Guidance notes and regulations of use.



The Barn Theatre, 25 Bluehouse Lane, Oxted, Surrey RH8 0AA. Tel: 01883 713669 Email: Barntheatre @btinternet.com		*Terms and Conditions Including Guidance Notes for All Users* Administration & Front of House Team Arrangements & General Information




Click here to search this site
Click here to search this site	The Barn Theatre is very much a private enterprise managed and maintained by volunteers and receiving no Arts, Government, County, District or Parish Council grants for its day to day activities. All companies and other hirers virtually ‘take over’ The Barn for the duration of their hire and upon arrival at the theatre must, in most cases, supply an abbreviated front of house team (listed below) who will operate under the guidance of the Barn’s theatre management team of Trustee Directors and Friends of the Barn (FOB’s). The theatre reserves the right to alter this requirment at any time. Administration and Front of House Team Nominated Representative (Rep.) (Person responsible for hirer's own helpers) Box Office/Ticket Inspection Ushers & Programme Sellers Car Park Attendants Given adequate notice the Friends of the Barn may be able to assist with the provision of some of thesestaff for front of house if the hirer is unable to provide adequate personnel. Contact Sheila Bennett on 01883 715145. Car park personnel are obligatory (3 minimum) and should arrive at the theatre at least one hour before a production starts. The Hirer must also provide technical team comprising of a minimum of Stage Manager Sufficient stage crew to manage the production competently and safely An approved, competent and experienced sound technician and assistants where required * An approved, competent and experienced lighting technician and assistants where required Regardless of the need or otherwise for sound reinforcement in a production, a sound technician is required for all dress and public performances to co-ordinate and operate public announcements. It is your responsibility to ensure that appropriate extracts of these Terms & Conditions are provided to each responsible person within your organisation prior to arrival at the theatre for commencement of a hiring. Arrangements & General Information Bookings & Payments: All theatre and Little Barn bookings (for whatever purpose) must be made and confirmed with the Company Office, 15a High Street, Westerham, Kent, TN16 1RA, telephone 01959 561811. The letting agreement. must be completed and signed by or on behalf of the Hirer at least 12 weeks before the Theatre is required. No booking is confirmed until the requested deposit has been received. Hirers cancelling a booking less than 12 weeks before the date booked will lose the deposit and be charged full rate rental for the period of the proposed hire. The Company reserves the right at all times to refuse or rescind any booking which is considered to be unsuitable for the Theatre for any reason whatsoever. The Company reserves the right to refuse entry to any person at any time. The theatre web site gives much information about the theatre and can be accessed at www.barntheatreoxted.co.uk Responsibility for Others: The Hirer is responsible for the actions of all their own employees, helpers and/or members. Scale of Charges: These are revised annually in September. Quotations for specific hirings will be given upon request. Access: Hirers are given the opportunity of a familiarisation meeting at the Theatre prior to a booking and enquiries should be made of the Company Office concerning the arrangements. Keys to the Theatre, Little Barn and scenery studio are held by the Company Office and are issued for the period of hire only. They must be returned immediately such a period of hire has ended. Failure to return keys promptly will involve the Hirer in additional charges. Dress Standards: Whenever there is a public performance in progress, persons working or officiating front of house are required to wear formal dress or alternatively, representative costume relating to the particular show. For gentlemen this means "black tie" and for ladies formal attire, preferably in black and white. Authorised and officiating Barn Theatre technicians and Trustee Directors generally wear sweatshirts or shirts with the Barn logo or identification badges. Barn Duty Manager: Each hiring is allocated at least one Barn Duty Manager who is available to give advice and deal with any questions from the Hirer, particularly during public performances. If, in the view of the Barn Duty Manager, the Hirer is not complying with the conditions set down by the theatre they have the ultimate authority to terminate the hire and close the premises. Nominated Representative: Each hirer specifies on the letting agreement a person nominated by them to deal with all matters relating to use of the Theatre who is called the Nominated Representative. Responsibilities ofthe Nominated Representative are set out