THE MINACK THEATRE Notes for Playing Companies 2018 Please note 2016 amendment to Section 5 - Public Liability & Employer Liability Insurance Please note 2017 amendment to Section 9 Child Performers Please note 2018 amendment to Section 12 The Dressing Rooms Please make sure that these Notes are read carefully. They form part of your Contract with the Trustees of The Minack Theatre Trust CIO.
NOTES FOR PLAYING COMPANIES These Notes form part of the Agreement made between the Trustees of The Minack Theatre and the Company. They set out the Terms and Conditions of the Company's Occupancy of The Minack Theatre. A series of more detailed notes will be issued for:- Company Directors and Producers Stage Managers Publicity Managers Lighting and Sound Technicians These are available to download for the Minack s website here https://www.minack.com/extras/theatre-company-information/ They will not form part of the Contract between the Trustees and the Company, but failure to comply with them could prejudice a Company's chances of being asked to return to The Minack Theatre. 1. Staff to be provided by the Company The Company must provide the following staff during its Occupancy of theatre who will operate in conjunction with and under the supervision of trained theatre staff: Lighting Technician This person must be competent and experienced in the use of stage lighting and must follow the detailed guidance notes to be issued by the Trustees. Sound Technician This person must be competent and experienced in the use of theatre sound systems and must follow the detailed guidance notes to be issued by the Trustees. The Front of House Team You will be required to provide a minimum of two programme sellers and one person to help the Minack team to filter and seat the audience. Ticket checking at the entrance to the theatre will be controlled by Minack staff. If the Company is unable to provide staff, please discuss options with the Theatre Manager. All the Company's staff should be easily identifiable by the public. 2. Staff Hours and Training The Company's Front of House Team should assemble on the terrace outside the Foyer at 6:45pm on the Monday night. The Front of House Supervisor will then explain the jobs that each person will be expected to do. For the rest of the week the Front of House Team must report for duty one hour before the start of each performance. -2-
3. Ticket Sales The Trustees will provide all the tickets and act as the Company's agents in selling them. They will offer all tickets for sale for all performances through the Box Office from the day it opens for the season. They will be responsible for counting and banking the money collected from all ticket sales, including those made by credit card. The Theatre Manager will provide an account for the week's production before the end of the performance on the Friday night. The Theatre will pay money owed to the Company by BACS to be processed on the Monday immediately following the period of occupancy. In exceptional circumstances the Trustees may authorise some advance payment to the Company against Box Office takings. Applications for this facility should be discussed with the Theatre Manager. 4. Publicity The Trustees will publicise the Company's play in their Programme for the Season and the season itself in the promotional booklet issued by the Cornwall Association of Tourist Attractions. These will have print runs of 350,000 and 950,000 respectively. The Trustees will also advertise the Company's play online and provide a link to the Company's own website if it has one. The Company will be responsible for all other publicity for its production. The art work and text which the Company proposes to use in any promotional material must be submitted to the Theatre Manager before it is printed. The Trustees reserve the right to amend material that is factually inaccurate or likely to cause offence to the public. 5. Public Liability & Employer Liability Insurance Updated 2016 Please note: Our insurers have enforced new stipulations on the amount of liability now required in the policy taken out by companies performing on the Minack stage. The Company must take out public liability and employer liability insurance with an indemnity limit of at least 5,000,000 that covers it throughout the term of its Occupancy of the Minack Theatre. However, if the production includes the use of pyros or there is any player/audience interaction this includes actors entering through the audience - the insured amount must be 10,000,000. At least seven days before its Occupancy begins, the Tour Manager must send the Theatre Manager evidence that such insurance is in place. The fact that you may not have any paid employees does not lessen the responsibility of companies to provide cover for their performers. 6. Stage Management All lights and the sound system must be checked and all props must be in position one hour before "Curtain Up". From that time until the play begins, no one should walk on the stage. The Company must use the back stage paths to the Dressing Rooms. Scenery and props must be painted off stage. All material brought onto the theatre site by the Company must be removed by it at the end of the Occupancy. A Company wishing to use pyrotechnics or any unusual lighting effects must liaise with the Theatre Manager regarding the safety aspects, see also 9. below. -3-
