The Phoenix Theatre Booking Pack

37 Beaconsfield Street Blyth Northumberland NE24 2DS Telephone: Box Office: (01670) 367228, Administration: (01670) 540668 Fax: (01670) 366446 Website: www.phoenixtheatre.org.uk

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Contents Page 1.0 Hiring the Phoenix Theatre 3

2.0 Summary of Facilities and Services provided 3

3.0 An Introduction to the Phoenix Theatre 4 4.0 Technical Specifications

4.1 Auditorium seating 6 4.2 Stage dimensions 6 4.3 Lighting equipment 7 4.4 Sound system 7 4.5 Audio-visual equipment 8 4.6 Additional equipment (not included in standard hire) 8 4.7 Drapes and masking 8 4.8 Dressing rooms 8 4.9 Facilities for special needs customers and performers 9

5.0 Front of House Support 9

6.0 Box Office Services 10 7.0 Catering and Bar Facilities 11 8.0 Hire charges 12 9.0 Your pre-production meeting 13 Appendices Appendix 1 Theatre contact details 15 Appendix 2 General Conditions of Hire 16 Appendix 3 Guidelines for performances including children 20 Appendix 4 Theatre seating plan 22 Appendix 5 Charges for the current budget year 23 Appendix 6 Data Protection Act 25 Appendix 7 Initial Booking form 26

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1.0 Hiring the Phoenix Theatre 1.1 You can contact us to make a provisional booking by any of the

following methods:

Telephone: (01670) 367228 or (01670) 540668

By email: Alison.thoburn@thephoenixtheatre.org.uk

Post: The Phoenix Theatre 37 Beaconsfield Street Blyth Northumberland NE24 2DS

In person: Visit the Box Office at the above address. The Box Office is open Monday – Saturday from 10.00 a.m. to 12.30 p.m.

Bookings can be accepted up to 12 months in advance.

1.2 Once we receive your enquiry we shall provisionally book your date in the theatre diary (if you have an agreed date) and issue you with a Booking Pack and a Initial Booking form Please ensure you read the information, particularly the General Conditions of Hire (Appendix 2)

1.3 Complete the Initial Booking form (see section 5) and return to the

theatre within 20 days of making the provisional booking. Failure to return the form within 20 days may negate your booking.

1.4 On receipt of your Initial Booking form, we shall confirm your booking

and date of pre-production meeting by letter or email. 1.5 Details of the hire will be discussed fully at your pre-production meeting

(see section 8) after which time we would advise you keep in contact with us to ensure that we are kept up to date with any changes to your arrangements.

1.6 Hirers will be issued with an invoice on the day of their production or, in

the event of multiple performances, on the final day.

2.0 Summary of Facilities and Services provided The following facilities and services are included as part of the hire contract:

• Access to and use of the Stage, Backstage, Theatre Auditorium and Dressing Rooms during period of hire

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• Front of house staffing • Gas, electricity, limelight and water • Standard lighting and sound packages • Ticket sales management through the Phoenix Box Office • Advertising within the Phoenix’s media lists and brochure • Use of basic furnishings i.e. tables and chairs for dressing rooms

The following facilities and services are not included as part of the hire contract (unless specifically requested and agreed)

• Sound and lighting technicians and a stage manager should be booked by the hirer and must be suitably qualified personnel, who have been agreed by the Phoenix Theatre technical management.

• Stage crew - the hirer is responsible for securing the services of adequate level of crew members, dependent upon the need of the production. This applies, not only for the period of the actual production, but also for the get-in and get-out. Anyone assisting backstage should be 16 years of age or over

• Chaperones – it is the responsibility of the hirer to provide the required number of suitably approved chaperones for all productions where children are part of the cast – (see appendix 3)

• Use of theatre tools and other necessary equipment – unless by prior agreement and at hirer’s own risk

• Insurance – the hirer must ensure that they have taken out adequate insurance to cover its members and crew for the period of the productions

• Performance license/royalties – it is the responsibility of the hirer to ensure that they have secured a current and approved license to perform the production e.g. Samuel French, JW Weinberger etc

• PRS and Credit/Debit card charges – these will be added to the final invoice (as relevant) – see section 8.0

Please refer to appendices 2 & 3 for other general conditions of hire and usage and guidelines.

