Altona Theatre Hire Pack 2019

Hire Pack Contents

• What we need from you • Introduction • Contact Details • Event Management Information • Staffing • Terms and Conditions of Hire Appendix 1 • The Booking Process Appendix 2 • Venue Hire Fees and Charges Appendix 3 • Technical Charges and Additional Equipment Appendix 4 • Seating Plan Appendix 5

What we need from you:

Once your booking has been confirmed, we will require the following:

1. Ticket Order Form Council-printed tickets must be used for all performances at Altona Theatre. External ticketing outlets (e.g. TryBooking, Ticketmaster) may be used with prior advice to artsfacilities@hobsonsbay.vic.gov.au To order your tickets please complete the online booking form at www.hobsonsbaytickets.com.au\ticketorder Tickets will be mailed out to you within 7 business days of receipt of your order. Due date: at least 6 weeks prior to first rehearsal/performance

2. Hire Agreement Due date: 6 weeks prior to first rehearsal/performance. Please complete the on-line Hire Agreement form at https://form.jotform.co/71930134585861.

3. Altona City Theatre Technical Requirements form Due date: 6 weeks prior to first rehearsal/performance. Form can be completed online at www.altonacitytheatre.com.au/techform (Please note: Altona City Theatre Inc (ACT) provides technical services and equipment to Altona Theatre. ACT is a separate entity from Altona Theatre. For all enquiries regarding technical services and equipment please contact James Holt on 0417 106 578 or jamesholt@altonacitytheatre.com.au) Altona City Theatre Technical Specifications and other useful information can be found at www.altonacitytheatre.com.au/techservices/

Introduction

Altona Theatre is one of Hobsons Bay City Council’s four performing arts venues, where the Council’s annual performing arts program Arts at Your Doorstep is staged. The theatre is available for professional and community hire, including but not limited to the presentation of plays, musicals, concerts, ballet and other branches of the performing arts. The venue is also suited to graduation ceremonies, meetings and conferences.

The theatre is owned and managed by Hobsons Bay City Council. Technical services are provided by Altona City Theatre Incorporated, the resident theatre company who operate and maintain the lighting and sound equipment in the theatre. Together, we aim to provide you with the best possible customer service with the resources and facilities available.

Please read through the documents in this pack thoroughly. To ensure you receive maximum benefit from your hire of the theatre, it is important you are familiar with the venue, how it is managed, and what the expectations are of you, the hirer.

Due to the high demand for hire during the October to December concert season, hire is available through an expression of interest process. Expression of interest forms will be sent to interested hirers at the conclusion of each concert season.

Altona Theatre contact details Bookings Arts Facilities Officers email: artsfacilities@hobsonsbay.vic.gov.au Phone: (03) 9932 4076

Website www.hobsonsbay.vic.gov.au

Postal Address Hobsons Bay City Council, PO Box 21, Altona, Victoria 3018

Technical Manager James Holt email: jamesholt@altonacitytheatre.com.au Mobile: 0417 106 578

Theatre Address 115 Civic Parade, Altona, Victoria

Melways Reference Map 54, H10

Transport Options Bus: 415 Laverton - Altona – Williamstown. Runs via Civic Parade.

Train: Altona Station, on the Werribee line. It is a 5 minute walk along Pier Street, north of the station to the venue.

Car: Parking is available adjacent to the venue on the western side. Council enforced time limits apply in some areas.

Event management information Following is information on general operations at Altona Theatre to help with your preparations. More detailed information on theatre rules can be found in the terms and conditions section.

Seating

Altona Theatre is a 244 seat venue. In addition, there are two areas (D1, D2) and (D17, D18) for patrons in a wheelchair or with a movement impairment. Please contact the Council’s Arts Facilities Officer if these areas are required. Please note that if these areas are not required for this purpose, seats D1, D2, D17, D18 are available for general sale. For safety reasons, patrons are not permitted to sit in the aisles. Council-appointed Front of House staff reserve the right to remove any patron without a seat in the auditorium during performances.

Tickets, programs and merchandising

Council-printed tickets must be used for all performances at Altona Theatre. An additional fee applies for ticket printing, which has been provided for hirers at a discount rate. If you have not already ordered your tickets, please go to: www.hobsonsbaytickets.com.au/ticketorder. External ticketing outlets (e.g. TryBooking, Ticketmaster) may be used with prior advice to artsfacilities@hobsonsbay.vic.gov.au

It is the hirer’s responsibility to sell and manage their own tickets. This includes any pre-performance sales, providing a ticket seller in the foyer for door sales, and ticket collections prior to the performance starting time.

It is also the hirer’s responsibility to manage the sale of any programs, souvenirs or merchandise in the theatre associated with the event and to secure any monies.

Kiosk

The theatre kiosk is operated for performance bookings by a Council-contracted caterer. It is opened pre-show, usually 45 minutes prior to the performance start time. The kiosk can be opened for longer periods at the hirer’s request. The caterer is also able to provide additional catering on request (for example, cast/crew catering, after show supper, etc.).

Please note: hirers are not permitted to bring or sell foodstuffs (including alcohol) into the foyer at any time.