7. Copyright The Theatre is licensed by the Performing Rights Society and Phonographic Performance Ltd. to play recorded music during the course of a production as non-interpolated, entr'act and pre-show music. The Company must provide the Theatre Manager with a list of all such music, including its sources and timing. If this is not done, the Company will be directly responsible for the clearance of copyright in those areas, as well as any that are outside the scope of the theatre's licence. Where a music concert is performed, and all licencing is completed through PRS by the Minack, the Company shall be recharged the royalty payment (currently 4.8%). 8. Performances "Curtain Up" must be punctual. While we appreciate that some pieces are written to be more than 3 hours long, we ask all companies to consider our location, the level of comfort of our seating, and the fact that many audience members arrive 60 minutes before a performance when deciding on cuts that may be appropriate. Please aim for your show to run no longer that 2 ½ hours plus a 20 minute interval. We also ask that you particularly consider the length of the first half - it is common Minack knowledge that if a first half approaches 90 minutes, you will lose a higher percentage of the audience in the interval which is always a shame! 9. Child Performers (Updated 2017) Under the Minack Theatre s Safeguarding Children and Vulnerable Adult policy, the following applies to Companies which include children (defined legally as under 18s) or vulnerable adults: The Minack has a certificate which exempts you as Companies from having to license individual children (aged 16 and under in full time education) to perform on the stage, unless one of the following applies: 1. The child is being paid to perform 2. The child needs to be absent from school to take part in a performance If you need to apply for licenses because one of the two above apply then please ensure you forward a copy of the licenses to the Theatre Manager - without these licenses, your children will NOT be allowed to perform at times when they should be at school. Undertake a risk assessment and monitor risk throughout the production process; Identify at the outset the person in the Playing Company with designated responsibility for child protection; Appoint the necessary number of licensed chaperones; Ensure that children are supervised by the relevant number of chaperones at all times and ensure signing in and out sheets and daily record sheets are completed; Know how to get in touch with the local authority social services, in case you need to report a concern. Ensure you have permission from parents/carers for use of photographic material featuring children for promotional or other purposes both by the Company and the Minack. -4-
There will be a section in the Production Risk Assessment form that asks for evidence that the above actions have been taken. Failure to adhere to this policy could result in children not being permitted to perform. The Minack now has a number of licensed chaperones on the staff if you need help finding chaperones please ask the Theatre Manager. 10. Health and Safety Each member of the Company must take reasonable care for their own health and safety and that of all other people who may be affected by the work they do at the theatre during the Company's occupancy. We recommend that the Company designates a First Aider within the tour party to be in attendance on the occasions (e.g. Saturday evenings) when Minack staff are not present. Each member of the Company must comply with the Theatre Manager's instructions concerning health and safety. In particular they must adhere to the theatre's procedures for the safe use of electricity and substances potentially hazardous to health. Every Company will be required to complete a risk assessment of their production and return it to the Theatre Manager before gaining access to the site forms for these may be downloaded here https://www.minack.com/extras/theatre-company-information/. This assessment will include the storage and use of fireworks or other pyrotechnic effects. If no acceptable assessment is provided, permission to store and use such devices will be denied. 11. Cancellation in the Event of Bad Weather If there is any doubt about the suitability of weather conditions, the Company's Tour Manager must contact the Duty Manager two hours before "Curtain Up". The Duty Manager will take the final decision as to whether a particular performance begins. If the Duty Manager believes that there would be an unacceptable risk to the health or safety of an audience, they can also suspend or cancel a performance that has already started. In the event of tickets being refunded under these circumstances, the Trustees will reduce the Company s rent for the week by 75% of the Company s share of the refunded money. This will apply for up to two cancelled or abandoned (and refunded) performances in any one occupancy. Should more than two performances be cancelled (this situation is exceedingly rare), the rent will be reduced for the two highest value performances. 12. The Dressing Rooms and leaving at the End of the Week (Updated 2018) Our cleaning team now visits the dressing rooms on a daily basis as part of the Minack s overall cleaning routing to check the toilets/washrooms. The Minack team will also schedule a deep clean of the dressing rooms every Saturday morning between 11am and 1pm. This means that companies are just responsible for the general sweeping up of everything that they have introduced into the dressing rooms. All the bagged rubbish resulting from such cleaning must be brought up and left outside the Exhibition Centre as directed by the Theatre Manager. Everything else brought onto the theatre site by the Company must be removed from it by 11am on the Saturday or placed in a skip hired and paid for by the Company. -5-
