FALKIRK COMMUNITY TRUST VENUE BOOKING PACK 2012/2013 PERFORMANCES AND EVENTS FTH

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1 FALKIRK COMMUNITY TRUST VENUE BOOKING PACK 2012/2013 PERFORMANCES AND EVENTS FTH

2 Contents 1 Hiring FTH 2 Venue Plans and Capacities 3 Technical Specification Seating Stage Dimensions & Equipment Dressing Rooms Facilities for Special Needs PRS Licensing 4 Front of House Support Box Office Services Stewarding Bars and Catering Sales and Merchandise Marketing and Promotion 5 The Pre Production Meeting 6 Summary of Facilities and Services Provided 7 The Application Form 8 Hire Charges APPENDIX 1 APPENDX 2 FTH CONDITIONS OF LET VENUE CONTACT DETAILS

3 HIRING FTH Thank you for choosing to hire FTH for your event. Ideally situated in close proximity to Grahamston and Falkirk High Stations and with adjacent parking, FTH is an ideal venue for your performance event or meeting. With a 604 seat multi purpose Main Auditorium, the FTH Studio and the Café Bar, FTH has a range of options to best suit your requirements. HOW TO HIRE FTH. 1 Please read this Booking Pack carefully and ensure that you are familiar with the information contained and Falkirk Community Trust Conditions of Let. Any queries pertaining to this should be discussed prior to the booking with the Venue Supervisors 2 Contact the Venue Administration Team to make a provisional booking by any of the following methods: Telephone: (01324) / By Post: The Venue Administration Team Falkirk Community Trust FTH Westbridge Street Falkirk FK1 5RS Bookings are accepted up to a year in advance. 3 Complete the Application Form which should be signed and returned within 14 days. Please see section 5 for further details in how to complete the form. 4 On receipt of the Application Form the Venue Administration Team will send out two copies of the Hire Confirmation which details the dates, times and costs of the room(s) hired as well as detailing any equipment and / or staff that have been requested. 5 The Hire Confirmation should be checked, signed and returned to FTH no later than 14 days from receipt 6 Hirers who are using the Main Auditorium for a performance or event must arrange a pre production meeting with the Venue Supervisor and Venue Technician 7 Attend the pre production meeting with your nominated Stage Contact and Front of House Contact no less than 28 days in advance of the first date of the let. Failure to arrange or attend the meeting may result in the cancellation of the event. 8 Please make the Venue Supervisors ( / or aware of any changes to times or additional requirements 9 Hires will be invoiced after the event and will include any additional time, staff, resources and charges.

4 SUMMARY TECHNICAL SPECIFICATIONS Capacities The maximum no of seats available are as follows Area Set up option Capacity Main Auditorium Raked Seating (rows AA JJ) 272 Row D (flat immediately at front of raked seating) 28 Balcony Studio Optional Flat Seating Row C Row B Row A Raked Seating & Stage Extension or Orchestra Pit Raked Seating & Stage Extension & Orchestra Pit Arena Cabaret Style Cabaret with Dancefloor Front Balcony (rows A-E) Back Balcony (rows F-H) Theatre Style Cabaret Style Conference Round tables (Rows A & C only) 300 (Row D only) Café Meetings 15 Bar Meetings 25 Dressing 30 Room 1 Dressing 30 Room 2 Dressing 5 Room 3 Dresssing 5 Room 4 Dressing Room 5 5 Performer Toilets and shower facilities are located adjacent to the Dressing Rooms

5 Stage Dimensions Proscenium width 10.25m 34 Stage Depth 7.80m 26 Wings 3.65m 12 SR & SL Stage extension 2.20m 8 (Steeldeck) Steeldeck 2.20m x ' x 8' Proscenium width 10.25m 34 Proscenium Height 4.27m 14 A list of technical equipment available for hire is available. To discuss any aspect of staging your performance or event please contact the Technical Team Leader on or no later than 4 weeks prior to the event. The set up and break down of the performance / event must be included in the request for hire. No persons will be permitted to access the venue out with these times without prior permission and in agreement to an additional charge for hire. All properties, scenery, cloths, materials and promotional materials must be removed from the venue at the end of the hire. Failure to do so will result in disposal of items by venue staff. Where a cost is incurred to dispose of items, a recharge may be made to the hirer. Any electrical equipment brought into the venue must comply with current electrical safety standards and have a valid PAT test certificate All cloths, properties and other materials must be fire retarded and rendered inflammable in compliance with current fire safety standards. Only Falkirk Community Trust staff and their representatives are permitted to set up or operate venue equipment. The Hirer must at all times liaise with the Technical Team Leader and seek advice and consent to bring equipment into the venue. The Hirer will upon request, provide the Technical Team Leader with relevant risk assessments and safe systems of work

