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PH: CHLOE HASHEMI
INTRODUCTIONREGISTERING YOUR VENUE
SECURING BRIGHTON FRINGE EVENTS
HIRING OUT YOUR VENUEPROGRAMMING YOUR VENUE
BOX OFFICEINSURANCE, LICENSING
AND SAFETY ACCESS
FLYERING EVENTS
TIMELINE:WHAT TO DO AND WHEN
PH: JAMES BELLORINI 1
PH: JAMES BELLORINI
WHAT IS BRIGHTON FRINGE?
Brighton Fringe is the largest arts festival in England. Located in Brighton & Hove, the city has a unique heritage of liberalism and creativity. We are a completely open access festival, which means no artistic judgment or selection criteria are imposed on participants. The programme is split up into 12 main event categories: Cabaret & Circus, Children & Youth, Comedy, Dance & Physical Theatre, Events & Film, Literature & Spoken Word, Music, Nightlife, Theatre, Tours, Visual Arts and Workshops.
Brighton Fringe 2019 will take place from 3 May until 2 June.
To find out more about what we do, head over to the Fringe Info section on our website- www.brightonfringe.org
WHY SHOULD I TAKE PART IN BRIGHTON FRINGE?
Brighton Fringe is a showcase for talent, attracting over 1,000 different events in 2018. We offer a platform for companies to try out new work, increase their audiences, gain reputation and enhance exposure to industry professionals. By registering to be a Brighton Fringe venue, you will be a vital part of this experience. You will meet and build relationships with like-minded arts professionals and have fun along the way, as well as increasing footfall to your venue! Your venue will be listed in our brochure (100,000 circulated across Sussex and London) and on our website (over 1,867,000 views in 2018), so being part of Brighton Fringe is a great marketing tool too.
KEY DATES
• Brighton Fringe 2019: 3 May - 2 June 2019• Registration opens: 8 October 2018• Early Bird deadline: 7 December 2018• Early On Sale: 14 December 2018• Brochure deadline: 18 January 2019
N.B. The above deadlines are for Brighton Fringe participants; a venue can register with us at any point during the year. However, we recommend doing so before reg-istration opens on 8 October, so that participants can find and apply to your venue straightaway!
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PH: ANDREW O’HARA 3
To start creating your venue listing, go to Eventotron, our registration site. Go to the ‘Venues’ section at the top of the page and you will be prompted to create a log in.
Once logged in, use the ‘Create new venue’ button and fill in as many details on the form as you can. Once all mandatory fields have been completed, you will have the option to join Brighton Fringe 2019. Hooray!
Tip: Take particular care filling in the Accessibility section of the form. This is what we will use to inform participants and audience members about the accessibility of your venue, so it’s really important that this is accurate and up to date.
Tip: If you want participants to be able to search for your venue and contact you, make sure to tick the option to include your venue in our Venue Browser.For more detailed guidance on the registration form go to brightonfringe.org/take-part/venue-managers/creating-a-brighton-fringe-venue
APPROVING APPLICATIONS
Now that you’re registered and visible to participants, you’re ready to start receiving applications and programming events!
Each time an event applies to your venue, you’ll receive an email from Eventotron to let you know. To check your pending applications, go to the Venues section on Eventotron, where you’ll see a blue notification for pending applications. Click into your venue and go to the ‘Applications’ tab to see more details. If you’re aware of the event, and have already agreed dates, times etc., you’re ready to make an offer! The event will receive an email to let them know that you’ve sent an offer, and they’ll then need to log in and accept it. Once they have, their event will move from your ‘Applications’ tab to the ‘Events’ tab.
Tip: Even if you have already agreed to host an event with a company or producer directly, we still need this to be confirmed through Eventotron.
Tip: We strongly recommend that you don’t make offers to participants if you have had no prior contact with them. Even just a quick phone call to confirm their availability and make sure that the show will fit in your space is vital at this stage.
