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Phillip Wadell Pure Dance Dear Phillip Hire of Concert Hall on Sun 25th April and Friday / Sat 30th April and 1st May 2010 Please complete the enclosed booking form and send back to me as soon as possible, filling in as much information as possible. A 25% non refundable deposit will also be required to secure your booking, (invoice enclosed/attached), please return the form and deposit by return post. *Send the cheque to; Income Office, Finance Dept, University of Southampton, SO17 1BJ, the cheque must be made out to ‘University of Southampton’ and a copy of the invoice enclosed. *Send the Booking form to ; Mrs L Kirby, Turner Sims Concert Hall, University of Southampton, Highfield SO17 1BJ. Once this has been done a contract will be issued. Your hire time starts at whatever time is agreed on , please discuss in advance and will cover a 5 hour period, including set up and clearing up time, the fee is £300 for this period. Any Extra time is calculated at £45 per hour, (i.e if you arrive early or are longer getting out) please discuss access times at time of booking. We strongly recommend that you read the Hirer’s guide attached/enclosed with this booking form to ensure you are aware of all the charges and regulations. This fee does not include instrument hire, extra time, tuning, pa hire, these will be added to your contract on receipt of this form if arranged by Turner Sims. As a student group the rate you pay is greatly discounted (at least half price), therefore it does not include any staff to help with setting up or clearing away this should be done by your group. The concert hall must be left clean and tidy,( please check with the Front of House Manager before leaving that they


are happy with what you have done). If the Turner Sims has to bring someone in to clear up behind you this will be charged to your group. (Instrument Store – the chairs should be stacked in eights (same colour in each stack) and should be positioned against the rostra away from the filing cabinets (TSCH staff need access to the filing cabinets regularly), there should only be two rows of chairs. Timps and other equipment should be put at the other end of the store tidily and left so that the lift doors can opened fully without obstruction) leave enough space for the harpsichord to be stored without obstruction as this is sometimes put in the store as well. If the store is regularly left untidy we will ask that all instruments be stored elsewhere on the campus. Once we have received your completed booking form and deposit, your Hiring is then confirmed and a contract will be issued, please note if cancelling within a month of your event the full booking fee will be required. Contact me if you have any queries, I am in the office from 0800 to 1500 Monday to Thursday - Tel; 023 8059 2223, e mail; lk2@soton.ac.uk Please contact Patricia McCoy (our FOH Mgr) at least one week prior to your event to check through final details on 023 8059 3105, patricia@soton.ac.uk she is in the office on performance days from 1400 until late evening. Patricia has the final say on what you can bring in and what can go on stage for your concert. She is responsible for the safety of the audience as well as your group so please ensure you check everything with her before setting up. Under the terms of your contract the Turner Sims Box Office must be used for your event a commission of 25% on ticket sales up to 100 and 15% on sales over 100 is taken on the Gross receipts; VAT is paid on the commission only. This also includes your performing right fees. If you wish your details to appear in the brochure or on the website, deadlines for copy are; Autumn Brochure end of June and Spring Brochure End of October. If you have missed the deadline you will not appear in the brochure, however we can still add you to the website. Yours sincerely

Lesley Kirby Administrator


BOOKING FORM/QUESTIONNAIRE Student Groups 2009/2010 Season Please complete and return the Booking Form to : Lesley Kirby, Turner Sims , University of Southampton, Southampton, Hants SO17 1BJ (Tel: 023 8059 2223 / Fax: 023 8059 2505 – lk2@soton.ac.uk) We strongly recommend you read your hirers guide before completing this form. DETAILS OF ORGANISATION MAKING THE BOOKING; Name of Organisation……………………………………………….…. Principal Contact...................................................................................................... Address for correspondence..………………………………………………………………….. ………………………………………………….Post Code……………………….. Telephone ……………………………… E mail…………………………………..

Please ensure you have read the instructions in the Information Pack carefully before completing this form. YOUR EVENT Date Required……………………………………………………………

Get in ……………………………

Finish time………………………


The hire fee covers a 5 hour session, if you go over this time then a fee of £60 for each extra hour will be added to your fee.

TYPE OF EVENT: ……………………………………………………… i.e Concert,Lecture,Meeting INSTRUMENTS; The Music Department have a Mason and Hamlin Piano that can be hired by some student groups at a cost of £150 + VAT (this does not include tuning), you would need to apply to the Music dpt direct for use of this piano , contact Denise Kendall in the Music office on 023 8059 5872 or D.S.Kendall@soton.ac.uk. Our Steinway D piano is also available for hire subject to discussion with Turner Sims management at a fee of £200 + VAT Mon – Friday and £250 + VAT for weekends (tick)do you require this piano ……………………. The above includes one tuning on the day of the concert A Goble Harpsichord is available for hire at a charge of £95 + VAT A Peter Collins Organ is available at a hire charge of £210 + VAT This includes a tune and check Use of organ without tuning and checking £100 + VAT

……… ……… ……..

