Publicity Form

If there is anything you are unsure about or you have publicity plans which you would like to talk through, please call or email us.

This sheet will give you additional information about what needs to be completed in each section of the publicity form, as well as a few pointers and things to think about.

Before you start filling out your Publicity form please check the recommended seating layout for your show. If you wish to use a different layout please call us. Food can only be served at shows with “Tables” specified against ‘seating’ in our Menu. Please refer to the On the Day and Hall Layout sections on the website.

Venue Name: Please select your venue name as you wish it to appear on your tickets and publicity information. If it does not appear on the form or is incorrect please contact us asap.

Performance Date: Pre populated as per the confirmation email you will have received.

Show Title: Pre populated as per the confirmation email you will have received.

Start Time: This is the time at which the show will start, not when the doors open, if you would like to include a time at which doors open you can do this in the ‘Additional information for posters and leaflets’ and/or ‘Additional information for printing on the tickets’.

The latest a show can start (i.e. curtain up) is 8pm – some performers may have a way to travel after their show. 

Tickets

Total number of tickets: Please enter the total number of tickets you require. Do not ask for more tickets than your venue's capacity, this could lead to overselling.

Please think carefully about your capacity for the show, it may not necessarily be the normal venue capacity as the company may require a larger performance area or a specific kind of seating – please visit Hall Layout for more information, or view the full technical specifications for your show in the Menu.

Ticket Price and Categories

You may find the Setting Ticket Prices section useful when thinking about ticket pricing.

Price Category: By this we mean ‘Full Price’, ‘OAP’ or ‘Child under 16’ for example. You will need to complete a section for each category, even if two different categories have the same ticket price.  Please note: if you are offering food this should only be as an optional extra, so you should allow for a ‘show only’ category as well as a ‘show + food’ category.

Price (required): This is your basic ticket price – we will use this price to calculate your final fee.

 

Catering Supplement (optional): Here you should enter the additional cost/charge for any food, refreshments or other adjustments. For example, if your ticket price is £12.00 and you want to charge an additional £2 for a food option you would add that here, making your total ticket price, for this category, £14.00. Please visit Catering & Bars for more information; also ensure that your event is suitable for catering by visiting the Menu and checking that your show is marked tables. Please note: if you are offering food this should only be as an optional extra, so you should allow for a ‘show only’ category as well as a ‘show + food’ category.

The standard and concession prices on your Publicity Form(s) are what we will use to calculate your final fees. Each ticket price break can have an additional catering supplement that will not be used to calculate your final fee. If it is £2 or less, the ticket price will be shown as one price (e.g. Standard £12 + Catering Supplement £2 will be shown on all publicity as £14) However we will only use the £12 element to calculate your fee.

If the catering supplement is greater than £2 we will advertise two prices and there will always be two ticket prices on all publicity. (E.g. £12 standard and £14 including food)

NB: If there is only one ticket price advertised (i.e. food is not optional) and the catering supplement is greater than £2, the fee will be calculated on the full price.

NB: If you're using online ticketing, please take note of the following guidelines for 2022:

• Promoters SHOULD NOT absorb the booking fee 
• Promoters set the ticket price at face value (this is what goes on the publicity from) and the booking fee is added at the checkout by the ticket provider.
• We will charge the promoter at face value of the tickets as per the publicity form
• Promoters insistent on absorbing the booking fee should put this full price on the form and will be charged against the full advertised ticket price. The advertised ticket price must go on the publicity form 
• We will advertise tickets at face value and will not give notice(s) on publicity such as ‘booking fees may apply’. 

 

No. of people per ticket (required): This option is primarily for if you would like to offer group or family tickets, you would enter the number of people that each ticket applies to e.g. for a group of four you would enter 4; for individual tickets you would enter 1. You do not enter the number of tickets you need for each category. 

We have provided room for 6 different categories, but you do not need to fill them all, to just have 1 ticket price and category is fine. Complex pricing structures can often be difficult for ticket sellers and your potential audience to follow.

Details for any Catering Supplements: This is for our internal information and use only. Please provide us with details of what you intend to do and when, plus consideration of the seating arrangements/room layout. For example: Cabaret style/tables with optional fish and chip supper at an additional £2.00 – booked in advance. To be served at interval. Please note: if you are offering food this should only be as an optional extra, so you should allow for a ‘show only’ category as well as a ‘show + food’ category.

The standard and concession prices on your Publicity Form(s) are what we will use to calculate your final fees. Each ticket price break can have an additional catering supplement that will not be used to calculate your final fee. If it is £2 or less, the ticket price will be shown as one price (e.g. Standard £12 + Catering Supplement £2 will be shown on all publicity as £14) However we will only use the £12 element to calculate your fee.

If the catering supplement is greater than £2 we will advertise two prices and there will always be two ticket prices on all publicity. (E.g. £12 Standard and £14 including food)

NB: If there is only one ticket price advertised (i.e. food not optional) and the catering supplement is greater than £2, the fee will be calculated on the full price.

Additional information for printing on the tickets: This is a great place to put any additional information your audience may need to know once they have purchased their ticket. For example, if the doors open earlier or their ticket includes a free drink. This space is limited to 50 characters so keep it short and sweet.

Box Office Information:

All information provided in this section will appear on our website.

Main box office number (with answering service): This is the main phone number which will appear in our What’s On Diary and our website listings, and will need to have an answer phone or message service to make it as easy as possible for potential ticket purchasers. Any additional telephone numbers can be added in the ‘Tickets available from’ field.

Tickets available from: This is where you put the details of your ticket sellers and points of sale. It is best to keep this information as brief and exact as possible, for example: Sam Jones on (01926) 402173; Jo Bloggs on (01926) 555222 or from The Village Shop.

We would advise against including your home addresses as this information can be given over the phone at the time of enquiry. Good availability is the first rule of selling tickets, so giving us one telephone number for someone who is never in is not much use!

Think about the type of show and who it might appeal to, is there anyone who may have access to this potential audience who can become a ticket seller? Will a local pub or shop be a good point of sale?

Additional information for posters and leaflets: This is where you should add extra information which might help sell the show or would be useful for your audience to know e.g. Licensed bar open from 7pm; Bring your own nibbles; Parking available on High Street; Fancy dress optional. Again you are limited to 150 characters so keep it specific and concise.

Marketing and Print Requirements:

Overprinted leaflets: We will provide you with 30 A4 overprinted posters, plus either 300 or 500 A5 leaflets – please specify your required quantity.

Electronic version of the poster: we can also supply you with an electronic version of the poster, provided as a jpg, you can then add this to emails to send to a mailing list, out to friends or local businesses – who can then print it off and help with the publicity.

Additional marketing requirements: This is the space where you can tell us if you require anything different or in addition to our standard service, which includes:

• 8 weeks ahead of the show we’ll email you a marking sheet – which includes details about your show as well as an image which you can use for press releases and in parish newsletters or magazines   

• 6-8 weeks ahead of the show we will send you 30 A4 overprinted posters and either 300 or 500 A5 overprinted leaflets.

It is always best for us to have as much information as possible so add anything you feel necessary here. We are also happy to try and accommodate any additional logos you have for your venue or promoter group, please make a note of these here and email your logos to [email protected].

Early Delivery: We aim to have your overprinted posters and leaflets with you 6-8 weeks ahead of your event, we know that some of you may have requirements for your publicity material to arrive earlier – if this is the case then please let us know here. 

Please remember that we can only publish the information that you give us.