Download Terms and Conditions

Manager Theatre & Arts
01709 823641
Administration Assistant, Theatre & Arts Centre
01709 823641
Senior Production Technician
01709 823639
CONDITIONS AND REGULATIONS FOR USE OF
THE ROTHERHAM CIVIC THEATRE
Note:
In these conditions and regulations the following words and phrases shall have the
following meanings:
“Appurtenances”
all stage appliances, machinery, ropes, gas, electric, and water
fittings, fire appliances, air conditioning, equipment, fixtures, fittings,
stage properties, decorations, furniture and furnishings in or about
the Theatre or Arts Centre at the start of the Hire period.
“Competent Authorities” includes but shall not be limited to the local licensing authority, the
local fire authority, and any other licensing authorities.
“Excepted Causes”
fire, flood, war, riot, civil commotion, strikes, lock-outs, and any
requirement of any of the Competent Authorities.
“Hire Period”
the period from the beginning of the get in until the end of the get out.
“Hirer”
shall include any person acting on behalf of the hirer, or any other
user of the Theatre or Arts Centre.
“the Council”
includes where the context so permits any person lawfully claiming
by or through the Council or authorised by it and any of the Council’s
successors and assigns.
“the Production”
the play, show, musical or other performance to be performed at the
Theatre or Arts Centre during the hire period.
“the Theatre”
the Civic Theatre, including annexe, of Catherine Street, Rotherham.
“the Arts Centre”
the Arts Centre of Walker Place, Rotherham.
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1.
Hirer’s use of the Theatre
1.1
The Hirer may between the hours specified in condition 2 use for the presentation of
the production and for authorised rehearsals but for no other purpose whatever the
stage and the auditorium and the area behind the curtain and such of the dressing
rooms and kitchen as are made available to the Hirer. The Hirer shall not have use
of, or access to, any parts of the Theatre or wider building which are not necessarily
required for the proper rehearsal and presentation of the production.
1.2
The Hirer may between the hours specified in condition 2 also use in the Theatre but
not elsewhere, the Appurtenances. The Council gives no express or implied warranty
as to the condition or suitability of any of the Appurtenances except that the
appliances shall be in good working order and where applicable electrically tested at
the start of the Hire Period.
1.3
The Hirer agrees to procure that all persons vacate the dressing rooms and remove
all their personal effects or property from the Theatre at their own expense
immediately following the termination of the last performance and prior to the end of
the Hire Period.
2.
Hours of Use
2.1
Where the User has agreed to the hire of the Theatre for a period of one week the
Hirer shall have access to those parts of the building specified in condition 1 within
the following hours:
(i)
On the Sunday, being the first day of the week, for any period between
9.00am and 10.30pm at the current hourly charge (as listed in the annual
fees and charges) subject to prior arrangement with the Council.
(ii)
On the Monday, Tuesday, Wednesday, Thursday and Friday from 6.00pm to
30 minutes after curtain down or 10.30pm, which ever is sooner. Any time
taken prior to 6.00pm will be charged an additional hourly fee (as listed in the
annual fees and charges) and will be with prior arrangement with the Council
only.
(iii)
On the Saturday, being the final day of the week, from 6.00pm until midnight
(to include get out). Any time taken prior to 6.00pm or after 12 midnight will
be charged an additional hourly fee (as listed in the annual fees and charges)
and will be taken with prior arrangement with the Council only.
2.2
Where the User has agreed to hire the Theatre for a period of one day the Hirer shall
have access to and use of said parts of the Theatre from 2.00pm to 12 midnight (to
include get out) on that day. (Show must finish by 10.30pm daily). Any time taken
prior to 2.00pm or after 12 midnight will be charged at an additional hourly rate and all
times are subject to prior arrangement with the council only.
2.3
Where the Hirer has agreed to hire the Theatre for a period of less than one week but
more than one day the Hirer shall have access to and have the use of the said parts
of the Theatre for the following hours at the agreed scale of charges published
annually:
(i)
(ii)
(iii)
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On the first day from 6.00pm to 10.30pm.
On the subsequent days from 6.00pm to 10.30pm.
