PERFORMANCE VENUES – LICENCE

Unless a society is well funded and has access to significant financial resources the chances are that the performance area will be hired under licence.  In such cases the owners will retain overall control and responsibility for the venue and the society will use parts of the building.

Licences should include the following information

1. Basic Details
This includes the parties that are entering into the agreement, times, dates, and cost. There is no need to go into further details as these headings are self explanatory.

2. Cost
This should be clearly stated. For example are the costs to be calculated on an hourly, daily or weekly basis and if so at what rate. Perhaps the cost will be based on box office receipts. The one clause that must be scrutinised in detail is the one relating to “extras”. Remember if such a clause is included it can be used by the landlord to charge for everything and anything over and above the basic space. The landlord may be relying on revenue from extra charges to make the agreement profitable. Great care should be taken to ensure that the details regarding “extras” are agreed and confirmed.

3. Security
Some landlords will look for an upfront payment. Try to keep this to a minimum if possible. Some socities have staged productions in the same venue over a number of years and in such cases there is normally no requirement for a deposit as a good working relationship with the landlord has developed.

4. Access
This is a very important point. For people heavily involved in the organisation of a play or drama it is easy to assume that everyone else is as committed to the production as you are, including those from whom the performance area is rented. Key questions to ask include.

a. Is there access to loading bays
b. Are there any time restrictions on when the space can be accessed
c. Does the group have access to all the areas that it requires
d. Is there access to toilets and catering facilities
e. Does the venue owner retain the right to allow others to use the venue.

5. Ancillary Services
It is all very well renting a performance area but it will be of no use if heating and lighting are not available. It is vital that the arrangement clearly states the position regarding items such as

a. Lighting and heat, who is to pay
b. Insurance, who is to pay and what is covered.
C. Are box office facilities provided.

6. Venue Maintenance
Health and safety is becoming increasingly important and amateur drama productions are not exempt from the rules and regulations. As well as ensuring all statutory requirements are meet the group will most likely be responsible for ensuring the venue is returned “undamaged”. When taking possession of the venue it is advisable that photos are taken of any damage or faults so the group will not be held responsible at the end of the production.

7. Legality of Performance
The landlord may want written confirmation that the group has permission to perform the show. This is most likely to occur when a venue such as a church hall is been used but landlords running commercial operations usually do not need such guarantees

8. Intervals
From just a comfort point of view it is essential that any production has an interval. There are however commercial considerations.  Look through any agreement carefully to see if there are any express provisions regarding the interval, such as duration and refreshments that can be offered. On commercial premises intervals are very important for generating revenue. From the societies point of view it is worth trying to secure a % of the profit from the sale of refreshments but this is generally only possible if the production attracts big audiences.

9. Marketing
Wording of the tickets maybe covered by the license agreement. The landlord may wish to use the tickets as a marketing tool for the venue. Make sure the wording does not conflict with the individual production or ethos of the society in general.

10. Cancellation
No one wants to cancel a show but for any number of reasons it may become a reality. Make sure the possibility of such an event is covered in the arrangement and in particular the financial implications.

As specialist suppliers of moulin rouge fancy dress costumes we deal regularly with amateur dramatic societies. This blog is intented to be a guide on some of the important issues faced when trying to stage a production. We have also formed partnerships with some of the UK’s leading fancy dress suppliers thereby ensuring that you get to chose from the best selection of costumes and fancy dress gear.