3.0 An Introduction to the Phoenix Theatre The Phoenix Theatre is situated in the centre of Blyth, Northumberland, approximately 20 miles north of Newcastle upon Tyne. Its central location in Beaconsfield Street is easily accessible by car and bus. Free public parking is available in the adjacent Bridge Street (5 minutes walk) and the main terminal bus station is only 3 minutes walk away. The Phoenix Theatre has been providing a wide variety of top class professional and amateur entertainment for the past 40 years. It has progressed from a converted church in 1970s to a multi-purpose performing venue with an annual turnover averaging £100,000. Its conversion in the

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1980s to its current form was mostly financed by two National Lottery grants totalling £1.3m and supported by generous benefactors and fundraising efforts. It is managed and supported totally by the volunteer membership, which also owns the building. Areas for hire The Theatre (The Renee Gallon Auditorium) This 299 seated venue can support most large and small scale productions, including musicals, plays, bands, dance shows and pantomimes. It has a hydraulic front proscenium which lends itself to housing a small band or for productions which require an additional level. It is also useful for large conferences. It is fully DDA compliant (Disability Discrimination Act) for both performers and patrons and has a superb state of the art sound and lighting system.

The Studio This multi-purpose ground floor area is a convenient venue for small scale productions, workshops, exhibitions, parties and medium size meetings. There is no raised area within this room but portable staging can be provided, if required. Seating and/or small tables can also be provided depending upon requirements. The Studio can seat maximum 80 (theatre style) and maximum 50 cabaret style.

The Bar Our attractive bar is available for private functions, such as small parties and meetings for up to 20 persons. You can hire the bar space only or, if you wish, can avail yourself of the full facilities of the bar, the coffee bar and the well equipped kitchen.

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The Green Room This room, situated on the first floor, can be used for small rehearsals and an overflow dressing room. For large productions, this room can be set up to house an orchestra of up to 10 instruments, plus Musical Director. Music is relayed through our superb sound system and two-way viewing is available via plasma screens. NB This is not part of the standard hire rate (see Appendix 5 for costs). Access to this area is by staircase only, there is no lift. The Foyer This space is ideal for art exhibitions. (Please contact us for further information) With such a wide variety of areas available for hire, there is scope to develop the ideal package to best suit your needs

4.0 Technical Specifications

4.1 Auditorium seating

This venue has a traditional proscenium arch theatre with a raked auditorium. Seating capacities are as follows:

1. All seats in 299 2. Sound desk sited in auditorium 291

Wheelchairs can be accommodated in Row A. All seats, except A8 and A16, can be removed to facilitate the optimum number of wheelchairs in situ, depending upon size and position.

See Appendix 4 for theatre seating plan

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4.2 Stage dimensions

• Proscenium height 18ft/5.48m • Proscenium width 32ft/9.75m • Stage depth 19ft/5.8m to orchestra pit

21ft/6.4m including apron • Stage apron height 3ft/0.91m • Height, floor to grid 18ft/5.48m 4.3 .1 Lighting equipment (included in standard hire package)

Dimming • Sirus Fat Frog lighting desk with DMX. • Zero 88 Betapack dimmer racks, 48 channels, 15 amp outlets.

Lanterns • 10 off Strand Cantata 1200W 11/26 Variable Profile. • 4 off Strand Cantata 1200W 18/32 Variable Profile • 4 off Strand Cantata 1200W 26/44 Variable Profile • 18 off Strand 1200W Fresnel (with barn doors) • 8 off Strand Nocturn 500W Floods • 4 off Strand Prelude 650W 28/40 Variable Profile • 4 off Strand Prelude 650W Fresnel (with barn doors) • 5 off Strand Coda 4 cyc Flood • 16 off Thomas 1000W Par 64 lanterns (CP62 med flood lamps) • 2 off Follow Spots • 2 off 1000w Par Floor Cans

4.3.2 Lighting equipment (not included in standard hire package)

• 1 Chamsys MagicQ 50 lighting desk • 1 34ft/10.36m x 16ft/4.88m LED DMX starcloth with controllers • 4 off Martin Mac 500s • 2 pairs of 4 ACLs • 2 bars of 6 1000W Par Cans with socapex and 15mtr cables • 2 audience blinders • Follow spot operators