On the final day from 6.00pm to Midnight (to include get out, show to finish by
10.30pm)
2
Any time taken prior to these times will be charged at an additional hourly rate and all
times are subject to prior arrangement with the Council only.
2.4
Where the Hirer has agreed to hire the Theatre for a matinee on any day the Hirer
shall have access to and use of parts of the Theatre from 12.30pm to 6.00pm on that
day. Any time taken prior to these times will be charged at an additional hourly rate
and all times are subject to prior arrangement with the Council.
2.4.2
The Hirer will not allow use of the auditorium space without prior agreement with the
Council (except for technical support and musicians).
2.5
The above times may, on occasion, be amended by prior agreement with the
Manager Theatre and Arts and will be charged at additional hourly rates.
3.
Obligations of the Council
The Council agrees:
3.1
To afford the Hirer the right to use such parts of the Theatre as are specified in
condition 1 during the Hire Period together with all Appurtenances as defined in
condition 1 and with the heating and lighting as is available in the Theatre..
3.2
To provide at its own expense such administrative, box office and cleaning staff as it
shall in its absolute discretion consider necessary for the proper and efficient running
of the Theatre. The Council shall not be liable for the absence of staff caused by
illness, death, and any of the Excepted Causes or any circumstances beyond the
direct control of the Council.
3.3
To obtain and maintain in respect of the Theatre (but not in respect of the production)
all necessary licences and permissions to enable the production to be presented to
the public at the Theatre.
4.
Conditions relating to Performance
4.1
The Hirer shall adhere to all Theatre and Council booking procedures, policies, terms
and conditions at all times. The Council reserves the right to cancel any booking
which contravenes any of the procedures, policies, terms and conditions, but the
Council shall not be liable for any costs incurred by the Hirer in these circumstances.
4.2
The Hirer shall provide full details (title, description of the production, dates and times
of rehearsals and performances, get in and get out times) when requesting a booking
with the Council. See schedule one.
4.3
The Hirer shall complete the ‘finish times’ on the Request to Hire or Event Detail
Form and understands that this time denotes when the company shall have vacated
the premises.
4.4
The Hirer shall provide technical details (a copy of the script, hanging plan, floor plan
and full details of scenery, lighting and sound requirements) no later than eight weeks
prior to the start of the hire period.
4.5
The Hirer shall, when consulting with company members and the Council regarding
programming choices, ensure that the production does not contravene the equalities
statement. See schedule two.
4.6
Rehearsal and performances shall not take place at any time other than as
authorised by the Council.
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4.7
The Hirer shall not permit smoking on the stage or the use of fire works, pyro’s, flame
explosives or any other flammable substances unless required for the performances
of the production and with the prior written authority of the Manager, Theatre and
Arts. The management are only able to grant authorisation having received
authorisation from the Competent Authorities. Smoking on stage must only be used
on stage as an effect and if deemed necessary for effective character portrayal. In
this instance smoking on stage is restricted to performance and not rehearsal.
4.8
The Hirer shall not bring live animals into the Theatre unless required for the
performances of the production and authorised in advance by the Manager, Theatre
and Arts when booking the show dates following consultation with the RSPCA and/or
RMBC’s animal welfare officer.
4.9
The Hirer shall not cause or permit advertisements to be exhibited on any scenery or
effects used for the production.
4.10
The council shall have the right to object to any song, speech, dialog, costume or the
conduct or nature of any Performance which in his/her opinion may be considered
indecorous, improper, in conflict with Schedule Two, or in anyway undesirable and
such objectionable matter shall be forthwith changed or omitted as the Council may
direct.
4.11
The council reserves the right to prohibit the whole or any part of any performance,
which it considers to be undesirable.
4.12
Where a proposed use of the Theatre appears to the Council to be advocating a
particular religion, faith or political cause, formal approval will need to be given by the
Cabinet Member representing Cultural Services.
5.
Obligations of the Hirer
The Hirer shall:
5.1
Provide and produce the production with artists, stage staff and all necessary
personnel, scenery, properties, and dresses and everything appertaining to the
production suitable for production. To ensure that before the first performance of the
production at the Theatre all scenery draping and properties shall be properly fireproofed in accordance with all modern safety standards and to the satisfaction of the
Theatre manager and Senior Production technician and the Competent Authorities.