later but it is anticipated that the Barn Duty Manager and Nominated Representative work closely together during the period of a hiring. Seating: The official seating capacity of the theatre is 246, divided between the ground floor (195 + 2 wheelchair spaces) and the balcony (49). Further seating plans may be obtained from the Company Office or downloaded from this web site. The inclusion of wheelchair spaces varies this. Seats may not be moved from their fixed positions except with the express permission of the Duty Manager and they must not be removed from the auditorium or lifted onto the stage. Seat covers should be left in position until as late as possible before a production and replaced immediately after the final performance and before any scenery is dismantled. However the Barn Duty Manager should be consulted in case there is another production following shortly and then, by arrangement the seats may be left uncovered. Access for wheelchairs is by prior arrangement only and at the discretion of the Front of House Manager(ess) and/or Barn Duty Manager. Entry for wheelchairs is preferably through the side door from the car park. Each wheelchair must have an attendant provided. This can be a delegated attendant provided by the Hirer if insufficient are provided by the patron, but Hirers are reminded that they are expected to enforce this requirement rigidly. It should be made clear to those responsible for the sale of tickets that there are two wheelchair spaces in the front row (seating plan A or B) of the auditorium, on the right facing the stage. In either seating plan, these wheelchair spaces are numbered 11 and 12 of the front row. Attendants may sit in the seats in the row behind or in the same row to the side provided they have a valid ticket for that seat. Should any wheelchair user not require to be seated in the wheelchair during a performance and can be seated in a standard seat in the auditorium, the wheelchair must be removed from the auditorium. If, at the time of the commencement of a performance, the wheelchair spaces are not sold, alternative seating may be provided to a maximum of four seats and tickets sold to optimise sales. This will be at the discretion of the Front of House Manager(ess) and/or Barn Duty Manager in consultation. Mobile Phones: The use of mobile phones is prohibited inside the Theatre premises during any public performance. Hirers are expected to enforce this requirement rigidly and offenders may be asked to leave the premises by the Barn Duty Manager. Glasses: Under no circumstances are drinks, glasses, cups, saucers or plates permitted in the auditorium. Photographs: The use of videos, flash and cameras is prohibited in the Theatre during any public performance. Hirers are expected to enforce this requirement rigidly and offenders may be asked to leave the premises by the Barn Duty Manager. Smoking: A total No Smoking policy applies to the entire premises including the scenery studio and the Little Barn. Hirers are expected to enforce this requirement rigidly and anybody caught smoking on the premises may be asked to leave and not return. Under the terms of The Health Act 2006, The Barn Theatre is a "smoke-free" building. However, where the artistic integrity of a performance makes it appropriate for someone taking part in that performance to smoke, smoking can be allowed. Should this be the case, this notice should be prominently displayed. Cinematographic: Cinematographic performances may be given in the Theatre only by special arrangement with the Company. Licensing: The Theatre is licensed for public music, stage plays, singing and dancing and shall not be open for this purpose before noon (2.00 p.m. on Sundays) or after midnight. If a Hirer wishes to be able to provide music etc outside the hours set out above, it may be possible for the Company to obtain authorisation for this. Notification must be given by the Hirer when the booking is confirmed. The Hirer will be responsible for any fees payable to the Licensing Authority in connection with obtaining such authorisation. The Theatre has the benefit of a licence by the Performing Rights Society (PRS) which permits the performance of musical compositions, the copyright in which is administered by the PRS, during performances in the Theatre. Hirers therefore have no need to apply for a PRS licence themselves. However, it is a condition of the Theatre's PRS licence that, if required by the PRS, the Company will at the end of each licence year provide details of the precise number of tickets sold for each production. Hirers are therefore required, within 7 days of the completion of each hiring, to provide to the Company figures showing the exact number of tickets sold for the production in question. If failure by any Hirer to provide these figures results in the Company being subjected to an additional charge by the PRS on the renewal of the Theatre's PRS licence, the Hirer responsible shall be liable