Promoter Performance Contract

Downloadable version

By submitting the Show Request Form, the Main Contact on behalf of the Organisation named on the form (‘Promoter’) is agreeing with Live & Local Ltd, Pageant House, 2 Jury St, Warwick, CV34 4EW (‘Live & Local’) to host the requested number of performances(s) (‘Event’) on one of the preferred or possible dates offered against each option on the Show Request Form.

Wherein it is agreed as follows:

Promoter’s Responsibilities

Requested Dates and Amendments:

1. Holding all dates requested on the Show Request Form in the venue's diary.
2. Informing Live & Local asap of amendments to possible or preferred dates or events on the Show Request Form.
3. Dates or events requested on the Show Request Form (unless amended) and subsequently confirmed in the Event Confirmation email which cannot be fulfilled by the Promoter will be treated as Cancellations.

The Event and Venue:

1. Booking, paying for and staffing the Venue for the Event.
2. Ensuring the Venue is accessible and available for the Company’s Get In before the doors open and Get Out after the audience is clear as detailed in the Menu.
3. Ensuring the Venue and Event is appropriately licensed (including PRS & PPL as required) and insured for the Event.
4. Ensuring that all aspects of the Event and Venue are set up in accordance with the Licence and Health & Safety requirements and that a risk assessment appropriate for the Event and the Venue is carried out.
5. Ensuring that appropriate safeguards for this Event and Venue relating to children and vulnerable adults are in accordance with current legislation.

Promoter’s Costs:

1. Paying the fee quoted for the Event. You will be invoiced for the fee after you have sent back the box office Returns Form. The invoice will have 30 days terms.
2. Informing Live & Local promptly of any grant, sponsorship or other fund raising or applications made or intended for this event.

Company Hospitality:

1. Providing tea/coffee making faclities and light refreshments as detailed for the Event, contacting the Company regarding their exact requirements for hospitality.
2. Ensuring that the Event layout (Format and Seating) detailed for the Event is adhered to.
3. Providing information about the Venue to Live & Local and/or the Company.
4. Providing the technical facilities, Get in/out times, performance area and personnel detailed in the Menu against the Event.

Marketing & Publicity:

1. Submitting the Publicity Form detailing all box office, ticket pricing and catering arrangements for your event by the deadline. The Publicity Form is part of this contract with Live & Local Ltd.
2. Adequately publicising the Event within your community and adhering to the information submitted on the Publicity Form or contacting Live & Local about proposed changes.
3. Ensuring that all locally produced posters leaflets/press statements/direct mail acknowledge financial support of the county scheme, the Arts Council, England and your (generally) two local authority(s). Logos are available from the Live & Local office.
4. Publicising the Event through your local press in conjunction with Live & Local.
5. Agreeing that the main contact's home number (or mobile number if there is no home number) we have on record for your group can be used as the default main box office number in the event that we do not receive your Publicity Form for an event by the deadline.

Box Office:

1. Ensuring that tickets are available to the whole community.
2. Agreeing all ticket prices, concession categories & special offers with Live & Local.
3. Running a box office and providing advanced sales/reservations facilities including a local telephone number with an answering service.
4. Providing a `float' for running box office on the day.
5. Making available two complimentary tickets per Event up until 3 days before the event for Live & Local to be used at our discretion.
6. To actively distribute the Live & Local network's marketing information at the event (this includes but is not restricted to brochures, surveys and Live & Local mailing list opportunities).

Monitoring & Reporting:

1. Completing and returning all paperwork and reporting forms promptly and fully.
2. Returning the Returns and Event Report Forms within five days of the Event.

Live & Local’s Responsibilities

Contracting Promoters:

1. Sending a Show Request Confirmation email confirming there is a Performance Contract for the Event. Non receipt of the Show Request Confirmation e-mail does not null and void the Performance Contract.
2. Co-ordinating bookings, negotiating fees, contracting (This Agreement) and charging the promoters.
3. Confirming amendments to the Show Request Form passed on by the Promoter.

Booking & Paying Performers/Artists:

1. Co-ordinating bookings, negotiating fees, contracting and paying the companies.
2. Ensuring that an appropriate risk assessment has been carried out by the Company.
3. Ensuring that appropriate safeguards by the Company for this Event relating to children and vulnerable adults are in accordance with current legislation.

Marketing & Publicity:

1. Providing advice on marketing and publicity.
2. Publicising the scheme as a whole and recruiting new participants.
3. Providing advice support and resources for publicising the Event through the press.
4. Providing at least 300 x A5 leaflets and 30 x A4 posters (or similar print).
5. Providing a Marketing Sheet, Ticket Sellers Notes, tickets (N/a for Nottinghamshire) and a box office system.

Advice & Support:

1. Providing support on budgeting, event management and audience development.
2. Distributing information about suitable companies to participating Venues.
3. Raising funds from local authorities, the Arts Council and other funding bodies.
4. Supporting and developing the network of Promoters and networking with other National Rural Touring Forum members

Cancellations:

Submitting a Show Request Form constitutes an offer from you to Live & Local Ltd to host Event(s) as part of the community performance scheme under the terms of this Performance Contract. If an Event is cancelled after submitting the Show Request Form the following conditions apply:

1. If the Promoter cancels the Event without the agreement of Live & Local the Promoter is liable for the full Company Fee +Vat quoted in the Menu and will not be eligible for the Event Support Fund.
2. Where it is agreed that the cancellation is unavoidable and caused by circumstances beyond the control of either party (ie: not by default or neglect) this Agreement shall be cancelled and costs incurred by both parties in preparation for the Event shall be apportioned by mutual agreement.
3. If the Promoter cancels the Event with the agreement of Live & Local less than 30 days before the Event the Promoter is liable for the Company cancellation fee + Vat*. More than 30 days you will be charged the minimum guaranteed fee detailed for the Event or £300 + Vat which ever is the greater.
4. Should Live & Local cancel the Event after the Final Confirmation email for the Event has been sent, Live & Local will cover any agreed costs incurred by the Promoter in preparation for the performance, except where Clause 2 above applies.
5. If the Event cannot go ahead because an appropriate Licence is not in place the Promoter will be liable for the full company fee + Vat quoted in the Menu.

* NB: At less than 30 days before the performance the company cancellation fee is likely to be the full company fee + vat that is published in the Menu. Also available on request.