Outdoor screening requests should be submitted to Event Management no later than three weeks in advance.
Customer should provide start and end time for the event, in addition to total runtime for the video/presentation. If an introduction of some kind is included and/or there will be a post-screening discussion/presentation, please let us know in advance. If the event time will be longer than two hours, we may need to adjust the timeline accordingly. One corded microphone can be provided upon request.
Showings should be scheduled to start no earlier than 30 minutes after sunset (times can be checked in advance via online weather websites). Sunset times vary by time of year; in general, spring screenings typically begin around 8 p.m. and fall screenings around 8:30 p.m. Screenings should end by 10 p.m. due to local sound ordinances. An exception to the 10 p.m. cutoff may be requested in advance (see item #3 below involving the Amplified Sound Approval form).
AV Services staff usually report to Newcomb 3.5 hours before the actual event start time for equipment transportation and setup. We aim to have everything ready a minimum of 30 minutes before the event start time.
Guidelines and Procedures
Reservation: Customer needs to reserve appropriate space for the screening and confirm reservation with Event Management. Customer may also need to get permission(s) from other University offices or units (Event Management will advise if this is the case). Customer should provide the name of an on-site contact to be present at the screening for the entire duration plus an hour before the start time.
Public Exhibition License: Customer needs to get a public exhibition license for whatever they are screening. If the video was created solely by or specifically for the customer, it will be assumed that the customer retains rights for the video to be publicly exhibited unless otherwise noted. If it is a feature film or pre-recorded commercial video, it is likely the host organization will need to purchase that license from the product’s distribution company (e.g., Swank Motion Pictures or Criterion Pictures USA for movie DVDs or Blu-ray). Important notes:
The University Library owns licenses for some documentaries they have in their collection. If using a Library DVD and/or Blu-ray, make sure to fully inspect the disc for any physical damage (e.g., scratches, dirt, fingerprints, etc.) before the date of the show, as this may affect playback.
If the video is not covered for public exhibition under the Library, it is preferred that the video's distributor provide a copy that has been pre-screened or inspected to confirm the physical media is damage free and confirmed to work with consumer DVD/Blu-ray players.
Homemade “burnt” discs can sometimes be problematic during playback.
For real-time screenings of over-the-air network broadcasts (including TV shows, sporting events, etc.), we require written permission from the company or TV network responsible for the broadcast or streaming of the content to be shown. Proof of this license agreement via email from the company/organization is sufficient and should be forwarded to Event Management.
Streaming: Copyright permission is also required to stream programs via popular streaming services (e.g., Netflix, Amazon Prime, YouTube, etc.). Information varies based on platform. For Netflix, follow instructions available at Educational Screenings of Documentaries. Note that the documentary needs to have the "grant of permission" visible on the description page in the media library. For YouTube, it is best to contact the channel directly to request permission.
Because WiFi is not always reliable for outdoor locations, a wired connection is preferred for video streaming.
Amplified Sound: Customer needs to submit an Amplified Sound Approval form in advance for any use of amplified sound for the event (e.g., speakers, megaphones, portable PA sounds systems, etc.). Amplified sound is typically only approved on Fridays 6 to 10 p.m., Saturdays 10 a.m. to 10 p.m., and Sundays 10 a.m. to 10 p.m. An exception may be requested to go outside of these times, if needed.
Facilities Management: Customer needs to make arrangements with Facilities Management for access to two dedicated 20-amp electrical circuits (not to be shared with any other equipment or vendors). AV Services will supply two 12-gauge extension cords. Customer will also need to make arrangements with Facilities Management for a 100-foot water hose hooked up to an outdoor water faucet within 75 feet of the inflatable projection screen. Requests for these items can be submitted online at the Facilities Management website. The hose and faucet key (to control the faucet) should be present at least two hours before the screening start time.
Weather Plan: It is recommended to reserve an indoor inclement weather site for screenings (if available) with Event Management. Decisions due to inclement weather should be made by noon the business day prior to the event. Decisions should be based on both current and future conditions. AV Services has the final say if an event needs to be adjusted due to weather and/or other conditions.
