Event Policies - Rentals


Prices vary according to your location (travel costs etc.) and your desired screen and audience size. Contact us for event pricing in your area.


Reservations are made on a first-come first-serve basis and are tentative until "secured" with a non-refundable deposit and signed event agreement. When the deposit is received, FreshAirCinema’s services are guaranteed at your event on that date.

Film Licensing

Our fee does not include the cost of the film license that is required for a public viewing. Once you have selected your movie, we will help you acquire it and the legal rights to screen it at your event. As the equipment provider, we are no longer allowed to obtain the license for you, the end-user. We will supply you with the film licensing contact information and help guide you through the simple process of ordering the movie title. These fees range from $200-$650 depending on whether the movie you choose is newer or older.

The Fee structure changes if you plan on charging. Please see our movie licensing section for more information.

Other Media

FreshAirCinema’s technicians are at your service to present more than a movie. You can present sponsorships ads, slides, on-screen video gaming, music videos, live camera feeds, announcements, and much more! Your choices of media and advertisements need to be submitted one month before your event.

Any of these “Video Production” services for such work required to prepare sponsorship logo loops, commercials and any other promotional material that is to be aired in addition to the designated movie will also be billed to the Organizer by FreshAirCinema. FreshAirCinema does not allow for outside video production engineers to prepare pre-screening video unless it can otherwise be agreed upon well in advance.  There is no guarantee for anything that is submitted less than a month before the event.

Weather Policies

If the weather looks threatening (imminent rain, rain, looming thunder clouds, dangerous winds capable of damaging equipment) FreshAirCinema reserves the right to protect its own equipment by canceling setup/production. FreshAirCinema reserves the right to delay setup or to pause the production until suitable weather conditions exist. It is at the discretion of FreshAirCinema to decide whether the event will be called off due to inclement weather.

Event Liability Insurance

Any accident involving FreshAirCinema’s equipment or employees to any outside participant(s) is covered by FreshAirCinema's event liability insurance coverage. You may request to be additionally insured under our policy at your events. FreshAirCinema carries minimum 2 million liability.

Setup Procedure

FreshAirCinema begins setup at the customer's specified time (typically 4-6 pm). The AIRSCREEN will typically be setup within one hour. Audio testing begins immediately after the screen is standing, and projection tests begin at dusk. The SCREEN will begin deflating 15 minutes after the end of the movie, unless otherwise specified by customer. After the movie, all equipment will be removed within 1.5 hours.


The remaining 50% of payment (first 50% covered by non-refundable deposit) is due one month prior to your event date.


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