to pay to the Company forthwith upon demand the amount of that additional charge. A separate copyright exists in respect of commercially produced recordings of music and the spoken word. Royalties in respect of such copyright are collected by Phonographic Performance Ltd (PPL). It is the responsibility of each Hirer to ensure that, if copyright recordings are to be used in any production (e.g. as curtain music), the necessary PPL licence is obtained prior to the first performance. Liquor Licence: The Company reserves the right to supply and sell intoxicating and all other liquor, including soft drinks under the terms of licences obtained by the Company. The Premises Licence held for the theatre by the Company is subject to conditions which allow the sale of alcohol to anyone involved with a production and audience members between the hours of 10 a.m. and 11 p.m. Monday to Saturday and 12 noon and 10.30 p.m. on Sundays. The general law relating to the sale of alcohol, especially the prohibition of sales to or for persons under 18, will be enforced rigorously and any person in breach of such law will be required to leave the premises. The Company will use its best endeavours to ensure that sufficient volunteers are available to authorise and make sales from the theatre bar on the occasion of every performance. However, Hirers must recognise that the theatre is run by volunteers and that no-one can be compelled to assist in the running of the bar. It is therefore possible, although unlikely, that if the necessary personnel are not available, the Duty Manager may need to require either that the bar is not opened at all or is opened only for the sale of non-alcoholic drinks. No intoxicating or other liquor may be consumed, supplied or sold on the premises other than by the Company. Under no circumstances whatsoever may a Hirer serve a "Temporary Event Notice" in respect of any part of the theatre premises. Insurance: All Hirers are required to have Employers and Public Liability Cover with a reputable insurance company for at least £2,000,000 and the appropriate certificate should be displayed in the foyer for the duration of any hiring. The Company accepts no responsibility for bodily injury, fatal or non-fatal to persons or for loss or damage to any property of the Hirer whilst on the Company's premises, however caused and whether due to the negligence of the Company's servants/agents or not. Damage to theTheatre Premises & Ancillary Buildings: Hirers are responsible for any damage to the Theatre or to its equipment and for the security of the building. No notices, posters or other form of advertising are to be stuck by any means to the walls or doors or any part of the Theatre. There are notice boards for the use of Hirers in both main dressing rooms and the foyer. Security of Premises After a Rehearsal or Public Performance: The Nominated Representative is responsible for security of the premises during the period of hire and should check that doors and windows have been closed and locked where appropriate before leaving. From experience it is known that occupants will often open dressing room windows and forget to close them. Housekeeping: Hirers are required to take reasonable steps to ensure that the premises are kept free from foreseeable hazards. To achieve this requirement, all access and egress routes must be kept clear of obstructions. This includes ensuring fire exits and access routes are kept clear, cables do not trail across pedestrian routes and that spillages/obstacles are quickly removed. In addition, safety provisions such as fire doors, should not be propped open nor fire extinguishers obstructed. Safety Policy: The Theatre has a Safety Policy which is updated regularly, a copy of which is available in the foyer for reference at any time. Hirers are required to comply with the requirements of this policy in its entirety if they do not possess their own policy which has been submitted and approved by the Company at least 3 weeks before the commencement of any hiring. Dangerous Substances & Machinery: It is the duty of the user to ensure that machinery and equipment is in good repair and in a safe operating condition. Any faults are to be reported to a Theatre Director. Potentially dangerous substances i.e. pyrotechnics, smoke & dry ice, used in the Theatre for stage effects, must be used in accordance with the ABTT Code of Practice for the Theatre Industry “Pyrotechnics & Smoke Effects” (a copy is available from the Theatre Manager). In all cases, Hirers must notify the Licensing Authority and the Theatre, in advance, of their intention to use these substances during performances. Click on this link to access the appropriate form. A person aged over 18 and competent to do so must use approved equipment. In the case of pyrotechnics only small theatrical devices are permitted and these must be sited at least 30cm away from fabrics and other potentially combustible materials. Fluid Under