5.2
Ensure that the cast, artists and everything appertaining to the production and its
presentation at the Theatre shall be of a first class standard.
5.3
Pay all costs and expenses of any nature or sort in respect of mounting and running
the production including any fees or royalties payable in the form of a charge upon
the Council by the Performing Right Society Limited (save only for the annual licence
fee paid in respect of the Theatre) the cost of getting-in, and all costs of getting-out,
including all costs of carriage and storage. P.R.S fees are invoiced on a quarterly
basis in retrospect.
5.4
Provide to the Council, details of all musical items performed in the production, no
later than on the last day of the performance, on the form provided by the Council and
details of net Box Office receipts of the production and at all times shall assist the
Council in meeting any obligations it may have to the Performing Right Society in
respect of the production.
5.5
In the event of the Hirer performing or causing to be performed any copyright piece of
music or singing any copyright song, the Hirer must indemnify the Council and their
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servants from all liability in respect of infringement of the copyright and will repay any
damages to costs which they may incur or be held liable to pay.
5.6
Conduct the presentation of the production so that nothing shall tend to diminish the
reputation of the Theatre or offend against any statute or the requirements or the
regulations or Standing Orders of the Council or endanger the continuance or
renewal of any licences in respect of the Theatre and will comply with the
requirements of the Competent Authorities.
5.7
Not allow any drunken or disorderly person to enter, participate in/with the production
or to remain within the premises. Not allow consumption of alcohol backstage or by
company members performing on stage or as stage crew.
5.8
Not, without the prior written consent of the Manager, Theatre and Arts permit the
Production or any part of it or any rehearsal or part of any rehearsal to be
photographed, filmed or video or sound recorded for any purpose or broadcast by
television or radio and take all steps to prevent the use of photographic equipment
with or without flashing during any rehearsal or performance by any visitor or member
of the public.
5.9
Keep all those parts of the Theatre of which the Hirer has use together with the
Appurtenances and all other technical equipment utilised by the Hirer within the
Theatre clean and tidy and in good repair and working order and condition subject to
reasonable and ordinary wear and tear.
5.10
Take all such precautions in the Theatre, as are usually taken in a theatre, to prevent
any part of the Theatre or the Appurtenances used by the Hirer, its employees,
agents or others acting under its orders, from being destroyed, injured, damaged or
lost provided always that the obligations imposed on the Hirer by this provision shall
not extend to any repairs rendered necessary by reason of any notices and
requirements of any of the Competent Authorities.
5.11
To be aware that the Council does not have an obligation to provide first aid cover
when the theatre is not being used for actual performances and may not have trained
staff on site during rehearsals, fit ups or get outs. During all performances the theatre
will have adequate first aid cover provided as per its licensing requirements.
5.12
On being given specific notice by the Manager Theatre and Arts or any member of
theatre staff, at all time comply with the instructions, requirements or regulations
relating to safety or other relevant matters which may be issued by the Council. See
schedule three.
5.13
Adhere to the maximum room capacities allocated for Theatre dressing rooms 1-5,
the white room and blue room in the annexe. No other spaces should be used as
dressing or rehearsal facilities.
5.14
Not do, or allow to be done, anything where by the policy of insurance effected by the
Council may be invalidated or which may cause the premiums payable by the Council
to be increased or which may cause the terms of the insurance to be made more
onerous.
5.15
Not make any alterations to the electric or other apparatus for lighting, ventilating or
heating the Theatre other than in accordance with the directions of the Manager,
Theatre and Arts.
5.16
Not bring into the Theatre any electrical equipment which has not a current PAT test.
Equipment tests can be carried out by RMBC staff with sufficient notice and at cost as
per the current fees and charges document.
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5.17
Produce, on demand for inspection by the Council, all documents of electrical testing
for any electrical equipment brought into the Theatre.
5.18
Not alter or allow any alterations to any of the Appurtenances nor make or permit to
be made any alteration whatever to the Theatre, its fabric, furniture or fittings.
5.19
Pay all relief staff costs charged to the Theatre in the event that the Hirer fails to
present the production as agreed with the Council.