If you choose not to have the pre concert check and tune on any of the instruments, your group will be held responsible for any cost incurred for special call outs that occur on the day of the concert. The Steinway piano must always be tuned if being used. Do you require tuning (harpsichord/music dpt piano, extra tune) please specify which …………………….. YES / NO Costs approx depending on which tuner is available - £79 Mon to Fri £118.50 weekends LICENSED BAR: Open as stated below, unless agreed otherwise. (Bar opens 3/4 hour before performance and during interval only) USE OF TURNER SIMS BOX OFFICE As a student group you receive a large discount on the hire fee , as part of the deal use of Turner Sims Box office is compulsory. (charge of 25% on sales up to 100 or 15% on sales over 100 commission on all ticket sales , this includes your PRS fee) BOX OFFICE DETAILS Information for Box Office. Please give the following information to enable us to deal with enquiries we may receive about your event from the public: Start time of your event………………………………………………………………………………


Title of your concert………………………………………………………………

Programme………………………………………………………………………… ……………………………………………………………………………………… Ticket Prices ; Full Price £………………………………………….. Concessions £…………………………………….. £……………………………………. £……………………………………. £…………………………………….. £……………………………………. Please state type of concession, i.e. senior citizen, student, child, special offers etc Date you wish tickets to go on sale …………………………… REFUNDS (The Turner Sims does not offer refunds unless under exceptional circumstances i.e cancellation of concert) Do you wish to offer refunds if requested

YES / NO

Are there any circumstances under which you would offer a refund YES / NO If yes please state…………………………………………………………………….. Name & tel no of person to contact if any queries on the above……………………………………………………………………………….. Jilly Evans our Box Office supervisor can offer advice on this if required 023 8059 5151 or e mail je1po7@soton.ac.uk Under the Turner Sims License the number of people allowed in the auditorium is limited, the audience capacity is reduced to compensate for the number of performers on stage, in this instance the Capacity will be 318. Rows B, C and D in the centre are used as Fire Exits across auditorium. If you have an extra large group Row A at the sides will also be taken out leaving 304 seats.(if you have a PA a further 21 seats are lost) Once this form has been completed times and prices cannot be changed.

DETAILS OF YOUR GROUP Total number of people in your group …………………… including helpers - if you exceed the number allowed under the Fire regulations your capacity will be cut accordingly


Total number in each orchestra/group …..………… …………… …………………….

…………….

Largest Number of people expected to be on stage at any one time …………. Please supply a stage plan and discuss with Lesley Kirby or Patricia McCoy in advance to ensure the regulations regarding fire channels and set up on stage are correct. Under the Turner Sims License we are only allowed a certain amount of people in the building including Turner Sims staff so please be specific about your numbers. Number of chairs required on stage

……………….

Other stage requirements……………………………………………………………………… (please list what you will have on stage other than performers) instruments , speakers, mics etc)

Insurance All Hirers must carry their own Public Liability Insurance - Please confirm that you have this YES/NO I have read the instructions in the Information Pack under the Insurance heading and understand them. I will ensure that my group abides by these rules and that a copy of our Insurance certificate is sent to Turner Sims as soon as possible for their records YES / NO

Fire Regulations All performers/hirers must comply with TSCH’s fire and health and safety regulations as listed below: i) No spirit stoves, candles, lamps, flammable gas or spirits shall be brought into TSCH. Any flammable materials brought into TSCH for use on stage must be sprayed with fire retardant spray. TSCH reserves the right to test materials to check this. ii) The Turner Sims is a No Smoking building. If you wish to smoke you will need to go outside. iii) It is a condition of the TSCH Public Entertainment Licence that all fire exits are kept free from obstruction to enable the public and performers to exit the building swiftly in the event of evacuation being necessary.