6 PRS Licensing These are charges for the playing of recorded and live music and are levied by PRS; charges vary from 3-4.8% of total ticket income depending on the type of event; for non-ticketed events during which recorded or live music is played, a flat fee based on numbers attending is levied. The following charges will apply: Type of Performance / Event % of Net Box Office Fee only Popular / Folk / Rock 3% Classical ( persons) 4.8% Variety / Panto Shows 2% Misc Events up to 300 persons n/a Misc Events over 300 persons n/a Please note that proof of payment directly to PRS or the copyright holder must be presented at the pre production meeting. Where live music is performed, Hirers must complete and return the PRS set list form to FTH. Further information can be obtained from the Venue Supervisors FRONT OF HOUSE SUPPORT Box Office Services The Steeple Box Office is open from Monday - Saturday from Ticket orders can be taken in person, by post or by telephone. The FTH Box Office also operates 45 minutes before the performance commences and 15 minutes after. Certain events may be made avialalbe for sale via internet ticketing agency. Please contact the Marketing Officer for more information. FTH has reserved seating for all performances / events using the raked seating in Main Hall. Customers must be given a ticket with an allocated row and seat number to sit in. Attention must be given to the provision of access for wheelchair users, the infirm and their carers. The Hirer must ensure that a total of 2 chairs for every 1 chair space be allocated and that the Steeple Box Office are aware of wheelchair and infirm patrons. All seated events that are open to the public at FTH must be placed on the Box Office System, thereafter Box Office can print off an agreed allocation of tickets for you to sell through your own channels. A Box Office Set Up Form will be provided with your Booking Confirmation.

7 Stewarding / Backstage Assistance FTH can provide venue staff to assist with the stewarding / backstage assistance of your event as per the scale of charges. There must be at least one steward for every 200 people. You can, however engage your own stewards providing that At least 2 stewards are inside the Hall to seat patrons and remain inside during the performance at all times, 1 person to check tickets and seat customers in the balcony. In addition there should be one person checking tickets at the main entrance doors to the Hall. Stewards must be aged 18 and over and be briefed of the fire procedure and location of the fire exits. It is compulsory for all stewards to receive 1 hour fire safety training. The Venue Supervisors will arrange this with you and provide the relevant information for stewards at the Pre Event Meeting. Stewards should be briefed and in position 45 minutes prior to curtain up and the stewards should remain in the venue until the public have left the premises. Hirers must ensure that their representatives, including those engaged in stewarding and backstage duties, are fit and capable to undertake duties and should not consume or be under the influence of alcohol or drugs. Sales and Merchandise The sale of merchandise is permitted with prior arrangement with the Venue Booking Team. The hirer is required to provide a list of all items which he / she proposes to sell at the Pre- Production Meeting. All items offered for sale must comply with the terms and conditions of the Sale of Goods Act 1994 and other relevant legislation. Falkirk Community Trust reserves the right to refuse the sale of merchandise in its venues if it is deemed likely to bring the Trust into disrepute or compete with sales already offered by Falkirk Community Trust. Marketing and Promotion The production and distribution of flyers and posters is the responsibility of the Hirer. Falkirk Community Trust provides the following marketing / publicity support to the Hirer: Display of posters / flyers within the venue and at the Steeple Box Office A free listing in the Venue Brochure (subject to space and timely submission of details / copy / image) Publicity via the Falkirk Community Trust Website Falkirk Community Trust reserves the right to amend and edit or refuse copy submitted for inclusion in venues, guides and online listings.

