VENUE

Hire Information

INTRODUCTION

Clarence St Theatre is the only operational proscenium arch theatre in Hamilton and is independently owned by Clarence Street Theatre Trust. Our focus at Clarence St Theatre is to ensure our patrons, users and hirers all have a positive experience.

Any user is invited to apply to hire Clarence St Theatre. Full details of the event must be received before contracting or confirming the booking.

PROGRAMMING POLICY

  1. Clarence St Theatre is a community owned venue with the objective of providing a varied, innovative and relevant programme to the Region. It aims to programme or produce events that will enhance the cultural landscape of the Waikato and to ensure the sustainability of the theatre.
  2. Clarence St Theatre’s programming priorities are:
  • Local and relevant stories
  • Children’s
  • Māori and Pacifica
  • Performing arts experiences that add to the vibrancy and wellbeing of the Region
  • Cultural diversity
  1. Where possible care will be taken to ensure that no two events of a similar nature take place within four weeks of each other. In such cases, an event may be declined or offered alternate dates. Contracted events take priority.
  2. Clarence Street Theatre Trust must be supplied with the details, nature and title of the event within 12 months of the hire date to gain a pencil booking to ensure cohesive programming and to avoid clashes.
  3. It will consider programming any event within reason.
  4. Any organisations is invited to apply to hire the venue but this is not guaranteed nor is it obligated to hire the venue to any organisation, commercial or community.
  5. In the first instance the General Manager will make all decisions in regard to programming. Should a hire request a review of their booking decision this will be escalated to a committee of Trustees.
  6. Clarence St Theatre is under no obligation to divulge an event to another hirer.
COMMERCIAL

What is considered commercial?

Any activity that is undertaken to gain revenue business or commercial gain.

Hire rate

Commercial rates are at the full price of the venue hire. This may alter should a joint venture or risk share model be agreed upon.

A deposit must be received at least 12 months prior to a booking to secure the hire. A portion of any deposit will be kept covering any administration costs and or bookings that have been declined during the pencilled period. This may be part, or all of the deposit.  Once a contract and deposit have been received your booking will be considered confirmed.

Should a pencil booking be challenged, the original pencil booking has ten working days to contract the date required or it risks being contracted to the challenger.

COMMUNITY

What is considered community?

Any community-based organisation that is not for profit or is a registered charity.

Hire Rate

The community rate reflects Clarence Street Theatre Trust’s intention to make as many community organisations have access to the theatre as possible while remaining sustainable. Where possible Clarence St Theatre will reduce costs to the best of their ability.  The community rate is designed to be as flexible as possible to ensure the best value for the hirer while still covering the costs of the venue.

Clarence Street Theatre Trust will enter into joint ventures and risk share models should they be mutually acceptable. These in the first instance will be at the discretion of the General Manager. However, should the risk be greater than achieving 75% of the standard hire fee, a decision will be referred to the Trust’s Programming Committee.

A deposit must be received at least 12 months prior to a booking to secure the hire. A portion of any deposit will be kept covering any administration costs and or bookings that have been declined during the pencilled period. This may be part or all of the deposit. At such time a signed contract and deposit have been received your booking will be considered confirmed.

Should a pencil booking be challenged, the original pencil booking has ten working days to contract or it risks being given to the challenger.

For full terms and conditions please refer to your venue hire contract.

 

SPACES

CLARENCE ST THEATRE PROSCENIUM ARCH STYLE LYRIC THEATRE

Standard Seating Mode theatre mode – 550 (406 stalls, 144 balcony)

Theatre restaurant or cabaret style with table seating downstairs for up to 260.

Standing only mode for up to 900 including the seated balcony.

Strict occupancy limits apply.

 

DANCE STUDIO

We have a wooden floored, ballet barred dance studio for use with your hire or separately. This is available for separate hire if available. Drury Lane Dance Company have classes in term time generally from 3:30pm to 7:00pm, Monday to Thursday.

