Theatre Hire Terms and Conditions of Use and General Information

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1 Phoenix Theatre Inc Bridge Street CONISTON NSW 2500 ABN: Ph Web Theatre Hire Terms and Conditions of Use and General Information The Management Committee of the Phoenix Theatre is pleased to provide the Theatre and its facilities for hire by community cultural organizations as well as commercial, professional organizations associated with creative or performing arts. Requests for hire by organizations not connected with any cultural endeavour will generally be refused; however requests may be considered by the Phoenix Theatre Executive on a case-by-case basis, according to merit. Requests for hire for the purposes of holding private parties will not be considered. As staff have limited hours at the Theatre, the Management Committee entrusts to the hirers the care and safety of the building and persons using it. To assist hirers with this and to ensure everyone enjoys the use of this Centre, the Management Committee of the Phoenix Theatre has established Conditions of Use as outlined in this document. Please do not hesitate to ask the Theatre Manager, Steen, specific questions that will assist you in making your time at the Theatre an enjoyable experience. ABOUT THE THEATRE The Phoenix Theatre has been built from the ashes of the Theatre South building. Located at 24 Bridge St, Coniston, the Theatre is accessible by both public and private transport. Limited on-site parking is available. This site is also shared by the Coniston Community Hall and the soon-to-be opened Vox FM Community Radio Broadcast facility. There are two spaces available for hire, the Foyer and the Auditorium. DEFINITIONS Throughout these Terms and Conditions of Use, the terms below have the following meanings: Theatre means the Phoenix Theatre, located at 26 Bridge Street, Coniston Centre Grounds means the external public land upon which the Theatre is located Management means the Management Committee of the Phoenix Theatre Inc Manager means the Theatre Manager, Steen Last Updated July 6, 2011 Page 1 of 8

2 TECHNICAL SPECIFICATIONS The Foyer Seating Capacity Room Length 8 metres Sound/Lighting Capacity 90 Theatre/Conference Style 85 Cabaret/Table seating Width 11 metres Powered lighting bars (x3) Dimmable house lights Sound and lighting equipment can be hired in, on request, from Illawarra Production Services Dressing rooms One, plus amenities room. The Theatre Seating Capacity Room Length 20 metres Stage Length 7 metres Sound/Lighting Capacity Dressing rooms 110 Raked seating only Width 8-11 metres Width 15 metres TBA Two Tea and coffee making facilities are available. Kitchen available for serving pre-prepared foods only. Limited availability for heating/reheating food. Male, female and disabled toilets available. Not available Telephone, First Aid Kit Please contact the Theatre Manager, Steen, on to discuss the technical capacity of the theatre further. Last Updated July 6, 2011 Page 2 of 8

