projector, sound and seating in daylight, then run a complete video and audio test at least 60 minutes before guests arrive.
What should I do if it rains during an outdoor cinema?: Decide the weather scenario before sending invitations, including whether you will postpone, move under party tents or cancel. Make the final call at least three hours before the start and tell registered guests immediately.

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.