also check for other local and regional events that may clash with yours. We’ll liaise with you if another promoter near you had requested the same show on the same date. Start time: look at the running time of the show and whether there is an interval. Do consider activities that may affect timings e.g. dinnertime. Also look at the “get in” and “get out” times the company provide in the selection as these may also affect the start time Costs are broken down into: • performance fee • accommodation • travel expenses • other expenses e.g. equipment hire. Where accommodation is not included in the fee, Arts Alive provides an allowance of £40 per person per night for one night, normally the night of the show. We also try to provide cast numbers and dietary requirements to help with refreshment requests. Layout is broken down into: • performance area needed for the show, in metres (Width x Depth x Height) • whether a stage is essential or not • the stage / seating layout preferred by the company (see p20 for guidance) Technical requirements are broken down into: • Lighting: whether the company is self-contained and, if not, what lights they need • Sound: whether they are self-contained or need a PA, instruments etc • Special requests: occasionally a company may require special lights or props Tickets: we suggest a minimum adult ticket price of £12, child / under 18s price of £6 and a family ticket price of £30. (See running Your Box Office for more details p19). We can advise on a company or show’s technical, staging, seating and other requirements. For example, if you’re not sure whether your venue is big enough, give us a ring. And if you fancy taking a risk on a different kind of show or scheme, ring us so we can help you decide. Once you have checked that you can comfortably host the show, please complete the Booking Request Form (see Appendix 1) and return it to us by the deadline. Accommodation: Arts Alive no longer supports “home stay” accommodation. We suggest an accommodation allowance of £40 per person per night for the night of the show. If you are approached by a company to offer “home stay”, please be aware that you are under no obligation to do so. Should you agree to offer home stay, this arrangement will be separate to your contract with Arts Alive and we will not be responsible.
CONFIRMATION OF YOUR BOOKING REQUESTS Once the deadline for requests has passed, Arts Alive will then programme the events. We will look at requests on a “first come, first served” basis and then on a geographical basis. If we are unable to book a show you have chosen, we will contact you to discuss further options. We aim to produce a schedule of events within 2 weeks of the deadline. Then we will contact you and the company to confirm dates. Once we have confirmed your request, it then needs to become a formal booking. We will email you a pre-contract (see Appendix 2) to complete and return to us within 7 days. 11