iv) Fire doors are labelled "Fire Door Keep Closed" and must be kept closed when the public are in the building. v) The design of TSCH is such that one of the fire exits is across the stage. To comply with the regulations groups using the Hall for public concerts must ensure that a gangway one metre wide from the stage door to the aisle at the foot of the raked seating area on the stage door side is kept clear. Another channel one metre wide must also be kept clear in front of the front row of seats in the centre block. vi) All Organisers should make themselves known to Patricia McCoy the Events Supervisor on arrival. She will show you around the building and make you aware of where the Evacuation procedure and where fire exits are located. Performers with mobility problems The design of the Turner Sims is such that evacuation from the stage area is difficult for anyone with mobility problems, we have a stair climber that can be used in this instance, please ensure your performer is happy to use one of these. You should have your own procedure in place and a risk assessment to cover this eventuality. A trained member of Turner Sims staff will be on duty to assist as long as we have been made aware that there is a person with mobility problems in your group. Because the equipment is relatively slow there is a restriction as to how many performers with mobility problems we can accommodate on stage. Do you have any performers with mobility problems YES / NO If yes how many ? …………………. The Turner Sims Management has the right to cancel, not start or halt any event that does not observe the above regulations. I have read the instructions concerning the Fire Regulations and will ensure my group follows these instructions carefully YES / NO USHERS I have organised 5 Ushers and will ensure they report to the FOH Mgr one hour before the performance for instructions , I will ensure that they are not involved in any other activity and that they are happy to take on the responsibilities expected of them. I have given them a copy of the evacuation procedure. I will ensure the FOH Mgr has a list of their names as soon as possible. YES / NO If these Ushers are not in place the performance will not be allowed to go ahead


It is requested that a person be responsible for Front of House matters on the night of the concert, this person should liaise with the FOH Mgr to ensure event runs smoothly. Please give name of this person…………………………………………………

PUBLICITY I have read the Information Pack and undertake to ensure a copy of all publicity material is passed by Turner Sims Management before going to print YES / NO I fully understand the regulations set out in the Information Pack and on the booking form and will ensure my whole group is made aware of them before the concert. Signed on behalf of the hirer……………………………………………Date……………………………

Telephone number if different from above………………………………………………………


TECHNICAL INFORMATION As your group receives a substantial discount on the hire fee you will be expected to do your own set up and clear away after the concert. Please ensure you have enough helpers to cope with this. Name of Group……………………………………Date of Hiring………………… Schedule of the Day Time of arrival at the Turner Sims to set up…………………………………… How many people arriving at this time…………………………………………… If you are arriving before 1800 on a weekday parking is always difficult, please bring as few vehicles as possible at this time and speak to Lesley Kirby as to the best places to park near to the campus. All vehicles parked on the campus during the day without permission may be fined or clamped. Total number of people in your group………………………………… Largest number of people on stage at any one time………………….. Rehearsal Time - start …..……………….. Finish ……………….……..… Will your group be leaving the building between rehearsal and concert / event YES / NO If so return time ………………………………………………. Start time of your event…………………………………………… Interval time……………………………… Duration……………………………. Finish time of concert ………………………………………. Time expected to be clear of the hall ……………………………………….. All equipment must be cleared away tidily and any equipment brought in must be taken away directly after the concert.


Stage Requirements (complete list please) What will you be using on stage………………………………………………… ……………………………………………………………………………………… Number of chairs required on stage……………………………………………… If you are a group with children please ensure the children are kept out of the auditorium whilst you are setting up to ensure they are kept safe. Are you using Turner Sims Instruments, if so which……………………………… Do you require these to be tuned (extra charge) YES/NO If yes what time of day (if a.m or evening must leave enough time during your rehearsal for the tuner to come in) …………………………………………… Other large instruments being brought in………………………………………… Any other information relating to the performance or what you have on stage that may be helpful to staff on duty………………………………………………………………………………… ………………………………………………………………………………………

Sound /Audio Visual Equipment Do you require PA equipment to be hired for you; Do you require any Audio Visual Equipment hired in for you

YES/ NO YES / NO

If yes clearly state what is required…………………………………………………………………………… ………………………………………………………………………………………… Are you bringing in your own equipment

YES/ NO

If yes please describe what is being brought in………………………………… ………………………………………………………………………………………… Have you informed your sound engineer they will need to discuss logistics with TS Management in advance YES / NO


All Electrical Equipment being brought in must have been PAT tested in the last year and a certificate issued, if this has not been done your performance can be stopped. NB> If bringing in sound equipment it will be situated at the back of the auditorium and you will lose 21 seats from your capacity to accommodate it. Please ask your sound technician to contact us in advance to talk through arrangements. If also using a projector this loses 4 seats from the front row site lines are obscured. What other Electrical Equipment will you be bringing yourselves………….……………………………………………………………… …………………………………………………………………………………………

Date on which your Electrical Equipment was last PAT** tested………………

Miscellaneous Are you organising any Recording or Outside Broadcasts for your Hiring YES / NO (This usually entails loss of the large dressing room, which means that if you have a large group the backstage area will be very crowded, you may need to ask your group to come already changed and not bring large instrument cases etc. You will also need to bear in mind that if they will need to get in earlier than your group this will incur an extra cost to you – If Yes what time will they be arriving…………………………. If yes ,what equipment is being brought in and what is the name of the organisation doing the Broadcast…………………………………………… Please supply a contact name and telephone number for this organisation and ask them to call the concert hall in advance to ensure everything they need is on hand ………………………………………………………………………………………… Have you got a conductor or soloist who will require a room alone

YES / NO

If yes, who? …………………………………………..…. ……MALE/FEMALE The Turner Sims has two small dressing rooms - 1 for 2 - 3 , 1 for 4 -5 and a green room for approx 30 people , if you have any more it is suggested that your performers come already dressed for the concert and find somewhere else to leave their instrument cases.