Occupational Health and Safety

All users of Altona Theatre must ensure that their use and performance activities meet their Occupational Health and Safety obligations and do not put themselves or others at risk. For the duration of the hire period and use of the Altona Theatre, including rehearsals, performances, set up and packing up, the Altona Theatre is the Hirer’s workplace and the relevant sections of the Occupational Health and Safety Act and Regulations apply to the hirer.

First aid

Hirers need to provide their own first aid kit and have a first aid officer located backstage at all times. It is the hirer’s responsibility to provide first aid assistance to cast and crew.

During performances, Council Front of House staff will have a basic first aid kit in the foyer available for patrons.

Cleanliness

The hirer is required to keep the theatre clean and tidy during their use, and use the bins provided for general rubbish (e.g. food packaging). Larger items of rubbish, e.g. costumes, sets, must be taken away with the hirer.

The theatre will be cleaned by Council staff between each hire and after each performance. If the venue is not left in a tidy state, any additional cleaning charges will be the responsibility of the hirer.

Confetti, streamers, chewing gum, small polystyrene balls and other small projectiles, fireworks, and explosive devices are expressly prohibited. Glitter may be used on costumes, but hirers are responsible for ensuring glitter has been cleared from backstage areas, including carpets. Only drinks with a secure cap are allowed on the stage area, in the auditorium and in dressing rooms. Parking

Public parking is available in the parking lot on the western side of the venue. No time limits apply in this car park. Street parking is also available, however Council-enforced time limits apply.

Disabled parking spaces are located at the front of the building.

Parking in the loading bay behind the theatre is restricted to vehicles directly involved in loading of props and sets. The loading bay is not to be used for performer or crew parking.

Reserved parking space is not available for staff and guests associated with your event. For safety reasons, parking is not permitted in the driveway outside the front of the theatre. Technical equipment and services

Altona City Theatre Inc. (ACT) provides technical services and equipment – including sound and lighting equipment - at Altona Theatre. ACT will allocate duty technicians to manage access and supervision of your venue hire.

For full specifications of the current concert lighting and audio rig, please visit www.altonacitytheatre.com.au/techservices/ Additional equipment can also be hired from the ACT for an additional fee. Refer Attachment 1 – ACT Technical Charges and Addtional Equipment in this pack for a list of equipment and fees.

For advice or assistance relating to technical equipment, contact the ACT Technical Manager directly on 0417 106 578 or jamesholt@altonacitytheatre.com.au.

Staffing at Altona Theatre

Appropriate staffing is important in making your time at Altona Theatre both successful and an enjoyable experience. The following is a full listing of staff and job descriptions, both provided by the Council and a list of roles the hirer needs to fulfil.

Hobsons Bay City Council and ACT Personnel

For performances, the Council will provide two Front of House staff, and staff to run the kiosk for performances. For all types of hire (e.g. bump in, rehearsal, performance), at least one Altona City Theatre (ACT) Duty technician must be in the venue with the hirer at all times.

Duty Technician The ACT Duty Technician is responsible for:

• Handling lighting cues from Stage Manager; • Handling audience recall cues from Stage Manager; • Overseeing the technical production of the show; • Granting hirers access to the building; • Liaising with Council staff and hirer personnel; and • Overall emergency management and liaison officer for Emergency Services personnel in the

event of an emergency. Takes over from Stage Manager after equipment has been shut down and hirer’s personnel have been evacuated from the stage and backstage areas.

The Duty Technician is authorised to override decisions made by the Stage Manager or Artistic/Creative Director in the interests of safety, punctuality and general smooth running of the show.

Council Front of House staff Council Front of House staff are responsible for all operations “in front of the proscenium arch”, that is, any area of the theatre that patrons have access to. Duties include:

• Liaising with the Stage Manager and Duty Technician as to when doors will be opened and give clearance for performances to start;

• Handling queries from patrons on the theatre’s house rules and assist with seating requirements for mobility-impaired patrons;

• In the event of an emergency, being responsible for the safe evacuation of all patrons, • Liaising with the hirer’s ushers; and

• Directing patrons to their seats when the theatre doors open and enforcing house security at interval and after the show.

Kiosk staff The kiosk staff are external contractors who exclusively handle the running of the kiosk. Hirers are not permitted to bring in or sell foodstuffs (including alcohol) in the auditorium or foyer.

Personnel provided by Hirer

The hirer is required to provide basic staffing for a number of roles when hiring Altona Theatre. It is important for hirers to allocate a separate person for each of these roles before entering the venue. To ensure the smooth and safe running of hire, these roles should not be doubled up.

Some of the information below may be matter of course to your operations or familiar to you, but it will provide a refresher.

Stage Manager The Stage Manager (SM) is the central authority in the theatre (although they can be overridden by the Duty Technician or FOH Manager). They must be a person who is not involved in any other aspect of the show, i.e. they are not the Artistic/Creative Director, head of school, leading performer etc.

The Stage Manager coordinates and is responsible for:

• The whole performance; • Lighting and sound cues; • Audience ring in times; • Stage crew on Prompt Side of stage; • Safety of all performers and crew in stage area; • Evacuation of stage and backstage in event of emergency; • Show punctuality and smooth running of the show; and • Coordination of technical cues with events on stage.