4.4 .1Sound system (included in standard hire)

• Approx 2.5K to 6 RAMSA Auditorium • 24 Chan Allen and Heath GL3 mixing desk • Yamaha Digital Sound Processor • Yamaha Sound compressor • Twin Studio Cassette Deck

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• Sony Mini Disc Players (1 with Auto Pause) • Rifle MIC • PZM Floor MIC • Hanging MIC • EMO DI Box • Intercom system • 4 Sure 58s • 4 Sure 57s

4.4.2 Sound equipment (not included in standard hire)

• 3.6k Rock Rig with subs and monitors • Yamaha LS9-32 Digital Mixing Console • 2 off Sure 58 radio mics • 1 Sennheiser radio mic • 10 clip radio mics – Sony and Toa

4.5 Audio-visual equipment

May be provided on request depending upon availability. Please enquire when booking

4.6 Additional equipment (not included in standard hire)

Item Number Roland Electric piano 1 Le Maitre Neutron XS 250W Hazer 1 Le Maitre 3004 MVS DMX Hazer 1 Pyro system – 8 pod firing system 1 Smoke machine 1 Mirror ball – size 12” 1

4.7 Drapes and masking • Front of house curtains – no longer in use. (Please enquire if

essential • 3 sets of black legs (down/middle/upstage) – 14ft/4.27m • 4 black borders • 1 black blinder – 14ft/4.27m x 34ft/10.36 • White cyclorama

4.8 Dressing rooms

There are two purpose built dressing rooms with en-suite toilet, shower, wash-basin, waist-length mirror with surround lights, dress rail and wall hooks. Towels and soap are provided. Dressing Room 1 is nearer to the stage (maximum capacity 4 adults) and Dressing Room 2 has a maximum capacity of 6 adults.

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For larger shows, performers can be housed in the Studio which can support a maximum of 50 adults (including tables and chairs) and in the Green Room on the first floor which can support a maximum of 16 adults and has a wash-basin. The Green Room is accessible by stairs only

All areas are equipped with a show relay system The theatre has laundry facilities i.e. iron, ironing board, washer and dryer. Use of these must be negotiated as part of the hire package.

4.9 Facilities for special needs customers and performers

• There are 2 disabled parking bays at the front of the theatre

(Beaconsfield Street) • The kerb from Beaconsfield Street is of minimal height and poses no

problem for wheelchairs or to people with restricted mobility. There are steps, however, leading from the auditorium out to the Wellington Street exit.

• The entrance to the theatre is ramped and there is level access to everyone on the ground floor

• There is an infra-red hearing system in the auditorium. Headphones are issued at the Box Office free of charge

• A wheelchair accessible toilet is available in the foyer • Registered assistance guide dogs are welcome and staff will be happy

to provide them with water on request • The auditorium can house up to 4 wheelchairs at one time

If you are aware of any likely audience members or performers who may need special assistance, please provide us with details as soon as they are known so that we can make their visit as comfortable as possible

5.0 Front of House (FoH) Support

• As part of your hire agreement, we shall provide one FoH Manager and

up to 4 FoH staff (depending upon the numbers and nature of your event). They will be recognised by their attire i.e. FoH Manager in black suit and badge and FoH staff in waistcoats with Phoenix logo.

• FoH staff are responsible for directing people to their seats, giving information, selling programmes (if required), ice-creams and sweets and ensuring that all customers leave the premises safely. It is a requirement that 3 FoH staff are present in the auditorium during every performance in case of emergencies or problems.

• The FoH Manager ensures that the front of house operation runs smoothly and that all customers have a safe, secure and incident-free theatre experience. He/she will be supported by the presence of a Duty Manager i.e. one of the theatre directors or designated personnel, who

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act as premises supervisors and who can deal with any contractual issues.

• Hirers are permitted to bring in their own support staff e.g. raffle or programme sellers as required. They will need to wear identity badges as provided by the Visiting Company and need to ensure that they are aware of the theatre’s health and safety regulations. All volunteers must be at least 16 years of age.

• There will be a 10% charge for all merchandise sales.

