The Fringe Guide to Running a Venue
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Fringe Guide to Running a Venue (2016) The Fringe Guide to Running a Venue Return to Contents page Please do not print this PDF document1 Fringe Guide to Running a Venue (2016) Introduction The Edinburgh Festival Fringe Society exists to support anyone wishing to take part in the Edinburgh Festival Fringe. As a venue manager, you can access support from our Participant Services team every step of the way. You can contact us throughout the year by emailing [email protected]. Green tip Before undertaking work on designing how your venue will work, sign up to the Green Arts Initiative (GAI) for detailed support on how to truly run a sustainable operation in Edinburgh. www.creativecarbonscotland.com The Fringe Society is commited to ensuring that all participants have the most positive experience ever. To do this, we recommend that you sign the Fringe Best Practice Code for Fringe venues and read the Fringe Guide to Sustainable Practice and the Fringe guide to adapting performances for deaf and disabled audiences. Managing a venue at the Edinburgh Festival Fringe Society can be a hugely rewarding experience, but is also a mammoth task for all involved. You may be intending to take over an existing space and using it to create a makeshift theatre, or maybe you already manage your own Fringe venue. Whatever your circumstances, you are legally obliged to ensure that your operations comply with all current legislations associated with being a service provider for the general public. What follows represents best- practice and compliance advice, and should be read by all venue managers with any relevant sections being shared with your staff. This document is also available as a Word document and in separate chapters so that you can share relevant information with your colleagues. Please think of the environment and only print this document if absolutely necessary. Return to Contents page 2 Fringe Guide to Running a Venue (2016) Contents Introduction .......................................................................................................... 2 Security .............................................................................................................. 19 Legal Issues .......................................................................................................... 4 Before you come to the fringe ...................................................................................... 19 Rental .......................................................................................................................... 4 At the fringe ............................................................................................................... 19 Payment ....................................................................................................................... 4 After a show .............................................................................................................. 20 Box Office payout ......................................................................................................... 4 At your lodgings ......................................................................................................... 20 Licensing and liability .................................................................................................... 4 Cash security .............................................................................................................. 20 Finances ...................................................................................................................... 5 Vehicle security ........................................................................................................... 20 Licensing .............................................................................................................. 8 One final note ............................................................................................................ 20 An overview ................................................................................................................. 8 Electrics .............................................................................................................. 21 Inspection..................................................................................................................... 9 Portable appliance testing (PAT) ................................................................................... 21 Risk assessment ............................................................................................................ 9 Generators ................................................................................................................. 21 Deadlines ..................................................................................................................... 9 Stage area electrics ..................................................................................................... 22 Changes to existing licences .......................................................................................... 9 Emergency lighting ..................................................................................................... 22 Scheduling your inspection ............................................................................................ 9 Exit signs.................................................................................................................... 23 Granting licences .......................................................................................................... 9 Fire Safety .......................................................................................................... 23 Your licence application ................................................................................................ 9 Performance risk assessment ........................................................................................ 23 How to submit your licence application ......................................................................... 10 Licence application ..................................................................................................... 23 Risk assessment .......................................................................................................... 11 Fire safety protocol ..................................................................................................... 24 Inspections ................................................................................................................. 12 The Auditorium and Staging ................................................................................ 26 Alcohol ...................................................................................................................... 13 The stage area ........................................................................................................... 26 Weights and measures ................................................................................................ 14 Dressing rooms ........................................................................................................... 26 Programming ..................................................................................................... 14 Seating ...................................................................................................................... 26 Step one: choosing your focus ..................................................................................... 14 Scaffolding as a stage area ......................................................................................... 27 Step two: finding acts .................................................................................................. 15 Section 89 .................................................................................................................. 28 Venue leaflets or websites ............................................................................................ 15 Exits .......................................................................................................................... 28 Health and Safety ............................................................................................... 16 The work at height regulations 2005 ............................................................................ 29 Regulation within your venue ....................................................................................... 16 Special Effects..................................................................................................... 29 Regulation outwith your venue ..................................................................................... 18 Firearms .................................................................................................................... 29 Staffing requirements .................................................................................................. 18 Pyrotechnics ............................................................................................................... 30 Other effects ............................................................................................................... 31 Return to Contents page 3 Fringe Guide to Running a Venue (2016) Box Office payout Legal issues You should agree on a final date for full payment of venue box office monies to any subletting performer, making sure to allow sufficient time for you to calculate and Rental subtract