Frequently Asked Questions
Planning a movie night, drive-in event, fundraiser, gaming tournament, or special occasion? We’ve answered some of the most common questions we receive below.
Everything You Need to Know About Movies on the Move
Got Questions? We got answers! If you can’t find what you’re looking for, feel free to contact us. We’re always happy to chat about movies and help you plan an unforgettable event.
How much does outdoor cinema hire costs in Victoria?
Every event is individually quoted – there’s no published flat rate. Cost depends on several factors: your event location, expected audience size, equipment configuration required, travel distance from Geelong, and movie licensing costs.
The most straightforward way to get an accurate figure is to request a free quote with your event details. We respond within one business day with a clear, itemised quote that covers everything – no hidden extras.
What drives the cost up: larger crowd sizes (more speaker towers needed), remote locations beyond 100km from Geelong (travel fee applies), and premium or new-release movie titles (higher licensing).
What’s always included: the 8-metre screen, DCP projector, professional sound system, movie licence, on-site event operation, setup, and pack-down.
What deposit is required, and when is final payment due?
A $440 deposit is required on acceptance of your quote. This amount covers the movie licensing cost – so your date is locked in and the paperwork is handled from day one.
Final payment is preferred before the event, but within one week after the event is acceptable. We’ll confirm payment details as part of your booking confirmation.
Where are you based and what areas do you service?
We are based in Geelong, Victoria and service all of Victoria. Our primary focus areas are Geelong and Melbourne, but we regularly travel to regional centres and country towns across the state.
Areas we regularly service include: Geelong, Surf Coast, Bellarine Peninsula, Melbourne and all suburbs, Ballarat, Bendigo, Mornington Peninsula, Werribee, Frankston, Dandenong, and many more.
If your town or suburb isn’t on this list, don’t assume we can’t come – we probably can. Just ask.
Is there a travel charge, and how much is it?
Events within approximately 100km of Geelong are covered within the standard quote – no additional travel charge. Beyond that radius, a travel fee applies based on distance.
This fee is always included transparently in your quote before you commit to anything. We travel anywhere in Victoria, and we’ll always give you the full picture upfront so there are no surprises.
Can we screen current release movie at an outdoor or community event?
Yes – this is one of our most important differentiators. Because we use DCP (Digital Cinema Package) projectors – the same technology as commercial cinemas – and hold public performance licensing accounts, we can legally screen most movies currently showing in theatres.
Most other outdoor cinema operators use commercial-grade projectors and can only screen movies from DVD or steaming. We can screen current releases, which makes a significant difference to the appeal of your event. We have access to cinema releases, 3-5 weeks after the big cinemas start showing it.
We confirm licence availability for your chosen title as part of the quoting process. In rare cases, very recent or restricted releases may have limitations – but we’ll let you know before you commit.
Can we choose any movie we want?
For public events: you can request any title as long as a public performance licence is available. Most popular titles – including many current cinema releases – are licensable. We confirm availability for your chosen movie as part of the quoting process. We have access to cinema releases, 3-5 weeks after the big cinemas start showing it.
For private home events: licensing requirements are not applicable if you are not selling tickets. If you own or legitimately access the movie through a streaming service, DVD, or similar, the public performance licence requirements are not needed. We’ll advise on the right approach for your specific event.
If you have a movie in mind, just mention it in your quote request and we’ll confirm straightaway.
Can you screen sporting events like the AFL Grand Final or boxing matches?
For private events (Man Cave nights, backyard gatherings), streaming live sports on a big screen is generally feasible depending on how you’re accessing the broadcast. Our equipment can project any HDMI source, including a laptop or streaming device showing a live event.
For public or community events, screening live or recorded sports broadcasts involves separate rights considerations depending on the broadcaster and event. We recommend discussing your specific requirement with us during the quoting process and we’ll advise on the best approach.
How far in advance should I book?
We accept bookings from one month to twelve months in advance. The earlier you book, the more likely you are to secure your preferred date.
The busiest periods are:
- October to April- outdoor season, summer weekends book out early
- November/December – end-of-year school events are extremely popular
- Long weekends and school holidays – high demand across all event types
We recommend enquiring at least two to three months ahead for outdoor events and end-of-year school events. Contact us to check availability for your preferred date – we’ll come back to you quickly.
Can I reschedule my event once it's booked?
Yes – events can be rescheduled if sufficient notice is provided. We understand that circumstances change, and we’ll work with you to find an alternative date where possible.
For weather-related rescheduling specifically: if the event is cancelled before our crew departs due to forecast, we’ll reschedule at no extra charge. See the Weather & Cancellations section for full details.
If movie distributor still wish to charge due to cancellation deposit is then used to cover this cost
What happens if it rains on the night of our event?
We have a clear weather policy:
- If our crew has arrived and set up on site and weather turns during the event: the booking is charged, as the service has been delivered.
- If the weather forecast makes the event unviable before we depart: the event is not charged, and we work with you to reschedule to another date at no extra cost. Licencing cost may still apply at minimal guarantee set by the movie distributor
We recommend having a backup date in mind when booking outdoor events — especially during the shoulder season (September–October and March–April). Contact us as early as possible if you have weather concerns so we can plan together.
Can we postpone the event to another date if we're worried about the weather?