Will you be putting up any display stands in the foyer?

YES?NO

If Yes how many …………………………..Sizes………………………………………. NB.(Any displays you require to put up must be discussed with Turner Sims, at least one month prior to your event and will be subject to Health & Safety regulations of the Turner Sims , leaving a clear path to Fire Exits and ensuring all Exits are unobstructed)Please contact Patricia McCoy on 023 8059 3105 to discuss this. If Youth Group, How may Carers/Teachers will be attending?........................ (we suggest 1 x adult to 10 children)you must ensure that you have enough carers to cover all areas of concert hall. Catering The Turner Sims does not have in house catering facilities. Are you hosting a reception

YES / NO

If so when, i.e. before concert, interval, after concert……………………… How many people is it for………………………….. Details of what is being used or brought in for this:……………………………… ………………………………………………………………………………………… All drinks required must be ordered from Turner Sims Bar. Any catering/bar details should be discussed in advance with the Bar Manager. If you require the bar open after your event this will incur an extra charge. Your caterer should contact the concert hall separately to discuss what facilities will be available to them. There is no kitchen at the concert hall, all equipment must be cleared away after the event, no washing up facilities. Please list below any other information regarding your event that might be useful to Turner Sims staff to ensure the efficient running of your hiring: A stage plan of your layout should be enclosed with this form. ……………………………………………………………………………………… ……………………………………………………………………………………… …………………………………………………………………………………………


Please state the name of the person who will be responsible for ensuring all procedures and regulations are followed on the night of the performance……………………………………Tel No……………..…………… The above person should make him/her self know to the Front of House Mgr on arrival at the concert hall. Signed on behalf of the hirer……………………………………………………………… Telephone Number…………………………………………..Date……………………… Names of Ushers who will be on duty for the performance 1…………………………………………. 2………………………………………… 3………………………………………….

4…………………………………………

5…………………………………………

Please note the Concert Hall must be left clean and tidy and all equipment used put away tidily, no equipment and instruments belonging to the hirer can be left overnight in the Turner Sims. If any damage to equipment, instruments or the fabric of the building is done, you will be billed for the repair.

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In the Event of a Fire Please give each of your ushers a copy of this procedure. The Event Supervisor is the representative of the University and Turner Sims Concert Hall -Ushers must report to them 1 hour before event, if this does not happen the event will not be allowed to start. 1. Whoever finds the Fire will sound the nearest alarm by smashing the glass and then report it to the Front of House Mgr. 2. The Front of House Manager will check the Fire panel to see where the Fire is located 3. She/He will stop the performance by holding her/his arm high in the air 4. She/He will announce 'Due to unforeseen circumstances we will need to evacuate the Building' 5. She/He will indicate which are the safe exits 6. The Ushers at the safe exits will throw open the doors and start evacuating the public by the nearest fire exit door 7. The Ushers on the unsafe doors will stand in front of them to stop people going through them 8. The ushers on the safe doors will open them and indicate they are safe to use 9. All Ushers will help with the evacuation until the building is clear 10. All Ushers will then evacuate and go to the Fire Assembly point, report to the Front of House Manager. 11. Direct the public to the Fire Assembly Point, across the bridge over the stream to the right as you come out of the concert hall, wait on the grassed area on the other side away from all building’s, this is a safe enough distance away from the building to prevent being hit by flying glass should the fire become stronger.(If evacuating via the back of the Concert Hall lead your patrons around the building by the safest route to the Fire Assembly point)check with the Front of House Manager if you are not sure where this is. 12. The ushers should ask patrons if their whole party is with them and report back to the FOH Mgr should anyone be missing – do not go back into the building once you are outside. 13. The FOH Mgr will liaise with the Fire Brigade and University Security who will take over once they arrive. 14. Do not re enter or let anyone else re enter the building until the FOH Mgr or Security indicates that is safe to do so. 15. Do not allow musicians to bring large instruments out with them as this impedes progress.

Pure Dance 2010 Booking form  

Pure Dance 2010 Booking form. Please pay special attention to insurance and technical info.

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