6.0 Box Office Services

As part of your hire agreement, you will have availability of our automated box office system, which includes an on-line booking facility. The system is managed by the theatre’s box office staff. Confirmation of your ticket prices, start times of productions, matinees and discount schemes must be provided with your hire confirmation Tickets can be booked in 4 ways:

1. In person

The box office is open from 10.00 – 12.30 from Monday to Saturday. (Closed on Sundays and Bank Holidays). It is also open from 6.30 p.m. till 8.00 p.m. on a performance evening.

2. Post – for block bookings only

Due to recent banking changes relating to cheque guarantee cards, we no longer accept personal cheques at the box office. We only accept company or organisation cheques i.e. from the hiring organisation which should be made payable to The Phoenix Theatre (Blyth). Please include a self-addressed envelope, otherwise we shall charge 50p towards the cost of postage. Please note that the theatre will adjust the total figure if your calculations are incorrect. Post to: The Phoenix Theatre Beaconsfield Street Blyth Northumberland NE24 2DS

3. Phone Phone the Box Office on 01670 367228. We have a telephone answering machine for all enquiries outside of box office hours.

4. Online

Available 24 hours a day, 7 days a week at www.phoenixtheatre.org.uk Please note certain discounts are not currently available online and we are only able to accept Mastercard and Visa debit and credit cards for online

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booking. At present you are not able to process bookings for more than 10 and will need to contact the Box Office If concessionary tickets are available and purchased online they will be held for collection from Box Office. Presentation of your confirmation email as proof of purchase will be requested for all tickets collected. Payment

We take Access/Visa//Switch/Delta. A transaction charge of £2.00 online will be added to all on-line purchases and £1.50 to all card purchases when you present at the box office. This contributes towards banking and transaction costs. Card payment will not be accepted for transactions of less than £5. The transaction will appear on your bank statement as Tickets.com. Reservations Reservations must be paid for within four days or by 8pm the Sunday prior to the show opening, whichever is the sooner. Concessions Under 16s, Students, Senior Citizens, UB40 Cardholders, Registered Disabled Discounts The theatre offers a discount for a group of 20 or more - save 10% on each ticket – but your group may wish to offer your own discount tariff. Refunds & Returns Tickets may be exchanged for a different performance of the same show (plus £1 exchange fee per ticket). Tickets may not be returned or money refunded

7.0 Catering and Bar Facilities Bar usage • The bar is open from 6.30 pm till 11pm on performance nights (10.30 p.m.

on Sundays) and can be available (as required) for matinees and daytime usage.

• Temporary event notices (for bar extension times) can be requested at a

cost of £21. All requests must be tendered no less than 8 weeks before your hire period.

• There is access for wheelchair users and there is a dropped counter at the

coffee bar.

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• Due to licensing regulations, children under the age of 16 are not allowed in the bar area after 9.30 p.m.

Drinks in the auditorium • Please be aware that we do permit drinks (including alcoholic ones) to be

taken into the auditorium during a performance, but we ensure that they are transferred into a plastic drinking container, which are available at the bar. Front of House staff are vigilant to this and may ask a customer to return their drinks to the bar, if seen with a glass in the auditorium. The bar will not serve drinks during a performance.

• If you feel it is not appropriate for alcohol to be consumed during one of

your productions, please let us know and we shall advise the bar and Front of House staff accordingly

Kitchen usage • Use of the kitchen facilities can be requested but users must comply with

Health & Hygiene regulations and standards and must ensure that the surfaces and equipment are left in a clean and sanitary condition. The cost of any breakages may be added to your final invoice.

8.0 Hire Charges Fees and charges for the Theatre are reviewed and approved by the Board on an annual basis, but may be subject to change at any given time throughout the year. Please see Appendix 5 for a copy of this current budget year’s charges Local prices are applicable to all charitable, voluntary and amateur organisations. All commercial, professional and profit-making organisations will incur the higher rate. Due to the nature of our constitution, we are unable to enter into any negotiations relating to the waiving of the hire charges, irrespective of the cause. In addition, the following charges may be added to your final invoice: 1. PRS For all musical events, a Performing Rights Society charge will be passed onto the hirer based upon a percentage of the net box office as follows:

• Variety/pantomime 2% of net box office plus VAT • Popular music 3% of net box office plus VAT • Classical music 5.5 % of net box plus VAT • Dance displays to pre-recorded backing music – set fee of £25.00 plus

VAT per performance.