Pressure: Smoke effect canisters or fluid - see above Accident Reporting: Any accident occurring on the premises must be reported by completion of the Accident Report Book which is kept in the foyer. If necessary, the Duty Manager will assist in completion of the report where appropriate. Additionally, any accidents or dangerous occurrences must be reported in accordance with RIDDOR '95 with a copy to Mr BC Reed at the Barn Theatre Office, 15a High Street, Westerham, Kent, TN16 1RA. RIDDOR '95 means the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995, which came into force on 1 April 1996. RIDDOR '95 requires the reporting of work-related accidents, diseases and dangerous occurrences. It applies to all work activities, but not all incidents. Reporting accidents and ill health is a legal requirement. Please see pages 4-6 of Barn Theatre Health and Safety Policy for full details. Cleaning: It should be remembered that the theatre is run by volunteer staff and whilst we endeavour to arrange for the theatre to be cleaned between performances during the period of any hire, this is sometimes not possible. Regretfully when this happens the hirer may be asked to deal with cleaning the theatre between shows. Special requirements apply to cleaning the premises upon completion of a hiring and these are dealt with later. At Conclusion of Each Hiring Period: No extra items are to be left in the Theatre, Little Barn or scenery studio after a show unless by agreement with the Barn Duty Manager. Those items retained will be available for use by all Hirers. The stage is to be cleared, washed and redressed with tabs and legs under the direction of the Barn Duty Manager. The entire premises including auditorium, toilets, foyer, bar, understage area, scenery studio, lighting box and sound desk are to be left tidy and clean with work surfaces clear and polished, floors vacuumed and mirrors cleaned. Crockery to be washed, dried and put away in the correct cupboards. All consumables must be removed from the fridge, freezer and microwave with the interior of each cleaned. Any breakages are to be reported to the Barn Duty Manager. All clearing away must be completed either by midnight on the last day of the hiring or 1.00 p.m. if it is on a Sunday and only if confirmed arrangements have been made for the use of the Theatre on that morning. Young Performers : Where any production includes children and young people in any capacity, the Hirer must comply with the requirements of the CHILDREN AND YOUNG PERSONS ACT 1963 (as amended) and THE CHILDREN'S (PERFORMANCES) REGULATIONS 1968 (as amended) and to such other conditions as the Local Authority or Licensing Authority may impose under the said regulations. Where any production includes children and young people in any capacity, the Hirer has a duty of care towards those young people in their care. The Hirer must ensure that they have a Child Protection Policy in place to protect young and/or vulnerable persons and that they are free from harm. Guidance can be sought from THE PROTECTION OF CHILDREN ACT 1999. If the Hirer does not have a Child Protection Policy, the Barn Theatre may offer a suggested wording for such a Policy which the Hirer should adopt. The Hirer is responsible for ensuring that their Child Protection Policy is adequately enforced. Accordingly, the Barn Theatre expects Hirers to ensure an adequate number of suitably qualified persons are in attendance throughout the entire period young persons are in the Hirer's care and whilst on the premises. Local Authority Requirements: By order of the Licensing Authority the following notice must appear in any programme produced by Hirers:- "No obstruction whether permanent or temporary should be allowed in any exit doors, exit ways whether corridors or staircases, external passageways, gangways, foyers, lobbies or entrance halls. Persons seeking admission shall not be allowed to form queues which obstruct such exit doors". Police officers, fire officers and authorised persons of the Licensing Authority shall be allowed access at all times to the premises. Please note that fire officer visits are likely to include flame tests on scenery, fabrics and the like in use upon the stage. Hirers must notify Tandridge District Council of the intended use of weapons, firearms or any potentially dangerous substances i.e pyrotechnics, smoke, dry ice, lasers (including pointers), naked flamesetc. before any rehearsals start with a copy to Philip Littleford at the BarnTheatre. This notification should detail the rehearsal dates through to final performance, or return of, any such items. Orchestra rails are to be fitted within the marked out area in front of the stage whenever there are musicians present. For piano use only, no orchestra rails are required. However, where the front row of seats has been removed in order for the orchestra area to be enlarged, the final position must be agreed with the Barn Duty Manager. Under no