5.20
Deliver all lost property discovered in the Theatre during the Hire Period to the Duty
Manager or Stage Manager.
5.21
At the expiration of the Hire Period or sooner termination of this Agreement,
peaceably and quietly leave the Theatre without delay and leave the Theatre and
Appurtenances in a clean and satisfactory condition, provided always that if the Hirer
has failed to vacate the Theatre premises at the expiration or the Hire Period without
the prior consent of the management, an additional fee shall be payable in respect of
each hour or each part hour spent on the premises. The hourly fee to be agreed in
advance and set out in the Fees and Charges document..
5.22
Ensure that any Council staff involved with the get in, fit up, rehearsal, performance,
get down and out of the production is allowed a thirty minute break where no activity
is taking place on stage every six hours plus 2 x fifteen minutes break in any eight
hour period.
6
Food and Drinks
6.1
No food or drinks of any kind may be sold or consumed in Council premises other
than that provided by the on-site caterer where such a facility is operating. If you have
specific dietary requirements please contact the caterers as soon as possible.
6.2
The Hirer shall support the venue in adhering to and, where appropriate, comply with
the Licensing act 2003.
6.3
Applications for temporary event notices (bar extensions) must be made in writing to
the Principal Officer Theatre and Arts. It is the responsibility of the Hirer to ensure that
all paperwork is received. Each venue can supply a limited number of TEN’s per year
and we cannot guarantee approval. TEN’s will be charged at the costs stated on the
annual fees and charges for Cultural Services.
7
Security and Safety Obligations
7.1
For productions at the Theatre, the Hirer shall provide four stewards for an audience
of over 150 patrons and three for an audience of under 150. Stewards must be
available Front of House at the Theatre not less than 45 minutes prior to the
commencement of each performance and shall not leave the Theatre until at least 10
minutes after the end of each performance and who shall be fit and proper people
able to comply with their reasonable duties as directed by the Manager, Theatre and
Arts .
7.2
On each night of performance all of the Stewards shall report to the Duty Manager,
Front of House, 45 mins prior to the start of the production. On the first evening of
attendance as a Steward for each performance they shall report to the Duty Manager
1 hour prior to the start of the performance. Stewards shall be 18 years of age or
above. Whilst on duty as Stewards (or any other position with responsibility within the
venues) volunteers must not consume alcohol. Failure to provide the above which
results in the venues providing additional staff cover will result in the Hirer being recharged staff costs as stated in the annual fees and charges for Cultural Services.
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7.3
The Hirer shall ensure that all the Hirer’s staff and other persons involved in the
production are familiar with fire precautions and the fire drill as displayed on the
relevant notices in the Theatre and schedule three. See schedule three.
7.4
The Hirer shall ensure that all volunteers (on stage and front of house) have
undertaken training in the use of theatre equipment and theatre procedures, to be
provided by the Theatre.
7.5
If the Principal Officer, Theatre and Arts Centre, considers it necessary the Hirer shall
arrange and pay for Police Officers to attend the Theatre during any performances,
the numbers of such Police Officers to be determined by the Principal Officer, Theatre
and Arts Centre in advance, in consultation with the Hirer and the local police
authorities.
7.6
The Hirer shall ensure that all exits and the areas in front of, and leading to and from
all exits and all gangways are kept free from obstruction and must not at any time be
used for standing room when a stage performance is taking place.
7.7
All accidents and incidents which occur within the Theatre or Arts Centre must be
reported to the stage manager or front of house manager immediately.
7.8
The Hirer shall comply with the Disability Discrimination Act at all times.
7.9
The Hirer shall produce a Child Protection policy for implementation at all times.
7.10
Wheelchair patrons can be accommodated on A row. People selling tickets for
patrons in wheelchairs should allocate two seats (Eg A1+2)
8
Car Parking
8.1
The Hirer shall ensure that no vehicle used or owned by any member of the company
or their technical crew shall be parked between the Theatre and Annexe from two
hours prior to the start of a performance and until one hour after the finish. The Hirer
shall ensure that customers who have purchased tickets from the company will be
informed that parking is not allowed on the private property surrounding the Theatre
and Annexe.