During a performance, the Stage Manager should be located in Prompt Corner (stage manager’s desk) on Prompt Side of stage. The Stage Manager must remain in constant contact with technicians and must remain in their seat unless in the event of an emergency. It is recommended that the Stage Manager has a ‘runner’ if other personnel need to be contacted to resolve queries.

Assistant Stage Manager (optional) Coordinates stage crew on Opposite Prompt side of stage, and safe evacuation of OP side of stage in the event of an emergency. They are located on Opposite Prompt side of stage.

This position is required to be filled if the hirer has stage crew on Opposite Prompt side (this includes manual operation of the black curtains) or a large number of cast members stationed in the Opposite Prompt wings for a fair amount of time.

Stage Door Person Responsible for maintaining an active list of personnel in backstage area for security purposes and to use as a roll call by the Stage Manager and Emergency Services Personnel in the event of an emergency.

They should be located at the stage door (rear foyer/entranceway of building) – a desk and chair is provided, and they must maintain a constant presence. All hirer’s personnel are required to enter and exit the building only via the stage door and sign in on the door list.

First Aid Officer The hirer is responsible for first aid administration backstage at all times, which includes hirer cast or crew, if required. Council staff manages First Aid Front of House during performances.

Sound Operator Responsible for handling sound cues from the Stage Manager, usually playing CD tracks, turning on microphones, etc. They will require basic training from the ACT Duty Technician on the operation of the sound desk.

Located in the Control Room at the rear of the theatre. Must be in position five minutes prior to performance start/resume time and remain in position for the duration of the show.

Follow spot Operator(s) Responsible for handling follow spot cues from the Stage Manager. They will require basic training from the ACT Duty Technician as to the safe and effective operation of follow spots.

Located in the Control Room at the rear of the theatre. Must be in position five minutes prior to performance start/resume time and be able to handle cues at short notice.

Artistic/Creative Director Responsible for the direction/choreography of performers on the stage. They may have a communication headset during rehearsals to assist the Stage Manager with cues or provide artistic direction, but not during performances. The Artistic Director never takes on another production role due to being preoccupied with the performers.

Traditionally in theatre, the Artistic Director ‘hands over’ responsibility of the show to the Stage Manager at the first technical/dress rehearsal and only provides brief feedback to performers and crew after rehearsals. During performances it is common for the Artistic/Creative Team to sit in the theatre and watch the show with the audience.

NOTE: Artistic Directors should not sit in as Stage Manager, as it is not safe or practical, as the two roles have a different focus. The Duty Technician reserves the right to call in an ACT Stage Manager (at the hirer’s cost) in extreme cases where an appropriate Stage Manager cannot be sourced.

Ticket seller(s) Responsible for selling tickets and resolving all ticketing issues in the foyer. The theatre has a fixed capacity of 244 seats plus two designated areas for patrons with a mobility impairment, and this is not negotiable due to Occupational Health and Safety regulations. Extra seats cannot be placed in the theatre.

The ticket seller must be in the foyer one hour prior to performance start time, and must remain in the foyer for the first act of a performance to serve latecomers.

Program/merchandise/raffle seller(s) Responsible for selling programs, merchandise, etc. in the foyer. Usually at a separate desk to ticket sales. Must be in the foyer one hour prior to performance start time, but not required to stay in the foyer during the performance.

Ushers Responsible for checking tickets at doors in foyer and general comfort of patrons. Council Front of House staff will advise hirer staff when to open doors and provide advice before the show. Ushers must report to a Council Front of House staff member no less than half an hour prior to the performance start time.

One usher, seated in the auditorium during the show, is responsible for the safe evacuation of the auditorium in the event of an emergency. There is one seat reserved in the rear corner of the theatre for this purpose. If hirers wish for additional users to be seated in the auditorium, this must be arranged using their own ticketing. It is required that at least one hirer usher be in the auditorium for the duration of the show.

CONDITIONS OF HIRE AND USE

Altona Theatre

Version 5.1 1/10/2018

The following conditions of use and hire apply to the Altona Theatre and include the Auditorium, Backstage Areas and Foyers. This agreement is subject to the laws of the State of Victoria The following definitions apply to the Terms and Conditions to follow:

Theatre shall mean the Altona Theatre and includes any portion of the facility; Council shall mean Hobsons Bay City Council and authorised Council Officers; ACT shall mean Altona City Theatre Incorporated; Hirer shall mean the applicant hiring the Altona Theatre.

1. APPLICATION FOR HIRE Applications for use of the facilities at the Altona Theatre must be made to Council on the form supplied. The form must be signed by the applicant and state the purpose of use, hours required, and acknowledge intention to comply with all conditions of hire. Where an application is made on behalf of an organisation or body of persons, the applicant is required to state the name of the organisation and the authority of the applicant for making the application. Applications for permanent bookings may be submitted. This must be discussed in detail prior. Council reserves the right to withdraw bookings, provided at least 30 days' notice is given to the hirer. It is at the discretion of the Council to refuse use of the facility in any case. This may be notwithstanding that the Council may have agreed to the use of the facility, or that these conditions may have been accepted and any bond paid. The Council shall have full power to cancel such uses and direct the return of any fees and bond paid. The hirer hereby agrees to accept the same to be held to have consented to such cancellation and to have no claim at law or in equity for any loss or damage in consequence thereof.

