HIRE PACK & APPLICATION FORM

HIRE PACK & APPLICATION FORM 2016/17 ST JOHN S SMITH SQUARE

HIRING ST JOHN S SMITH SQUARE 2015/16 INTRODUCTION In order to secure the booking of your event at St John s Smith Square, you must complete this Application Form, ensuring you provide all details requested in full. This form serves as an Appendix to your contract and it is therefore crucial that all of the information provided by you is clear and correct. ABOUT THIS DOCUMENT Thank you for your interest in working with St John s. Please read all of the information in this document carefully before proceeding to fully complete the six sections listed adjacently. You may contact our Administration O e on 020 7222 2168 if you have any queries before completing your application. On receipt of your fully completed Application Form, a contract and a request for deposit payment will be issued. FILLING IN THIS FORM This document comprises four sections to be completed and returned by the deadline: Programme Application... page 5 Technical Schedule... page 10 Finance...page 13 Declaration... page 14 All sections must be completed for the Application Form to be accepted. DATES HELD DEPENDENT ON CONFIRMATION (PENCIL) We will hold dates, following your initial enquiry, for up to 30 days. A er this date we will ask you for your confirm tion and deposit. Should we not receive both by return, we will release the date. Please note that bookings are not confirmed until the fully completed Application Form, signed Contract and Deposit have been returned to St John s Smith Square. 2/24

HIRING ST JOHN S SMITH SQUARE 2015/16 COSTS All figures are subject to VAT HALL HIRE... 3000 This includes a basic 12 hour hire, a Duty Manager for the day and Front of House Sta for the main event. USE OF GALLERY... 200 Performers may be sited in the Gallery at our discretion. EXTRA HOURLY COSTS For each hour of access on top of that laid out above. Between 09.00 23.00... 150 per hour or part thereof Between 23.00 09.00... 250 per hour or part thereof STAGE EXTENSION... 300 Width: 12 metres Height: 0.305 metres or 0.76 metres (existing stage height) Depth: 1 metre (removes row A) or 2 metres (removes rows A and B) CHAIR REMOVAL... 25 per row If you require any chair removal or reconfigu ation that is in addition to (or instead of) that listed out under the stage extension section, you will be charged per row. SEATING CAPACITY Hall Gallery Total Without stage extension 584 180 764 With 1m stage extension 559 180 739 With 2m stage extension 534 180 714 Seating capacity includes: St John s house seats 6-6 Wheelchair seats 4-4 Wheelchair users 4-4 companion seats Unreserved 66 180 246 (Restricted view) No view 11-11 3/24

RESIDENT INSTRUMENTS Steinway Model D Concert Grand Piano (includes one tuning)... 150 Additional piano tuning... 85 Klais Concert Organ (includes one tuning)... 300 Mander Continuo Organ (includes one tuning)... 270 Page turner... 35 per session n.b. Mander will invoice the Promoter directly for Continuo Organ hire and tuning. PERFORMING RIGHTS SOCIETY FEES PRS (plus VAT) must be paid on net Box Office income. It is the Promoter's responsibility to submit details to PRS and pay any amount due. FACILITY FEES Private sound/video recording (archival)... 75 Commercial sound recording... 500 Commercial video recording... 750 Recording for broadcast or webcast... 1000 MERCHANDISE/PROGRAMME SALES Sellers and fl at to be provided by St John s... 25 per seller + 10% commission We do not charge or take commission if sellers and fl at are provided by the Promoter. DEPOSITS When the booking is confirm d, a contract will be issued along with a request for payment of the deposit. The deposit amount is the full Hall Hire fee listed on page 3. The payment schedule for the deposit is detailed below: Booking made more than six months in advance 50% of deposit due upon signing of contract 50% of deposit due six months prior to concert date Booking made less than six months in advance Full deposit due on signing of contract CANCELLATIONS If the concert is cancelled, some of the deposit may be returned. This amount is dependent upon the notice given as detailed below: More than twelve months in advance 80% of deposit returned Six to twelve months in advance 50% of deposit returned Less than six months in advance Deposit not returned PENALTY CHARGES Late return of the Application Form... 250 Late return of the Contract and/or Deposit... 250 St John s reserves the right to issue penalty charges for changes made to any part of the original application (including the details in this Application Form). 4/24

HIRING ST JOHN S SMITH SQUARE 2015/16 PROGRAMME APPLICATION FORM Promoter Contact Name Position Contact Telephone No. Contact Email Contact Address Date of event Title of event Time of event Time of pre-concert talk (if applicable) Addressee for Contract (if different from above) Conductor/Director Performers Soloists/Other 5/16

Proposed Programme Please state where in the programme the interval will occur (standard interval: 20 minutes) Alternatively, please use this space to describe nature, format and running order of the event Composer Title Duration 6/16