3 TERMS AND CONDITIONS OF USE 1. Bookings and Fees 1.1 Applications Applications for hire are to be made on the form provided and must be signed by a person aged 18 years or over. The hirer must remain in attendance and is responsible for Theatre security, safety of guests and supervising all activities during the hire period. Bookings will be accepted at the Theatre for Christmas Day, but no bookings may be made for New Year s Eve. 1.2 Regular Bookings Regular hire periods may be made for up to 12 months. Hire on a Friday or Saturday evening is restricted to two consecutive weeks unless a further application has been approved. 1.3 Hire Fees Theatre Foyer and Auditorium will be available for hire at the fee levels stated in the current Fees and Charges schedule (reviewed in July each year). All prices are inclusive of GST. Bookings made prior to any increase in fees in July each year will incur these increases. The hire period includes set up, dismantling and clean up period. 1.4 Deposit and Bond A deposit of 50% of the hire fee is required to confirm the booking. The balance of the fee must be paid at least 48 hours prior to the date of hire. A security bond is required for all bookings. There is no GST payable on the security bond unless the bond is retained to cover costs (see paragraph 1.7). The bond will be refunded within three (3) weeks from the date of hire provided the hirer has fully complied with all Conditions of Use. 1.5 Hours of Use The theatre can only be hired from 9am to 11pm daily unless prior approval is received from Management. The hirer does not have access to the theatre outside the approved hire period. 1.6 High Risk Activities A request for hire of the theatre may result in the function being identified as high risk based on the type of activity, known history of similar activities at the theatre, and/or known history of similar activities at other venues. Any function which is identified as high risk may be subject to additional costs as set out in paragraph 1.7 and/or other conditions such as the hirer being required to provide licensed security guards for the duration of the function. 1.7 Additional Costs The hirer will be responsible for any cost that may be incurred as a consequence of the hirer s use of the theatre. Additional costs will include but are not limited to: Cleaning fees (based on current contract rates) Replacement of keys (approx $15 per key, $150 per lock cylinder, up to a total cost of $400) Unauthorised use of fire equipment (cost of replacement by Phoenix Theatre) Securing the building (approx $60 per call out) Loss of property from the Theatre (cost of replacement by the Management) Damage to the Theatre, equipment and/or grounds (cost of repairs/replacement) Administration charge (approx $40 per hour) Above costs include GST. Additional costs will be deducted from the security bond. If the total costs, including GST, exceed this amount, an account for the outstanding costs will be sent to the hirer. Further additional costs may be imposed on the hirer for functions identified as high risk (see paragraph 1.6), payable prior to the hire period and including, but not limited to, double bond payment. 1.8 Cancellation If the hirer cancels a booking, the deposit will only be refunded if the area booked is re-hired or at least one months notice is given. Any payment in excess of the deposit will be refunded. Management reserves the right to refuse or cancel any booking which may coincide with an event being held at the Community Centre or Vox FM Community Broadcast facility which shares the site with the Theatre, eg government election day or at any other time when the Community Centre is required for legal, statutory or civic requirements. If this happens, Management will refund all payments, but will not be liable for any loss incurred by the hirer. Last Updated July 6, 2011 Page 3 of 8

4 2. Safety and Security 2.1 Fire Extinguishers and Equipment Under no circumstances shall there be any interference with the fire fighting or other emergency equipment in the Theatre except in the case of fire. In case of fire or similar emergency, evacuate the building and dial 000. There is a telephone across the road from the Theatre. 2.2 Exits, Aisles and Passageways All passageways, aisles and exits shall be kept clear and useable to ensure public safety. 2.3 Closure of Doors and/or Refusal of Admission For safety and security reasons, Management may at its discretion cause the entrance doors to the Theatre to be closed and/or refuse admission to any person or terminate any function that has become disorderly. 3. Access and Use of Theatre 3.1 Multi Purpose Centres Hirers are reminded that different groups may use other areas of the site (ie Community Centre, Vox FM Broadcast facility) at the same time as your hire period. Hirers shall be respectful towards other users and shall not interfere with or disturb their activities. 3.2 Front of House and Box Office Responsibility The Hirer is responsible for all Front of House and Box Office activities, unless otherwise negotiated by the Theatre Manager, with the approval of the Phoenix Executive 3.3 Entry/Exit from Theatre Hirers are responsible for opening, closing and security of the Theatre. Keys are issued to hirers for access to the Theatre on the following conditions: i) Key(s) are to be picked up and returned as negotiated with the Management ii) The signatory is fully responsible for the key(s) and must ensure they are not given to any other group or person iii) The key(s) are not to be labeled in any way with reference to the Theatre iv) If key(s) are not returned the hirer will be responsible for the cost involved in replacement. This may include the cost in having new keys cut for other user groups, as per paragraph 1.7. v) An additional bond is required if the key(s) are lost before the hire period and a new set is required. vi) The Theatre Manager is to contacted immediately in the event of key(s) being lost or stolen. 3.4 Theatre Security Hirers must ensure that the building is totally secured on exit. This includes turning off lights, locking all doors and windows. 3.5 Condition of Theatre at Start It is expected that the Theatre will be left in a condition suitable for immediate use at all times. Where the Theatre is considered unsuitable for use on arrival, the hirer should immediately notify the Theatre Manager. This will indemnify the hirer against any claim by Management for loss of property or damage to the building or grounds. 3.6 Use of Furniture The hirer is welcome to arrange tables, chairs and other furniture as required provided they are returned to the original position before leaving. The hirer is not to allow furniture or other equipment to be removed from the Theatre or from one room to another, unless previously approved by the Theatre Manager. 3.7 Private Property All goods, materials or property brought into the Theatre must be removed by the end of the hire period. 3.8 Cleaning Cleaning equipment is provided in the Theatre Store Room. Prior to leaving, any spillage of food, liquid or other material is to be removed from all surfaces. Equipment and furniture is to be wiped over with a damp cloth if necessary. The floor is to be left clean. 3.9 Toilets The toilets should be left in a clean condition at the end of the hire period, suitable for immediate use. Last Updated July 6, 2011 Page 4 of 8

