Be careful about the licensing. We selected our movie - Night at the Museum - prior to purchasing the license. This turned out to be a good thing because it turns out that particular movie (along with anything else produced by Fox studios or it's affiliates) is NOT covered by any of the Movie Licensing USA options. We had to go instead to Motion Picture Licensing Corporation (mplc.com) for that one. The cost for a one-time license for Fox is $80, or $100 for a year. We chose to purchase the 1-year license and will choose another Fox movie in the spring. Our movie was outdoors and we did not charge admission so I didn't investigate whether those would have been licensing restrictions.

I personally have really looked into movie night & to be honest I don't like what they have to offer. We are a christian school pre-k thru 12 And for us to be covered under all the companies we would have to buy 2 licenses. I personally don't think it's worth it. They representive on the phone said that if we were a public school our license would cover more movie companies. But we could still buy their license & if the movie we wanted to watch wasn't under our contract we could just buy (for extra) the $75. one time license that does cover ALL movies NOT FARE!! Plus if you watch a movie outside thats a hole other license all together.
plus schools are watching movies illegally. If a class watches a movie that is not educational or part of their circullum they are watching illegally. example: when it's to hot for recess my sons class will watch a movie, thats illegal. As PTO pres I'm not going to buy 2 licenses for 1 yr. that will cost us around or over $500. Plus you are not allowed to make money on the movie. You can however make enough money just to cover the cost of your license fees, after that you have to stop. The only way you can make money is @ consessions or a dinner. My goal is not to make money on family night. It's not a fundraiser for us but going thru all these hoops is to much. I just want a simple family get-together movie night.

Another idea to consider: You can also show movies during the summer months. We live in a very rural area with no theater. When I did live in a town with a theater, they offered a summer kids movie afternoon once a week. They showed older movies and charged much less than their normal tickets. The place was packed every week.
How about 2 Saturdays a month show a matinee. Like you said, it really only takes a few people. When we did our movie night in June, school was already out for summer. We put on the movie with only 1 1/2 weeks notice.
My husband made popcorn and one son helped pass it out (1 box top or a dime), one son and I took admission (2 box tops or a quarter) and my oldest (a 7th grader ran the projector) This was for about 70 people. So you'd probably need a few more on popcorn duty. You could maybe find 2 or 3 parents who really liked the idea and consider it something to do for your own kids --- and just invite the whole school community. If you do buy the year license, you are really not out anything. And if you really promote your PTO as you do it, it might really be good PR for your group.

The license also "covers" movies shown in the classrooms and on charter buses for trips. Our PTO bought the 3 year license to cover those items and provide movie nights.

Last year we did 1 and this year we're trying to do 3.

I was thinking about doing a different night for each grade, K-4. I also was thinking I would do it in April and carry over the license until the following April, that way our school gets their monies worth. The license is good for a year from the date of your first showing.

Any suggestions on how to handle popcorn and drinks. This is a PTO sponsored event, so there will be no money out of pocket for the families. I thought maybe doing some kind of family pack. A bucket of popcorn and a bottle of water for each family member.

Okay I'm going to try and address all concerns and questions and just want to thank everyone for responding.

First, we have to have the license. It's at the very least the legal thing to do regardless of whether or not we make a profit. I know it's been said by others already but we will not be going without a license at all.

Second, I tried to ask the school to help cover the cost of partial cost of the license but they said no. They insisted that they just wont allow teachers to show movies at all and the daycare here has also said the same. I can't say I dont believe them but, well, I dont believe them. I warned them that there could be serious consquences for showing movies without a license but I've been ignored. So that makes the cost ours. Well ours and Student Council who is splitting it with us.

Third, our license for the year will run about $375 while individual license will cost $75.

Fourth, our movie nights are well received, this will be our third year of running them. Generally speaking the majority of our students who attend are 2-4 graders. We are K-5. We did an older kids movie a few years ago and it bombed so we don't feel like dedicating resources to trying to do two nights and gearing one for older kids. When we target for our core attendees we get over 200 people attending which is as it is about half of our school. We also do not have space to show 2 movie nights at the same time.

Fifth, in the past we have observed that other events such as reading night, sock hop etc. take more than the pitiful amount of volunteers we have at our disposal. We also do morning events which use volunteer hours such as Donuts with Dad and Muffins with Mom.

Sixth, we have 5 Friday's available for use which have nothing else on the calender as of yet so availablity is not currently an issue.

Seventh, I had not thought about carrying the license over, that is a fabulous idea and I will bring it to my group at the October meeting. Our year starts in very early August so this might actually be doable.

Eighth, I just want to thank everyone again for all their comments, feedback, and suggestions. I will be taking everything back to our "group".