Outdoor cinema checklist: what to arrange and when

An outdoor cinema needs more than a projector and a film. You need screening rights, a suitable venue, reliable power, weather cover, comfortable seating and a clear plan for guests arriving after dark. Start with the film and venue, then confirm equipment and suppliers before sending practical visitor information. On the day, test the video and sound before guests arrive, protect every cable and keep a backup weather plan ready.

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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

Choose film and screening rights
2 people
Reserve screening rights
Reserve venue
Check permits
Record the weather scenario
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve equipment
Reserve chairs and tables
Confirm suppliers
Send visitor information
Check the shopping list
2 people
Do the shopping
2 people
Collect equipment
2 people
Checking the video file
Charge batteries
Chill drinks
2 people
Set out popcorn and snacks
2 people
Set up the coffee and tea station
2 people
Inspect the site
2 people
Check power outlets
2 people
Set up the projection screen
3 people
Connect the projector and sound system
2 people
Cover cables safely
2 people
Test audio and video
2 people
Set up chairs
4 people
Set up tables
2 people
Hang lighting
2 people
Hang up decorations
2 people
Set up entrance and wayfinding signs
2 people
Place waste stations
Clear the safety route
2 people

Event

Open food and drink stations
3 people
Welcome visitors
3 people
Announce the program
Serve snacks
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Start the film
2 people
Monitor technical support during the film
Collect waste during filming
2 people
Ensure visitors leave safely
3 people

Aftercare

Store leftovers in the fridge
2 people
Turn off projector and sound
2 people
Take down the screen and equipment
3 people
Take down chairs and tables
4 people
Remove lighting and decorations
2 people
Collect and sort waste
3 people
Clean dishes and materials
3 people
Leave the site clean
3 people
Return equipment
2 people
Return furniture
2 people
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 advertising the film; allow at least two to three weeks for confirmation if an external rights holder is involved.
Check the site in daylight and again after dark. Confirm power outlets, the projector position, screen visibility, cable routes and lighting before setup begins.
Test the complete video, projector and sound chain at least 24 hours beforehand, using the same media player and HDMI cables planned for the screening.
Plan refreshments around the screening time: chill drinks several hours ahead, prepare popcorn and snacks before doors open, and set up coffee and tea where queues will not block the entrance.
Send visitor information no later than the day before. Include arrival time, the weather plan, seating guidance, dietary-need arrangements and directions to the screen, toilets and entrance.

Frequently asked questions

How far in advance should I organise an outdoor cinema screening?: Start at least four to six weeks ahead. Choose the film, secure screening rights, reserve the venue and check permits first; equipment, seating and guest communication can follow once those are confirmed.
How many chairs do I need for an outdoor cinema?: Provide one chair per registered guest, plus around 5% spare seating. For 80 guests, that means 84 chairs, unless some visitors are expected to bring their own seats or blankets.
When should I test the outdoor cinema equipment?: Check the video file and run the full projector and sound setup at least 24 hours before the event. Repeat a short test on site in daylight, then verify screen visibility and cable safety before guests arrive.
What should I do if the weather changes?: Record the weather decision time and tell guests exactly when they will receive an update, ideally by noon on the event day. Arrange a covered alternative or cancellation process before sending invitations, rather than deciding after setup has started.

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