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2. Bank Credit and Debit card charges

All credit and debit card bank charges will be passed onto the hirer based upon the percentage charged to the Theatre for the specific production.

9.0 Your pre-production meeting A pre-production meeting between one or two Theatre representatives and your team should take place at least 2 months before the commencement of your hire period. This allows us to get a better understanding of your requirements to ensure that everything goes smoothly. It is recommended that someone with knowledge of your technical, financial and marketing requirements is in attendance at that meeting. It is recommended that you bring the following information to your pre-production meeting: • Contact details of all key personnel • Confirmation of production dates • Start times • Ticket prices, including concessions and reduction schemes • Date and time of walk-on rehearsal (if required) • Date and time schedule for dress rehearsal • Stage plans, lighting plots, sound requirements etc • Details of chaperones and assurance of child protection procedures • Proof of insurance • Notification of advance deliveries e,g. set, cloths, special equipment

delivery • Request for any additional get-ins • Request for extension to bar times (one night only) • Any other information which you feel appropriate

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APPENDICES

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Appendix 1 Phoenix Theatre key personnel

Name Role

David Garrett Theatre Director and Company Secretary

Alison Thoburn Director of Administration

Paul Worth Director of Finance

Dave McSparron Director (Technical Management)

Wendy Bell Director (Wardrobe and Publicity)

All above personnel can be contacted at the Phoenix Theatre on (01670) 367228 or (01670) 540668 or emailed using the following email address:

Forename.surname @thephoenixtheatre.org.uk

e.g. Alison can be emailed at alison.thoburn@thephoenixtheatre.org.uk

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Appendix 2 General Conditions of Hire

Definition: For the purposes of the following general conditions, the hirer/artiste shall be referred to as ‘The Visiting Company/Artist’ and the Phoenix Theatre shall be referred to as ‘The Management’. ‘The Theatre’ is the Phoenix Theatre, Blyth 1 The Visiting Company/Artist should confirm that they have a current and

valid performing license to publicly perform the production detailed in the hire agreement

2 No variation shall be made from the certified copy of the script as licensed and no alteration to be made in the title of the Production without the authority of the lord Chamberlain and consent of the Management. Such particulars of stage and other requirements as may be required by the Management shall be furnished whenever required.

3 The Management shall have the right to object to any song, speech,

dialogue, business or costume, which they may consider unsuitable or displeasing and the same shall forthwith be changed or altered as directed. Any question under this Rule shall be decided by the Management whose decision shall be final and binding on the Visiting Company/Artist.

4 If any performance of the Production is contrary to law or is objected to by

any Licensing or other Public Authority or if the Management shall be threatened with legal proceedings in respect thereof or if the Visiting Company/Artist or any employee of the Visiting Company/Artist shall commit any breach of the terms and conditions of this Agreement , the Management, without prejudice to other remedies and in addition to rights given under the terms and conditions aforesaid, may forthwith determine this Agreement and the Visiting Company/Artist shall have no claim for any payment whether by way of remuneration for services, expenses, costs or otherwise.

5 The Visiting Company/Artist should provide all necessary dressers as

required 6 The Visiting Company/Artist should provide, in first class condition, special

scenery and properties, pictorial or letterpress posters, picture window bills, box office card and circulars within a relevant timescale

7 The Visiting Company/Artist should ensure that they have the requisite,

current and valid insurance in place in respect of injury or accident to persons in their employ. They should have copies of policies and premiums on hand ready for inspection, if requested by the Management and agree to indemnify the Management from and against all claims and demands.

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8 The Visiting Company/Artist must ensure that all scenery, properties and

effects used in connection with the Production shall not be dangerous to employees of the Visiting Company/Artist and Management or to the audience or to the property of the Management. If any accident or injury results to persons or property from the performance or by reason said scenery, properties or effects, the Visiting Company/Artist shall indemnify the Management from and against all losses, damage, costs, actions, claims and demands arising out of or in connection with such accident or injury.

9 The Visiting Company/Artist should be reasonable for the getting in and

getting out of all scenery and properties and to ensure that same is removed together with all equipment and effects immediately following the final performance and that the Theatre is left in a condition satisfactory to the Management.

