Riverside Theatres Hire Information Guide (for hire period to June 30, 2017)

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1 Riverside Theatres 2017 Hire Information Guide (for hire period to June 30, 2017)

2 CONTENTS WELCOME TO RIVERSIDE THEATRES 3 RIVERSIDE THEATRE 4 LENNOX THEATRE 5 RAFFERTYS THEATRE 6 STAFFING 7 ADDITIONAL FEES AND CHARGES 7 ADDITIONAL EQUIPMENT 7 ENTERTAINMENT INDUSTRY SERVICE FEE (EIS) 7 MERCHANDISE FEE 8 PROGRAMS AND MERCHANDISE SALES 8 EXTERNAL CATERING 8 BOOKINGS 9 REQUEST A BOOKING 9 BOOKING STAGES 9 HIRE BOND 9 CANCELLATION OF A BOOKING 10 INSURANCE REQUIREMENTS 10 BOX OFFICE AND TICKET SALES 10 RETENTION OF MONEY 11 MARKETING 12 TECHNICAL AND BACKSTAGE FACILITIES 12 BACKSTAGE ACCESS AND HIRER PARKING 12 DELIVERIES AND PICK-UPS 12 SECURITY 13 PATRON PARKING 13 RECORDING FEE FOR TELEVISION OR RADIO 13 COPYRIGHT, LICENSES AND FIRE CODE 14 PHOTOGRAPHY 14 ADDITIONAL CLEANING 14 ACCOMMODATION 14 Page 2

3 WELCOME TO RIVERSIDE THEATRES. Riverside Theatres is located on the corner of Market and Church Streets, Parramatta, close to major hotels, and accessible by road, ferry and train. A Bicentennial Project, Riverside Theatres opened in 1988 offering three venues under the one roof. RIVERSIDE THEATRE - SEATING CAPACITY 761 The largest theatre, with comfortable, plush seating in a conventional proscenium arch stage with orchestra pit and fly tower. Larger scale productions including international acts are often seen on the Riverside stage including Shakespeare, comedy, drama, ballet, contemporary dance and musicals. LENNOX THEATRE - SEATING CAPACITY 213 With its flexible seating the Lennox is suitable for drama, comedy, music and cabaret programs along with medium sized corporate events and seminars. RAFFERTYS THEATRE- SEATING CAPACITY 88 Our most intimate space suits small corporate events, seminars, stand up comedy acts or small scale productions. Raffertys also houses a Digital Cinema Projector and is home to our screen program. Page 3

4 RIVERSIDE THEATRE This is a traditional proscenium arch, 761 seat theatre venue with three levels of seating in the auditorium - stalls (534), dress circle (114) and gallery (113) levels. The architectural design is based on the common European Opera House concept to provide a very warm, intimate and live performance space. It is regarded as an A Reserve house, which means that sightlines are good in most seats and a standard ticket price can apply to the whole house at the Hirer s discretion. The large stage area has a fly tower facility and the venue boasts full staging, lighting and sound capabilities of a standard comparable to many larger commercial venues. NOTE: To ensure we meet with WHS and fire regulations, the Riverside Theatre has allocated seating only. All patrons require a ticket with an allocated seat. Ticketing is done through the Riverside Box Office. You can find all the technical specifications on our website or contact Riverside RIVERSIDE THEATRE HIRE RATES (for hire periods to June 30, 2017) Community / Not for Profit Hire Rates Commercial Hire Rates Mon Fri (1 Performance/Event) $3,683 Mon Fri (1 Performance/Event) $4,613 Mon Fri (additional Performance) $2,952 Mon Fri (additional Performance) $3,743 Sat Sun (1 Performance/Event) $4,966 Sat Sun (1 Performance/Event) $5,903 Sat Sun (additional Performance) $3,876 Sat Sun (additional Performance) $4,367 Hire rates are based on one performance/event per day and any same day set-up or rehearsals are free of charge with the exception of staff and equipment costs. Venue hire includes use of the standard lighting rig and standard sound system. The minimum staffing required in the Riverside Theatre is as follows RIVERSIDE THEATRE mimimum labour required in venue hire One (1) Lighting Technician for four (4) hours One (1) Mechanist Technician (on stage tech) for four (4) hours One (1) Sound Technician for four (4) hours One (1) Stage Door Attendant for four (4) hours One (1) Front of House Supervisor Four (4) Front of House Attendants for four (4) hours when attendees occupy stalls only One (1) Front of House Attendant when attendees reach the Dress Circle One (1) Front of House Attendant when attendees reach the Gallery level Labour charges for any hours worked during venue hire Standard Labour rate Monday to Saturday for any hours worked 8 hours or less Penalty rates apply for Sunday, Public Holidays and periods exceeding eight (8) hours Cost $48.00 pp/ph $78.00 pp/ph Page 4

