Federation of Victorian Film Societies

The Federation of Victorian Film Societies (FVFS) is a volunteer organization which supports new and existing film societies, non-profit cinemas and film festivals in Victoria and SA or those from other states that have links to Victoria.

We provide information and advice on starting and running such organisations, publish a regular newsletter, organize film and public liability insurance for members and represent the interests of member groups.

Organizational, technical, legal and financial information is also available. For example the FVFS can assist film societies wanting to move to DVD projection and can provide technical and programming advice.

Under Australian copyright laws it is not permitted to project DVDs in public without prior permission from the rights holder and payment of an appropriate fee. We can advise you how to identify the rights holders and apply for cost effective fees for non-theatrical screenings.

The FVFS is a non-profit organization incorporated in Victoria and registered with the Australian Tax Office as a charity. It is run entirely by volunteers drawn from representatives of member groups.

The FVFS executive committee comprises President, Secretary, Treasurer, 2 Vice Presidents and up to 7 committee members, and between them they provide all the FVFS services.

The FVFS represents members' views at ACOFS (Australian Council of Film Societies), IFFS (International Federation of Film Societies), film libraries, film and DVD distributors and to State and National Government.

Note: Because of various problems over the legality of using the term "Community Film Societies" the Federation no longer uses this term. "Community Film Societies" has no legal status. It is not a registered business name. It is not a trademark. It is not a "marketing name". It is not a "trading name". It has no constitutional status.

Our patron is David Stratton, co-presenter of At the Movies on ABC TV.

2. Who Can Be a Member?

Any non-profit organization with appropriate aims may become a member of the FVFS. This includes film societies, film clubs, film groups, non-profit cinemas and film festivals.

A non-profit organisation is one in which any surplus funds in any year are retained to further the aims of the organisation.

There are three types of members recognised by the FVFS: film societies, community cinemas and film festivals.

Although we use the term "film society" in this information, it is not mandatory to call yourself a film society to be recognised as such and become a member of the FVFS. Your organisation may be called a film club, film group or anything else you desire. The term "film society" is used here as a generic term.

FVFS members can project their films onto a large screen with a good sound system and present the films in a cinematic environment in the manner intended by the film directors.

Film societies are non-profit organizations with annual memberships, run entirely by volunteers elected by their members, with a constitution or rules and appropriate aims. They are generally non-theatrical users of film. They screen films and DVDs to members of the film society and most do not charge for individual admission to any screening.

A very small film society may choose to screen in a private home, whereas the moderate size film society or community cinema may screen in public venues such as church halls, schools or council theatrettes.

To screen 35mm a group will need to be much larger to be able to pay the higher price of films and will probably choose to screen in a regular cinema.

What is sometimes known as a "community cinema" is a non-profit organisation run by volunteers on behalf of a local community, with appropriate rules and aims. As they charge for admission to screenings they are not classed as "non-theatrical" screenings and hence miss out on many benefits available to film societies.

Film Festival members of the FVFS operate under the same aims and rules as a non-profit cinema except the period of operation is generally over a few days or weeks rather than throughout the year.

A member group will generally be an independent self-contained organization, but a group which operates under a parent organisation, which is non-profit and has suitable aims and rules, may become a member of the FVFS.

The films screened by member groups may come from commercial film distributors, non-commercial or government libraries or private collections and may or may not have had a cinema release. Films screened may be from 16mm film, 35mm film, DVD, high definition DVD or any other medium.

Details of requirements for joining the FVFS can be found in the appropriate Information Sheets available on our website.

As at October 2010 there were 63 member groups (mainly film societies) of the FVFS. Their details are provided in the "Member Groups" pages on the website.

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3. Why Join the FVFS?

To be accepted by film and/or DVD libraries as a bona-fide film society, community cinema or film festival you need to meet certain criteria, such as having appropriate aims and be non-profit.

Being a member of the FVFS shows that your organisation has been evaluated by the FVFS and meets these criteria to the satisfaction of the FVFS.

In addition, membership with the FVFS offers:

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4. How to Join the FVFS

To become a member of the FVFS an organisation must be able to demonstrate appropriate aims and acceptable rules of conduct by submitting their written aims of the organisation and their constitution or rules, together with a completed application form and appropriate joining fee. See our relevant Membership Application forms and supporting information for applicants on our website.

Organisations which operate under a parent organisation should also include the constitution of their parent organisation.