9
Publicity Obligations
9.1
At the request of the hirer the council can arrange for notices of the production to be
placed in an edition of a local newspaper alongside notices of other productions at
the Theatre or Arts Centre which will be at a charge to the Hirer as set out in the
annual fees and charges.
9.2
The Hirer shall provide to the Council, no later than six weeks prior to the start of the
Hire period, posters, leaflets and/ or front of house photographs for the publicity of the
show. The Hirer shall provide a minimum of 10 posters to be displayed at the
Theatre, or a minimum of 35 posters for display at the Theatre and Libraries. The
Hirer shall not put posters or leaflets up on boards within the venues. All publicity
material should be handed to the Box office staff on duty.
9.2
Where the Hirer wishes further advertisements or notices of the production to be
placed in the local press or elsewhere by the Council the Hirer shall make the
necessary arrangements with the Admin assistant at least 14 days in advance of the
date of the required notice and at the expense of the Hirer (see annual fees and
charges).
9.3
The Hirer shall complete and return schedule four within fourteen days of issue. See
schedule four.
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10
Hirer’s Warranties
10.1
The Hirer warrants that:
The Hirer is vested with all rights necessary publicly to perform the Production at the
Theatre.
10.2
No performance of the production will infringe any of the provisions of the Licensing
Act 2003 nor the copyright of any Third Party.
10.3
The Production is not defamatory of any person, firm or company.
10.4
The production does not contain hypnosis unless prior permissions have been
granted and mutually agreed between The Manger Theatre and Arts and the
licensing authority.
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Hirer’s Insurance Obligations
11.1
The Hirer agrees to take out and maintain such policies of insurance as are
necessary in respect of any scenery, properties and effects brought into the Theatre
and for liability arising out of any defect or accident caused whether directly or
indirectly by such scenery, properties and effects.
11.2
To insure against its potential liability under statute and common law all persons
employed by it in the Theatre or Arts Centre, or acting under its instructions, or on its
behalf and against risks of liability to third parties arising out of any action or default of
the Hirer its agents, servants, or others acting under its orders or under its control.
11.3
The Hirer shall produce on demand for inspection by the Council all policies of
insurance and the receipts for the last premiums due.
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Hirer’s Indemnities to the Council
12.1
The Hirer shall keep the Council indemnified against all liability costs, fees, damages,
expenses or other money incurred:
12.1.1 As a result of any claim whatever by any visitor to the Theatre or person employed by
the Hirer in connection with the presentation of the Production at the Theatre arising
out of the action or default of the Hirer or any employee of the Hirer or any other
person invited into the Theatre by the Hirer or person acting with the authority or
under orders of the Hirer (except for audience members who have arrived and
entered the auditorium solely for the purpose of watching a performance).
12.1.2 As a result of the breach by the Hirer of any of its agreements, obligations or
warranties contained in this Agreement.
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Council’s Use of the Theatre
13.1
The Council (as the Hirer acknowledges) retains at all times legal possession of the
Theatre and all keys relating to the Theatre shall be kept by the Council.
13.2
The Council retains at all times the sole and exclusive right:
13.2.1 To determine the times for the opening and closing of the Theatre.
13.2.2 To control and manage the Theatre.
13.2.3 To use on any days and at all times all or any parts of the Theatre for any purpose in
connection with its own business provided always that the same shall not interfere
with the rehearsals of performances of the production.
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13.2.4 To advertise in and about the Theatre the presentation of forth coming
entertainments.
13.2.5 To sell in the auditorium and elsewhere in about the Theatre all and any articles or
things usually sold to Theatre patrons including without limitation programmes,
posters and items of merchandise and to provide cloakroom accommodation and to
let advertising spaces in programmes, bars and other places and on the back of
tickets and to exercise all other Front of House privileges and to utilise the auditorium
as it sees fit.
13.3
The Council shall sell tickets for the Hirers production via its computerised integrated
Box Office at a charge as stated in the annual fees and charges for Cultural
Services..
13.4
Where tickets are sold by the Hirer, the Hirer is required to provide a ticket secretary
to be present in the foyer area from 45 minutes prior to the start of a performance.