NEW The dressing rooms building has been extended for 2018 to include a larger room which can be subdivided into 2 additional changing spaces. However, use of this room does not form part of the hire agreement and the Minack may use this space for workshops or rehearsals during your performance week. If you require this space as additional dressing room space then please notify the Theatre Manager as soon as possible. This will only be included in your hire if you have a particular requirement for it: e.g. a very large company, or a company that includes male, female and child performers. If we do agree to it being used, it must be left as clear and tidy as possible each night as it may be used by the Minack during the day: you will be advised the previous day if this is going to be the case. Access to the dressing rooms for the incoming company will generally be from 1pm. Access to all other backstage areas will be available from 12 noon. The Tour Manager must ensure that these jobs have been carried out to the satisfaction of the Theatre Manager before leaving the site. Any damage to the Theatre's property must be reported to the Theatre Manager. The cost of repair or replacement will be the liability of the Company. 13. Rehearsal Facilities Should a Company wish to rehearse before its Occupancy of the theatre begins, permission to do so must be sought from the company actually in occupation. Such permission may be refused without a reason being given, as that company will have the sole right to be there under its contract with the theatre. If provisional arrangements are made for rehearsals, these must still be confirmed with the Theatre Manager. No rehearsals will be permitted on Tuesday or Thursday, or on Monday, Wednesday and Friday mornings in school holiday periods as the theatre is used for storytelling performances at this time. 14. Parking & Off-Loading Access to the area for off-loading and reloading the props and equipment brought by the Company is through gates in the south east corner of the main car park above the seating reserved for disabled people. When arriving for a performance, Company vehicles must be left on the grass car park as directed by the theatre staff. -6-
15. The Company's Programme The Company should produce and sell a programme for its own play. All revenue from such a programme will belong to the Company. The selling price should be agreed with the Theatre Manager. Guidance on this issue will be found in the notes for Company Directors and Producers. The Company must include the following text in its programmes:- "The Theatre is private property. All photographic, broadcasting, video and other reproduction rights are retained by the Theatre. Commercial photography is prohibited at all times. Flash photography is hazardous to the safety of the performers and is not permitted. Other photographs for private use may be taken, provided no disturbance is caused to the audience or the actors. In the interest of safety and comfort members of the audience are requested:- Not to walk on the stage at any time and to keep to the paths and steps when in the Theatre. Not to smoke anywhere in the theatre.. To place all litter in the bins provided. It is hoped that the Company will devote a small space in its programme to advertise the following week's production. For example:- "Next week at The Minack Theatre the... Company presents 'Romeo and Juliet' a tragedy by William Shakespeare." 16. The Bandstand If the bandstand is required, the Company must give at least six weeks written notice to the Theatre Manager. There is no longer any cost to the company for the use of this facility. 17. Company Passes The Theatre site is open every day and the public has to pay for admission. From 9:30am to 5:30pm all members of the Company must enter and leave the Theatre through the Foyer. To avoid confusion and embarrassment, theatre staff must be able to distinguish members of the Company from the public at all times. Company passes will be provided by the Theatre Manager. These must be worn and shown to theatre staff when passing through the Foyer. 18. Security Security and smoke alarms are installed in the Control Room and the Dressing Rooms. These must be activated each night when leaving the site. Detailed guidance will be found in the notes for Lighting and Sound Technicians and Stage Managers. 19. Photographs The Minack will take photographs of the Sunday evening dress rehearsal. These will be used for archive purposes and to publicise the show on the Minack website. In addition, selected photographs may be used for retail purposes by the Minack, as post cards or photocards unless the Company informs the Theatre Manager that they do not want images of their production used in this way. -7-
20. Daytime Performances The Minack has developed a highly successful season of daytime performances, usually puppet shows or storytelling events which run on Monday, Wednesday and Friday mornings in school holiday periods. There is also an expanding education programme with workshops often happening on Wednesday and Friday lunchtimes. We also occasionally allow other small scale performances during weekday daytime opening hours. The Theatre Manager will make every effort to notify the Tour Manager of these events, and where there may be any cause for concern these should be discussed at the earliest opportunity. -8-