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5. How to Start a Film Group

To start a film group all you need is a small group of enthusiastic people with the desire to see films of their choosing in a suitable venue. Approach the FVFS or look at our detailed information sheets to find out about the technology of films and DVD, the legal, operational and financial aspects of running a film organisation.

With your new committee decide whether you wish to be a film society, community cinema or community film festival, select a program of films and determine a budget, assuming number of members or patrons and a suitable charge.

Then you just promote the group, get some likely people together in the proposed venue with a film or DVD and the right equipment, and show them what the group can do. Offer them a program of films at an attractive price. And have the treasurer set up to accept payments.

Then the only way is forward! The FVFS can help you with all of these activities.

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6. Tax and the GST

Film organisations, which screen films and thus support the Arts, are classified as charities under the Income Tax Assessment Act 1936. To become exempt from income tax the group will in due course, need to obtain an ABN and become registered as an "income tax exempt charity".

Registering for an ABN and registering for the GST are two separate actions. To register for the GST you must have an ABN, but you can apply for an ABN without registering for the GST. If you cannot quote an ABN you may find that payments made to you may have up to 48.5% withheld and forwarded to the tax office. This includes payment for advertising in your newsletter, government grants etc.

A film group, being a non-profit organization, need not register for the GST if the annual turnover is less than $100,000, which is normally the case.

Further information can be found in our detailed information sheets or on the ATO website www.ato.gov.au

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7. Obtaining Your films - 16mm, 35mm or DVD?

The choice of 16mm film, 35mm film or DVD will depend on size of the group and type of program desired.

There are several film distributors operating who are willing to hire you DVDs, Videos, 16mm or 35mm. These usually come with appropriate screening rights pre-paid, so no further payments are necessary.

The NTLC (Non Theatrical Lending Collection) at the NFSA (National Film and Sound Archive) has many thousands of 16mm films available for a very reasonable borrowing fee, as well as some interesting DVDs in their collection. These films and DVDs generally come with non-theatrical screening rights included in the charge and are cheaper than commercial rental. The selection and range of titles is very different however, from those in commercial libraries.

Beneficial non-theatrical charges and conditions apply when a film group screens to members only. Where the public are charged for admission to any screening then commercial conditions and charges apply. This is generally a negotiated flat rate or percentage of the ticket sales, depending on the distributor. The NTLC may not be able to supply material for screening in these cases.

Many DVD based film societies source their DVDs privately, or purchase them outright. To screen a DVD in a public venue, screening rights must be obtained from the Australian distributor. The Federation of Victorian Film Societies can assist member societies obtain non-theatrical screening rights at an attractive price. It is not permitted to screen DVDs from regular video outlets in public even to registered film societies.

16mm or 35mm films borrowed from private collections also need to have screening rights cleared by the rights owner (usually the Australian distributor) before they can be screened in a public venue. Rental prices from commercial distributors (for non-theatrical screenings) vary widely, but in 2010 ranged from $80 to $250 for a 16mm feature and $250 plus for a 35mm feature. A non-theatrical screening is one where all the audience are members of the film society and no single admission charges are made.

Rental prices for theatrical screenings (ie where admission is paid for, per screening, at the door) are generally based on a percentage of profits, and subject to agreement with the distributor.

Your choice of medium may be influenced as much on availability of titles as on costs. Recent art-house, foreign or highly acclaimed titles tend to be available in 35mm or DVD. 16mm titles from the NTLC tend to be mainly film study titles, although they do have a few recent titles, whereas the few remaining 16mm film distributors focus on "golden oldies" or recent box-office hits.

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8. Incorporation and Insurance

The FVFS recommends that groups operating in public venues be incorporated and covered by public liability insurance.

Approach Consumer Affairs or check their website for information about incorporation. www.consumer.vic.gov.au . Many public venues require incorporation and that at least $10M public liability cover be held by organisations renting their facilities. The FVFS can organise public liability cover for member organisations at reasonable rates.

The Associations Incorporation Act 1981 can be viewed at www.dms.dpc.vic.gov.au

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9. Detailed Information Sheets in PDF.

We have many information sheets available on our website and they are being updated and added to regularly. Feel free to download any and to seek further support or information from secretary@fvfs.org.au.

The following information sheets are all you will need to help you start your film society, community cinema or community film festival, prior to contacting us about joining the FVFS.

Further information sheets are available on the members only pages of our website, accessible only once your group becomes a member of the FVFS.