HIRING ST JOHN S SMITH SQUARE 2015/16 TECHNICAL INFORMATION Fixed level 1.96m 2.56m Pull out rostra 1.68m.99m Line of curtain Fixed rostrum 1.35m Fixed level.74m Fixed level.89m Rising rostrum.74m - 1.04m Rising rostrum.74m - 1.04m.99m.99m 2.6m 1.37m.99m 2.36m 5.49m 2.36m Stage Lift*.57m 2.82m 4.5m 10.21m * Stage lift cannot be used to transport instruments on and off the stage STAGE CAPACITY guideline figu es only Curtains closed Curtains open With stage extension Choir with Piano 60 100 150 Choir with orchestra - 85 120 Orchestra with piano 15 50 70 Orchestra 45 70 85 7/16

STAGE EQUIPMENT Stage Extension Width: 12 metres; Height: 0.305 metres or 0.76 metres (existing stage height) Depth: 1 metre (removes row A); or 2 metres (removes rows A & B) Power 13 amp sockets; 4 doubles on pillars, 6 singles in the Gallery and 4 doubles on stage 3 phase 125 amp supply located in the Gallery (Approximately 20 metres from the stage. Promoters are required to arrange their own cables and tails.) Lighting Fixed white concert lighting 12 coloured architectural LED lights PA system 8 channel Soundcraft mixing d sk 2 active 400w speakers and stands 3 wired microphones and stands 2 wireless microphones 1 CD player Projector and Screen Hitachi CP-CX250 projector (VGA and Mac adapters available) Fast fold 2.4 metres x 1.8 metre back projecting screen Lectern 1 wooden lectern Seating 90 artist chairs Music stands 30 wire stands 50 folding stands 2 conductor s stands Conductor s podium 2 conductor s podiums DELIVERIES Delivery and collection times for instruments and/or equipment must be indicated on the Technical Schedule, otherwise we cannot guarantee access. Deliveries and collection must be a er 10.00, unless otherwise agreed in advance of the date. If you are arranging delivery for instruments and/or equipment, please ensure that you provide suffi ent crew to move these items in and out of the hall, as St John s does not provide staff or this. We require all instruments and equipment to be removed immediately a er the performance, unless otherwise agreed in advance of the date. If it is agreed for items to be left vernight at St John s, this is at the Promoter s own risk, and items must be removed at a time as arranged with St John s. REHEARSAL Standars access for set up before a rehearsal is from five-and-a-half hours before the scheduled concert start time, although extra access/rehearsal time at extra cost may be booked (subject to Hall availability). Your rehearsal should end no later than 60 minutes before the concert start time; or 90 minutes before if you require piano tuning. CONCERT Doors open for ticket holders 30 minutes before the start of the performance. Due to Westminster Council regulations, all performances must be finish d by 22.00. The stage, hall, and backstage area must be clear 30 minutes a er the end of the performance, unless additional get out time has been agreed and booked in advance. HOUSE STAFF St John s provides a Duty Manager and ushers for all events. We are not able to provide stage management in house, and you are advised to provide your own for both rehearsals and events. You must specify on the Technical Schedule if you require any additional ushers, page turners or merchandise/programme sellers. 8/16

RESIDENT INSTRUMENTS Steinway Model D Concert Grand Piano Tuned by Steinway on the day of the concert if booked. Preparation, change of pitch or unconventional playing of the piano is not permi ed. Mander Continuo Organ Owned by NP Mander Ltd and can be tuned to pitches A440, A415 and A430. Please specify pitch and temperament on the Technical Schedule. Klais Concert Organ Built and installed by Klais of Bonn in the summer of 1993. There is a monitor for the organist to view the conductor; a one way speaker link from stage to organ bench; and a memory card for registration available on request. For a full specifi ation for the organ please contact the Administration O e. CAFÉ & RESTAURANT AND HOSPITALITY The Footstool Restaurant is located in the Crypt. Our restaurant partner, Leafi, h s the exclusive contract for all catering at St John s, and frequently caters for private events here at St John s, whether in the Hall or the Crypt. Leafi a e able to provide catering for receptions, pre and post concert events, artists catering and any other hospitality requirements you may have. The team will be happy to discuss your event planning and catering requirements with you. Please contact Leafi on 20 7222 2779 or by email at stjohns@leafi co.uk for more information. ARTISTS AREA Please note the dressing room space is limited. We have one main dressing room, from which there is one private dressing room, and a further two smaller rooms. A Yamaha upright piano, an urn, iron, ironing board and mirrors are provided. Please let us know in advance if the urn is required. SPECIAL LICENCES St John s operates under a licence from Westminster City Council. Special occasional licences or approvals are required for performances involving naked flam, scenery and props. Subject to adequate notice and provision of full specifi ation, we can apply for these on your behalf, to be charged back to you. ACCESSIBILITY Performers with limited mobility can access the Concert Hall and lower ground level (Box O e and Restaurant) by lift. The ode for the lift an be obtained from the Box O e. A platform lift is vailable for performers to gain access to the stage level. 9/16