5 3.10 Rubbish Removal If a bin is provided at the Theatre, garbage may be deposited in the bin. Under no circumstances are rubbish bags to be left outside the bin. If garbage exceeds the waste container capacity it must be taken away by the hirer. Garbage lids to all bins must be securely fitted and locked before departing the Theatre. Perishable garbage (food scraps, etc), is to be taken away by the hirer at the conclusion of the booking. UNDER NO CIRCUMSTANCES IS FOOD OR DRINK TO BE LEFT IN THE REFRIGERATOR/S AND FREEZER/S Catering/Kitchen The preparation of food and beverages shall be confined to the kitchen area. Grease and food scraps are not to be washed down the sink. Caterers and others must leave the kitchen in a thoroughly clean condition Building Decorations and Equipment No changes shall be made to any area without the approval of Management. This includes affixing any decorations or equipment, painting or marking any surfaces, etc. No sticky tape, bluetac or similar product is to be used on painted surfaces Burners and Fireworks Under no circumstances shall there be any burners such as barbeques or spit roasts, fireworks or other flammable materials, or smoke making devices used inside the Centre. Fireworks in the grounds are not permitted. Acts which require flamethrowing, etc, must negotiate with Management prior to the event Electrical The hirer is responsible for turning on and off any electrical requirements. The exception being the refrigerator and the lights to the toilets, which are to be left on. Any electrical equipment which is brought into the Centre by the hirer must be tested and tagged by a licensed electrician or other person qualified to tag and test electrical equipment. 4. Regulations/Acts/Laws 4.1 Loss or Damage The hirer will be held responsible for, and be required to make good, any loss or damage to property or furniture, appliances or fittings. Management accepts no responsibility for any loss or damage to any property whatsoever belonging to either the hirer or any other person attending the function. 4.2 Indemnification and Insurance The hirer shall indemnify Management and its servants against any claims, costs or penalties whatsoever that may arise from the hirer s negligence during the period of hire of the Theatre. Hirers where use involves commercial or government lettings, political rallies, professional entertainment, gatherings of over 1000 people or organizations with their own liability insurance must supply a current copy of their liability insurance. It is strongly recommended that all hirers obtain suitable public liability insurance covering their activities for the period of hire. 4.3 Lost Property The Theatre Manager is the only person authorized to enter, examine and search the Theatre for lost property. Management accepts no responsibility for any items left behind at the end of a booking. Any lost property recovered by any person is to be lodged with the Theatre Manager. 4.4 Acts and Regulations The hirer shall comply with all relevant provisions of the Local Government Act, 1993, as amended and any other Acts or Regulations which may govern use of the Theatre. 4.5 Child Protection Laws If your activity involves children up to 18 years of age you are legally required to comply with Child Protection Acts including conducting employment screening in line with this legislation. Last Updated July 6, 2011 Page 5 of 8