The Hirer’s ticket secretary will be responsible for all enquiries relating to tickets sold
via the company. The Council cannot accept returned tickets from customers which
were originally paid for via the Hirer. Nor can the Council accept monies over the
counter from a customer on behalf of the Hirer unless the transaction is processed via
the ticketing system.
13.5
Where tickets are issued to the Hirer for him/her to sell, the Council will retain a
proportion for sale at the Box Office unless authorisation is given by the Council prior
to the tickets being issued. Seating plans for each performance must be provided to
the front of house management no later than 2 days prior to the start of the
performance.
13.6
The Manager, Theatre and Arts, or any other person authorised by the Council to act
in the place of the Manager shall have access to all parts of the Theatre at all times
and shall be entitled to give directions to ensure compliance with these conditions
and those of the Competent Authorities.
13.7
Nothing contained in this agreement shall be construed to create any partnership or
tenancy between the parties or to give any right of possession of any part of the
Theatre to the Hirer but, on the contrary, the whole of the Theatre and Appurtenances
shall during the continuance of this agreement be and remain in the sole ownership,
possession and control of the council.
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SCHEDULE ONE
Booking Procedures
1.
To book the Theatre or Arts Centre ring the Admin officeon 01709 823641 to request
a date for a show.
Details, which will be discussed at this time, will be the proposed dates, rehearsal and
performance times, title and description of show, hirer’s name, tel and address taken.
If the dates are available and the above details fit with Council conditions and
regulations of use, then a provisional booking will be noted in diary to include all of
the above information.
2.
Provisional booking to be entered into diary.. Diary discussed with Manager,
Technical Services Manager and Marketing Manager.
3.
Request to hire form and technical details, copy of terms and conditions, copy of
annual fees and charges, additional expenses list issued. Note made in diary of when
this is sent. Part one of these forms must be completed and returned within fourteen
days of issue. Part two must be completed and returned no later than eight weeks
prior to the get in date.
4.
The Principal Officer/Admin Assistant will log the request to hire form details with date
of issue, who it’s been issued to and proposed financial terms.
5.
When the hirer returns the completed request to hire form and deposit the details will
be evaluated and checked. All details in part two must be completed to ensure that
we can contact the Competent Authorities in relation to some performance requests
and the Theatre cannot guarantee the response. In addition, part two must be
returned no later than 8 weeks prior to the get in date to guarantee staffing.
6.
The confirmed booking will be entered into the diary with all relevant contact and
booking details listed. The deposit will be banked and receipt issued, plus copy filed.
Note made in diary and on booking system of the date deposit received. A booking
confirmation ‘agreement’ letter will be issued when all details have been received.
The booking is now confirmed.
7.
When the marketing details form (schedule four) is returned the ticket information will
be passed onto the Box Office and Marketing Department to ensure listing in
brochure, if time period allows for inclusion.
8.
Copies of details will be forwarded to the technical and catering departments.
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SCHEDULE TWO
Equalities Statement
With a population of around 250,000 Rotherham Borough comprises a diverse and vibrant
mix of people, cultures and communities. The Council aspires to become not only an
organisation, which promotes and ensures equality of opportunity but also values and
celebrates the diversity within the Borough. Rotherham Borough Council exits to provide
community leadership - representing, serving and involving all people and organisations
throughout the Borough - so that the quality of life for everyone is improved.
RMBC are committed to putting people first and ensuring fairness and equity in service
delivery.
‘This involves the provision of customer friendly services; making buildings and services easy
to find and use; giving clear and relevant information; and ensuring that all services, facilities
and working practices are equally accessible to and appropriate for all its customers,
particularly those who may experience discrimination and oppression’.
RMBC Corporate Plan 2001 –2004
RMBC Theatre and Arts Services is fully committed to the principle of providing equal
opportunities in the delivery of its services, because it appreciates the value of actively
seeking to eliminate any direct or indirect discriminatory practices which may prevent it from
making full use of the skills and aptitudes available within the Rotherham population.