 

STUDIO 2 (PREVIOUSLY THE WORKSHOP)

This was once used to build and store scenic elements. This space can be for rehearsal or extra storage space.

 

OTHER INFORMATION

PENCIL BOOKINGS

Dates are pencil booked for clients with no obligation on a first in first served basis. Should another client request the same date, or no communication has been received for considerable time, you will be contacted to either confirm or release within a given time frame.

 

CONFIRMATION OF BOOKING AND PAYMENT OF VENUE HIRE FEES

After dates have been confirmed by the General Manager at the hirers’ request, the hirer will be sent a theatre hire agreement for signing. The signed contract will be countersigned and specified deposit fees must be received by Clarence St Theatre to confirm the booking.

 

BOOKING CANCELLATION

Cancellation fees will apply for cancellation of bookings after the contract is countersigned. Deposit fees will be forfeit and full venue hire costs may still be charged dependent on time frames.

 

PUBLIC LIABILITY INSURANCE

A Certificate of Currency for Public Liability Insurance (minimum $5,000,000) covering the period of hire must be provided before the commencement of the hire.

 

BOX OFFICE – TICKETING

All ticketing is to be managed by Ticketek NZ Ltd as our contracted venue partner including door sales. Fees and Charges apply and can be obtained on request. A New Event Notification [NEN] must be completed by the hirer in full. (Please contact the General Manager for the current Ticketing Terms and Conditions and NEN).

For smaller community events we also offer Eventopia. Please speak to our team to ascertain what ticketing solution will suit your event.

 

ON SALE DATE

No event will go on sale until the venue has received a signed contract and the required deposit fee has been paid. On sale dates should be discussed with Ticketek to ensure best advantage, including marketing support.

 

EVENT CANCELLATION AND CHANGE OF VENUE

Ticket cancellation or change of venue charges will apply to those events cancelled or venues changed after tickets have gone on sale.

 

ADVERTISED TICKET PRICE

All advertising in any collateral and/ or media must include a statement regarding services fees applying to ticket sales where a ticket price at face value is included.

 

WARNINGS

The Hirer must ensure they communicate appropriate warnings if the show contains adult content or themes, nudity, coarse language and/or special effects including haze, smoke and strobe lighting. We advise that ticketing information should include any pertinent information such as age restrictions.

 

FINAL BOX OFFICE SETTLEMENT

Clarence St Theatre will supply the hirer with a comprehensive settlement report no later than 7 working days after the last event detailing total box office receipts, box office fees and charges, and including venue expenses incurred during the period of hire.

An invoice for the balance of venue expenses will be issued at this time and payment deducted from ticket takings held in trust. No settlement will be made prior to events occurring; however partial interim settlements may be made during season events.

Your venue hire will be deducted from any settlement and if any balance is owing, this is due within seven working days. Interest may be charged should you fail to make prompt payment.

 

COMPLIMENTARY TICKET ALLOCATION

Complimentary ticket allocations are limited. An alphabetical list of the names of people collecting complimentary tickets is to be emailed to the Box Office at least one working day prior to the performance. Please contact the Box Office Manager to make special arrangements for large collection lists.

 

HOUSE SEATS AND WHEELCHAIR SEATS

As per the Theatre Hire Agreement, Clarence St Theatre withholds from sale up to eight (4) tickets as House Seats. (H-Holds).

Clarence St Theatre also reserves up to eight (8) seats per performance at Clarence St Theatre for wheelchair patrons and companions. These seats will be the last released for sale. (W-Holds).

 

TECHNICAL HOLDS

The hirer must advise Clarence St Theatre if seats need to be held from sale for ‘technical’ purposes such as sound desk relocation, sightlines or for camera positions. (P-Holds).

