Outdoor cinema checklist: what to arrange and when

An outdoor cinema needs more than a screen and a film. You need permission to show the film, a suitable playing field, dependable power, weather cover and enough time to test the picture and sound after dark. Start with the date, venue and programme, then manage registrations, catering and volunteers before moving on to the site setup. This checklist keeps the practical work in order and highlights the details that are easy to leave until the last minute.

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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

Record film and rights
Check venue and playing field
2 people
Publish the date and program
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Schedule volunteers
2 people
Place catering order
Reserve equipment
Reserve power supply
Check the weather forecast
Confirm backup weather plan
2 people
Update visitor list
Prepare wristbands and route signs
2 people
Pick up groceries
2 people
Inspect venue
2 people
Check ground and grass
2 people
Lay power cables
3 people
Set up the screen
4 people
Set up projector
2 people
Set up the sound system
3 people
Test the projector
2 people
Test film and subtitles
2 people
Install lighting
3 people
Set up chairs and blankets
4 people
Set up tables
2 people
Set up entrance and queue
2 people
Set up the catering stand
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Display allergen information
Check toilets
2 people
Place waste stations
2 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Welcome the audience
3 people
Check off registrations
2 people
Hand out wristbands
2 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Refill coffee and tea
Empty trash bins
2 people
Guide audience to seats
2 people
Introduce the film
Start the film
Check audio and video
2 people
Answer audience questions
Monitor lighting during the film
Ensure visitors leave safely
3 people
Collect lost and found items

Aftercare

Turn off film and equipment
2 people
Store catering supplies safely
3 people
Collect tableware and glasses
3 people
Collect waste
4 people
Do a rough clean of the venue
4 people
Dismantle equipment
4 people
Dismantle lighting
3 people
Clear away chairs and tables
4 people
Wash dishes
2 people
Clean the restrooms
2 people
Thoroughly clean the venue
3 people
Check materials
2 people
Return rented equipment
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
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 film rights before publishing the programme. Keep the final film file, subtitles and media player together, and test the complete playback at least 24 hours before the screening.
Plan the power route before equipment arrives. Use cable reels and extension cords away from walking paths, protect crossings, and allow time to check the projector, speakers, mixer and lighting as one system.
Check the ground and grass on setup day, not only when you book the venue. Uneven ground can make chairs, the screen and cable runs unsafe, especially after rain.
Set a firm weather decision deadline, such as 12:00 on the screening day. Tell registered visitors where to find the update and have the backup venue or cover ready before people arrive.
Prepare the visitor flow before opening the site. Update the visitor list, sort wristbands and route signs, and keep blankets, cushions, cups and lighting accessible instead of unpacking them during the film.

Frequently asked questions

How early should I start planning an outdoor cinema?: Start at least 6 to 8 weeks before the screening. Film rights, venue availability, equipment, power supply, catering and volunteer shifts often need separate confirmation, so leaving them until the final two weeks creates avoidable gaps.
How long before the film should the outdoor cinema setup be finished?: Finish the screen, projector, sound system, power cables and lighting at least 2 hours before the advertised start. Run a full film and subtitle test after setup, then leave 30 minutes for fixing cable, focus or sound problems.
How much power do I need for an outdoor cinema?: Do not estimate from the projector alone. List the projector, media player, mixer, speakers, lighting and charging points, then have the power supplier confirm the required capacity; test the complete load before visitors arrive.
What should I do if it rains during an outdoor cinema?: Set the weather decision time before invitations go out, ideally by midday on the screening day. Keep a covered backup plan, protect electrical equipment from rain, and notify registered visitors immediately if the screening changes.

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.