The principle of equal opportunity is supported by the following legislation:
Sex Discrimination Act 1975
Race Relations Act 1976
Disability Discrimination Act 1995
Race Relations (Amendment) Act 2000
And RMBC policies:
Fairness in the Provision of Services to the Community (RMBC)
Equal Opportunity in Employment (RMBC)
Dealing with Diversity (RMBC)
Race Equality Scheme (RMBC)
Draft Community Strategy (Rotherham Partnership)
It is the policy of RMBC to ensure that in access to services all persons are afforded equal
treatment and that no person is discriminated against on grounds of gender, marital status,
age, race, disability, sexuality or religion, or a re placed at a disadvantage by imposed
conditions or requirements which cannot be justified.
The Council accepts the definition of Institutional Racism as detailed by the MacPherson
Inquiry into the death of Stephen Lawrence.
It will attempt to ensure, by undertaking constant review, that there is no collective failure by
the authority in its service provision, to provide an appropriate and professional service to
people because of their colour, culture or ethnic origin. The Theatre and Arts Service will take
appropriate steps to detect racism in, any of its arts/theatre provision, attitudes or behaviour
of anyone involved with this provision, which could amount to discrimination through unwitting
prejudice, ignorance, thoughtlessness and racist stereotyping which disadvantage minority
ethnic people.
Continued over…
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Examples of good practice: Considering producing plays by less well-established playwrights;
undertaking publicity, marketing and audience development with non traditional audience
groups in particular focussing on Cultural Services target groups and communities of interest;
working with other drama and operatic groups to develop a balanced overall theatre
programme that will begin to appeal to a wider audience; seeking sponsorship or grant aid to
stage productions aimed at developing the company’s work or attracting new audiences; the
casting of performers on the basis of their individual abilities as performers regardless of their
racial origins; the range and types of work to be in no way restricted or bound by stereotypical
tradition and convention; providing gender specific events to meet customer needs (ensuring
equality or provision for all genders);
Examples of bad practice: Concentrating on a small number of well-established playwrights
and musicals which use traditional settings; selecting productions which target declining
audience groups; blacking up of white performers (i.e. the use of make up to suggest a
different ethnic origin); whiting up of black performers.
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SCHEDULE THREE
Health and Safety
All company members must sign in at the stage door when entering the building, and sign out
as they leave or move to front of house when the production has finished.
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All corridors, exits, exit routes must be kept clear at all times
Familiarise yourself with the exit routes of the building; if unsure please ask the
Theatre staff.
Note the assembly point location (Catherine Street car park for the Civic Theatr).
Inform immediately the Stage Manager/Front of House Duty Manager if exit
routes are blocked
Fire doors must not be propped open
What to do if you discover a fire in the theatre:
 Sound the alarm at the nearest alarm point (red break glass)
 Leave the building by the nearest exit (do not stop to collect belongings)
 Assemble at the allocated assembly point
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Report immediately to senior member of theatre staff and inform them of the
location of the fire, the extent and cause if known.
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Company members must assemble quickly and separately from audience
members to have a roll call taken by their company stage manager.
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Company stage manager to inform the Front of House duty manager if anyone
from the company is missing.
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Do not re-enter the building until you have been told to by the Front of House
duty manager.
What to do if you discover a fire in the annexe:
 Sound the alarm
 Inform the theatre Stage Manager of fire location, extent and possible cause
 Leave the building by the nearest exit (do not stop to collect belongings)
 Assemble at assembly point

Company members must assemble quickly and separately from audience
members to have a roll call taken by their company stage manager.

Company stage manager to inform the Front of House duty manager if anyone
from the company is missing.

Do not re-enter the building until you have been told to by the Front of House
duty manager.
What to do if the alarm sounds:
 Leave the building by the nearest exit (do not stop for personal belongings)
 Assemble at the assembly point

Company members must assemble quickly and separately from audience
members to have a roll call taken by their company stage manager.

Company stage manager to inform the Front of House duty manager if anyone
from the company is missing.
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Do not re-enter the building until you have been told to by the Front of House
duty manager.
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What to do if you hear annexe alarm:
 Inform the theatre Technical Stage Manager
 Leave the building by the nearest exit (do not stop to collect belongings)
 Assemble at assembly point

Company members must assemble quickly and separately from audience
members to have a roll call taken by their company stage manager.