2. DEPOSIT AND PAYMENTS A deposit must be paid within 14 days to confirm your booking. A standard deposit is $110 per hire day, subject to change at the discretion of the Venues Unit. Council reserves the right to cancel a booking without notice if payment is not received within the stated timeframe. The booking deposit will be credited against hiring charges. The balance of hiring charges must be paid at least 14 days before the function. Late bookings (made within 14 days of the start date) must be paid in full at time of booking and may attract a surcharge based on resources). A separate bond, as listed in the fee schedule, must be lodged at least seven days before the function. This bond is to cover any damage or additional cleaning of the facility (including the kitchen) or its fixtures and fittings. The hirer is

liable for any costs exceeding the bond. Provided there is no breach of the conditions of use the bond will be refunded. Charges are in accordance with the schedule approved by the Council. A minor CPI adjustment relative to each financial year may result in increased charges. Please discuss this with the designated Council Officer. Confirmation of the booking must be made within 15 days for the current year and 30 days for the following year by returning the completed booking form and payment of the deposit. No alteration may be made to a confirmed booking date without forfeiture of the deposit applying to that date. If, in the opinion of the Council, the facility has not suffered the loss of an alternative booking, the deposit may then be transferred to a new booking date. A request for a change to a booking time or date must be conveyed to the Venue Services Officer at least 14 days before the date of booking. A request for changes will be honoured only where it is possible. Where a reduction in booking time is requested, fees will only be reduced accordingly if at least 14 days’ notice is given. If sufficient notice is not given, the original booking time/day fees will apply.

3. CANCELLATION OF BOOKINGS By the Hirer Where the hirer withdraws the booking more than 90 days prior to the event, no charges will be incurred. Where the hirer withdraws the booking less than 90 days prior to the booking, the sum total of the deposit shall be retained by the Council. In cases where the booking is cancelled within fourteen (14) days of the event, the hirer will be liable for the full venue hire fee. By Council Council reserves the right to cancel without notice any booking for which the required deposit has not been paid. In the event that the facility cannot be made available to the hirer on the date(s) for which it has been hired by reason beyond Council's control, the Council will not be liable for any loss, damage or injury suffered by the hirer as a result of the facility being unavailable. All deposits and hire fees will be fully refunded. 4. LIMIT OF HIRING The hirer shall be entitled to make use of such portions of the facility for the purpose of staging its event as discussed and approved during the booking process, including the stage, dressing rooms and auditorium. The Council reserves the right to hire any other part of the facility at the same time.

5. SUB-LETTING AND HIRER ATTENDANCE The hirer is not permitted to sublet or transfer tenancy of any part of the facility, with the exception of expos, markets and trading fairs. The hirer must remain contactable for the duration of their booking. A secondary person in charge should be nominated prior to the commencement of your booking who can act in your place if you are away from the venue during your booking. Either the hirer or person in charge will remain on site for the duration of the booking. 6. OBSERVANCE OF LAWS The hirer will conform to the requirements of all relevant Acts including, but not limited to, The Child Wellbeing and Safety Act (2005), The Public Health and Wellbeing Act (2008), Local Government Act (1993), Liquor Control Act (1998), relevant Local Laws or Regulations made there under, and will be liable for any breach of any such Acts, Local Laws, Rules or Regulations. The hirer will comply with all other Acts or statutory rules, provisions and regulations of the Commonwealth of Australia or State of Victoria for the time being in force and will give all required notice to the proper officers. The hirer will not knowingly infringe any copyright and Council reserves the right to prohibit any performance which is objectionable, dangerous, contrary to the law or which infringes copyright. The event organiser must comply with all Child Safe Standards made under section 17(1) of the Child Wellbeing and Safety Act 2005 (Vic). A child safe organisation is one that meets the child safe standards by proactively taking measures to protect children from abuse. Visit http://www.dhs.vic.gov.au/about-the-department/documents-and-resources/policies,-guidelines-and-legislation/child-safe-standards-resources for more information. 7. GOOD ORDER The hirer is responsible for the full observance of these conditions and for the maintenance and preservation of good order in the facility and surrounds throughout the duration of the hire. The hirer will observe all directions and instructions given by any authorised Council Officer. Any person exhibiting unruly behaviours, as determined by the duty Hall Keeper, or committing a breach of the Terms and Conditions of Use and Hire is liable to be expelled from the venue although they may have paid for admission. 8. SECURITY AND POLICE ATTENDANCE Council has the right to arrange police or security staff attendance at any function held at the facility. The hirer will be responsible for any costs involved. The designated Council Officer will notify the hirer when security is deemed necessary. 9. RIGHT OF ENTRY Council may enter and inspect the venue or any part of it at any time. This includes, but is not limited to, Venue Technicians, Council Officers of the Venues Unit, Cleaning staff and Theatre Caterers. The hirer must not obstruct them

