Hosting a Movie Night Fundraiser: Tips to Raise Money and Engage Your Community 

Movie night fundraisers are a great way to raise money for any type of charity, and depending on the movie you decide on, they can be fun for the whole family. This is what makes them the perfect community based fundraiser. They’re a simple yet effective way for nonprofits or schools to raise funds while engaging with the community. These fundraisers create a relaxed and entertaining atmosphere that helps bring people together while backing a great cause.

These fundraisers are easy to organize, cost-effective, and attract a wide audience. In fact, hosting a movie night fundraiser not only connects people, it’s a great way to invite local businesses to help back your cause as your audience and theirs are the same people. Whether it’s through sponsorship or donating goods and services for the event, many businesses would be eager to be able to advertise to their optimal target audience.

9 Steps to Planning the Perfect Movie Night Fundraiser

Obviously you’re going to need to plan a few things to make sure your event goes off without a hitch. There are locations to think about, movie choices and so much more. But it’s all worth it as these types of events can gain a lot of publicity and attract potential donors and volunteers that may have never heard of your organization before. This is why we’ve laid out a step by step process so you’ll know exactly what to do to plan an amazing and fun filled event no matter what type of nonprofit you run.

1. Define Your Fundraiser Goals

You need to decide how much money you aim to raise and exactly what you plan to do with those funds be it for educational programs, charitable projects, or school supplies. This helps attendees understand why their donating and makes it easier to get people involved if it’s a good cause.

You should also have an idea of how many potential attendees are going to show up, and what exactly your target audience is such as families, students, or the general public, as this will massively shape your event planning. You should also have an idea of how you plan to get new people not familiar with your cause or work to become involved. Events like these are a great way to get new donors and volunteers if you’ve planned correctly.

2. Choose the Film

Once you know your target audience, you can decide on an appropriate film to screen. When you’re deciding, it’s helpful to ask a few different people for feedback. Just because you think a movie is going to do well doesn’t mean it will. So a bit of extra input can be really helpful here. It’s also wise to think about if it’s a holiday affair, a winter fundraising idea or a year end event whether you movie choice compliments them.

Once you’ve decided on a title, you’ll need to get a public screening licence in order to be legally compliant with laws. You can usually get a MPLC Public Performance License to most movies through Swank Motion Pictures at a very affordable rate. Just be sure to mention you are a non-profit organization when you inquire about the license. They also work with schools and other public organizations like libraries.

3. Secure a Venue

Your venue is going to have a lot to do with the success or failure of your event. So the very first thing to think about is whether you want to show your movie indoors or outdoors. There are a lot of pluses to holding your event outdoors if you can find an appropriate space. First there should be a ton of room which also may need to offer adequate parking for all your attendees. Then there’s room for concession stands and public toilets if necessary.

Plus you can make it a picnic themed event where people can bring a blanket and sprawl out while eating dinner. That way there’s no need for chairs. But if you decide an outdoor venue, just be sure to plan for contingencies such as tents or a backup indoor location in case of bad weather.

Indoors can also be great if you can secure the right venue. Again, you’ll need to think about things like parking, bathrooms and seating when you have an indoor event. And where ever you choose to hold your event, make sure there’s a reliable projection system and proper sound equipment, or you’re able to set up your own or rented equipment.

Don’t forget about the timing of your event either. The best days for such events tend to be weekends or school breaks, as more people are likely to be available. If you’re hosting an outdoor event, timing is even more critical, weather and daylight hours can play a big role. For outdoor movie nights, plan for a start time just after sunset to ensure visibility, but also keep weather conditions in mind.

4. Plan Ticket Sales

Your ticketing is going to be your biggest source of revenue, so decide on an appropriate charge for each ticket that your target audience can afford yet brings you to your fundraising goals. A big plus here is if you use a ticketing platform like Paybee, you can not only sell tickets super easily, but each ticket sold can be tax deductible for guests as they can be counted as a donation. This could be a great selling point, and it also re-enforces that you're a charity looking to help your community.

If you decide to use our platform, you’ll also be able to offer pre-sale tickets online or through local outlets to encourage early purchases and estimate attendance. Our app makes it even easier for those on the go to buy a virtual ticket online in seconds while giving you an idea of the amount of people that are going to show up to your screening.

5. Promote the Event

Now that you have the important aspects of your event in place, it’s time to let the world know about it. Start by creating eye-catching promotional materials with details like the movie title, date, time, location, and ticket prices. Again, be sure to explain their ticket purchase is going to a good cause and is tax deductible. Use every strategy possible to get people to commit.

Next start publicizing as much as possible through social media platforms, email campaigns, newsletters, and posters to spread the word. You can even ask some volunteers to hand out flyers at high traffic places like supermarkets, malls, churches and so on. You can also partner with local businesses or organizations to boost visibility, or ask local radio stations and newspapers to lend you a hand.

6. Organize Concessions

Concessions are a great way to maximize the profitability of your night. You can sell sell popcorn, drinks, candy, or other snacks to create a classic movie night atmosphere and generate additional funds while also keeping everyone happy. You should also consider partnering with local vendors or asking for donations to minimize your layout. Again, many local businesses will be willing to jump at the chance of advertising directly to their clientèle. Just be sure you have enough volunteers to cover everything you plan to do and they’re clear on their responsibilities.