 

SOUND AND/OR LIGHTS CONTROL DESK IN THE AUDITORIUM

There is a control booth permanently situated in the auditorium (at the back of the stalls under the balcony) in Clarence St Theatre. This space is open to the auditorium and not behind glass. No seats are required to be withheld from sale for the booth.

It is a requirement of Clarence St Theatre that a discussion take place prior to going on sale regarding production elements to determine if sightlines will be affected. Extra seats may be removed from sale if sightlines are deemed unsuitable for viewing.

 

MARKETING

All marketing material associated with events held at Clarence St Theatre must be approved by the General Manager prior to going to print. It must have the Clarence St Theatre logo as well as the corresponding ticket providers’ logo.

Clarence St Theatre staff can provide support and advice on design, printing, distribution and media advertising. Clarence St Theatre will charge the hirer for some of these services. We encourage you to supply posters and flyers to Clarence St Theatre and to the Tickektek office at Founders Theatre. There is a banner position at Clarence St Theatre available on a first in first served basis. Please refer to or request the client marketing kit for full details.

 

MERCHANDISE AND PROGRAMMES

A merchandise settlement must be provided at the conclusion of the event and 10% commission will be payable to Clarence St Theatre on all programmes and merchandise sales. Donations are excluded.

 

EXPERIENCE TEAM

You must have an Experience Manager and Safety Supervisor as part of your hire. These are additional to your hire fee. Further front of house staff may be supplied if required or you may be given the opportunity to supply your own in consultation with the Events Manager.

 

SECURITY

If requested, security guards can be supplied for events.

Clarence St Theatre reserves the right (in consultation with the hirer) to employ security guards for specific events if deemed necessary. All associated charges will be payable by the hirer.

Please contact the General Manager for current fees and charges.

 

REHEARSAL/PREVIEW INVITED AUDIENCES

The hirer must inform Clarence St Theatre if they intend to invite extra personnel to view a rehearsal or preview performance. An Experience Manager and ushers may need to be rostered on to meet workplace health and safety requirements. These costs will be payable by the hirer.

 

FUNCTIONS

Clarence St Theatre has one additional function room available for hire; this room can cater for groups ranging in size of up to 50 guests, bearing in mind the auditorium can be set up in a variety of configurations of tables, row seating or clear space.

To find out more about holding a function at Clarence St Theatre, either as part of your overall event or separately, contact the General Manager.

 

CATERING (INCLUDING ARTIST RIDERS)

All catering requirements are to be managed by Clarence St Theatre. Please contact then Clarence St Theatre team for further information.

No alcohol is permitted to be brought on site as it is a breach of the Clarence Street Theatre Trust’s Liquor License.

 

SPONSORSHIPS

If the Hirer has or intends to obtain sponsorship for the production, they must ensure the arrangements do not conflict with any contract or sponsorship arrangements made by Clarence St Theatre. We recommend you discuss this with the General Manager as early as possible.

 

MUSIC LICENSING

Copyright law protects music and the hirer will be required to obtain a license from the Australasian Performing Right Association (APRA) to publicly perform either live or recorded music. For more information, contact APRA on 0800 69 2772 (0800 NZ APRA) or visit www.apra-amcos.co.nz

 

FILMING AND RECORDING LIVE PERFORMANCES

Prior approval must be sought before any filming or photography can take place at the venue. Extra charges may apply if performances are filmed for commercial purposes and specific Credits will be required. The hirer must advise Clarence St Theatre before tickets go on sale if this option requires seats to be held off sale.

 

PRODUCTION REQUIREMENTS

A Production Requirements schedule will be provided to the hirer to confirm staff, times and equipment required not less than four (4) weeks prior to the event. A production cost estimate (crew and equipment costs) can be forwarded to the hirer for approval using the information supplied in the Production requirements Schedule. These charges will be payable by the hirer at final box office settlement.

 

PRODUCTION CREW

A minimum of one technical crew member is required at all times. This is usually supplied by Clarence St Theatre and not included in your base hire fee or in some circumstances the hirer may be able to supply their own technical support staff should venue staff deem them to be capable.

