Public screenings take at least 4 - 6 weeks to set up. The information below describes what to do and expect when getting permission and setting up the screening. After you receive permission, there is no prescribed step-by-step process to set up a screening. Rather, there are two sets of considerations: the information you and the rights holder need to exchange; and the on-the-ground financial and technological support for the screening.

Getting permission to screen

Find and contact the film's rights holder. This may be the film's distributor, producer, studio, or hosting platform. Be prepared to provide the following information to the rights holder:

• date
• potential audience numbers
• number of showings
• If you need a video file, or already have a DVD
• if you need subtitles
• if the film will be shown indoors or outdoors
• if all or part of the audience will be viewing the film virtually (e.g. over Zoom)

The rights holder needs to provide the following information to you:

• whether the film is available for your type of screening
• the price per screening
• The format of the video file
• whether they can provide the video file in time for the screening
• whether they need you to sign a licence
• the method of payment

If the rights holder needs you to sign a licence, examine it carefully. Be especially careful of indemnity clauses: as a BC publicly funded institution, UNBC cannot indemnify the BC government without permission. It is ok to ask the rights holder to remove such clauses.

Setting up the screening

Funding considerations

Public film screenings often cost hundreds of dollars. Consider collaborating with other UNBC departments and Prince George community groups who are interested in the film, and ask if they would like to help sponsor the screening. This way, multiple interested groups can team up and share the cost.

Technology: Making sure everything works

It is a good idea to ask ITS about the hardware you'll need in the room where the screening will take place. Let them know which type of video file or format you are working with. They can also help you test the film in the screening location beforehand to make sure everything works well.

Barbara Willmer, the Library Technical Assistant for Copyright, can be reached at libcopyright@unbc.ca or (250)960-6057. She can answer questions about showing films on campus, and help liaise with copyright holders if needed.