Host an outdoor movie night
Learn how to host an outdoor movie night, including locations, permits, movie licences, equipment and funding support.
Download the planning an outdoor movie how-to guide for detailed instructions and a checklist.
On this page:
- Contact the neighbourhoods team
- Plan your movie night
- Apply for funding
- Book a location
- Get permits and licences
- Borrow equipment
- Promote your event
- Review the how-to guide
1. Contact the neighbourhoods team
A neighbourhood event brings people together on your street, block, or neighbourhood to gather. These events are run by neighbours. If you're planning an event on behalf of a business, non-profit, organization, or a city or region-wide event, visit the plan an event webpage.
Contact the neighbourhoods team early in your planning process.
We can help with:
- what you'll need for your event
- neighbourhood grants
- movie licensing
- permits and approvals
- equipment bookings
Email neighbourhoods@waterloo.ca to get started.
2. Plan your movie night
Start by talking with neighbours about:
- who would like to attend
- possible event date and rain date
- movie ideas
- volunteers who can help organize the event
Plan your event at least 3 months in advance to allow time for bookings, permits and promotion.
3. Apply for funding
Neighbourhood grants may be available to help cover costs for eligible events.
Contact the neighbourhoods team to learn about funding options and how to apply.
4. Book a location
Outdoor movie nights are usually held between May and October and begin after sunset.
When choosing a location, consider:
- access to electricity
- enough space for attendees
- accessibility needs
- a suitable area for the movie screen and equipment
- a backup date in case of poor weather
You can host a movie night in a city park or other neighbourhood space.
Check out our gathering spaces map to explore possible parks.
5. Get permits and licences
Depending on your event, you may need:
- a park booking
- event insurance
- a movie licence
- a noise exemption permit
You need a movie licence to show a film at a public event.
Contact the neighbourhoods team early to check what licences, permits and approvals you need.
6. Borrow equipment
The neighbourhoods team has outdoor movie equipment available for eligible neighbourhood events on a first-come, first-served basis.
Available equipment may include:
- a movie screen
- projector
- speakers
- extension cords and cable covers
7. Promote your event
Share event details with neighbours well in advance.
Include:
- date, time and location
- rain date information
- what attendees should bring (like a chair, blanket and bug spray)
- what movie you will be showing
- any food available, or if they should bring their own
- other event activities
Consider using flyers, social media and neighbourhood communication channels to help spread the word. Let nearby neighbours know about the event and any potential impacts like sound or increased parking.
8. Review the how-to guide
The planning an outdoor movie how-to guide includes:
- a planning checklist
- securing permits and spaces
- movie licensing information
- equipment guidance
- food and snack ideas
- event setup tips