5 LENNOX THEATRE This venue is a multi-use performance space with flexible seating which allows a large number of seating configurations in both theatre and/ or cabaret style. The seating capacity depends on the configuration of tiered seating chosen by the Hirer. The standard configuration of Lennox Theatre is in end on mode with one seating row on floor level. This configuration results in 213 seats. The venue is normally hired as a flat floor performance space, however a 600mm or 800mm high stage can be provided upon request. The standard working stage area is 9m x 6m. NOTE: Hirers should note that all departures from standard seating configuration involve a considerable labour component with resultant costs charged to the Venue Hirer. The Lennox Theatre has full sound and lighting capabilities You can find all the technical specifications on our website or contact Riverside LENNOX THEATRE HIRE RATES (for hire periods to June 30, 2017) Community / Not for Profit Hire Rates Commercial Hire Rates Mon Fri (1 Performance/Event) $1,130 Mon Fri (1 Performance/event) $1,402 Mon Fri (additional Performance) $838 Mon Fri (additional Performance) $1,031 Sat Sun (1 Performance/Event) $1,429 Sat Sun (1 Performance/Event) $1,921 Sat Sun (additional Performance) $1,031 Sat Sun (additional Performance) $1,589 Hire rates are based on one performance/event per day and any same day set-up or rehearsals are free of charge with the exception of staff and equipment costs. Venue hire includes use of the standard lighting rig and standard sound system with the following staff inclusions. LENNOX THEATRE minimum labour required in venue hire cost One (1) Stage Door Attendant charged at 70% of the standard or penalty rate One (1) Technician for four (4) hours One (1) Front of House Supervisor charged at 70% of the standard or penalty rate One (1) Front of House staff for four (4) hours One (1) Front of House staff for four (4) hours when attendees exceed 150 Labour charges for any hours worked during venue hire Standard Labour rate Monday to Saturday for any hours worked 8 hours or less Penalty rates apply for Sunday, Public Holidays and periods exceeding eight (8) hours Cost $48.00 pp/ph $78.00 pp/ph Page 5

6 RAFFERTYS THEATRE The flexible seating in Raffertys allows this studio performance space to be configured in four different modes - end on seating, corner mode, in the round or cabaret. With a digital cinema projector the venue is ideal for cinema screenings, as well as small workshops, classroom style meetings or seminars offering the opportunity to hold interactive workshops, performances and informal meetings. The standard end on mode configuration provides a 88 seat capacity with a flat floor performance working stage area that is 9m. x 3m. The Raffertys Theatre has full sound and lighting capabilities. NOTE: Hirers should note that all departures from standard configurations involve a considerable labour component with resultant costs charged to the Venue Hirer. You can find all the technical specifications on our website or contact Riverside RAFFERTYS THEATRE HIRE RATES (for hire periods to June 30, 2017) Community / Not for Profit Hire Rates Commercial Hire Rates Mon Fri (1 Performance/Event) $778 Mon Fri (1 Performance/Event) $831 Mon Fri (additional Performance) $592 Mon Fri (additional Performance) $665 Sat Sun (1 Performance/Event) $1,090 Sat Sun (1 Performance/Event) $1,324 Sat Sun (additional Performance) $667 Sat Sun (additional Performance) $831 Hire rates are based on one performance/event per day and any same day set-up or rehearsals are free of charge with the exception of staff and equipment costs. Venue hire includes use of the standard lighting rig and standard sound system with the following staff inclusions. RAFFERTY S THEATRE minimum labour required in venue hire cost One (1) Stage Door Attendant charged at 30% of the standard or penalty rate One (1) Technician for four (4) hours One (1) Front of House Supervisor charged at 30% of the standard or penalty rate One (1) Front of House staff for four (4) hours Labour charges for any hours worked during venue hire Standard Labour rate Monday to Saturday for any hours worked 8 hours or less Penalty rates apply for Sunday, Public Holidays and periods exceeding eight (8) hours $48.00 pp/ph $78.00 pp/ph Page 6