or any member of the police force, fire brigade, ambulance or any other emergency services. Council reserves the right to conduct hirer site visits while events are in progress and will take due consideration to minimise impact on the hirer. 10. PROPERTY AND CLEANLINESS The floors, walls, curtains, equipment belonging to either Hobsons Bay City Council or the ACT Inc. or any other part of the building or any fittings or furniture shall not be damaged by the hirer, patrons or contractors. To protect the building, it is prohibited to pierce any part of it with screws, staples or nails. Hirers are prohibited from using blue tack, tape and glue on any part of the facility. Hirers are prohibited from erecting notices, signs, advertisements, scenery fittings or decoration of any kind to any part of the buildings, equipment, furnishings and fittings without prior written approval from the authorised Council Officer. The hirer is liable for any costs incurred by Council for repair of any part of the building, its fixtures and fittings, and/or the replacement of any items, fittings or furnishings damaged beyond reasonable repair. In the event of any consequent cancellations suffered as a result of damage by the hirer to the facility, the hirer may be liable for costs incurred by Council. Confetti, balloons, rice, streamers, glitter guns or similar items are not to be used in the facility or any areas surrounding the facility. The use of helium balloons is not permitted in the auditorium. If you are unsure, discuss with the designated Council Officer. The hirer is required to keep the facility clean and tidy during their use and ensure general rubbish is placed in bins and/or taken away with them. The facility will be cleaned by Council staff between each hire and after each performance. Backstage will not be cleaned in between rehearsals or performances of the same hirer. If the venue is not left in a tidy state, additional cleaning charges will be met by the hirer. Hirers with successive bookings are responsible for ensuring that backstage, the green room and toilets remain in a clean and tidy state. Provisions for re-stocking the bathrooms shall be made available. 11. ADVERTISING AND NOTICES Signs, notices and advertising boards are not to be displayed in or around the facility or its precincts without prior consent, with the exception of pin boards provided in the backstage area. Council retains the right to give notice of any entertainment or function held in a facility by any means it sees fit, subject to all costs of such notice being the responsibility of the Council. Calling out loud or spruiking in relation to any event shall not be permitted outside the building. Inside the building it may be permitted only with the prior consent of the Venue Services Officer or associated Council representative. 12. THEFT OR LOSSES Personal property is the responsibility of the hirer. Council is not liable for any loss or damage sustained by the hirer, contractors or suppliers.

13. INSURANCE AND INDEMNITY The hirer will not do, neglect or permit to be done or left undone, anything which will affect Council's insurance policy or policies relative to fire or public risk in connection with the building. · While Council premises are covered by Council's public risk insurance policy, hirers are responsible for their own public liability insurance. A minimum cover of $10,000,000.00 is required for all functions. A copy of the certificate of currency must be provided to the designated Council Officer at least seven days prior to the commencement of hire. Failure to do so may result in cancellation of the booking. Temporary insurance may be available via Council at a minor cost. Please discuss this with the designated Council Officer. The hirer agrees to indemnify and keep indemnified the Council, its servants and agents from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, or any of them, arising out of or in any way related to the granting of this license and/or the use of the premises. The hirer’s liability to indemnify the Council, its servants and agents shall be reduced proportionally to the extent that any act or omission of the Council, its servants or agents, contributed to the loss or liability. All accidents and/or incidents, which may result in a claim being made under the insurance policy, must be reported to Hobsons Bay City Council within 2 days of the incident. 14. OBSTRUCTIONS It is the hirer's responsibility to ensure that there is no overcrowding, and/or obstruction of exits, passages, corridors or any part of the building. Non-compliance with directives regarding overcrowding, obstructions or insufficient egress will result in immediate termination of your event. 15. SMOKING Smoking is not permitted in any part of Council owned facilities. The use of herbal prop cigarettes may be approved at the discretion of Council. Cigarette bins are provided at the front and rear of the theatre building. 16. COMPANION CARD As part of Council's commitment to improving participation for all community members, it is a condition of venue hire that all events operating from this facility accept the Companion Card. You may also consider independently affiliating your event with the Companion Card Program. For more information on the Companion Card, visit www.companioncard.org.au. 17. ANIMALS With the exception of guide dogs and companion dogs, animals are not permitted into the building without written consent. 18. HALL KEEPERS Duty Officers will be in attendance at all performances. The hire fee includes the provision of minimum staffing. Council has the right to provide additional staffing as deemed necessary. This will be paid for by the hirer. The decision as