8 Catering and Bar Facilities The café bar at FTH is generally open one hour before the performance, at the interval (where applicable) and at the end of the performance (subject to agreement and additional charge). The menu includes a selection of Fair Trade hot drinks, soft drinks, alcohol, ice cream and snacks. The Bar at FTH is licensed for selling alcohol between the hours of 12 noon and 12 midnight Monday - Sunday There is no charge to the hirer for this service pre event and at the interval. Hirers are not permitted to supply food / beverages where the event is open to the public. Alcohol may only be supplied and served by Falkirk Community Trust trained / appointed staff. A selection of menu options is available for conferences, meetings and other events that are not open to the public. To make specific arrangements for your event please contact the Conferencing and Catering Team at Callendar House / Facilities for Performers and Patrons with Additional Needs FTH has: 6 disabled parking bays to the front of the venue A drop of zone adjacent to the main entrance with a dropped kerb and ramp A lift in the front foyer giving access to the first floor A dropped counter at the Box Office An infra red hearing assistance system in the Main Auditorium Wheelchair accessible toilets on the ground and first floors Wheelchair lift from Stage Door to backstage and stage areas Wheelchair accessible backstage cross over Up to 12 wheelchair spaces can be made available in the front rows by arrangement If you are aware of any patrons who may need assistance, please provide the venue / Box Office with details as soon as they are known To ensure compliance with the Equality Act 2010 the venue is required to make adequate arrangements for users with disabilities. In line with the act, Falkirk Community Trust permits carers of disabled patrons to attend performances without charge. Recording and Photography Recording by film or other means is permitted only with prior agreement from the venue management team. Photographers and equipment must be situated in designated agreed areas to prevent obstruction of exits. It is the responsibility of the hirer to ensure that all relevant permissions have been obtained

9 Pre- Production Meeting The pre - production meeting is mandatory for any event taking place in the Main Hall at FTH and at the Hippodrome. The Hirer should arrange for a pre-production meeting with the Bookings Administration Team at the venue no less than 28 days before the first event / performance. Should the Hirer fail to arrange or attend the Pre- Production Meeting, Falkirk Community Trust can, at its sole discretion cancel the let. The Trust will not be responsible for any costs or losses incurred by the Hirer as a result for such a cancellation. In addition a cancellation fee of 50% of the total hire will be applied The Hirer should appoint a designated Stage Manager and Front of House Co-ordinator who should attend the Pre - Production meeting and be competent and responsible for liaison with the Venue Team. Hirers should give details to the Venue Team at the meeting the following information: Details of scenery and equipment to be brought in Names of technical contacts / crew responsible for the load in / out Technical requirements including scripts, running orders, lighting plots, sound requirements Details for PRS and any proof of any other necessary licences / permissions Requirements for Front of House Set up Additional Bar / Catering requirements Details of proposed merchandise and prices. Requests for signage Stewards details (where applicable) and list of suitable times for pre event training. Event Risk Assessment

10 Summary of Facilities and Services provided: The following facilities and services are included as part of the Venue Hire Facilities: Access to and use of the stage, backstage, dressing rooms and theatre auditorium including balcony,. Set up of the basic layout required by the hirer. Use of the venue lighting & sound equipment (stage lighting, basic PA with CD player and cable microphones) and flying system (by suitably qualified personnel only) Technical support by two technicians, Additional staff and equipment are available as per scale of charges Use of the Steeple Box office services (subject to charge) pre show and at the event where required Coffee and Lounge Bar Services for patrons Steward Training Venue Supervisor to co-ordinate the running of the event / performance Qualified First Aider Inclusion in print and online venue listings Venue Public Liability insurance, Entertainment Licence, Cinema Licence and Alcohol Licence Access to in house wi fi Advice & support from professional Technical and Venue Staff Additional Services Available : Venue Front of House staff Additional Crew Followspots and operators Specialist technical equipment Cast / Guest catering Wheelchair viewing platform Dining Tables Venue Decoration Ticket printing Attach: Application Form PDF Fire Plan PDF Hire Charges PDF Venue Contact Details PRS forms PDF

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