Yes. If you contact us with sufficient notice before our crew departs, we can reschedule your event to an alternative date that suits both parties – at no extra charge. We’ll do our best to accommodate your preferred backup date. Licencing cost may still apply at minimal guarantee set by the movie distributor
The key is to give us as much notice as possible. A last-minute cancellation after we’ve loaded the trailer is a different situation from calling the night before based on a concerning forecast.
When in doubt, call Ron directly on 0417 109 019 and we’ll talk through the options.
What time of the year is the best for outdoor cinema event in Victoria?
Victoria’s outdoor cinema season generally runs from October through to March – roughly the spring and summer months. This is when the weather is most reliable, the evenings are warm enough for outdoor seating, and darkness falls at a suitable time for an evening screening.
That said, beautiful autumn evenings in April can also work well, and some events are held earlier in the season with appropriate contingency planning.
Our indoor cinema service runs year-round – completely weather-independent. If your event is in the cooler months or you simply want certainty, indoor is the right choice.
Why is a fixed screen better than an inflatable screen?
Most outdoor cinema operators in Victoria use inflatable screens. They’re cheaper to buy and transport, but they have a significant practical drawback: they flap, wobble, and lose tension in the wind causing a ripple effect .
Our screen is mounted on a fixed rigid frame on its own trailer. It doesn’t move. It doesn’t lose tension. It delivers a flat, stable surface that maintains image quality all night regardless of the breeze – important for Victoria’s unpredictable weather.
The difference between a sharp, stable 8-metre cinema image and a wobbling inflatable is significant when you’re standing in front of 300 community members.
Does your equipment stand up to wind? We're in an exposed location.
Yes – much better than inflatable screens, which are the most common alternative. Our screen is fixed on a rigid trailer frame, which makes it significantly more wind-stable than inflatable screens that wobble and flap in a breeze.
That said, all outdoor events have a wind threshold beyond which safety and image quality are compromised. If your venue is particularly exposed, mention it when you enquire and we’ll discuss what’s feasible.
Our screen is rated to 40km/h
What equipment is included in every booking? How big are your screens?
Every Outdoor Movies on the Move booking includes:
- 8 -metre fixed-frame outdoor screen — (7.9m wide and the other is 7.6m wide) these are mounted on its own trailer, completely wind-stable or our portable screen – 2.2m and 4m wide
- DCP cinema projector — 10,000 or 12,000 lumens depending on configuration
- Commercial indoor projector 5000 lumens
- Professional sound system — 4 speaker towers for large events, 2 for smaller gatherings indoor events large speakers or surround sound
- All cabling, rigging, and technical components
- Public performance movie licence — for the chosen title
- On-site event operation — we run the show from setup to pack-down
Drive-in events additionally include an FM radio transmitter for in-car audio delivery.
What information do I need to provide when requesting a quote?
The more detail you can provide, the more accurate the quote. Ideally:
- Event type (fundraiser, open-air screening, drive-in, private event, etc.)
- Event date, or preferred date range
- Venue address or suburb
- Expected audience size (rough estimate is fine)
- Movie title in mind, if you have one
- Whether you need indoor or outdoor setup
- Any access or power notes for the venue
You don’t need all of this to make a start – just fill in what you know and we’ll ask follow-up questions.
What is the difference between open-air cinema and a drive-in movie night?
Open-air cinema is for audiences on foot – seated on chairs, bean bags, or picnic rugs in front of our 8-metre screen, with sound delivered through our professional speaker system. Capacity up to 800 people.
Drive-in cinema is for audiences in their vehicles. Movie audio is transmitted via FM radio directly to each car’s stereo – the authentic drive-in experience. Capacity up to 150 vehicles. Both experiences use the same cinema-grade screen and DCP projection equipment.
Drive-in events are one of our signature services and one of very few offered professionally in Victoria. Learn more about outdoor cinema and drive-in hire →
Are you fully insured and licensed for public events?
Yes. Movies on the Move carries full public liability insurance for all events. We also hold public performance licensing accounts which cover the legal right to screen movies publicly.
This is important because it means your organisation is protected. You are hiring a fully insured, licensed professional service – not an unlicensed operation with a home projector.
If your event requires proof of insurance you can request it.
Do you require power on site? What if we don't have access?
Power requirements depend on the specific venue and setup configuration. We discuss this during the quoting process and advise exactly what’s needed at your location.
Most school ovals, club grounds, community halls, and backyard venues have suitable power access. For remote locations or country properties without mains access, generator options can be discussed as part of your quote.
If you’re unsure about power access at your venue, just mention it when you enquire and we’ll work through it with you.
How long does setup and pack-down take?
Setup typically takes between 45 minutes and 90 minutes depending on the event configuration, venue access, and setup complexity. For large outdoor events with full speaker arrays, allow up to two hours.
Pack-down is generally faster and is completed after the screening ends. We handle everything – you don’t need to coordinate or assist with the technical side at any point.
We’ll factor setup time into our arrival schedule and communicate it clearly in the booking confirmation.
Still have questions?
Every event is different, and we’d love to learn more about yours.
Whether you’re planning a drive-in movie, outdoor cinema, fundraiser, gaming night, birthday celebration, or community event, we’re here to help.
Get in touch with Ron today and let’s start planning an experience your guests will never forget.