6 4.6 Advertising Advertising is permitted only on boards provided for this purpose. Management approval is required prior to the erection of advertising signs. 4.7 Sub-Letting Sub-letting of any part of the Theatre is absolutely prohibited and will not be recognized under any circumstances. 4.8 Smoking in Theatre Smoking is not permitted in any part of the Theatre. Acts which require the smoking of cigarettes, pipes, etc on stage must be negotiated with the Theatre Manager at time of booking. 4.9 Alcohol in Theatre or on Grounds If alcoholic liquor is being sold during a booking the hirer must obtain and show proof of the relevant licence from the Licensing Court of New South Wales. If the booking involves the consumption of alcohol, the person selling and/or serving the alcoholic liquor should be trained in the Responsible Service of Alcohol under the Liquor Act 1982 and Liquor Regulations 1996 and Management reserves the right to notify the Police Licensing Unit of the activity. Under no circumstances is alcohol to be consumed in the Theatre Grounds Animals in Theatre No animals shall be allowed in the Theatre except animals trained to assist people with disabilities, or if Management grants special approval. Acts which require the use of animals must be negotiated with the Theatre Manager at time of booking and must comply with Regulations relating to the use of animals for entertainment Sale of Merchandise The sale of retail or wholesale products or any direct merchandising must be negotiated with the Theatre Manager at time of booking Disorderly Conduct and Noise The Phoenix Theatre is in a residential neighbourhood. Certain noise restrictions apply. There is to be no amplification past 10pm and there is to be no activity past 11pm. Noise levels are to be kept to a minimum at all times to avoid disturbance to other groups and neighbouring properties. The hirer shall take all reasonable steps to prevent disorderly conduct in the Theatre and grounds throughout the period of the hire and when leaving the Theatre. The use of any sound amplification outside the Theatre is strictly prohibited. The hirer shall comply with the requirements of the Protection of the Environment Operations (POEO) Act 1997 (Part 8.6, Section 276), that covers noise control Disputes In the event of any dispute arising as to the meaning of any of these terms and conditions, or between the hirer and any representative of Management, the decision of Management or delegated representative shall be final. EMERGENCIES Should an emergency occur involving window breakage or if the building cannot be secured, please phone Hirers are not to leave the building until it is secured Last Updated July 6, 2011 Page 6 of 8

7 Phoenix Theatre Schedule of Fees and Charges (as at 1 July 2011) The following fees and charges apply to the hire of the stated spaces in the Phoenix Theatre. All fees and charges, and the duration and frequency of hire, are to be negotiated with the Artistic Director of the Phoenix Theatre Fees and charges may change pending decisions made by the Phoenix Theatre Board. Hourly Standard Charity* Foyer $30 $15 Main Theatre Space $50 $25 Basic Lighting Rig $20/day $10/day Basic Sound Equipment $20/day $10/day 3 phase $20/day $10/day Equipment Levy $20/day $10/day Venue Supervisor $45 $25 Day Rate Standard Charity* Foyer $240 $165 Main Theatre Space $400 $275 Basic Lighting Rig $20/day $10/day Basic Sound Equipment $20/day $10/day 3 phase $20/day $10/day Equipment Levy $20/day $10/day Venue Supervisor See hourly rate See hourly rate Seating Foyer $200 to set up and strike $100 to set up and strike TOTAL PACKAGE Main Theatre only (includes 3hrs Technician, and use of equipment) $800 $500 Weekly Rate** Standard Charity* Main Theatre Space 1 st $2500 $1700 week only Subsequent weeks $2000 $1500 Basic Lighting Rig $50 $20 Basic Sound Equipment $50 $20 3 phase $50 $20 Equipment Levy $50 $20 Venue Supervisor See hourly rate See hourly rate Beyond 6 hours * May be negotiated with the Theatre Manager, with approval by the Phoenix Executive ** Main Theatre Space only Last Updated July 6, 2011 Page 7 of 8

8 A Hire Package may also be offered: Total Week package: 1 week venue hire 6 hours Venue Supervisor Basic Lighting Rig Basic Sound Equipment 3 phase Equipment Levy Standard - $2,000 Charity - $1,800 Subsequent Weeks: Venue hire Basic Lighting Rig Basic Sound Equipment 3 phase Equipment Levy Standard - $1,800 Charity - $1,600 Notes: Technical Support 6 hours technical supervision included as part of the weekly hire package. 3 hours for bump in and 3 hours for bump out. Other support available with Technical Supervisor at $45/hour (a) Technical Supervisor is the Theatre Manager, or a qualified person delegated by the Theatre Manager, with the approval of the Phoenix Executive Lighting and Sound Basic lighting stock and sound equipment (speakers, amp and mixing desk) is available for hire and is included as part of the weekly hire package. Any additional lighting or sound requirements must be provided by the Hirer, in consultation with the Theatre Manager, or negotiated for hire with the Theatre Manager Last Updated July 6, 2011 Page 8 of 8

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