Your Ultimate Guide to Hosting a Movie Night Fundraiser

Hosting a movie night fundraiser is a fantastic way to bring your community together for a fun evening and a good cause. Whether you’re supporting a local school, charity, or community project, a movie night can be both entertaining and profitable. Here’s a comprehensive guide to get you started, plus tips on how Cheddar Up can make your event planning a breeze.

Selecting the perfect movie is crucial to the success of your event. Aim for a film that appeals to a broad audience. Family-friendly movies are usually a hit, but consider the preferences of your specific community. Animated films or classic favorites can draw large crowds, while recent blockbusters can generate buzz and excitement.

Once you’ve chosen a movie, plan a matching theme to make your night more memorable and fun. Here are some ideas to get you started:

Whatever theme you choose, ensure it complements the movie and enhances the overall experience for your audience. Take it one step further by setting up a photo booth with themed props to add an interactive element.

When hosting a movie night fundraiser, it’s important to be aware of the licensing considerations to ensure your event runs smoothly*. Here are some key points to keep in mind:

1. Obtaining Public Performance Rights:

To legally show a movie at your event, you need to obtain public performance rights. Most films require a license to be screened publicly, even if the event is free or for a nonprofit cause. These licenses are typically provided by companies like Swank Motion Pictures, Criterion Pictures, or MPLC (Motion Picture Licensing Corporation).

2. Licensing Options:

Depending on your venue and audience size, you may need a different type of license. For example:

• Single Event License: Ideal for a one-time screening.
• Annual License: Suitable if you plan to host multiple movie nights throughout the year.

3. Cost of Licensing:

The cost of a public performance license varies depending on the movie and the size of your audience. Be sure to budget for this expense as part of your event planning.

4. Venue Considerations:

Ensure your chosen venue allows for public screenings. Some locations may already have a blanket license for showing movies, but it’s essential to confirm this beforehand.

5. Advertising and Promotion:

When promoting your movie night, be mindful of copyright laws. Avoid using unauthorized images or clips from the movie in your marketing materials. Instead, use promotional materials provided by the licensing company or the movie studio.

6. Reporting Attendance:

Some licensing agreements may require you to report the number of attendees. Be prepared to provide this information if asked.

*Be sure to consult with your legal counsel on any other considerations for the event.

Popular options include school gyms, community centers, or outdoor spaces for a drive-in experience. Each venue type has its own set of considerations.  Indoor venues might require a sound system and a large screen.  Outdoor spaces need a reliable projector and a contingency plan for weather.

Ensure the venue has the necessary equipment, such as a projector and sound system. Don’t forget about comfortable seating and arrange your seating to maximize comfort and viewing angles. For indoor events, consider renting padded chairs or using bleachers. For outdoor movie nights, provide options like picnic blankets, camping chairs, and even inflatable loungers.

Managing ticket sales can be a daunting task, but Cheddar Up simplifies the process. Here’s how you can leverage Cheddar Up to streamline ticket sales:

1. Create Your Ticket Page:

Set up a customized page for your movie night where attendees can purchase tickets. Include details like the date, time, location, and ticket prices. Add enticing descriptions and images to attract more buyers.

2. Provide Multiple Payment Options:

Cheddar Up supports various payment methods, making it convenient for everyone. Guests can pay online using credit cards, debit cards, or e-checks. Offering different payment methods can increase your sales by meeting everyone’s preferences.

3. Track Automatically:

Keep track of ticket sales effortlessly. Cheddar Up tracks the sales and provides a clear summary, so you know how many people to expect. You can also export the data to analyze for future planning.

4. Scan Tickets:

Simplify check-in by using Cheddar Up’s ticket scanning feature. Attendees can bring their digital QR code tickets and you can quickly scan them at the entrance to keep the line moving smoothly.

Additionally, consider offering early bird discounts or family packages to encourage more ticket sales. Promote your ticket page through various channels, such as social media, email newsletters, and flyers around the community. The more visible your ticketing options, the more likely you are to sell out.

Promotion is key to a successful fundraiser. Use a mix of online and offline strategies to spread the word.

No successful event happens without the help of dedicated volunteers. From setting up the venue to managing concessions and cleaning up afterward, you’ll need a reliable team. Cheddar Up makes volunteer sign-ups a cinch:

1. Create a Sign-Up Form:

On Cheddar Up, you can create a detailed volunteer sign-up form. List the tasks you need help with and specify the time slots and number of volunteers required for each task. Be specific about the roles to ensure volunteers know exactly what to expect.

2. Spread the Word:

Share the link to your sign-up form through email, social media, or your organization’s website. Because the form is online, volunteers can sign up from anywhere, at any time. This convenience can increase the number of volunteers.

3. Automatic Reminders:

Cheddar Up sends automatic reminders to volunteers before the event. Regular communication keeps volunteers engaged and reduces no-shows.

Recognize and appreciate your volunteers’ efforts with perks like free entry, snacks, or a small thank-you gift. Acknowledging their contributions can boost morale and ensure they’re willing to help out at future events.

Boost your fundraising efforts by including additional activities into your movie night:

Consider playing short videos or slideshows that highlight the impact of the funds raised. Sharing success stories can inspire and connect your audience to the cause.

One of the key benefits of using Cheddar Up is the ability to track and analyze your event data. Here’s how you can make the most of these features:

1. Real-Time Data:

Monitor ticket sales, donations, and volunteer sign-ups in real-time. This allows you to make adjustments on the fly and ensure everything is on track.

2. Detailed Reports:

After the event, generate detailed reports to analyze your fundraising performance. Look at your total revenue and donations.

3. Future Planning:

Use the insights gained from your event data to improve future fundraisers. Identify what worked well and what could be improved to make your next event even more successful.

After the event, take time to thank everyone involved and share the success of your fundraiser:

Gather feedback from attendees and volunteers to improve future events. A simple survey can provide valuable insights and show your commitment to improving your fundraisers.