VENUE BOOKING FORM

SECOMBE THEATRE
Please return your completed booking forms
(pages 3,4,5,6) together with 150 deposit cheque payable to the
London Borough of Sutton within 3 weeks of provisionally booking the date, to confirm the booking. The form is to be returned to:

Diane Cash
Secombe Theatre, 42 Cheam Road, Sutton, SM1 2SS.
diane.cash@sutton.gov.uk
Direct Line 020 8770 6988

In order to comply with our marketing guidelines, hirers must contact the marketing department, when mailing a provisional booking in order to receive our media
guidelines and deadlines for inclusion in our marketing programme.

FOR MARKETINGCONTACT
Kate Puleston
kate.puleston@sutton.gov.uk
Direct Line 020 8770 6987

For all of your technical requirement, please contact

the Theatres Technicians

theatretechnicians@sutton.gov.uk
Direct Line 020 8770 6989

Post: Secombe Theatre, 42 Cheam Road, Sutton, SM1 2SS

BOOKING GUIDELINES
All hirers must complete the booking form in full.
Incomplete booking forms will be returned to the hirer.
All hirers must submit marketing information. We are unable to put your show
on sale without this as it is a requirement of the online booking system
Once a production is on sale we are unable to alter the information.
Once a production has been advertised we are unable to alter the

information.

The marketing guidelines pack is available via the website,

www.suttontheatres.co.uk or via email from the Marketing Manager. All hirers
need to request a copy and adhere to the guidelines outlined in the pack.

PRODUCTION GUIDELINES
All hirers should have the following
PRS/Licenses
The hirer must provide the venue with a complete a PRS form, or provide the venue
with a copy of their Performing Rights License prior to the event. For variety/dance
school production please note that if any dialogue/costumes/set/dramatic action from
musicals is included organisations would need to seek a Grand Rights Licence for the
relevant rightsholder. In many cases permission will not be forthcoming as with many
shows, staged extracts cannot be performed.

Please make sure that PRS forms are completed and return to the
theatre prior to the first performances.
The correct PRS Form will be sent to you on
confirmation of your booking.
Using Children in a Production
Any production that involves the use of children must seek the advise of the Local
Education Authority as to whether they need to apply for
licenses. All productions that use children must have licensed chaperones on duty. If
you have any questions regarding licensing children for your production, please contact Jennie Johnson on BSAS@sutton.gov.uk.

INFORMATION ON THE ABOVE ARE AVAILABLE FROM THE VENUE.

Secombe Theatre Hire

Show/event title:
Name of Hirer:
Organisation:
Address:
Tel:
Email:
Member of the Arts Network Sutton:

Yes (

No (

Please select from the hire options below:

Weekly 62 Hours (
Daily 12 Hours (

1/2 weekly 44 Hours (

Hourly Minimum 5Hours (

Dates of Hire:
Day

Date

Arrival Time

Departure Time

Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday

Event description:
(e. play, musical, conference, etc.)

Cast Size (to include all backstage personnel and band members)
First Performance Date:
Last performance:
Performance Times
OR
Event Times

Matinee:

Evening:

From:

To:

(in the case of private events - conferences, prize givings etc.)

Time of Interval:
Length of Show:

PIANO REQUIRED (delete as appropriate):YES / NO (if yes): ONSTAGE / OFFSTAGE

TUNED: (If Yes charged at cost to hirer)

YES / NO

Dressing Rooms:
Please note that the cast size CANNOT exceed the dressing room capacity stated Below:
Dressing Room Capacity

Please tick if required

Dressing Room 1: 15
Dressing Room 2: 15
Dressing Room 3: 20
Dressing Room 4 : 10
Function Room (additional cost) : 120

Seating Capacity:
A) to seat 341 persons with orchestra pit ( )
B) to seat 341 persons without orchestra pit (
Allocated seating (
TICKET PRICES:

unallocated seating (

(excluding 1 Booking Fee):

Adult:

)
Concession* :

*Unless otherwise stated, your concessionary price(s) will be applied to Children (16 or
under), the Disabled, Senior Citizens, Students and the Unemployed. Please delete or
amend as appropriate.
Please indicate if you are happy to offer complimentary carer tickets: YES / NO
Please indicate any special offers or discounts:
Do you have Children in the production Yes / No
If yes, please attach a copy of the LBS Body of Persons Licence
Please can you give us the name & contact details of your certified tallescope operator:
If you need Sutton Theatres to operate the telescope on your behalf, there will be a
charge for this service.
CATERING:

Would you like the Bar to be open for :

Pre-show: YES / NO

Interval: YES / NO

Post Show: YES / NO

Please be aware that the bar will not remain open after your agreed hire time.
Is there any other hire questions you have that we can look into for you...