7 STAFFING Hire charges include the minimum required staff for each venue. Additional labour charges may be incurred when: All staff hours that exceed the Labour included in venue hire cost Additional equipment (e.g. follow spot operator) is required If audience numbers increase If program/merchandise is to be sold by the venue Events are held on Sundays or Public Holidays Excessive cleaning is required after your function NOTE Riverside staff are required to have a minimum 30min break every 5 hours all hirer personnel must leave the stage and auditorium areas when staff are on a break ADDITIONAL FEES AND CHARGES EQUIPMENT Standard lighting and audio playback hire equipment is included in the venue hire, however if additional in-house or specialised equipment is required to be brought in, additional charges apply. Please review the equipment list and associated rates on our website or contact Riverside NOTE All venues need to return to the standard set-up on conclusion of the hire period. Staff costs associated with returning to the standard set-up will be incorporated into the bump-out and charged to the hirer. Any damage to the Theatres property will be charged to the hirer. Potential damages can be minimised by ensuring that adequate supervision is provided for events involving children, and that organisers work with the staff to ensure the safe erection of displays, equipment or sets. ENTERTAINMENT INDUSTRY SERVICE FEE (EIS) The Industry Service Fee is collected by venues, and is paid by the hirer, and submitted to Live Performance Australia. The Industry Service Fee is levied on a user-pays basis, to reflect the varying levels of hiring activity and venue size and is subject to change. Venue Capacity Riverside Venue/s Cost Rafferty s / Lennox Theatres $33 per performance Riverside Theatre $100 per performance Page 7

8 PROGRAMS AND MERCHANDISE SALES Should the Hirer wish to sell programs of the production / performance, staff will be made available by Riverside Theatres to undertake this task and charged to the Hirer. In addition, a commission of 15% will be charged to the hirer for any merchandise, programs or catering sold by or on behalf of the hirer. Hirers must provide the Front of House Supervisor with a stock list detailing sell price and a merchandise count. All merchandise, food and programs must have their inventory counted in and out with the Front of House Supervisor. If you require Riverside Theatres to provide a merchandise seller they will be called for a minimum four (4) hour call at staff rates listed on page 4 of this hire guide. Riverside Theatres is also able to provide a cash float. EXTERNAL CATERING Riverside Theatres can provide catering for functions and opening night events. Menus can be requested from the Front of House Coordinator. If you wish to engage an external caterer and sell food at your event a 15% commission will be charged on all items sold. A waste removal fee of $132 will apply to all external catering functions (subject to patron numbers). For all external catering the hirer must submit the completed external caterers application and the Public Liability Insurance of the catering company fourteen (14) days prior to your event. Riverside Theatres have a fully licensed bar. A range of alcoholic and non-alcoholic beverages, as well as theatre snacks can be purchased by patrons before and after each performance. Food and beverages are not permitted in the back stage areas. Riders can be requested for backstage personnel. ADDITIONAL CLEANING Any extraordinary cleaning requiring contract cleaners must be paid for by the hirer. Gum is not permitted in the Theatres at any time. Chewing BOOKINGS REQUEST A BOOKING On-line booking requests can be made through the enquiries tab via the following link BOOKING STAGES Pencil Bookings - indicates the interest of a hirer in a particular date or run of dates. A pencil booking does not constitute a firm commitment by either Riverside Theatres or the hirer. The pencil booking should be made as far in advance as possible. If the date is free, ie. no confirmed booking, prospective hirers will be penciled in. Page 8