to the provision of staff levels for any event is at the discretion of the Council. 19. SUPPORT STAFF The hirer must arrange and pay for the services of all front of house and box office attendants, ushers and hospitality personnel. Council can provide a list of preferred suppliers of these services. Please discuss with the designated Council Officer. 20. EQUIPMENT The rights hereby given will extend only to the use of the facility as presently equipped. No alteration or additions to the equipment installed will be made without prior consent. Any work affecting the electric plant and/or electric fittings of the facility will be undertaken by a staff member. Only persons approved by Council and Council’s contracted technical staff shall be permitted to operate the electrical and stage services within the theatre. Any additional staging, lighting or other technical equipment being brought into the venue must be approved by the designated officer prior to your event. In such instances, the hirer will engage and pay for the services of a qualified installation technician. It is a requirement of Hobsons Bay City Council that all electrical equipment brought into the venue is in good operational condition and displays current testing tags. No stage, property, electrical installation, appliance or decorating materials or articles of any kind will be brought into the building without prior consent. The theatre does not provide pianos. Hirers are to arrange their own piano, if required, in consultation with the Council. 21. PROGRAM Council reserves the right to request the subject and program of all events taking place in the venue. 22. PERFORMING RIGHTS In the case of a dramatic or other performance or a concert, the hirer is responsible for gaining all rights associated with the event. It is illegal to produce, or perform, or permit to be produced or performed any dramatic or musical work in infringement of the copyright, or performing right of any owner of such rights. The hirer hereby indemnifies Council against any claim for breach of copyright 23. FIRST AID Hirers are required to bring their own basic first aid kit for use backstage. 24. GAMBLING No games of chance at which money is passed either directly or indirectly as a prize will take place in the facility. Raffles must have gained appropriate permits in order to be an approved activity of Council. 25. ALCOHOL Altona Theatre is a licensed venue. Liquor to be consumed on the premises can be purchased form the Council appointed licensee through the theatre kiosk. The hirer or the patrons of any function are not permitted to bring liquor in to the theatre and no alcohol may be taken outside.

26. CATERING Only the Council’s contact caterer will provide catering services if requested in the foyer area, unless both the caterer and hirer agree to other arrangements mutually acceptable. Food and drink is permitted to be consumed in the green room. 27. PHOTOGRAPHY Photography is permitted within the facility for private use only. Ticketed events must clearly notify attendees that photos will be taken. The hirer must seek permission from Council for commercial use of any photos or videos. 28. PRESENTATION STANDARDS Council may require the hirer to remove any material (including cartons, boxes, advertisements, handwritten signs and display materials) which is detrimental to the venue's presentation standards. The hirer must immediately comply with any such request. 29. FUNCTION TIMES The hirer and all patrons must vacate the theatre no later than 12am. Stage bump out should be undertaken directly after the final performance. Use of the facility beyond event booking time will incur additional costs. 30. DELIVERIES, STORAGE AND REMOVAL Altona Theatre does not have storage facilities other than event spaces booked by the hirer during the agreed event times. The Council will not accept any responsibility for damage or loss of goods left on the premises prior to, during, or after the event. It is the hirer's responsibility to remove all goods, including all scenery, curtains, properties, goods and effects, on conclusion of the booking period. If the venue is not vacated, including removal of all equipment, properties' and items which are in the care of the hirer, within the agreed times, the hirer will be charged at an hourly hire rate for the area hired until collection. In addition, consideration will be given to withholding of the security bond. Any goods left without prior written agreement may be discarded the following business day. 31. EMERGENCY PROCEDURE Hirers must acquaint themselves with the location of fire extinguishers and the position of emergency exits in the building In the event of an emergency evacuation, hirers must follow the directions of authorised staff and fire wardens. In the event of a fire or security alarm sounding, the hirer and their party must vacate the building immediately. Hirers who fail to comply with requests by the delegated Council Officer or Emergency Services Officers will be liable to pay all penalties imposed. 32. EMERGENCY NUMBER The emergency services contact number is 000. Hobsons Bay City Council provides an after-hours response (for its services only) to urgent matters that cannot wait until

the next working day. This service can be accessed by calling 9947 4685. 33. FORCE MAJEURE If either party is rendered unable wholly or in part by force majeure to carry out its obligations then this shall not affect the operation of the Terms and Conditions of Hire and Use, and the risk of frustration is to be borne by the hirer. 34. DISPUTES In the event of a dispute arising, the following resolutions procedure will apply:

• A meeting will be scheduled between the individual parties concerned to resolve the dispute.

• If the management of both parties cannot resolve a dispute then Council will appoint an independent arbitrator who will have the authority to make a decision on the information provided, and both parties agree to the final decision.

35. PROGRAM NOTES All programs produced for events at the Altona Theatre must include the following information:

• The evacuation plan for the theatre • A notice stating:

o The Council reserves the right to refuse admission

o Mobile telephones must be switched off in the theatre

o Recording of the show is strictly prohibited • Acknowledgement of Hobsons Bay City Council as

the providers of the Theatre and Altona City Theatre as technical managers of the venue

A file containing this information for inclusion in your program can be downloaded at www.hobsonsbay.vic.gov.au/venueshub in the following file formats: .jpeg; .gif; .pdf

THE BOOKING PROCESS

Altona Theatre

Enquiry

Venue Hire Quote

Site Inspection By Appointment, if required

Complete Form 1 Booking the venue

Form 1 - Received

Pay Deposit Your deposit must be paid within 14 days

of receiving your invoice Booking Confirmed

Bond Paid

Bond Request Sent

Venue Hire Invoice Sent

Theatre Hire Pack – Sent

Final Venue Hire and Technical Fees Payment d

Complete Hire Agreement

Bond Refunded

Event

Deposit Request Sent

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Tickets Printed/ Sent

Complete Technical Requirements Form

FEES AND CHARGES 2019

Altona Theatre

Please note: The following fees and charges are for Venue Hire only. Venue hire times after 4 hours is charged in 30 minute blocks. Performance rates apply 1 hour prior to your performance start time. Technical Services and Staffing is an additional cost and is supplied by Altona City Theatre Company – please see their website for further information. - http://static.altonacitytheatre.com.au/techservices/