If you can’t/don’t want to host the event at your venue, click “Decline”.Some venues choose to then complete registrations on behalf of participants, so please liaise with each participant about how you would like to proceed with their registration. If you agree that the participant will carry on with the registration, you will still be able to view the information they have entered to double check for any mistakes before the listing goes to print.
For help contact Participant Services at [email protected] or call us on01273 764 907.
PH: JAMES BELLORINI
Now that you’re registered and visible to participants, you’re ready to start receiving applications and programming events!
Each time an event applies to your venue, you will be sent an automated email from Eventotron to let you know. To check your pending applications, log back into Eventotron and click on your venue in the ‘My Venues’ section of the homepage.
Go to the ‘Applications’ tab, where you will see any pending event applications you’ve received. If you are aware of the event, and have already agreed dates, times etc. with the participant, you’re ready to approve it! Once you have approved an event, the event will move from the ‘Applications’ tab to the ‘Events’ tab.The participant will also receive a confirmation email, either a custom email written by you (you can edit your Welcome Email in the ‘Settings’ tab, within the ‘Venue Details’ section) or an automated email from Eventotron.
Tip: Even if you have already agreed to host an event with a company or producer directly, we still need this to be confirmed through Eventotron.
Tip: We strongly recommend that you do not accept applications from participants if you have had no prior contact with them. Even just a quick phone call to confirm their availability and make sure that the show will fit in your space is vital at this stage, to avoid issues further down the line.
If you can’t/don’t want to host the event at your venue, click “Decline”.
Some venues choose to then complete registrations on behalf of participants, so please liaise with each participant about how you would like them to proceed with their registration. If you agree that the participant will carry on with the registration, you will still be able to view the information they have entered to double check for any mistakes before the listing goes to print.
If you have any problems along the way, contact the Participant Services team by emailing: [email protected] or call us on 01273 764 907.
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APPROVING APPLICATIONS
Your event date(s), times & ticket prices
There are a number of ways that you can charge participants for use of your venue, unless of course you’d like to offer the space for free. Different venues will work differently, so find out what works best for you and your space. The three most common ways to arrange payment are:
• A straight hire – does what it says on the tin, you charge one fee for hiring the space. Please note that with this arrangement, the participant keeps all ticket income, and would usually be expected to register their show themselves.
• A bundle cost – this is also one set fee, but it will take into account multiple costs; for example the venue hire, registration with Brighton Fringe, marketing and a percentage of the tickets sold. The participant pays this set fee, and takes home the rest.
• A door split – this is where you split the income from ticket sales with the participant, either as part of the venue hire cost or instead of it; e.g. 70% to the participant, 30% to you. It is up to you to decide what this split will be.
Tip: Make sure you have clear terms & conditions written out ready to give to participants, including a written contract of your venue hire arrangements, to be signed by both parties. If you need any help with this or would like someone to read over a draft of your contract, contact the Participant Services team.
Tip: Remember that the bank details listed in an event’s registration on Eventotron will be where the final settlement from Brighton Fringe ticket sales is be paid into.
5PH: JAMES BELLORINI
Your event date(s), times & ticket prices
PH: ANDY O’HARA 6
Think about whether your venue will be open during the day, in the evening or both. Will your programme of events be every day, once a week – or will you be the venue for just one event?
Think about your potential audience. Who do you want through the door? If you’re an established venue, will you be programming for regulars or encouraging new audiences?
Tip: Keep Participant Services updated with your availability and the type of events you’re looking to host. We get calls every day from promoters and artists looking for suitable spaces – so we can help direct shows your way!
Tip: When putting together your schedule, ensure you take account of the time it takes for the performers to set up and the audience to get in and out of the venue (in showbiz speak, the ‘get-ins and get-outs’), especially if you have days with multiple performances. Here’s an example of the timings you should be thinking about.
Slot starts: 11amGet in / set up: 25 minsAudience in: 10 minsShow start time: 11.35amShow end time: 12.30pmAudience out: 5 minsGet out: 25 minsSlot ends: 1pm
Your event date(s), times & ticket prices
PH: ANDY O’HARA 7
You are required to sell a minimum of 30% of your tickets (per performance) through the Brighton Fringe Box Office.
