Hiring the Playhouse

1. Facilities

The Playhouse comprises the auditorium (stalls and gallery), foyer and bar, stage and back stage dressing rooms and workshop. It is available for conferences, training seminars, and performing arts events up to a maximum of 150 persons.

A pay and display car park is available across Westgate and also from Watergate (Sainsbury's), which is a short walk away. Payment is not required for these car parks after 6p.m. or on Sundays. No vehicular access is permitted to the Playhouse car park at the rear. Loading/unloading should be via the double doors in Playhouse Yard or through the main entrance on Westgate.

Toilets are situated in the foyer area on the ground floor and include a toilet for the disabled. A further toilet is available back stage for performers.

2. Catering

There are no facilities for catering, save for the provision of hot and cold drinks from the bar.

3. Hire Charges

3 hours minimum hire

Auditorium, gallery, foyer and stage only - £25 per hour

The above, plus dressing rooms, stage lighting and Concert Sound/PA System - £35 per hour

Optional Extras

For 1 night book of tickets & 20 A4 posters (artwork supplied) - £55

For 1 night book of tickets only - £30

For 20 A4 posters (artwork supplied) - £25

Box Office

For use of our Box Office:   10% commission payable on gross ticket sales
(Please note we do not take a percentage of tickets sales)

(Please enquire about long term/period hiring terms)

4. Insurance

An additional charge of £10 is to be made towards the cost of the Charity's insurance for every day of the hire period.

5. Loss & Breakages

A deposit of £50 is charged for loss and/or breakages, which will be refunded following the function, less deductions, if appropriate.

6. Deposit

A deposit of 20% is payable on completion of the booking form; to be forfeited if the reservation is cancelled less than three weeks before the date of the event, unless the venue can be re-let. If the booking is cancelled three days or less before the date of the event, 50% of the deposit is forfeited whether or not the venue is re-let. The balance of the hiring fee is payable at three days minimum before the event.

7. Licences

1. Premises Licence/Licensing Act 2003

   The premises are licensed for public music, dancing and public entertainment of a like kind and for theatrical performances. If the Hirer wishes to use the premises for public entertainment, it will not be necessary to apply for a licence for this purpose. A copy of the licence summary is attached.

2. Performing Rights Society/Live Music Licence

   The premises are licensed by the Performing Rights Society (PRS) for the public performance of any and every musical work. For any hiring involving the performance of live music of any sort, the Hirer shall complete a PRS "Live Events" form (attached). This form shall be returned to the Hirer together with the hiring application form before a hiring can be agreed. The Hirer will be charged the relevant PRS royalty fee (plus VAT) which will be advised on return of the form. For information, PRS Royalty fees at 2012 rates are as follows:

   1. i. Tariff LC (Classical Music) – 4.8% of net box office receipts plus VAT (minimum £22.43), or, for admission charge of £5.00 or less, £11.22 for first 50 persons plus £5.61 for every 25 persons (or part thereof) admitted.
   2. ii. Tariff LP (Popular, Folk, Jazz, Pop, Rock etc.) - 3% of gross box office receipts plus VAT – (minimum £35.00 plus VAT).
   3. iii. Tariff V (Variety Shows, Pantomimes, Music Hall etc.) – 2% of gross box office receipts plus VAT.
3. Premises On Licence

   The Playhouse is licensed for the serving of alcohol for sale and consumption on the premises, but only if the bar is operated by the Charity. If the bar is to be operated by the Hirer, a Personal Licence issued by North Kesteven District Council (NKDC) in accordance with the 2003 Licensing Act will be required.

8. Safety Precautions

The Hirer's attention is drawn to the following terms of the Premises Licence, which are applicable whether or not the premises are to be used for public entertainment.

In particular, the Hirer shall observe the following general conditions:

1. Electrical Equipment
   All electrical equipment brought into the Playhouse by the Hirer or their agents shall be in a safe and satisfactory condition, shall be certified with a current PAT Testing certificate and shall comply with any additional standards or requirements which the Charity may make from time to time.
    
2. Playhouse Lighting and Sound Systems
   If the Playhouse stage lighting or sound system is required for the Hirer's use, the Hirer shall nominate a suitably qualified member of his team to receive instruction on the safe and correct operation of the theatre's installed equipment. For reasons of safety and to avoid damage to the system, the Hirer or their agents are not permitted under any circumstances to adjust, reposition, re-focus or re-colour any of the luminaires/lanterns within the theatre nor to rig any additional luminaires/lanterns, effects or other machinery to the theatre's fixed installation or battens. Any request for such technical support, must be notified to the Playhouse Trustees/Manager at least two weeks before the hiring and any resulting work needed will be subject to an additional surcharge of £60 per half day (maximum 3 hours).
    
3. Manager
   The Hirer is to nominate a responsible person over the age of 18 as Manager and the Hirer's person in charge, who shall arrange compliance with all the conditions of hire. At the request of the Hirer, and at an additional surcharge to be advised at the time of the request, the Charity will provide a representative on duty during the function, but in relation to the building services and theatrical equipment only.
    
4. Stewards
   The Hirer is to provide and nominate Stewards as specified in the General Conditions, paragraph 1. Stewards are to be responsible persons over the age of 18. The minimum number of Stewards required to be on duty at all times is 2 (one in the auditorium/foyer, one in the Gallery). Stewards are to report to the Playhouse Manager or his nominated deputy 30 minutes before doors are to be opened to the public for safety, fire precaution and fire action briefings. At the request of the Hirer, the Charity will provide these essential stewards if the Hirer's resources are unable to provide.