Company stage manager to inform the Front of House duty manager if anyone
from the company is missing.

Do not re-enter the building until you have been told to by the Front of House
duty manager.
Security:
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Doors are to be kept closed at all times
Do not wedge open doors, if found open please close them
Valuables are your own responsibility, don’t leave them in dressing rooms, keep
them on you or give them to your stage manager to look after.
We can not accept any responsibility for valuables lost or stolen
All equipment must be PAT tested:
 All electrical equipment must pass a visible and PAT test to be used in the
theatre
 Proof of pat tested equipment must be provided
 Equipment can be tested on site for a small fee ( £3.60 per item)
Flying Guidance(Civic Theatre):
 The use of the fly gallery is for authorised, competent persons only. If in any
doubt ask a member of Theatre staff for assistance.
 Training can be provided for the fly equipment
 When tying on a track or barrel, always use a clove hitch with a half-hitch for
barrels and wipe tracks, and a bowline for overlap tracks. No other knots
are acceptable.
 Theatre staff will tie them for you, or check them, if you are not sure.
 When working in the fly gallery:Do not work alone - the equipment may be heavier than you anticipate.
Take a torch with you
Be aware of trip hazards – there are ropes on the floor
Always check that the stage is clear before dropping in flying equipment.
Always alert those on the stage before you start to lower flying equipment.
Always grasp all three flying lines and take the strain BEFORE untying the
lines from the cleat.
When lowering a heavy track, it is acceptable to leave the lines partly
wrapped around the cleat. This allows the track to be lowered slowly and
safely.
Levelling the track/barrel at ground level by 'feeling' the lines will make
deading the equipment easier.
When pulling up, DO NOT pull up with the lines wrapped under the cleat.
This makes your work much more difficult, it causes wear to the lines, and
you are more likely to cause back injuries.
Tie the lines off in the approved 'figure-of -eight with half hitch' method. No
other method is acceptable.
Do not use tape to mark 'deads' on lines. They can mask areas of damage
and make it difficult for theatre staff to carry out visual inspections. They
do not help in deading the lines anyway, as the ropes will stretch at an
uneven rate when in use.
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Stage Managers must ensure that their stage and flying crew are competent
to work, and must not allow crew to work under the influence of alcohol or
drugs.
The Civic Theatre reserves the right to provide, and charge for, stage and
flying crew where it deems that the hirer’s crew is not sufficiently competent
to use the equipment safely.
How To Use Pyro’s:
 Pyro’s can only be operated by authorised persons and will be subject to
authorisation by the Council.
 Training can be given for the use of pyros
Fire Proofing:
 All set, scenery and props must be fire proofed or flame retardant before it can be
used in the theatre
Company Stage Managers Responsibilities:
 The Company Stage Manager must be responsible for signing in and out all cast
and crew members of their performance backstage (at all times)
 We will provide a log book
 The company is responsible for providing adequate licensed chaperoning of
children in their care for children within their care. Please refer to chaperone
guidelines / Child Performance Guidelines.
 To ensure that no member of the company or company crew parks in the theatre
or arts centre parking spaces
Car parking:
 We do not provide car parking facilities at the Theatre.
 There is space for parking on Catherine Street and on Nottingham Street
 The loading bays must be kept clear at all times as it is an emergency exit
 Patrons must not park on private property adjacent to the Theatre or Arts Centre
Over running:
 If companies should over run their performance or get in/get out times a charge
will be applicable (see terms and conditions and annual fees and charges for
details)
 Back stage should be clear no later than 30 minutes after each show.
 No access will be available backstage after the 30 minute period, as the technical
staff will have locked down. (so please take your belongings with you)
No Smoking:
 Smoking is not permitted anywhere on the premises.
Theatrical equipment:
 All theatrical equipment can be used by authorised persons only
 Training will be given to operate certain equipment, eg. Smoke machines
 All volunteer crew or front of house staff must attend a theatre training session.
Personnel
 The Company Stage Manager and crew must attend a theatre training session or
have received a briefing from the Technical Stage Manager with written records
in place.
Please note that in the event of any other evacuation, Council staff will control the
procedures and issue instructions as required.
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