TIP: If you are a new venue and you don’t already have a system in place for selling your own tickets, we recommend that you allocate 100% of the tickets to our Box Office. If there are any tickets left before the show starts, you can always collect the remaining tickets from us and sell them on the venue door.
If you would like to set up your own box office, contact the Brighton Fringe Box Office for advice on possible online ticketing systems. Please bear in mind that if you run your own Box Office, you’ll need someone to take bookings, sell tickets and collect ticket stubs.
TICKET ALLOCATION
HOW DOES THE BRIGHTON FRINGE BOX OFFICE WORK?Tickets are available online through our website, in person at our Box Offices, via our app, or over the phone by calling 01273 91 72 72 from the end of February. We levy a commission rate of 6.5% (plus VAT) on all tickets sold.
If you offer reserved seating to audiences, then you will need to provide the Brighton Fringe Box Office with a copy of the seating plan before tickets go on sale. Seating plans can be uploaded within Eventotron, on the Ticketing Details page of an event’s registration. If you need to speak to our Box Office team about your seating plan, please email: [email protected]
EARLY TICKETING: THE THREE STAGES OF ‘ON SALE’
Stage 1 – On 14 December, tickets for events that have registered before the Early Bird deadline go on sale
Stage 2 – From mid-February, all tickets go on sale to Friends of Brighton Fringe only
Stage 3 – From early March, the brochure is launched, and tickets go on general sale to everyone – over the phone, over the counter, on the Brighton Fringe app and online.
BOX OFFICE LOGINThe assigned Box Office contact for your event(s) will be emailed Box Office login details in early March. This allows access to see up-to-the-minute ticket sales information and to also stop sales and pull customer reports. If you have not registered your own events and would also like access to these reports, make sure that you are added as an additional box office contact when your events are registered on Eventotron.
Your event date(s), times & ticket prices
PH: ANDY O’HARA 8
If you haven’t already sold out, it’s always worth having tickets on the door for walk-up audiences. Any tickets not sold through the Brighton Fringe Box Office can be collected and sold on the door of the venue. Please note that these don’t need to be physical tickets – a handstamp will usually do!
ON-THE-DOOR TICKET SALES
COMPLAINTS AND REFUNDSPlease note that all ticket refunds are made at the discretion of the event promoter. Any complaints will be forwarded on to the promoter or venue.
BOX OFFICE SETTLEMENTS
CONTACTING THE BRIGHTON FRINGE BOX OFFICETo speak to the Brighton Fringe Box Office team, please call 01273 764905, or email [email protected]
From March to June, the Box Office contact number is 01273 91 72 72.
During registration, we will require the name and bank details of the person you would like to receive the Box Office settlement for each event. Make sure you have agreed with your event(s) who the ticket money should be paid to. All settlements will be paid by BACS transfer within six weeks of the festival ending, and a breakdown of the settlement will be available in Eventotron, within an event’s registration.
If you are registering an event on behalf of an overseas participant, please see our Guide for Overseas Participants and FEU Tax Guide.
PH: SARAH BROWNLOW
Your event date(s), times & ticket prices
You are also legally required to carry out a risk assessment on your venue and activities. Risk assessment is a careful examination of the things that might cause harm to people in your venue and what measures are in place to prevent that harm. Different authority departments are looking for different areas covered by your risk assessment. For example, the fire service will want to know about the fire risk and your evacuation procedures for both the venue and each production. Public Safety officers need a risk assessment for members of the audience from the queue to get in to the time they leave. Health and Safety are interested in safe working practices, including performers’ safety and all aspects of the staff’s health, safety and welfare. See the Health and Safety Executive website for more information: www.hse.gov.uk/risk/risk-assessment.htm
When running an event at Brighton Fringe you are required by law to ensure the correct licenses are in place in order for your event to go ahead. If you have any queries on event licensing contact the Brighton & Hove City Council Environmental Health & Licensing Team on 01273 294266, or visit their website. You can also find out about the different types of licenses below.