10 Income from all sales including bars, ices, cloakrooms and advertising in

the Theatre shall belong to the Management and are accordingly excluded from the scope of this agreement.

11 The Management may close the Theatre by reason of national mourning,

fire, epidemic, war, air raids or warnings thereof, strikes, lockouts, disputes with employees or order of the Licensing or any Public Authority or for emergency repair work or any cause which the Company may consider adequate and no remuneration shall be payable to the Visiting Company/Artist in respect of any period during which the Theatre shall be so closed.

12 The Visiting Company/Artist should provide suitably experienced technical

support to assist with the production. If no such person can be provided by the Visiting Company/Artist they may request the Management to provide such a person and the cost will be borne by the Visiting Company/Artist.

13 The Visiting Company/Artist should take good care of and not to cause

damage or permit or suffer any damage to be done to the Theatre or to any part or parts thereof or to any fittings, equipment, effects, scenery, or other property therein and to make good and pay for any damage thereto (including accidental damage) caused by any act or neglect by the servants or agents of the Visiting Company/Artist. The Management reserves the right to retain a defined percentage of the box office take as reimbursement for any damage incurred by the Visiting Company/Artist.

14 The Management reserves the Right to use the Theatre and Stage thereof

during the daytime for other Performances, entertainments or any purpose whatever except during such a day or time as may be agreed for Rehearsal of Scenery for the Opening Performance of the Production.

15 The Management reserves the right to free admission to the Press, to

advertisers and any others whom the Management shall reasonably

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consider to be entitled to free admission and also to provide facilities for advance bookings for forthcoming attractions.

16 No naked lights shall be carried or matches used nor lighting or sound

apparatus interfered with, No combustible or explosive materials shall be brought into the Theatre. All inflammable material brought into the Theatre shall be made non-flammable by the Visiting Company/Artist at their cost. Smoking is strictly prohibited any part of the Theatre.

17 The Visiting Company/Artist may only use the lighting and instruments as

detailed in the basic sound and lighting rig package. Supers or extras of any description will not be provided by the Management, unless by special arrangement.

18 The Visiting Company/Artist should advise the Management of the timings

of the required intervals.

19 No child shall perform on the stage under the age permitted by Authorities and any special licence for a child shall be obtained by the Visiting Company/Artist and produced before the first performance. (Please ask the Management for further details)

20 No children under the age of 16 years may be employed by the Visiting

Company/Artist in selling any product in the Company's premises or be used in any capacity bearing responsibility within the production governed by this agreement either front of house, in dressing rooms or backstage.

21 All persons employed by the Visiting Company/Artist shall sign the Fire

Safety list at the stage door on entering the Theatre.

22 The Management’s premises are licensed by law for the sale of alcohol and intoxicating liquor. Only alcohol or intoxicating liquor purchased on the Company's premises may be consumed on the premises by any member of the Visiting Company/Artist. The usual laws relating to age restrictions, opening hours and drinking up times prevailing at the time in the sale of excisable goods will be adhered to at all times.

23 No alcohol or intoxicating liquor shall be consumed on stage, in dressing

rooms or back stage areas.

24 All data supplied to the Phoenix Theatre Limited will only be handled by the Phoenix in accordance with the hirer’s instructions and under the terms of the Data Protection Act (1998). Data will not be shared with a third party under any circumstances. (see appendix 6)

25 The hirer warrants that it has all requisite registrations under the Data

Protection Act (1998) and will maintain such registration throughout the duration of the agreement and hirer hereby indemnifies the Phoenix Theatre Company Ltd from and against all claims, costs and actions

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arising out of data provided by the hirer, or arising out of failure by the hirer to comply with the provisions of the Act.

26 No advertisement of any nature whatsoever shall be exhibited on any

scenery, properties or effects carried or used in the Production without prior consent of the Management.

27 The Management does not permit the use of body glitter

28 Visiting companies must ensure that any electrical equipment (e.g.

hairdryers, hair straighteners etc) brought onto the premises has been pat tested, is in good working order and is switched off immediately after usage. (Hirers may be asked to provide evidence of PAT testing)

29 Kettles, fan heaters or any other domestic equipment may NOT be used

backstage or in the dressing rooms, unless permission has been granted by a responsible officer of the Theatre.