HIRING ST JOHN S SMITH SQUARE 2015/16 TECHNICAL SCHEDULE Name TECHNICAL CONTACT (if different from main contact) Telephone Email If you have any questions about this form please contact our Administration Department at info@sjss.org.uk Item Delivered Delivery Time & Date Collection Time & Date Contact Deliveries Please list what is being delivered and the company and contact for the item(s) Access time Set Up/Rehearsal Start Time End Time Pre-Concert Talk start time (if applicable) Event start time Event end Interval time (if applicable) Anticipated get out end time * * Overrun charges will be applied if the event ends later than the contracted end time. Latecomer admission (if applicable) Please advise us of your preference (It is St John s policy not to admit latecomers until a suitable break between works) 10/16

HALL REQUIREMENTS Number of performers Including all artists, soloists and conductors Anticipated number of guests Structure/Layout of event (please advise nature of event and how the hall will be used) Is the stage extension required? (please tick) Yes No... 300 If yes please select from the following: Height: 0.305 metres 0.76 metres (existing stage height) Depth: 1 metre (removes row A) or 2 metres (removes rows A & B) Is the removal of any chairs or rows required? (please tick) Yes No... 25 per row Please note which rows are to be removed: Do you require the use of the Gallery? (please tick) Yes No... 200 Resident Instruments required (please tick) Pitch and temperament: Steinway Model D Concert Grand Piano (includes one tuning)... 150 Additional piano tuning... 85 Mander Continuo Organ (includes one tuning)... 270 Klais Concert Organ (includes one tuning)... 300 Additional Lighting 12 coloured architectural LED lights Yes No (please tick) Number of lights required: PA system (please tick) Yes No Please list requirements: 11/16

Projector and Screen (please tick) Lectern (please tick) Yes Projector Screen No Number of music stands required Additional staff (please tick) Page turner... 35 per session Rehearsal Concert Both Merchandise seller and float... 25 per seller + 10% commission Number of sellers required Additional Access Time (please tick) Yes No Number of hours required 09:00 23:00... 150 per hour or part thereof Number of hours required 23:00 09:00... 250 per hour or part thereof Recording Facilities (please tick) Private video/audio recording (archival)... 75 Commercial audio recording... 500 Commercial video recording... 750 TV Broadcast... 1000 Please use this box to note any additional technical requirements: Reception Please note here if you plan to host a reception Pre-concert Interval For how many? For how many? Post-concert For how many? Please contact Leafi on 020 7222 2779 to arrange details of this. 12/16

HIRING ST JOHN S SMITH SQUARE 2015/16 FINANCE Are you registered for VAT? Yes No If Yes, please provide your VAT number: Are any of the performers not resident in the United Kingdom? Are you authorised by the Inland Revenue to operate the Simplified Withholding Tax System? Yes No If Yes, Withholding Tax may apply to this concert; please answer the following question. If No, please proceed straight to the Bank Details section. It is the responsibility of the Promoter to obtain the appropriate permissions to enter and work in the UK. Information is available by visiting the UK Border Agency website: www.ukba.homeo e.gov.uk/visa-immigration Yes No If No, you must apply to the Foreign Entertainers Unit of the Inland Revenue to secure a reduction or exemption from payment of this tax. Any payment made to any persons either directly or indirectly, as a result of the appearance of artists not resident in this country will be subject to the deduction of Withholding Tax subject to the current HMRC Income Tax (Entertainers & Sportsmen) Regulations. This applies to any Box O e money paid over by St John s to the Promoter. Further information can be found on the HMRC website: www.hmrc.gov.uk/feu/feu.htm St John s Smith Square will process the final oncert reconciliation within 21 days of the concert. We will then issue this reconciliation together with the relevant payment or balancing invoice. Please provide your bank details for final returns. Bank account name Account number Account sort code International bank details Required only for non-uk promoters i.e. SWIFT and/or IBAN codes If the final eturn should be sent to a di erent/additional person other than that listed as the main contact, please give us additional contact details below. 13/16

HIRING ST JOHN S SMITH SQUARE 2015/16 DECLARATION This Application Form serves as an Appendix to your contract, and must be returned fully completed to St John s Smith Square no more than 30 calendar days after your booking has been pencilled. Failure to fully complete all sections may result in a late return penalty charge or loss of your booking. Please use the final hecklists below before signing and dating the following declaration to confirm our understanding of the terms, and that this document contains complete and correct details of your concert. SECTIONS COMPLETED Programme Application Technical Schedule Finance I confirm that I have read and understood the terms of this document. By submitting this Application Form, I understand that, if accepted, I will be expected to enter into a contract to deliver the event as outlined in this application. I have completed all of the sections listed above and have also attached all of the marketing materials which are required for inclusion in the annual season brochure. I hereby submit my fully completed Application Form. Name Date Please do not sign this document until it is fully complete. Digitally signing this document will render the document read-only and you will no longer be able to make amendments. Signed 14/16

Please return completed, digitally signed PDF forms to: Please return completed, signed paper forms to: joanna@sjss.org.uk Joey Innes-Hopkins Administrator St John s Smith Square London SW1P 3HA Please contact our Administration O e on 020 7222 2168 if you have any queries before sending your completed application. 15/16

ST JOHN S SMITH SQUARE St John s Smith Square Charitable Trust Registered O e: St John s Smith Square London SW1P 3HA Registered in England Company No. 3028678 Registered Charity No. 1045390