circumstances will the Hirer be allowed to reduce to below three feet in width the passageway across the front of the auditorium with the seats in position. Any outbreak of fire however slight must be reported to the Company Office who will inform the Licensing Authority immediately. Any injury, disease and dangerous occurrence must be reported to the enforcing authority by the quickest possible means, e.g. by telephone, fax or email. The notification must be confirmed in writing on Form F2508 within ten days. This form is available upon request from the Company. This must be reported in accordance with RIDDOR '95. The noise level of any music including electronically amplified music should not exceed 90 decibels (scale A) when expressed as an 8 hour Laeq and/or a peak sound pressure of 200 pascals (140 decibels) at the centre of the auditorium. A sound meter is available in the sound box for checking noise levels and the Nominated Representative must ensure that the maximum output is not exceeded. When music or a public address system is in use, the doors and windows of the auditorium must be kept shut in order to minimise disturbance to local residents. Particular Duties of the Nominated Representative: It is the duty of the "Nominated Representative" (NR) to ensure that the Hirer is complying with the conditions of the booking form, Theatre Licence and Barn House Rules, all of which are set out within this document. The NR is responsible for the security of the Theatre and the safety of the occupants. Some duties may be delegated to others by agreement with the NR and the Barn Duty Manager using the form provided by the Company BUT final responsibility stays with the NR whose name appears on the appropriate booking form. The form must be displayed in the foyer during the period of hire. The principle requirements are as detailed below but please acquaint yourself with the contents of this entire document. 1. Ensure that all fire exits are completely clear of obstruction, particularly when an orchestra is in residence. 2. Ensure that all exit signs are illuminated whenever there is an audience, private or public. 3. No loose tables, chairs, or other items are permitted in the aisles or foyer. 4. No smoking is allowed in any part of the Theatre premises, front and rear lobbies, lighting box, scenery studio and Little Barn included. 5. The forecourt is to be kept clear of all obstructions and vehicles to permit access for emergency vehicles. 6. All stage and scenery materials must be fireproofed. Inspections will be made including flame tests. 7. Naked lights and pyrotechnics are only allowed if suitable extinguishing and other fire fighting equipment is immediately to hand. In the case of pyrotechnics only small theatrical devices are permitted and these must be sited at least 30cm from fabrics and other potentially combustible material. In all cases, control on stage must be exercised by a designated person who is in a position to do so. The Local Authority require to approve the use and location of all pyrotechnic equipment. 8. All additional electrical equipment to be used during a production should first be approved by the Barn Duty Manager and must carry a PAT certificate. 9. Ensure that the boilers, power and lights are turned off and that all doors and windows are securely closed at the conclusion of each session. 10. Ensure that vehicles are parked in the car park in an orderly fashion controlled by an attendant AND THAT THERE IS NO UNDUE DELAY in the vehicles being able to leave the premises after a production. Entering the Theatre: The Company will generally provide the Hirer with a key to the back door of the Theatre. Turning on the Lights: Immediately inside the rear lobby on the left hand side is an illuminated switch which when pressed provides sufficient light to illuminate the access route up onto the stage and into the Stage Manager's box where all main switches are located. These lights will only stay illuminated for two to three minutes and there is a similar switch inside the Stage Manager's box to enable egress once all lights have been turned out at the conclusion of a session. Once inside the Stage Manager's box switch no. 1 is the all important main switch for house lights and power but all numbered switches (1 - 7) should be turned on or off. Do not touch switches without any numbering identification. The stage manager's panel directly adjacent to the entrance of the Stage Manager's box and above the curtain winder only operates when switch no. 1 is turned on. This panel contains the main controls for the auditorium lights where alternatives are available, fan heaters, bulkhead lights (including prompt master control), exit lights and others which are all identified. Power: General power and that for stage circuits and lighting is available throughout the Theatre at all times. Central Heating: The switch to operate the boiler and radiators is located at high level in the