MONDAY TO FRIDAY Total Community Rate - located within Hobsons Bay Rehearsal – per hour (minimum 4 hour hire) $ 78.00 Performance – per hour (minimum 4 hour hire) $ 225.00 Community Rate - outside Hobsons Bay Rehearsal – per hour (minimum 4 hour hire) $ 90.00 Performance – per hour (minimum 4 hour hire) $ 258.00 Commercial / Professional Rehearsal – per hour (minimum 4 hour hire) $ 120.00 Performance – per hour (minimum 4 hour hire) $ 345.00

SATURDAY, SUNDAY AND PUBLIC HOLIDAYS

Total Community Rate - located within Hobsons Bay Rehearsal – per hour (minimum 4 hour hire) $ 88.00 Performance – per hour (minimum 4 hour hire) $ 295.00 Community Rate - outside Hobsons Bay Rehearsal – per hour (minimum 4 hour hire) $ 101.00 Performance – per hour (minimum 4 hour hire) $ 345.00 Commercial / Professional Rehearsal – per hour (minimum 4 hour hire) $ 135.00 Performance – per hour (minimum 4 hour hire) $ 460.00

BOND

Bond (no GST applicable) $ 500.00

- Additional notes o All rates listed are GST inclusive. o Community Rates are designed for Not For Profit Organisations and Community Groups. Schools also

qualify for Community Rates.

TECHNICAL CHARGES AND ADDITIONAL EQUIPMENT 2019

Altona Theatre

Please note: Technical services are provided by Altona City Theatre Inc (ACT). Fees for technical services are not included in your Venue Hire Fee and are charged and invoiced separately by ACT. The theatre building is owned and managed by Hobsons Bay City Council, however all lighting and sound equipment, sets, props and costumes in the theatre are owned and managed by ACT. ACT allocates Duty Technicians to coordinate access and supervision while you are in the venue at all times. Hirers using the Altona Theatre are liable for the following charges as applicable. There is a minimum four hour charge per technician which covers the services of one technical/supervising staff member; additional charges apply for the use of lighting, sound and communications systems. Hirers are billed in 15 minute increments. The commencement of billed time for a booking is the time entered on the Technical Requirements Form or the time when the hirer’s personnel enter the building, whichever is the earliest. Similarly, the conclusion of billed time for a booking is the time entered on the Technical Requirements Form or the time when the last of the hirer’s personnel exits the building, whichever is the latest.

SERVICE CHARGES 9.00am – 11.00pm

CHARGES 11.00pm – 9.00am

Supervision Charge applies when a hirer’s personnel are in the theatre and lighting & sound equipment is not in use

$32 per hour $48 per hour

Rehearsal w/LX and sound Charge applies when lighting and/or sound equipment is in use e.g. Plotting/Programming, Focus, Sound Check, Tech Rehearsal, Dress Rehearsal

$80 per hour $96 per hour

Performance Charge applies when an audience is present in the theatre, including lockdown prior to advertised start time i.e. during performances, seminars and forums

$80 per hour $96 per hour

Rigging Charge applies when changes to the technical equipment rig are made outside of the booking time

$32 per hour $64 per hour

Additional Technicians Charge applies when additional technicians are required to fulfil the hirer’s technical requirements (minimum 4 hour call per technician)

$32 per technician per hour

$48 per technician per hour

Please thoroughly read the technical specifications at www.altonacitytheatre.com.au/techservices/ before contacting the Technical Manager with any queries. Please note that a standard rig is set and must be restored after each hirer unless special arrangements have been made.

Additional Equipment ACT has some additional equipment which may be hired at competitive rates for your convenience. Full specifications are available at www.altonacitytheatre.com.au/techservices/ for some of the equipment listed below.

EQUIPMENT FIRST DAY CHARGE

ADDITIONAL DAY CHARGE

Lighting Effects Strand Solo CSI followspot (1000w CSI/CID) w/Telrad sight [2 available]

$80.00 each $30.00 each

Strand Solo 2K followspot (2000w tungsten halogen) [2 available]

$50.00 each $20.00 each

Prolite FS12-2.0K followspot (2000w tungsten halogen) $50.00 $20.00 Mirror Ball w/pinspots $30.00 $10.00 Ultra-Violet battens $20.00 for set $8.00 for set Geni GigaStrobe 1500w DMX $30.00 $10.00 8 x Chauvet Rogue R2 Spot Moving Lights (pre-programmed macro triggers)

$100 for set $35 for set

Smoke/Haze 2 x Antari Z-1500II DMX Smoke machines w/fluid $45.00 pair

(or $30.00 single) $15.00 pair (or $10.00 single)

Robe HAZE-400FT DMX Haze machine w/fluid $50.00 $20.00 Audio Additional wired handheld microphones $10.00 each $3.00 each Wireless handheld microphones (Sennheiser ew145) [5 available, including consumables]

