Whether you’re organizing a film screening for a new project premier, or simply for a fun community event, there are many ways to go about it and various factors to consider. What is a film screening? It is the displaying of a motion picture or film, typically referring to a special showing as a part of a release cycle. So why host a film screening? It builds suspense and excitement around a new project, or it can simply gather people together to enjoy a film amongst one another.  We wanted to create a list of tips and tricks on how to organize a film screening to make your life a little easier. 

Film Screening Checklist

1. Set a Budget

First things first, you will want to set your budget. Creating an overall budget and then breaking it down into smaller categories such as screening venues, entertainment, furniture, and décor and so forth, will benefit you greatly. This will help manage and track all your different expenses and ensure you stick closely to your budget. This can also help give you a jumping off point for future events you plan and host.

2. Make Sure You Have Proper Licenses

You will also want to look into and research proper licenses you will need. Sometimes, if a film is being shown outside of a theater or a private home, you need a special license. You will also want to investigate the rights of the film specifically to make sure all your bases are covered. The last thing you want is to host an event and then get in trouble for it because you didn’t look into all the legalities.

3. Choose a Location and Venue

Next, you will want to decide on a location and venue. Where do you want to host this event based on your goals? Do you have a specific community you’re trying to reach? A specific target audience in mind? We suggest honing in on the location and then looking at film screening venues from there. You will want to make sure the venue has a great projector and a top-notch sound system to make the viewing experience as exceptional as possible for guests. Don’t forget to ask the more obscure questions too like how dark can the venue get for viewing? Do they have comfortable chairs for guests to watch the film in? Can the temperature be adjusted for guest comfortability? These are important questions to ask ahead of time.

4. Create Accessibility

Before you book event space, you will want to make sure you’re creating accessibility so as many of your guests can come as possible. For example, does the venue have public transportation nearby so people can get there? If people are driving, is there a parking lot or garage for them? Additionally, beyond the transportation factor, how accessible is the venue itself? Are there ramps to make it easy for any person to get around? Do you have subtitles or interpreters available? Do you have closer seating options available for those who are visually impaired or have a wheelchair? This will make the viewing experience more comfortable for everyone.

5. Make it Memorable

Finally, make it memorable. Do you have other experiences taking place during the viewing that tie in with the film? Maybe guests dress up when they come to the event, or maybe you have fun photo opportunities throughout the event for people to engage in and post. You can invite special guests and create a VIP type of experience. You can also give the option to stream from home so even more people can participate. There are so many great ways to go about making the filming experience memorable. 

We hope this list of tips and tricks helped as you plan your next film screening. When it comes to venues in Los Angeles, we at Ovation Square are located in the heart of downtown Long Beach and would love to plan your next event. 

Frequently Asked Questions

Q: Do you think other activities will distract people from the filming?
A: Not necessarily depending on how you set it up. You could always have separate rooms or areas so that people aren’t distracted from the film, or you could have these activities before or after the showing.

Q: Will someone at the venue be able to help me with tech equipment?
A: Yes. They should be able to answer all your questions when it comes to the type of equipment you will need and what they can provide.

Q: How do I figure out licenses?
A: Usually you want to reach out to the distributors or the copyright owners to ensure you have their permission.