This allows a venue to hold regulated entertainment, whether it’s a play, a film, a sports event, dance, or live and recorded music. It also allows for the sale or supply of alcohol or late-night refreshments. Visual arts is not regulated entertainment, and so open houses and galleries do not need a premises licence, providing that no licensable activities take place (see below), including the sale of alcohol.A premises licence may be time-limited, e.g. for the period of Brighton Fringe.
This is a licence for short or one-off events no longer than 168 hours (7 days) and involving no more than 499 people. This allows for the temporary sale or supply of alcohol and the provision of regulated entertainment or late night refreshments, without needing a Premises Licence or Club Premises Certificate. You can obtain a Temporary Event Notice by submitting an application to Brighton & Hove council, who cannot refuse it unless the Police or Environmental Health have objections on the grounds of public safety, nuisance or crime and disorder.
LICENSING
PREMISES LICENSE
TEMPORARY EVENT NOTICE
HEALTH AND SAFETY
TOURING VENUE / OUTDOOR SPACESIf you are looking to bring a venue to Brighton or to perform outside then you will need to contact Brighton & Hove City Council to enquire about the necessary licenses, available spaces and procedures.
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Your event date(s), times & ticket prices
PH: IMOGEN DAVIS
PRS collects fees from music users and distributes them to writers and publishers. If you plan to play any background music in your venue, you will need to apply for a licence.
Even if your venue has a PRS licence, each event is also responsible for paying PRS fees if copyrighted music is being used. Any live or recorded music that can be heard by the public from an event should be declared by filling out the music usage section of the registration form. More information and the list of PRS tariffs can be found here.
The Regulatory Reform (Fire Safety) Order 2005 puts the responsibility for fire safety measures on the employer in the premises (i.e. you) to safeguard his or her employees and others (i.e. participants and the public) against the risk of fire.Under these regulations you must make sure there are suitable fire safety arrangements in place including evacuation procedures and fire-fighting equipment and training. These laws also require you to provide a written fire risk assessment as part of your Licence application. In formulating the fire risk assessment, the following points should be considered:• What are the risks from fire and how serious are they?• What, if anything, needs to be done?• What training should be given to staff?
TIP: If applicable, you are also legally required to make sure that all props, costumes, set and scenery are suitably fire retardant.
If your premises are to be opened to the general public, you will need to take out public liability insurance. This will cover awards for any damage to a property or injury to a member of the public. It also covers any related legal fees, costs and expenses incurred. Find out more about our preferred insurance provider Encore Insure.
ELCI enables businesses to meet the costs of compensation and legal fees for employees who are injured or made ill at work through the fault of the employer.More information is available at biba.org.uk. BIBA is the UK’s leading independent insurance body, representing both insurance brokers and consumers.
FIRE REGULATIONS
PUBLIC LIABILITY INSURANCE
EMPLOYMENT LIABILITY COMPULSORY INSURANCE (ELCI)
PERFORMING RIGHTS SOCIETY (PRS)
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PH: ANDY O’HARA
Your event date(s), times & ticket prices
It is important that you inform the Brighton Fringe office of your venue’s accessibility. By law you are expected to provide optimum accessibility around the limitations of the space. Your venue’s accessibility can be updated at any time through Eventotron. HOUSE has some great guides on accessibility: http://housetheatre.org.uk/resources/category/access/
In April 2008 Brighton & Hove City Council introduced a flyering ban, preventing the distribution of free printed materials. This has meant that if you would like to flyer in Brighton & Hove, you must obtain a personal license. Brighton Fringe have coordinated free flyering for Brighton Fringe participants with Brighton & Hove Council, enabling flyering throughout the festival in any areas of Brighton & Hove. You will be able to flyer anywhere in the city from 10am–10pm, from April.