30 The Visiting Company/Artist must advise of any firearm usage (either real

or replica) during a performance, as the Management has the responsibility to report all usage to the proper authorities i.e. the Police

31 No person not employed at the Theatre shall go behind scenes without

permission. The Visiting Company/Artist must provide identity badges for all personnel working on their behalf during the period of hire. This includes backstage staff, stage manager, technical crew, front of house and chaperones. Badges should display the name of the person as well as the name of the visiting company.

32 The Management shall charge 10% of any merchandise sales 33 In the event of the date(s) being cancelled by the Visiting Company/Artist it

is agreed that the Visiting Company/Artist will pay to the Management as follows:

Under 1 month notice of cancellation – 10 % of agreed hire fee. Under 1 week’s notice of cancellation – 20 % of agreed hire fee. Notice is to be given by the Visiting Company/Artist in writing.

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Appendix 3 Guidelines for performances including children The Phoenix Theatre’s approach to children within the theatre is based on the principles recognized within the United Kingdom and International legislation and Government guidance. The following has been taken into consideration: • The Children Act 1989 • The Protection of Children Act 1999 • Safeguarding Children – Every Child Matters 2004 The Phoenix Theatre has its own Child Protection policy, which aims to adopt best working practice to help safeguard the youngsters from abuse as well as protecting adults in positions of responsibility from false allegations of abuse. It is anticipated that all visiting companies have considered their own practices, regarding the inclusion of young people within their productions, but we offer these guidelines as an additional source of information. The Phoenix Theatre takes this issue very seriously and would not look favourably at visiting companies who abuse the guidelines. Any occasions of non-compliance may jeopardize any future application for a theatre booking. The Visiting Company must ensure that all children are supervised on the premises at all times, which includes escorting from one side of the stage to the other and trips to the toilet. (This ruling also applies to dress rehearsals). Guidelines suggest the following adult/child ratio:

• Under 8s: a minimum of 2 adults present with 1 adult for every 8 children

• Over 8 and under 16: a minimum of 2 adults with 1 adult for every 10 children

i Children • All children must be greeted at the stage door on arrival by assigned

chaperone and should not leave until parents/guardians (or designated adult) arrive to pick them up

• Parents/guardians are not allowed in backstage area (including dressing rooms) at any times, unless they are assigned chaperones

• Emergency contact information/allergy information/medical information for each child should be held by a named person from the visiting company. This information should be available on the premises at each performance and rehearsal

• No children should be backstage unattended at any time • Boys and girls must be in separate dressing rooms and should be in

separate changing areas from adults

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ii Adults • All adults working within an official capacity (i.e. production team, crew or

chaperones) should sign in on arrival and a register should be presented to the Stage Manager each night of the production

• All adults must wear ID badge – these can be collected from and returned to the stage manager or duty manager each night

• No adult will be permitted backstage without an ID badge • All adults accompanying the children must be aware of evacuation points

in the case of an emergency evacuation • Adult chaperones must be over the age of 18 • Male chaperones should be available to supervise boys (if possible)

iii Other • No photographs or video to be taken or displayed on the premises, unless

permission has been gained from parents/guardian • Children must not enter the bar unless accompanied by parent or

responsible adult • There should be no children in the bar after 9.30 p.m. • Alcohol is not permitted backstage (including the dressing rooms) under

any circumstances • The appropriate licenses should be obtained prior to the commencement

of any production where licenses are deemed necessary by the relevant local authority

• It is advised that visiting companies liaise with the relevant local authority to establish current regulations relating to performing licenses, particularly the maximum period of time individual children are allowed to perform e.g. a child cannot appear every night during a full week (7 nights) run – this includes the dress rehearsal

Children attending the theatre "Unaccompanied children of 12 years and over are welcome at most performances (except those with a recommended age restriction as indicated in the Phoenix brochure and other publicity). Please ensure that if children are attending without a parent/guardian that they have safe travel to and from the theatre. Children under the age of 12 MUST be accompanied by a parent/guardian. Attendance of children at performances with a recommended age restriction (both accompanied or unaccompanied) do so at the discretion of the parent/guardian."