9 NOTE: Pencil bookings must be made in writing by the hirer to Venue Hire at and will be held for a fourteen (14) day period only. A written confirmation must be made within this time. Riverside Theatres reserves the right to cancel any pencil booking if no confirmation has been received. Confirmed bookings Upon receipt of completed box office and production forms from a hirer, Riverside Theatres will issue a cost estimate and Hire Agreement for the venue. The Agreement must be signed and returned to Riverside Theatres, together with the sum stipulated as the Security Deposit, within fourteen (14) days of the date of the Agreement. Failure to comply within this time frame may result in the cancellation of the booking. Security Deposit will represent 50% of the total venue hire charge, with a balance payment to be paid 8 weeks prior to your event subject to ticket sales. This balance will include any estimated catering and staff charges. NOTE: Riverside will require payment in full prior to the hire date for all free events or if Box Office receipts do not cover hire costs. Failure to make payments by the due date may result in termination of the hire. HIRE BOND A bond is required for all hires. The bond will be refunded on settlement less any additional charges for overstays, extra equipment, repairs, damage to property and additional cleaning etc. The bond amount is based on a proportion of the estimate of charges with a minimum charge of $500 applicable. CANCELLATION OF A BOOKING Cancellation by the hirer Hirer must provide written notification of the cancellation. More than SIX WEEKS notification of cancellation: the deposit is returned less 10%, unless a re-let of the period is effected in which case the deposit will be returned in full. The hirer will be required to pay any additional costs incurred by the Theatre. Less than SIX WEEKS notification of cancellation: the deposit is returned less 50%, unless a re-let of the period is effected in which case 75% of the deposit will be returned. The hirer will be required to pay any additional costs incurred by the Theatre. Page 9

10 INSURANCE REQUIREMENTS PUBLIC LIABILITY When the signed Agreement is returned to Riverside Theatres, the Hirer should also include a copy of the hirers current Public and Products Liability Policy (minimum $10,000,000). Riverside Theatres will endeavor to take care of your every need. However we cannot accept responsibility for damage or loss of items before, during or after an event, and recommend that the organiser arrange appropriate additional insurance cover. BOX OFFICE AND TICKET SALES Riverside Theatres provides a full box office service including call centre, counter sales and web bookings. All tickets must be sold exclusively through the Riverside Theatres Box Office. The hirer must agree to Riverside Theatre s policy regarding ticket bookings. No tickets will be sold until; A contract is signed The security deposit has been paid The box office production form has been provided (see Box Office form) The hirer shall be liable for all refunds of ticket sales and charges payable in the instance that a performance/event is cancelled, postponed or overbooked. The hirer must agree to comply with the Ticketing Code of Practise as outlined by Live Performance Australia of whom Riverside Theatres is a member. The Box Office telephone number at Riverside Theatres is The Box Office is located in the main foyer at Riverside Theatres. Normal Box Office operating hours are; 9.00am to 5.00pm Monday to Friday 9.30am to 1.00pm Saturday And 1 hour prior to performance times. In the event that the Hirer requires the Box Office to be open for longer periods, additional costs for staff will be charged to the Hirer. A booking fee shall apply to each ticket sold and this fee will be charged to the customer at the point of sale. The hirer is required by law to advertise the ticket price as an all inclusive price i.e. the booking fee must be included in the advertised selling price. Booking fees are based on the ticket price and are payable by the hirer for the box office services for each ticket sold. Ticket Price Booking Fee for each ticket sold $ $10.00 $0.85 $10.01 $25.00 $3.00 $25.01 $35.00 $3.60 $35.01 $45.00 $4.80 $45.01 $60.00 $6.00 $ $7.20 All complimentary tickets will be printed at a charge of $0.85 per ticket. Page 10

11 Credit card and EFTPOS facilities are provided by the Box Office and patrons may use; Visa cards, Master cards or American Express cards. A credit card commission of 3% is payable by the hirer to Riverside Theatres for all credit card transactions by patrons attending the hirers event or performance. Ticket sales reports are ed from the Box Office Coordinator on a daily, weekly or fortnightly basis. Please provide details for distribution of these on the box office form. Please note sales figures remain confidential and requests for reports or sales updates must come direct from the hirer. Riverside Theatres retains the right to eight (8) house seats per performance in Riverside Theatre, four (4) in Lennox Theatre and two (2) in Raffertys Theatre. If unused these seats will be returned to the hirer on the day of the performance. Riverside Theatres is also companion card compliant and in line with current protocols and the hirer must agree to a small number of complimentary tickets to those patrons who carry companion cards to accompany those patrons with a disability. Riverside Theatre also holds a small number of seats off sale to facilitate wheelchair or easy access seating, these seats are returned for sale once all other seats are sold. Seating plans for each venue is available on our website or contact Riverside SETTLEMENT OF BOX OFFICE RECEIPTS Riverside Theatres will retain all Box Office receipts until the conclusion of the hire. All outstanding sums payable in respect to the use of the premises and any additional costs incurred will be deducted from the Box Office receipts at final settlement. Final Settlement is made within three (3) weeks of the close of the production / final performance. MARKETING The marketing guide is available on our website or contact Riverside TECHNICAL INFORMATION Technical specifications, equipment list and venue plans are available on our website or contact Riverside. Riverside Theatres provides technical equipment and the staff for its operation. A list of available sound, lighting and other electrical and mechanical equipment is available. Other equipment may be hired or provided by the hirer and operated by Riverside Theatres staff. If the standard lighting, sound and flying plots/rigs are required to be changed from the standard set-up, the hirer will be charged to return it to standard at bump out. Page 11

