Summary: Outdoor Cinema Planning
A successful outdoor cinema requires meticulous planning focused on compliance and comfort. Key steps include securing the PPL/MPE Licence for film rights, setting up clear seating zones for premium revenue, and establishing a robust weather contingency plan. Use a mobile-first ticketing system like Comus to manage sales, enforce capacity, and ensure reliable gate scanning, especially in remote areas (with Starlink support).
How to Organise a Successful Outdoor Cinema Event
The Popularity of the Open-Air Experience
Outdoor cinema events have exploded in popularity, offering a unique, atmospheric experience that attracts a diverse audience. However, moving the cinema experience outdoors introduces specific logistical, legal, and technological challenges that differ significantly from indoor events.
This guide provides the essential blueprint for organising an outdoor cinema event that is compliant, profitable, and memorable for all the right reasons.
Essential Licensing and Compliance
The film is the core product, and securing the correct legal permissions is the non-negotiable first step.
Film Licensing (PPL and MPE)
You cannot legally show a commercial film without the necessary licence. In the UK, this usually involves two organisations:
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PPL (Phonographic Performance Limited): Covers the use of recorded music (e.g., background music played before the film).
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MPE (Motion Picture Enterprise) or Filmbankmedia: Provides the rights to publicly screen the film itself.
You must contact the rights holder or a licensing agent well in advance to negotiate the screening fee, which is often a flat rate or a percentage of ticket sales.
Site Permits and Safety
Since you are using a public or open space (like a park or cricket ground), you must liaise with the local authority.
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Local Council: Apply for any necessary Temporary Event Notices (TENs) if you plan to sell alcohol or host entertainment outside of the film itself.
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Safety Risk Assessment: Your risk assessment must explicitly cover projections (trip hazards), electrical cabling, screen stability in wind, and public access points.
Site Setup and Revenue Optimisation
The physical layout determines both attendee comfort and your revenue potential.
Creating Seating Zones
Maximise revenue by offering tiered seating, which is easily managed through your ticketing platform.
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Standard Admission: Grass area for attendees to bring their own blankets/chairs.
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Premium Zone: Dedicated area near the screen or with provided deckchairs/beanbags, sold at a higher price.
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VIP Packages: Include luxury seating, complimentary blankets, and a dedicated, faster entry gate.
Food, Beverage, and Upselling
Secondary sales are crucial for outdoor cinema profitability. Integrate F&B sales seamlessly with ticketing.
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Pre-Order Packages: Offer “Cinema Snack Bundles” (popcorn, soft drinks) as an add-on during the ticket checkout process using Comus. This guarantees revenue and reduces queueing at the concessions stand.
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Local Vendors: Partner with local food trucks and vendors to diversify your offerings, sharing the profits and enhancing the event atmosphere.
Operational Reliability and Gate Management
The gate must be reliable, fast, and able to function under challenging conditions.
Weather Contingency Planning
You must have a clear, documented plan for adverse weather, which is essential for insurance and customer communication.
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Communication: Clearly state your policy on rain and cancellations on your ticketing page. If you must cancel, use your ticketing platform’s communication tools to email all ticket holders instantly.
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Refunds/Vouchers: Be prepared to issue refunds or automatically issue vouchers for a rescheduled date via your ticketing system.
Reliable Ticketing and Entry Scanning
Your biggest bottleneck will occur just before the film starts at dusk. You need technology that is fast and reliable.
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Fast Mobile Scanning: Use the Comus mobile scanning app on staff phones to rapidly process high volumes of attendees.
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Connectivity Solutions: Outdoor sites, especially in parks, often have poor mobile signal. This can stop your scanning operation entirely. Comus can supply and support Starlink internet solutions to guarantee a fast, connected, and synchronised check-in, ensuring the film starts on time.