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Appendix 4 Theatre seating plan

N 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 M 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 L 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 K 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 J 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 H 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 G 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 F 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 E 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 D 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 C 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 B 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

stage

door

door

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Appendix 5 Charges for the current budget year All charges are exclusive of VAT (20% as at 1 January 2011).

1 April 11 – 31 March 2012

AUDITORIUM Performance Local* Commercial Week hire (Mon-Sat exc. mat) £3665 TBC Per night (Mon-Thurs) £540 £820 Per night (Fri – Sun) £555 £925 Dress rehearsal £305 £475 Matinee £380 £425 Rehearsals/meetings (costs do not include technical) Mon-Fri (per hour) £30 £45 Sat-Sun (per hour) £35 £55 STUDIO Performance Local* Commercial Week hire TBC TBC Per night (Mon-Fri) £155 £255 Per night (Sat– Sun) £205 £310 Rehearsals/meetings (costs do not include technical) Mon-Fri (per hour) £20 £25 Sat-Sun (per hour) £22 £35 BAR (meetings only) Local* Commercial Mon-Fri (per hour) £15 £20 Sat-Sun (per hour) £20 £30 BAR (functions with use of bar and kitchen) Local* Commercial Mon-Fri (per hour) £20 £30 Sat-Sun (per hour) £25 £40 *Local rate is only applied to organisations of an amateur, volunteer or local government status who sit within the old Blyth Valley boundaries. As a charitable organisation, there are no reductions or special rates for charities. ** Hire charge increase to £3665 from 1 April 2011

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REFRESHMENTS Tea and coffee £1 per cup Bottled mineral water £1.20 per bottle ADDITIONAL EQUIPMENT (not included in Standard Hire Package) Daily Weekly Chamys MagicQ 50 lighting desk Tba Tba LED Starcloth £150 £400 Martin Mac 500s (4) Tba Tba 4 ACLs (2 pair) Tba Tba Par cans with socapex and cables Tba Tba Audience blinders (2) Tba Tba 3.6k rock rig Tba Tba Digital mixing console (Yamaha LS9-32) Tba Tba Sure 58 hand held radio mic £30 £50 Sennheiser hand held radio mic £30 £50 Clip radio mic (Sony & Toa) £40 £75 Batteries £2 n/a Roland electric piano Tba Tba Electric piano Included Included Follow spot operator £6.50 per hour Hazers (2) £25 £70 Pyro system Tba Tba Smoke machine £15 £40 Mirror ball (12”) Tba Tba Band sited in green room tba tba

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Appendix 6 Data Protection Act Under the Data Protection Act, we have a legal duty to protect any information collected from you. As part of the delivery of services and information through this website it may be necessary to process personal information. This information can be held in manual paper files or on computer and it is used to deliver services to you. Only the minimum appropriate personal data is requested and held, and it is only kept for so long as the purpose requires. Information collected by The Phoenix Theatre Blyth will be stored and processed in databases owned solely by The Phoenix Theatre Blyth. We will not provide any of your personal information obtained via the web or our box office to other companies or individuals unless required to by law. Your right to privacy is very important to us and we recognise that when you choose to provide us with information about yourself, you trust us to act in a responsible manner. We believe this information should only be used to help us provide you with better service. That's why we have put a policy in place to protect your personal information. We will not provide any of your personal information obtained via the web or through our box office to other companies or individuals unless required to by law. Whenever you provide sensitive information (for example, a credit card number to make a payment), we will ensure all reasonable steps to protect it, such as encrypting your card number. We will also take security measures to protect your personal information in storage. Credit card numbers are used only for payment processing and are not retained for marketing purposes. Our websites may provide links to third party sites. Since we do not control those websites, we encourage you to review the privacy policies of these third party sites. Information collected by The Phoenix Theatre Blyth will be stored and processed in databases owned solely by The Phoenix Theatre Blyth.

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Appendix 7 Initial Booking form Please complete details below and return to Alison Thoburn at the Phoenix Theatre either by post, email or deliver to Box Office. You shall be contacted within 7 days of us receiving this form. Name of person making request

Contact details inc. phone call and/or email address

Name of organisation or society

Date(s) of proposed production

Name of production

Type of production e.g. musical, play, variety, dance

Suggested dates and times for pre-production meeting – please give a selection (Include all dates which are suitable for you and your team