Remember to include the Brighton Fringe logo on all of your printed materials! Having our logo on your posters and flyers will not only show your event is part of England’s largest arts festival, it will also act as your flyering permit across Brighton and Hove. Download the Brighton Fringe logo here.
FLY-POSTINGFly-posting is putting up posters or stickers on properties or street items without consent from the owner.
Examples of fly-posting would be:• sticking posters onto boarded up shops advertising a gig• attaching a poster to a lamppost advertising a business• putting stickers onto road signs showing political statements
Please note that fly-posting is illegal and any costs incurred by Brighton Fringe due to fly-posting will be charged to the promoter. Find out more about the terms and conditions of flyering here.
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PH: ANDREW O’HARA
Your event date(s), times & ticket prices
FRINGE ACADEMY
The Fringe Academy aims to create an opportunity for individuals looking to expand their knowledge and understanding of the arts, providing skills based training, advice and support targeted at young people and those looking to work within the arts.
We run workshops throughout the year which are open to all Brighton Fringe participants and venue managers to attend, as the workshops are added they will be announced on our website and in marketing emails, so keep an eye out!
All of the workshops as part of our Fringe Academy are free and are run in partnership with the University of Brighton.
VENUE FAIR
Each year in November we host a venue fair, which is a perfect opportunity to showcase what your venue has to offer and a chance to speak to participants 1-2-1 about potential partnerships! Look out for an invitation to this via email around October.
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VENUE MANAGER MEETINGS
Venue Manager meetings are held monthly and are open to everyone. They’re a great opportunity for you to come along and chat with the Brighton Fringe team and other Fringe venues, get updates about the festival, and voice any concerns or issues you may be having.
An archive of minutes from our past meetings, and details of the next meeting, can be found on our Venue Managers Facebook group. We also include this information in our weekly emails to venue managers.
TIP: If you are running a Brighton Fringe venue or space and are not receiving invites to these meetings, please email [email protected] to be added to the list.
• Register your venue on Eventotron and join Brighton Fringe 2019
September October
• Decide on your hire rates and a timetable for the festival
• Come along to our free Fringe Academy workshops, hosted by the Participant Services team from October to June.
• Registration opens 8 October 2018
November
• Start programming your events.
• Encourage artists and performers to visit your venue before confirming a booking
December
• Double check all of your event registrations and proof-read brochure listings (the Brighton Fringe team also do this, but it’s really helpful to have an extra pair of eyes)
• Final deadline to confirm registrations and pay is 18 January 2019 at midday
• 18 January is also the final deadline to book any additional advertising either in the Brighton Fringe brochure or on our website
• If you have the budget, consider investing in some lamppost banners to help promote events at your venue
• All tickets go on sale in the last week of February to Friends of Brighton Fringe
January February
TIMELINE: WHAT TO DO AND WHEN
2018-2019• The Brighton Fringe brochure is
launched first week of March and tickets also go on general sale.
• Start advertising and promoting your event(s): print material, press release, etc. See the Event Promotion section in the Participants area of our website for more tips!
• Download the Brighton Fringe Media List from Eventotron
March April May June July
• Contact members of the press and invite them to your events
• Display your venue board (provided for free by Brighton Fringe)
• Start flyering to promote your events, and remember to include the Brighton Fringe logo on all flyers to avoid a fine from the council!
• Check Box Office reports for updates on ticket sales
• Collect your participant pass from the Participant Hub. Your pass will entitle you to discounts on show tickets as well as food/drink discounts with our selected partners in Brighton & Hove. Find out more about the Participants Hub in the participant area of our website
• Settlements are sent out in six weeks of the festival ending
• View our full terms and conditions at www.brightonfringe.org
• Complete the Venue Managers Survey and give us your feedback on Brighton Fringe
Brighton Fringe2019
3 May to 2 June
• Finalise details with participants and confirm your programme
• Encourage participants to register by 6pm on 7 December 2018 to qualify for Early Bird discounts on registration fees, and to be included in our early on sale period
• Early on sale opens to Friends of Brighton Fringe on 13 December, and to the general public on 14 December
