Why outdoor cinema works so well for PTA summer fundraising

What does an outdoor cinema evening actually look like?

At its best, it’s a really nice evening. Families arrive early with picnic blankets or camping chairs, children run around for a bit, and then everyone settles down to watch a film together as it gets darker.

Most PTAs add a few extras such popcorn, sweets, maybe a BBQ or drinks, so it feels more like an event than just watching a film.

It’s the sort of thing parents are happy to pay for because it doesn’t feel like fundraising. It feels like a summer evening out.

Why it tends to work well

• People actually want to come - it feels like a treat, not a donation
• It’s easy to explain a “film on the field” just makes sense
• You can sell tickets in advance so you know where you stand
• It brings people together in a relaxed, social way

A lot of PTA events struggle because you’re asking people to give. This works because you’re offering something instead.

What’s involved behind the scenes

This is where it’s worth being realistic. It’s not difficult, but it’s not zero effort either.

• A suitable outdoor space (usually the school field)
• A screen, projector and sound (via a provider or hire)
• A film licence (your provider will often guide you)
• A small team of volunteers for setup and on the night

The biggest job is usually promotion and making sure enough people know about it early enough to buy tickets.

If ticket sales are slow, it becomes stressful. If they’re strong, everything else feels much easier.

How much could you make?

It depends on your turnout, but the structure is simple:

• Tickets (your main income)
• Food and drinks
• Small extras like raffles

The nice thing is you’re not relying on donations. You’re selling something people already want.

It’s not usually the highest-earning event you’ll ever run, but it’s often a good balance of income vs effort.

How much work is it, really?

Compared to something like a summer fair or a big external event, this is relatively manageable.

• Book a provider or hire equipment
• Choose a film
• Sell tickets
• Organise a few simple food options

Most PTAs can pull this together in a few weeks to a couple of months.

One simple tip: open the event earlier than the film start time. People like to arrive, eat, chat and let the kids run around before things begin.

And the big one… what if it rains?

This is the question everyone asks, and it’s a fair one.

Light rain is usually fine (people will sit under umbrellas or bring coats), but heavy rain or strong wind can mean you can’t go ahead.

• Check your provider’s cancellation policy
• Consider having a backup date
• Be clear with parents upfront about what happens

As long as expectations are clear, most people are understanding. It’s just part of running an outdoor event.

Is it right for your PTA?

It’s a good option if:

• You want something fairly simple to organise
• You have access to a decent outdoor space
• You want an event that feels relaxed and community-focused

It might not be right if:

• You need something completely weather-proof
• You have very limited volunteers
• You need a guaranteed income

If you’re not sure, try our fundraising ideas generator for other options.

Simple tips to make it work well

• Pick a film people will actually say yes to familiar and easy usually beats something new or niche
• Sell tickets early this makes a huge difference to stress levels and gives you confidence the event will work
• Keep it simple you don’t need loads going on, just a film, somewhere to sit and a nice atmosphere
• Focus on easy wins for food popcorn is a must, plus one or two simple options like sweets, drinks or a BBQ
• Family tickets can help they make it feel more affordable and often encourage people to commit earlier
• Think carefully about a bar it can work well, but you’ll need the right licence and a bit more organisation
• Create a nice atmosphere a bit of music, some lighting and time to relax before the film goes a long way

Making it easier with Fundraisy

One of the things that can make or break events like this is how easy it is for people to find the details and buy tickets.

Fundraisy gives you one simple place to share your event, sell tickets and keep everything organised:

• One link to share everywhere
• QR codes for posters and flyers
• Online payments (no cash, no chasing)
• Clear totals so you can see how it’s going

It’s designed to make things simpler, not add another job to your list.

If you decide to go ahead, you can set everything up in one place and start sharing your event straight away.