$35.00 each $10.00 each

Wireless body pack microphones w/JAG IM5A micro headset and neoprene belt [22 available, including consumables]

$50.00 each $20.00 each

Quest QSA200i powered speakers [3 available]

$25.00 each $8.00 each

Behringer P16-M personal monitoring mixers [16 available]

$20.00 each $8.00 each

Miscellaneous NEC NP4100 Projector [2 available]

$100 each $35 each

Additional lights (subject to availability – space is very limited in the standard rig) 50w Par 16 birdie or 150w Flood $5.00 each $2.00 each 500/650w Fresnel or Profile spot $10.00 each $3.00 each 575/600/1000/1200w Fresnel or Profile spot $15.00 each $5.00 each 1000w 120v Par 64 cans VNSP w/splitter $15.00 pair $5.00 pair Tri-Colour LED Par $15.00 each $5.00 each

CLS Stage Deck 2.4m x 1.2m (various heights available) [10 available]

$50.00 each $20.00 each

Set pieces, costumes and props (pricing varies depending on size and value)

$10.00-50.00 each $3.00-20.00 each

As per Council policy, hirers requiring additional equipment may provide it at their own expense as long as the equipment has been tested and tagged to AS/NZS 3760 and is compatible to the theatre’s systems. Hirers remain responsible for the care, operation, support and maintenance of externally hired equipment. The Duty Technician reserves the right to remove and/or disable any equipment that is visibly unsafe or interferes with theatre systems. Please refer to www.altonacitytheatre.com.au/techservices/for full terms, conditions and other policies.

Consumables The following consumables can be purchased from ACT during your hire for your convenience. If you intend to use large quantities of any of these items in your event, please inform the Technical Manager prior to your hire to ensure stock levels are adequate. Please note that you may be automatically charged a pro-rata rate for certain consumables if the Duty Technician deems that they are required for your event to operate in a safe and efficient manner.

CONSUMABLE COST EACH (no GST charged)

Black Gaffer Tape Nashua 357 50mm x 40m

$25.00

Hazard Tape Stylus 210 50mm x 25m (black/yellow gaffer)

$20.00

Black or White Electrical Tape Nitto 203 18mm x 20m

$3.00

White Gaffer/Marking Tape Stylus 352 24mm x 25m

$8.00

Neon Yellow Gaffer/Marking Tape Nashua 511 24mm x 45m

$20.00

Translucent Microphone Tape Leukofix 25mm x 9.2m

$11.00

9V Alkaline Battery Bulk pack

$3.50

AA 1.5V Alkaline Battery Bulk pack

$1.20

Other consumables can be ordered on request. Please feel free to contact the Technical Manager with any enquiries.

Damage Charges Should any ACT equipment be damaged by hirers, the following procedure shall apply:

• Recommended retail price of replacement equipment will be added to the hirer’s invoice and must be paid with venue hire

• If the existing equipment can be economically repaired, the hirer shall be credited the difference between replacement and repair costs after the equipment has been repaired

If an exact replacement for the damaged equipment cannot be sourced, the Technical Manager reserves the right to substitute a similar piece of equipment in its place. Equipment is judged as damaged solely at the Technical Manager’s discretion. Common damage charges are listed below.

EQUIPMENT DAMAGE CHARGE

Wired microphone (Behringer XM1800s) $30.00

Wireless handheld microphone (Sennheiser SKM100-845) $749.00

JAG IM5A headset microphone $149.00

Wireless body pack transmitter (Sennheiser SK100) $549.00

Microphone lead <10m $30.00

Microphone stand (K&M 21070) $75.00

Beyerdynamic DT108 headset (comms) $400.00

Par 16 “birdie” (footlight) $40.00

Par 56 can (shinbuster) $60.00

Chauvet SlimPAR Pro Tri (side colour) $600.00

Stage repaint ($75 paint & consumables, $128 labour)* $203.00

* A stage repaint is required if the Technical Manager determines that a hirer has damaged the stage finish. This is a subjective decision which is affected by the size and quantity of breaks in the surface, amongst other factors. The stage surface is judged as damaged solely at the Technical Manager’s discretion. Touch-ups of the stage floor are not possible due to general wear and tear changing the finish of the surface. Under stage lights, retouched areas appear very flat compared to the rest of the stage which can result in a worse appearance than the original break. For this reason, a complete repaint of the stage is the only option if damage has occurred – regardless of the size of the affected area. Activities which do not normally damage the stage surface include:

• Dancing – scuffing is acceptable • Tapping – the finish is resistant to most tap dancing • Set movement – provided wheels are used which don’t scratch the floor

SEATING PLAN

Altona Theatre

STAGE

SEATING CAPACITY: 244 seats, plus two areas (D1, D2) and (D17, D18) for patrons in a wheelchair or with a movement impairment. Please note that if these areas are not required for this purpose, seats D1, D2, D17, D18 are available for general sale.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

A

B

C

D

E

F

G

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I

J

K

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M

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Accessible seats Optional production desk / videographer space – Rows I & J, seats 8-11, removed

EXIT

EX I T