Naropa University Student Leadership and Engagement presents
HOW TO SCREEN A FILM OR MOVIE ON CAMPUS
Applicability
Any individual or student group wishing to screen a film or movie publicly (outside of
your home and to more than just family/friends) must follow this procedure for obtaining
permission.
The Federal Copyright Act (Title 17 of the United States Code) governs how copyrighted material may be used.
A public performance license must be issued when showing a film/movie on campus. You will need to be able
to provide proof that you have obtained the “rights” or rather, permission to show the material. Other venues
where this policy applies include taverns, restaurants, private clubs, prisons, lodges, factories, summer camps,
public libraries, daycare facilities, parks and recreation departments, and churches.
Please note: even though the following sounds complicated, it is not difficult to obtain the rights to show a
film/movie on campus. It will take less time and money to do it properly than defending yourself/your
organization in court if you are caught. Intellectual copyright infringement is being prosecuted more and more
on college campuses and is not worth the risk.
FAQ
When do I need permission to show a movie or film?
 Any time you show a movie or film in a public university space, i.e. classroom, Student Center, PAC,
Nalanda Event Center, Snow Lion Community Room, or other public use spaces.
 Any time you use publicity to invite your audience, including, but not limited to, posters, emails, flyers,
letters and web postings, even if you do not use the name of the film.
 Any time you charge admission for the showing or for an event in conjunction with the showing. For
example, if you charge for a lecture connected to a film, you will need to obtain the rights first.
I rented a movie from RedBox or Blockbuster (or similar location). Does that mean I have the right to screen
it publicly?
 No. Rented films are intended for private use only.
I purchased a movie from the store. Does that mean I have the right to screen it publicly?
 No. Unless you purchased the public exhibition rights to the film, you do not have the right to screen it
publicly. Purchasing a movie from a store usually only entitles you to private viewing rights.
The Library has a film in their collection that I want to screen. Does that mean I have the right to screen it
publicly?
 No. However, the Allen Ginsberg Library on the Arapahoe campus does have a select group of films to
which the university holds educational use rights. Please contact the AGL staff for more information.
We are a university. What about screening a film for educational purposes?
 There is a possibility that the distributor has special permission for films shown for educational
purposes. In the event that you will need to protect yourself and/or your event under the law, you will
need to obtain WRITTEN confirmation of the permission to use the film/movie, prior to the screening.
Please obtain, on Naropa University letterhead, a letter from your professor/department or faculty
advisor stating that the film usage is for educational purposes only and that a discussion about the film
will follow. You should obtain this before contacting the distributor.
When do I NOT need permission to screen a movie or film?
 You do not necessarily need permission if you are showing brief parts of a film/movie. There are no set
rules for what constitutes “brief” in this context. In general, the rule is that snippets are acceptable
o when the event is free
o when the snippet does not reveal key plot items to the film
o when the length of the showing is not substantial
o when it doesn’t affect the likelihood of a participant seeing the entire film.
 There is a chance that your department may already have permission to show the film/movie. If you are
showing the film/movie in conjunction with an academic program of study, they may have permission
already. If permission has been granted, they should be able to show you written proof.
How much do the rights to screen a film cost?
 The cost to screen a film ranges depending upon a number of factors, including how new the film is,
how large the audience/venue is, whether you are charging admission or not, and the distributor.
What if I screen a film anyway, without obtaining the rights?
 Very bad idea indeed! Willful infringement for commercial or financial gain is a federal crime and
punishable as a misdemeanor, carrying a maximum sentence of up to one year in jail and/or a $100,000
fine. Even inadvertent infringers are subject to substantial civil damages ranging from $500 to $20,000
for each illegal showing. Copyright infringement is a serious offense under the law and is the equivalent
of stealing from a film distributor. While it is important to abide by the law, it is also important that your
student group represent itself well by doing the right thing – getting permission to show the film. The
university depends on you and your organization to behave in a manner consistent with university
policies, state, local and federal law. Should you or your organization be caught breaking copyright law,
the university would not provide any kind of protection from your group’s liability under the law.
