Each Local Authority in Scotland makes its own arrangements for issuing a cinema license for the use of premises to screen films. (This is of course totally separate from the license that’s required from a film’s distributor in order to be able to screen a particular film.)

However, if films are to be screened by a group which is operating on a not for profit basis, that is, either not charging for admission or charging only to cover costs, and not for personal gain, then that group can apply to the Scottish Government for an exemption certificate under The Cinemas Act 1985.

Here is a template letter to make it easy for you.  The letter has been prepared by Cinema for all.

Address your letter to:
Licensing Team
Criminal Justice
Justice Directorate
The Scottish Government
GW.14
St Andrews House
Regent Road
Edinburgh EH1 3DG

And as the majority of Scottish Government staff are working from home, we have been advised that groups seeking a cinema exemption certificate should email their letter to: Adam.Sinclair@gov.scot

The Scottish Government will endeavour to reply to all correspondence received within 20 working days.

Here is the golden rule of film programming: Always secure your film licence before advertising your film so that you know it is definitely available for your screening.

This involves following the process below about 5-6 weeks before your event, but is much preferable to being stuck at the last minute due to lack of a correctly licensed film!

>> STEP 1. Agree your event date + Decide who will access your event and how.
So will it be free entry or charged entry, public or closed (e.g. not advertised publicly)? This will dictate which one of two film licences you need:

• Single Title Screening Licence (STSL) allows you to charge for tickets and advertise the film publicly
• Public Video Screening Licence (PVSL) is only for free screenings advertised within your venue – usually only applicable in closed education and care settings

>> STEP 2. Make a selection of films.
Having a few titles will give you more availability options.

>> STEP 3. Contact or search film booking service websites to check availability* and cost of your chosen films.
These suggestions below are commonly used and we would recommend them as ‘one-stop-shops’ for a wide selection of films:

• Filmbankmedia: need a £150 deposit to join, has widest range of Hollywood studio films
• Cinema For All: need to be a member for their tried and tested selection of good non-Hollywood films
• MPLC: Similar to Filmbank’s service and film access
• Moviola: smaller selection than Filmbank and MPLC but could have that little gem you’re looking for

>> STEP 4. Based on availabilty and cost, choose your final film and submit booking request.
This is done directly with the film booking services. Please note a response is not immediate!

PLEASE NOTE: A confirmation of your booking could take up to 2 weeks so please plan for this.

>> STEP 5. Film booking service confirms your booking.
NOW you can start advertising your film screening! Film booking services often email you the film’s official poster.

>> STEP 6. Purchase the film on Bluray or DVD.
The cheapest and simplest way to do this is to buy it yourself from any good Bluray/DVD seller or online store.

>> STEP 7. Your screening happens.
Keep a note of how many people attended. Some distributors also ask what you charged and your overall box office takings (the total money from ticket sales).

>> STEP 8. Film booking service sends invoice based on their original quote.
A film licence usually costs between £90 and £160, depending on the distributor you get your film licence from. Some distributors charge either a minimum guarantee (e.g. £100) or 35% of your box office instead. In this agreement, they will charge whichever is greater.

* Key to Filmbank film availability notes you might see on their website:
NOTIFY ME = film not available on Bluray/DVD yet (it may still be screening in cinemas)
SPECIAL APPROVAL REQUIRED = complete a form + allow more time for decision
WITHDRAWN = check the latest list of films that may be temporarily unavailable

Along with the four ‘one-stop-shop’ film booking services of Filmbankmedia, Cinema For All, MPLC, Moviola and the selection of cultural programming available from Film Hub Scotland (join for free to receive newsletters about these!), you might want to look at other sources of films to respond to audience requests, widen the choice of films you can offer your audiences, or show that film you’ve maybe heard good things about.

Here’s a selection of other film distributors to make your own investigations into licensing a film easier:

ICO (Independent Cinema Office): ICO have a very useful range of resources for exhibitors of all shapes and sizes. As a distributor their special interest is in uncompromising new work, reissues of the key works of world cinema and artists’ films.

BFI (British Film Institute): Distributes new independent features and classic re-releases.

Park Circus: Distribution company based in Glasgow providing information, ideas, licences and screening materials for screenings of classic films.

Into Film puts film at the heart of the educational and personal development of children and young people across the UK. They primarily help schools that want to screen films. Community cinemas can become a venue for Into Film Festival and access their discounted film licences and free online resources.

Short films before a feature can add context and diversity to your programme. Festival brochures and websites like Glasgow Short Film Festival or Discovery Film Festival in Dundee are a helpful resource, and many community cinemas are increasingly sourcing short films through Vimeo and social media, which allows you to approach filmmakers directly to request the appropriate permissions. Cinema For All also offers a selection of award-winning shorts.

Archive material can also be a great addition to your programme, adding a sense of local interest and community. It also offers a great way of introducing film education into your programming. The National Library of Scotland Moving Image Archive is Scotland’s collection of over 100 years of recorded film history. A great example of a film featuring archive footage that has been popular in community cinema screenings is From Scotland with Love (distributor: Park Circus).

Can’t find a film? If you’re having trouble finding a film to licence, have a look at this helpful page of advice from Cinema for All. You can also contact Cinema for All for help finding a film’s distributor.