How "By Appointment Only" Movie Screenings Work

What "by appointment only" means for a movie screening

A by appointment only movie is a private or semi-private screening where you book a specific time slot in advance rather than buying a ticket at the box office on the day you want to watch. The theatre reserves the screen, seating, and showing time for your group. You're not walking in whenever you like — you're committing to a particular date and time, and the theatre is committing to run that film at that moment for you.

This model is most common at independent cinemas, art house theatres, and specialty venues that show older films, documentaries, or niche content. Some mainstream multiplexes also offer private screening rentals for groups. The key difference from a regular cinema visit is that you're essentially renting the space and the showing, not just buying a seat in a public screening.

Key Takeaways

• By appointment screenings require you to book a specific date and time ahead of time, usually at least a few days in advance.
• You typically pay a flat rental fee for the entire screen rather than per-ticket pricing, which can be cheaper for groups but more expensive for individuals.
• The theatre will confirm your booking and may ask for payment upfront or at the time of your visit.
• Cancellation policies vary widely — some theatres allow free cancellation up to 48 hours before, while others charge a fee or keep your money.
• You may be able to bring outside food and drinks to a private screening, but this varies by venue and should be confirmed when you book.

How to book an appointment screening

Contact the theatre directly by phone, email, or their website. Most independent cinemas and art house theatres have a booking form or a dedicated phone line for private screenings. You'll need to tell them which film you want to see, how many people are coming, and your preferred date and time. Some theatres have a calendar showing which dates and times are available; others ask you to suggest times and they confirm based on their schedule.

The theatre will quote you a price for the rental. This is usually a flat fee per screening, not per person. Prices vary widely depending on the venue, the film, and how long the screening is. A small independent cinema might charge £50 to £150 for a two-hour film; a larger multiplex private rental could be £200 to £500 or more. Ask whether the price includes any setup, cleaning, or other fees.

Once you've agreed on the price and time, the theatre will ask for payment. Some take payment upfront by card or bank transfer; others ask you to pay when you arrive. Confirm the payment method and deadline when you book. Get a confirmation email or receipt with the date, time, film title, screen number, and price.

What to expect when you arrive

Arrive 10 to 15 minutes before your screening time. The theatre staff will meet you, check your booking, and show you to your screen. You'll have the screen to yourself (or with your group only). The staff will start the film at your booked time and handle any technical issues. If something goes wrong — the film won't start, the sound is broken — tell staff immediately and they'll fix it or reschedule your screening.

Bring your group with you. The theatre has reserved the screen for your party, so only the people you've booked for should be in the room. If you want to add people on the day, ask the theatre first — they may charge extra or may not have space.

The screening runs for the full length of the film, just as it would in a public cinema. There are usually no ads or trailers before the film starts, though some theatres include them. Ask when you book if you want to know what to expect.

Pricing and what it covers

By appointment screenings are priced as a rental, not as per-ticket sales. You pay one fee for the entire screen, regardless of whether 2 people or 20 people watch. This means the cost per person drops as your group gets larger. A screening that costs £100 is £50 per person for two people but £10 per person for ten people.

The rental fee usually covers the use of the screen, seating, and the film itself. It does not usually cover food or drinks — you'll buy those separately at the theatre's concession stand, or sometimes you can bring your own (check the theatre's policy). Some theatres include a small concession credit in the rental price; others don't.

Ask the theatre upfront what the price includes and what costs extra. Some venues charge for parking, for cleaning if you bring food, or for special requests like subtitles in a different language or a specific film format.

Cancellation and rescheduling

Cancellation policies vary by theatre. Many allow free cancellation up to 48 hours before your screening; others require 72 hours' notice or charge a cancellation fee. Some theatres keep your money if you cancel within a certain window. Read the cancellation policy when you book and ask for it in writing.

If you need to reschedule, contact the theatre as soon as possible. They may be able to move you to another date and time at no extra cost, or they may charge a rescheduling fee. Last-minute changes (within 24 hours) are less likely to be accommodated.

If the theatre cancels on you — for example, if the film is unavailable or the screen breaks down — they should offer you a full refund or a rescheduled date at no extra cost.

What films are available for by appointment screenings

Independent cinemas and art house theatres often keep older films, documentaries, and independent releases available for private screening. You can usually request a specific film from their catalogue. Some theatres have a list of available titles on their website; others will check their library when you call.

Mainstream multiplexes that offer private screenings usually limit you to films currently in theatrical release. You can't book a screening of a film that's no longer playing publicly, though some independent venues can arrange this if they have a print or digital copy.

If the film you want isn't available, ask the theatre if they can source it or suggest alternatives. Some venues have relationships with distributors and can get films that aren't in their regular rotation.

Bringing food and drinks

Policies on outside food and drinks vary widely. Some independent cinemas allow you to bring your own snacks and drinks to a private screening; others require you to buy from their concession stand. Some theatres allow outside food but charge a small fee for cleanup.

Ask the theatre's policy when you book. If you're planning to bring food — for example, for a birthday party or group celebration — mention it in advance so the theatre knows what to expect and can tell you whether it's allowed and what it costs.

If you're buying from the theatre's concession stand, order and pay for snacks when you arrive, before the screening starts. The staff will bring them to your screen or you can carry them in yourself.

Frequently Asked Questions

How far in advance do I need to book?

Most theatres ask for at least 3 to 7 days' notice, though some can accommodate bookings with less notice if the screen is available. Popular times (weekends, evenings) book up faster. Call or check the theatre's website to see current availability.

Can I book a screening for just one or two people?

Yes, though the rental fee is the same whether you come alone or with a group. For a single person or couple, a by appointment screening is more expensive per person than a regular public showing. It makes more financial sense for groups of 8 or more.

What if the film doesn't start or there's a technical problem?

Tell the theatre staff immediately. They will troubleshoot the issue and either fix it and restart the film, or reschedule your screening for another time at no extra cost. Technical failures are the theatre's responsibility, not yours.

Do I have to watch the entire film, or can I leave early?

You've paid for the screening, so you can leave whenever you like. The theatre won't refund you for leaving early. If you think you might not have time for the full film, book a shorter film or ask the theatre how long the screening will take before you confirm your booking.

Can I pause the film or ask the theatre to skip parts?

No. The film plays from start to finish as it was made. The theatre staff operate the projection equipment but don't edit or alter the film. If you have questions about content before you book, ask the theatre or look up the film's description online.