Procedure
Most mainstream films (for non-commercial use) come from one of two main distributors. If you have trouble
locating the distributor for a particular film or need assistance with the process, ask the Director of Student
Leadership and Engagement (303-546-3549) for assistance.
Step 1: Find out if the film you are interested in is available, and how much it costs.
Please have the following information with you BEFORE you contact the distributor:
 Your name
 Name of the organization with whom you are working and your university
 How you intend to use the film/movie
 Will you advertise all over campus or just to a small group?
 Will you charge admission?
 In what kind of venue will you show the film?
 How will your organization pay for the rights to show the film if there is a charge?
 What is the contact information for your organization?
 Whether or not you need them to send you a copy of the film.
Call SWANK Motion Pictures, Inc. at 1-800-876-5577. They have a list of the films they distribute on their web
page www.swank.com and they add new films daily.
Please note that the Student Life Programming Council and the Office of Student Leadership and
Engagement maintain a contract with Swank and can assist you in obtaining the rights, ordering the
film or perhaps a co-sponsorship for a film/movie event.
OR Call Criterion, the other main distributor. They can be found at www.criterionpic.com or by phone at 1-800890-9494.
OR As a last resort, if you can’t figure out who is the distributor for a particular film, you can contact the
Reference Library of the Motion Picture Academy at 310-247-3020.
Step 2: Determine how you are going to fund the event.
Students can request funding from Student Life Programming Council, who manages the use of Student
Activities Fees. Events funded by Student Activities Fees must be free to all students who wish to attend. Please
contact sunofficers@naropa.edu to get on the agenda. Bring a budget proposal with you, including the cost of
the screening rights, and any additional monies you wish to request (for food, prizes, etc.).
If you are planning to charge admission to your event, you will need to work with the Director of Student
Leadership and Engagement for permission to charge admission. There are strict limitations on the exchange of
monies for an event.
Step 3: Contact Student Leadership and Engagement to book the film, the space and any necessary
equipment for your film screening.
Please call 303-546-3549 to set up an appointment. You will need approximately 30 minutes to complete the
process. You will be asked to complete an individual event application form after which time we will work with
you to book everything.
Venues that generally work well for film screenings include:
Arapahoe Campus
 Student Center (lower level of Wulsin Hall)
 Sycamore Classrooms, for smaller screenings
 Performing Arts Center (there are additional fees for the use of this venue)
Please note: Lincoln Hall is not ADA accessible, and will not be booked for a film screening unless no other
spaces are available.
Nalanda Campus
 Dojo Room
 Nalanda Event Center (there are additional fees for the use of this venue)
Paramita Campus
 Paramita Hall
Equipment will need to be reserved through the library, including screens, projector, laptop or DVD player, and
sound system. The student screening the film assumes all liability for damage to borrowed equipment.
Step 4: Advertise your event.
Unless you have specific permission to advertise off campus, you are not permitted to do so. Please ask the
Director of Student Leadership and Engagement for more information.
You may be able to use the Naropa student listserv to distribute an email to the student body about your event.
The Director of Student Leadership and Engagement can help you with that as well.
When you purchase the rights to screen a film, you usually also have the right to use the movie poster or image
to advertise. It can be helpful to include this image in your publicity.
Think of unique and varied ways to get your information out, including:
 Facebook
 Twitter
 Posters
 Emails
 Flyers
 Tabling
 Word of Mouth
 Announcements at student group meetings
Step 5: Have your event, and keep track of what happens.
On the night of your event, please keep track of how many people attend the event. This helps us when we
assess how beneficial programs are to the campus community. You will be asked to report back after your event
within 48 hours. The second half of the event application form includes an evaluation of your event. Let us
know how it went!
Contact Us
Matt Peterson
Director of Student Leadership and Engagement
mpeterson@naropa.edu
303-546-3549
Zane Guilfoyle
Student Activities GA
stuactivitiesga@naropa.edu
Crista Lawson
Student Groups Coordinator, Student Life Programming Council
stugroups@naropa.edu
Nic Weiss
Director, Allen Ginsberg Library and Archives
nweiss@naropa.edu