WEEKLY THEATRE HIRE: (62 hours)

Weekly theatre hire runs from Sunday to Saturday inclusive, and for the
hours as specified below:
Sunday, Monday and Tuesday
Wednesday, Thursday and Friday
Saturday

11.00am - 11.00pm
6.00pm - 11.00pm
1.00pm - 12.00 midnight

Please note there is no reduction in cost if the hirer chooses not to perform a Saturday matinee. Additional performances - midweek matinees
or late night shows - will incur additional costs.
LBS Community Groups:
3040.00
(Members of Sutton Arts Council & Schools with registered
educational status)
Commercial and all other hires:

4020.00

Weekly Hire
This is to include 44 hours hire:

DAILY HIRE RATES:

2600.00

11.00am - 11.00pm

LBS Community Groups (as above)

1000.00

All other groups

1060.00

Hourly charge (minimum 5 hours)

150.00
Daily hire rates are based on the assumption of a single
performance (where applicable): a second performance will
incur an additional charge of 50.00.
Bank Holiday bookings
By negotiation
(including weekly bookings incorporating a Bank Holiday)

VAT is not applicable to the hire of this venue.

MISCELLANEOUS ITEMS
Use of Auditorium for Rehearsal

600.00

Video Licence

60.00

Projector hire (daily)

32.00

Projector hire (week)

185.00

Additional hours before midnight hourly

150.00

Additional hours after midnight hourly

200.00

Second technician hourly

20.00

Tuning of piano

On request

Lighting design

220.00

Setting of pyros (will need 2nd technician)

Haze/Snow machine per day

26.00
8.00

Radio microphones daily per mic (6 available)*

26.00

Radio microphones weekly per mic (6 available)*

62.00

Hand held microphones daily per mic (4 available)

26.00

Hand held microphones weekly per mic

(4 available)

62.00

Use of Orchestra pit

108.00

Function Room as dressing room (weekdays)

180.00

Function Room as dressing room (Weekends)

210.00

*Price will include batteries

Please note that the Hirer shall be liable for, and shall make good to the satisfaction of the London Borough of
Sutton, all damages done to the Venue, any fixtures or fittings or furnishings belonging to the Venue, caused
by the act, or through default or neglect of the Hirer or any member of the Hirer's party or associates of the
Hirer's party, or by the nature of the presentation itself
NB. It is the hirers responsibility to ensure that all necessary licenses and permissions relating to the recording
of their performance(s) are received, and to supply evidence of such to the theatre.

Hirers Health and Safety Agreement

By signing this document on behalf of the Company, you agree to abide by Sutton Theatres Health &
Safety Guidance
Please bring this document to your Production meeting with Sutton Theatres Technician
Venue____________________________
Name of Show __________________

Dates of Hire_______ to__________

Date _______________

Technician _____________________
Has your Cast/Crew had a Fire evacuation and H&S briefing?
Have all electrical items been visually inspected and PAT tested?
Do you have a Registered First Aider in the Company?
Please can you give name of First Aider? ___________________
Name of certified Tallescope & Working at Heights Operative ______________
Have you seen the relevant Risk Assessments and have been explained to you?
Name of Risk Assessment

Tick

Flying Scenery
Followspot
Working at height using Access Equipment including Tallscopes & ladders
Rigging & focusing
Slips .Trips and Falls
Pyrotechnics
Other

No of Fobs Issued to Company: _______________________

I agree, on behalf of the Company, to adhere to Health & Safety Guidance, as explained by
Sutton Theatre staff
Signed _____________________ Dated______________________

Please can you fill this out with the Theatre technician prior to your event.

PRODUCTION TECHNICAL REQUIREMENTS

Event:
Date:
Time of ArrivalTechnicians:
Time of ArrivalCast:
Length of Get-In Required:
Length of Fit Up Required:
Stage Equipment Requirements:

Lighting Requirements:

Sound Requirements:

Is the set fireproofed?

Yes

No

Will you be using smoking in your production? (A License is required)

Yes

No

Will you be using any pyrotechnics in your production?

(A trained person is required to operate)

Yes

No

Are there any firearms in your production? (A License is required)

Yes

No

Have you taken out adequate fire precautions?

Yes

No

Do you have your own insurance cover for your production?

Yes

No

Will you be filming your production? (A License of required)

Yes

No

I have enclosed a set description and plans to scale

Yes

No

Your Technical Contact:

Telephone/Mobile:

Email:

PLEASE INDICATE WHAT PERSONNEL YOU WILL BE SUPPLYING & THE NUMBER OF STAFF IN EACH ROLE
Lx Operator

Stage Manager

Asst Stage Manager

Lx Operator

Sound Operator

Technical Team