Outdoor Cinema Event Hire: Seating, Catering and Equipment

An outdoor cinema screening requires more planning than setting up a screen and pressing play. The food and drink element, the seating layout, and weather contingencies all need to be sorted before the first guest arrives. This guide focuses on the furniture and catering equipment side of outdoor cinema events.

Seating Options

Outdoor cinema screenings use one of three approaches: open ground with blankets, chairs in rows, or a mixed layout combining both.

For any organised event where tickets have been sold or allocated, folding chairs in rows gives guests a defined space and avoids disputes about sightlines. Rows set at a slight angle to match the screen position also allow accessible spaces to be placed at row ends without extra effort. For more informal screenings, a hybrid layout works well: 50 to 100 chairs in rows at the back and open grass at the front for guests who bring blankets.

Tables for Food Service

A screening with food and drink on offer needs a service point. Two or three trestle tables from Expo Hire's table range arranged as a service run handle the drinks and snacks during the pre-film period and interval.

Avoid placing the service point directly to one side of the screen where queuing guests create a sightline problem. Position it at the back of the seating area or to one side at an angle.

Hot Drinks for Evening Screenings

Outdoor screenings in England run from June through September, but the evenings are cool. A hot drinks offering is one of the most-used catering additions for this type of event.

A 30-litre urn holds enough hot water for 120 to 150 cups. For a screening of 150 to 200 guests, two urns gives comfortable capacity through the pre-film period and interval. Expo Hire's catering equipment range includes urns in 10-litre, 20-litre, and 30-litre sizes. Pair them with trestle tables for the service station and cups and saucers from the crockery range.

Snack and Catering Setup

For screenings where food is part of the offer, a small catering run of 2 to 3 trestle tables per vendor is the standard approach. If food is cooked on-site, factor in chafing dishes or a hot cupboard to hold food at temperature during service, a separate prep table, and bin provision (not a hire item, but frequently forgotten).

For a popcorn or hot snacks setup, one trestle table with a linen cloth and serving equipment is enough for up to 150 guests if the service point is open continuously throughout the evening.

Weather Cover

For outdoor cinema events with pre-sold tickets, weather cover is not optional. Guests who have bought tickets cannot simply be moved to another date.

A gazebo over the service area protects staff and equipment during rain. For full audience cover, a larger marquee structure is needed: a 9m x 12m marquee covers 120 to 150 seats depending on layout. Ensure any hired structure is weighted or pegged correctly; a site-specific risk assessment should cover this.

Quantities for a 150-Person Outdoor Screening

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• 150 folding chairs, or 100 chairs plus open grass area
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• 2 to 3 trestle tables for the service station
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• 2 urns (30L each) for hot drinks
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• 150 cups
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• 1 to 2 gazebos for service area cover
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• Chafing dishes if hot food is served
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Delivery

Expo Hire delivers to parks, private grounds, and outdoor venues across England and Wales. For screenings in public spaces, confirm your hire licence and site access permissions with the local authority before the delivery date. See delivery charges for your area when planning your budget.

See also: summer garden party hire guide and stag party hire guide.