7. Prepare for the Event

On the night of your screening there’s going to be a lot to do. So it’s best to assemble your team before hand and make sure everyone is clear on their individual duties for the evening. You’re going to need a team of volunteers or staff to manage ticketing, seating, concessions, and technical setup, plus an extra for any of those unplanned potential catastrophes! Just as a side note, our platform helps you assign duties, keep track of communications, send alerts for any changes and keep track of hours worked and money spent all from our easy to use dashboard to make all of this a lot easier to manage!

On the nigh, set up your venue well in advance to make sure there are no problems that can delay the start of your showing. You should be conducting a test run of all the equipment, including the projector, sound system, and lighting, to avoid any technical hiccups beforehand. A good tip here is to offer local sponsors a spot on your screen maybe an hour before the movie starts. People will watch the screen and the sponsors logos before and after the show. This can be helpful when you’re trying to persuade everyone to donate their goods and services.

8. Hosting Your Movie Night

Right from your first guest, your host needs to be on point greet each guest warmly and help them find a place to sit. A simple thank you for attending is always a nice addition as well. If you have enough time or people, you can even chat them up and let them know why you’re holding the event and ask them if they’d like any information on your charity. Having a few flyers explaining your organization and its mission on hand is a smart and simple marketing technique anyone can use here.

Once you’re ready to start the movie, the founder or CEO should stand up and welcome all the guests and briefly explain the fundraiser’s purpose. Your speaker should also let attendees know where the bathrooms are, and any opportunities for purchasing refreshments. This is also a good time to encourage additional contributions, such as through donation boxes or QR codes. And don’t be shy about doing this step once more after the movie is finished as people should be happy and relaxed and feeling a bit more charitable! If you want to be extra prepared, have a fundraising script so you know exactly what needs to be said. You can even practice it beforehand.

9. Evaluate the Event Night Fundraiser 

Although many organizations don’t take this step as seriously as they should, evaluating your event is an important step and can only help you in creating even more profitable events in the future. Review your financial goals to determine if you met your fundraising target or fell short. What concessions did best? Did people do any additional donating? Did they like the movie choice and venue? Collect feedback from attendees to identify areas for improvement for future events. Share the results of the fundraiser with your audience to show your appreciation and demonstrate transparency.

Maximizing Fundraising During the Event

Maximizing profits isn’t just about selling tickets—it’s about crafting an experience where every moment invites support. Sure, the big draw might be the movie itself, but let’s dig deeper because a movie fundraiser event can be so much more than just popcorn and a movie.

First, let’s talk ticket sales and pricing. Your ticket pricing strategy sets the tone for attendance. Keep it straightforward but flexible. Offer family packages that scream, “Bring the kids!” or early bird discounts that whisper, “Secure your seat before it’s too late.” You can think of these as fundraising incentives. Platforms like Paybee hugely simplify ticketing while also letting you offer tiered pricing if possible. Think VIP spots up front or cozy blankets for outdoor screenings. And let’s not forget discount codes that can help encourage groups like large families or reward early supporters.

Then there are all the additional fundraising opportunities you can add on to your special night. Concession stands? Classic, yes, but also indispensable. People can’t resist the scent of freshly popped popcorn or a cold soda on a hot evening. There are a ton off movie foods you can incorporate, just be sure they match your audience’s preferences.

Raffles add another layer of excitement. A well-stocked prize table consisting of local gift cards, handmade crafts, or even tickets to the next event help keep people engaged while boosting your bottom line. Make the process seamless with pre-numbered tickets or digital raffle apps like Paybee, so you can spend less time organizing and more time fundraising.

And don’t overlook merchandise sales if your charity has them. Branded T-shirts or reusable cups not only raise money but also spread awareness for your nonprofit long after the credits roll. Pro tip: design items that tie into the movie theme. Showing The Wizard of Oz? “There’s no place like [Your Organization]” T-shirts practically sell themselves.

The secret to a successful family movie night fundraiser lies in giving attendees options, ways to contribute, ways to engage, and ways to feel like they’re part of something bigger. It’s not just a movie, it’s a moment to bring a community of people together while raising funds for your cause.

It’s a Wrap!

Hosting a movie night fundraiser offers the perfect blend of entertainment and community engagement, making it a great way to raise funds and awareness for your cause at the same time. With careful planning, the right movie, and a strategic approach to maximizing your profits, these events can go beyond ticket sales and help create meaningful connections with your donors, volunteers, and even local businesses.

By following our 9 step process above, from setting goals to evaluating the event, you can be sure your movie night is not only a memorable experience for attendees, but also a powerful tool for advancing your mission. With every ticket sold, concession enjoyed, and raffle entered, you’re not just raising funds, you’re building relationships and creating a sense of community support that will resonate long after the credits roll.

So, whether you're a school, nonprofit, or community organization, embrace the opportunity to turn a simple movie night into a blockbuster success for your cause.