Watching a film is a great communal experience. Watching that film outdoors surrounded by your friends and neighbours is even better. But it doesn’t happen by accident. As well as taking on the role of editor of West Hampstead Life, I’m also involved with the Friends of Fortune Green (FoFG). This is the fifth year of FoFG’s outdoor film screenings, so here’s a behind-the-scenes peak at putting on the outdoor film screening of Brooklyn this Saturday (June 4th) at 9pm (doors ‘open’ around 7pm).

First decision: what film? This is the judgement of Paris. Whatever we choose some are happy, others not. But be aware, dear reader, there are several factors that limit the films we can choose. We can only start screening at sundown, which at this time of year it is c. 9pm. If the screening has to end by about 10.30pm that means the film can be about 90 minutes long. This first screening starts later (sundown in August is 8pm), so it is aimed at an older audience, but it still needs to be suitable. For example, I’d forgotten the language in the Blues Brothers (our September 2013 offering) was, well, rather blue. It prompted Javi (aged 8) to comment with a smile the next day, “it was a bit rude”. Recently we realised that  films are available for public screening more quickly than when we started back in 2012. You, the people, seem to like recent movies, as we get bigger audiences so more recent films are to the fore. Hence, Brooklyn

However, it’s not just a question of ‘putting on a DVD’. To show a film legally we need a public screening licence, which costs c. £300. We also need to hire equipment, a decent projector, a good sound system and a big enough screen. It’s not cheap, but working with the more community-minded suppliers the hire cost is c. £400. If we get the popular cycle-cinema guys back for the August screening (not promising) that will cost a bit more.

On top of that, we have to pay Camden £100 for putting on an event on the Green. Yes really. In all fairness it does take officer time to monitor events taking place in parks across Camden (and they are seeking to raise revenue). They also need to review our health and safety form – we have to submit one of those too. As well as that, we have to apply to Camden for a TENS (temporary events licence). It’s a cumbersome seven page on-line form to fill in. So in total around £800 to put each screening, which is why we are really grateful to the local businesses that sponsor them. Thank you Benham & Reeves! (FoFG do ask for donations at screenings, as this adds to the pot should the day come when we can’t get a sponsor and we have to self-fund and also to help fund other activities and events).

So that’s everything? Not quite. We have to publicise the films! This involves leafleting the houses in the surrounding streets with 500+ flyers , time-consuming but not too bad if you do with someone else, as well as putting up posters and sending out e-flyers. Leaflet, e-flyer and posters all need drafting and copying. On the film night we have to set up the (heavy) equipment, steward the event and at the end pack the equipment up again – in the dark. The stuff on the night is the bit most people see but it’s just final one of many steps.

Finally, not forgetting the great British weather. From about ten days in advance we keep a beady eye on the long range forecasts with anxiety levels rising and falling along with the barometer as we get closer to the date and the forecast changes. Latest update – anxiety levels have fallen since this morning’s forecast for Saturday night is OK! Might be a spot of rain early evening but on the whole it’s good and warm(ish). Phew. See you at Brooklyn in West Hampstead.

So there you are: how to put on a outdoor film screening. Not quite as simple it appears, but worth the effort.  It’s not just me, it’s a joint FOFG committee effort but if you would like to help at this or future screenings don’t be shy, speak to a steward on Saturday.