Pop-up movie trailer FAQs

Find the answers to frequently asked questions about booking the free Pop Up Movie trailer. If you have any further questions, including eligibility and availability please contact the City's Facility Bookings team on 9267 9321 or email facility.bookings@swan.wa.gov.au.

There is a refundable bond of $500 that is paid once your booking is confirmed. The bond can be paid in two ways.

  1. By credit card through a pre-approval authorisation of your credit card.
  2. By cash or EFT payment.

Once you have completed the Application for Pop-up movie trailer form and your eligibility and availability of the trailer has been confirmed, you will receive notification from the City's Facilities Booking team. Payment of the bond will then be taken via your nominated method.

You will then be issued with a booking confirmation sheet which will need to be presented for key and trailer collection.

The trailer is housed at the City of Swan Depot on Bishop Road, Middle Swan WA.

Before collecting the trailer, you will need to pick up the keys from the City's Community Transport team at the Operation Centre (next to the Depot), on the corner of Bishop Road and Great Northern Highway, Middle Swan. 

As part of the booking, collection and drop-off times will be agreed. Please note that the Community Transport Office is open Monday to Friday, 8.30am to 3.30pm. You will be unable to collect the trailer outside these hours. The phone number is 9267 9062.

Community transport will direct you to the trailer once you collect the keys.

The trailer needs to be returned to the Depot at the time arranged on your booking confirmation sheet. Contact the City's Community Transport team when you arrive and they will inspect the trailer to ensure all the contents are intact and operational.

If no damage is found upon return and inspection, pre-authorisation will be allowed to lapse, or the bond will be refunded if payment has already been made. The bond will be refunded within 15 days of return of trailer.

If damage has been found, appropriate funds will be deducted from your account/refund.

You will be required to nominate a driver to collect and return the trailer as part of your application. We will take a copy of your drivers licence as part of the application process. Any changes to the nominated driver will need to be communicated to the City's Facility Booking team on 9267 9321 prior to collection of the trailer.

The cost of running a movie night may include hiring the venue, obtaining a movie licence, hiring additional bins, advertising, promotion and hiring toilets. These costs will vary and depend on the chosen venue, number of expected attendees and choice of movie.

Support in developing a budget for your pop-up movie night and in sourcing funding is available from the Community Development team on 9267 9267.

In Australia, Roadshow PPL(open in new window) represents the majority of film studios and film distributors, including Warner Bros, Universal, Paramount, 20th Century Fox, and Walt Disney.

Amalgamated Movies(open in new window) are non-theatrical film distributors for Sony Pictures (Columbia Pictures and TriStar Pictures) and others.

Contact these licensors and request permission to screen two or three movies, in case the first choice film is not yet available for public performance. Most of the movies are available for non-theatrical screening events only several weeks after DVD release.

Public performance of music requires a separate licence. Contact Australasian Performing Right Association (APRA)(open in new window) and Phonographic Performance Company of Australia (PPCA)(open in new window) for details.

The cost of a movie licence depends on several factors including: 

  • Audience size and screen size
  • Distance to nearest hard top movie theatre
  • Age of movie.

It is important to contact the licensing officials and provide accurate details of the above to get an accurate quote for your movie licence. You can expect to pay between $300 and $1000 depending on the above factors.

You will need to complete the Application for Pop Up Movie Trailer Form and you will need to agree to the conditions of use, which outline the requirements of hiring the trailer. If you need a hard copy form please contact the Facility Booking team. 

You will also be required to complete the Public Event Approval Application form.

The Pop-up movie trailer equipment has the capability to play slideshows through the DVD player. This can be used to play promotional material, information about your group and important information about the evening. 

The inflatable screen is 5.25m high and 6m wide. It is 32kg. The screen needs to be pegged into the ground so you will need to determine where you are able to insert large tent pegs. The set-up area will need to be approximately 20m x 20m to include the guy ropes, rear projection and trailer/generator.

Diagram showing the dimensions of the pop-up movie screen

We recommend allowing 1.5 hours for setting up and testing all the equipment before you intend to start the movie. Pack down will generally take around 45 minutes. You will require a minimum of four people to set up the equipment. 

You must consider the safety of your attendees, as well as your volunteers setting up the equipment. The equipment cannot be operated in the rain so if rain is forecast you should consider cancelling your event. As the inflatable screen is large, wind can affect the quality of the image as well as posing a safety risk. If high winds are forecast you should consider putting the screen in the most sheltered location or cancelling the event.

It is possible to use the equipment inside a large venue, however the size needs to be considered. Consider the screen measurements when selecting an indoor venue. Contact the booking team on 9267 9321 to discuss your venue needs.

The Conditions of Use of the trailer do not allow groups to charge people to attend the movie night. The movie trailer is made available to community groups to provide free events to the community. You may consider selling food, popcorn or drinks at your event to fundraise for your group.

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