12 All technical requirements, including staffing, should be discussed with the Technical Team Leader who is available for advice and consultation. All technical, schedule and catering details are to be finalised fourteen days prior to the event. NOTE Riverside Theatres reserves the right to exercise control of sound levels. BACK STAGE FACILITIES, BACK STAGE ACCESS AND ON-SITE HIRER PARKING There is a limited number of on-site parking for hire event organisers. All cast and crew must enter and exit via the Stage Door which is located off the car park. Shared dressing rooms and laundry facilities are available for use by the hirer and in consultation with the Technical Team Leader. The Green Room is a shared space and available for company members only. See Technical Specifications for full details of backstage facilities and hirer parking information NOTE the hire of a venue is for a specific area and does not automatically give the hirer exclusive use of the total venue. DELIVERIES AND PICK UPS If you require equipment or other items to be delivered to the Theatre prior to your event, please Ensure that deliveries are clearly marked for the attention of your company. Advise the Theatre of all deliveries, and negotiate suitable times for equipment to be delivered and picked up. Failure to do so may result in deliveries not being accepted at the venue. SECURITY Security guards shall be employed at the hirer's cost for the duration of any events that Riverside Theatres determines. Events using security must provide a copy of the Master Licence and security plan. PATRON PARKING We recommend parking at the Eat Street Car Park, 30 George Street Parramatta. An arrangement has been made for Riverside patrons with Eat Street Car Park for a discounted rate. Please note this discount is only valid to holders of Riverside ticket (not cast or crew) after 6pm on weekdays and all day weekends. Full details are on your parking ticket. To receive the discount at Eat Street Car Park, you need to park there and request a discount voucher from the Riverside Theatres Box Office or the Riverside Bar prior to returning to your vehicle. You will be given a voucher to redeem your parking discount in the parking machine prior to leaving the car park. Page 12

13 PHOTOGRAPHY, BROADCASTING AND TELEVISION RECORDING The hirer must inform Riverside Theatres in writing of any intention to photograph, broadcast, televise or record any activity with Riverside Theatres. The hirer must pay all fees and costs resulting from such activities, and must include in any photography, television or broadcast such material and information that may be required by the Riverside Theatres or the City of Parramatta. Riverside Theatres may take photographs, recordings or footage of the event or exhibition for purposes that include promotional, marketing, archival purposes and annual reports. COPYRIGHT, LICENSES AND FIRE CODE The Hirer will comply with all regulations which cover the licensing of the venue, including; all copyright or other performance rights, the provisions of the Theatre and Public Halls Act 1989; the Liquor Licensing Act; and the Fire Code of New South Wales. If you are uncertain as to how these regulations are relevant to this venue, it is your responsibility to ensure that you obtain accurate information from the Theatres staff prior to making arrangements for your function. PHOTOGRAPHY DURING PERFORMANCES It is the Theatres policy that, for the safety of performers and the comfort of patrons, no flash photography or video cameras are permitted in the Theatres. Please advise all patrons and photographers of this condition. Please advise Front of House Supervisor whether photography is permitted or not in your show. ACCOMMODATION Riverside recommends staying at the Novotel Parramatta which is located directly across the street from the theatre. Cast and crew of productions presenting at Riverside are eligible for a reduced room rate. To book, please contact on the Novotel Tel (+61) or ADDRESS: 350 Church Street, Parramatta NSW 215 VENUE HIRE CONTACT DETAILS Marijana Jevremov (Monday to Friday) (02) Kylie Riddell (Tuesday & Thursday) (02) Riverside Theatres Cnr Church & Market Sts Parramatta PO Box 3636 Parramatta NSW 2124 E W Page 13

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