 

TECHNICAL EQUIPMENT

The venue comes with a small technical equipment allocation. If the hirer requires extra lighting, audio and AV equipment that is not already included with the venue, it can be hired from the Clarence St Theatre. We use ACLX as our preferred technical equipment supplier.

If the equipment required is not available, Clarence St Theatre can usually hire it from external suppliers and on charge.

The hirer has the option to supply their own equipment if they choose. All of which must have a current electrical test tag where applicable.

 

HEALTH AND SAFETY

Clarence St Theatre are committed to providing a safe environment for our patrons, clients and staff. A 15min safety induction is provided on first access to the venue. The site induction process provides information on the Theatres’ emergency and evacuation procedures. You will also be sent a copy of our latest Health and Safety policy, hazards and relating documentation.

All hazards and risk must be identified and planned for; some may require licensing such as pyrotechnics. Under the HASNO Act all pyrotechnics displays/effects are required to be under the control and execution of an approved handler who will be required to plan, obtain all necessary approvals, purchase and fire all pyrotechnics including naked flame effects. Any flexible fabrics used on stage and props must be flame-retarded. If not purchased as such, they can be flame-retarded by applying spray-on fire retardant as a pre made mixture.

We use the Guide for Safe Working Practice in the NZ Theatre and Entertainment industry. All rigging plans must comply with venue equipment loadings and be approved before commencement.

 

ACCESS TO VENUE AND PARKING

Access is provided at pre arranged times on hired days at the venue stage door. Security tags, lanyards or other identification is recommended for all backstage personnel. Limited parking for production vehicles is available within the Pak n’ Save car park, car passes can be provided to production crew.

Audiences and excessive numbers of crew should be encouraged to park on the road only as Pak N Save own the car park and may tow people should they be parked in one of their spaces.

 

DELIVERY

The delivery of any items must be organised through our office. Deliveries must be clearly labelled to: Clarence St Theatre, 59 Clarence Street, Hamilton 3204, ph 07 834 1023 and include the person or event applicable to.

Clarence St Theatre does not accept responsibility for damage or loss of merchandise or goods left on the premises prior to, during or after the event.

STORAGE

Due to limited space, Clarence St Theatre may be able to provide storage of sets, props or equipment outside of the hire period should this be required. Please speak with the General Manager to see if this is possible for your hire should you require it.

 

DRESSING ROOMS / GREEN ROOM

A range of dressing room sizes and a green room are available at Clarence St Theatre; please ask for a copy of the back stage plan for allocations.

 

DISABLED ACCESS

Clarence St Theatre has full wheelchair accessibility. Allocated wheelchair seats are available in the auditorium on level 1. A side entry provides access for visitors to the wheel chair accessible seating area in the venue. Restrooms are also easily accessible in the foyer but stage level is not accessible from outside. Access to stage from the auditorium can be provided via an externally sourced ramp.

 

AUDIO REINFORCEMENT

The Clarence St Theatre is equipped with a loop system that enhances the listening experience of patrons with hearing impairments.

 

SOUND LEVELS

Clarence St Theatre reserves the right to exercise control of sound pressure levels within any part of the venue. Maximum sound pressure levels are pre- determined and details of the maximum sound pressure levels are available from the assigned Event Manager.

 

SMOKING AND ALCOHOL POLICY

Clarence St Theatre is a smoke-free environment and premise as such all smoking must not take place on the property.

Clarence St Theatre reserves the right to refuse entry or eject intoxicated patrons.

 

CLEANING AND WASTE DISPOSAL

The hirer is responsible removing any waste arising from the production during the period of hire. Extra costs may be charged to the Hirer if extra cleaning is required to return the hired venue to a satisfactory condition. Clarence St Theatre has an environmental management strategy and recycling policy, all cardboard, paper and glass and certain plastics are recycled.