kitchen. For heat to generate from the fan heaters in the auditorium, switch no. 1 in the Stage Manager's box must be turned on as well as the switch on the Stage Manager's panel. There is an automatic time switch controller for the boiler but this has to be specially programmed by arrangement. There is an automatic froststat which comes into operation during the winter. When the weather is cold it is often necessary to turn the heating on in the afternoon of an evening performance. Generally 4.30 p.m. is about right with 5.30 p.m. being too late! There is a maximum/minimum thermometer located in the auditorium. The door curtain heater in the foyer is independent of the boilers and must be switched on and off as required. There is a switch on the beam to the right hand side of the heater looking outwards and three switches on the unit itself. Telephone Systems: There is a British Telecom payphone located in the foyer, telephone number 01883 713669. Please report any problems with this to the Barn Duty Manager as a matter of urgency. There is an internal telephone system which serves the foyer, lighting box, kitchen, sound box and Stage Manager's box and also the Little Barn when it is required and the telephone has been plugged in. Those to the sound box and Stage Manager should not be rung when the stage curtains are open and a performance is in progress. Emergency Lights: These operate automatically whenever the power fails. Fire Alarm: With the exception of the rear dressing room, this is a silent system using flashing lights. The system operates automatically via smoke alarms in various locations or manually by break glass units located adjacent to the exit doors. There are three self-contained smoke detectors, one by the back door and two in the front lobby. These are to deter cigarette smokers. Fire Extinguishers: A full complement of fire fighting equipment is provided around the Theatre premises and Hirers should check that all the equipment is in the correct position as indicated on the plans in the Stage Manager's box and by the stage door, before every public performance. First Aid: First Aid kits are located in the kitchen, foyer and bar store but their content is restricted due to Health & Safety at Work regulations. Hirers are recommended to provide their own comprehensive First Aid kit during the period of hire. The presence of First Aid volunteers at each public performance is preferred and Company seating plans allow for their presence. They are not allowed to sit on stools or chairs in the aisle and neither must they be allowed to stand at the back of the Theatre. The allocated seats must not be sold to others. Car Parking: The Hirer, both before and after any public performance, must supervise the theatre car park. No vehicles except emergency vehicles or those used by the First Aiders are permitted to park on the forecourt of the Theatre when the public is in the building, including during dress rehearsals. At least three car park attendants must be provided whenever there is an audience and cars in the front car park should be parked in the traditional fore and aft positions. The car park should not be considered full until vehicles are parked all around the Theatre including up the access lane to the side of the Theatre. The attendants must arrive at whatever time the Theatre is opened, be it for performers or audience and at least one hour before each performance. They must wear the reflective vests available from FOH at all times when directing traffic. Priority in the main car park should be given to patrons, with cast and helpers parking in the rear car park or away from the theatre. It is often necessary to liaise with the sound technician to assist with moving vehicles at the end of performances. Car park signs should be placed in position AT LEAST TWO hours before a performance commences. Oxted School are allowed to use the car park during term time until 5.00 p.m. If the car park is required for an all day or early booking, please contact the Company Office who will arrange for the cars to be removed early. A week's notice is required. Emergency Evacuation Procedure THE DUTY MANAGER WILL TAKE CHARGE AND ISSUE ALL INSTRUCTIONS NECESSARY TO IMPLEMENT THE EMERGENCY EVACUATION PROCEDURE Barn Duty Manager On Discovering a Fire or Being Made Aware of a Fire: Activate the alarm, if the automatic system has not operated. Ensure that the Emergency Services are informed immediately, however small the incident. Immediately inform the Front of House Manager, Stage Manager and the Lighting & Sound Operators. This should be done using the internal phone system. Action When the Alarm Has Been Activated: Ensure that all occupants evacuate the premises in a calm manner, marshalling in Oxted School forecourt. Ensure that no attempt is made to remove any cars from the car park. Ensure that the space designated for Emergency Vehicles in front of the Theatre remains clear for the arrival of emergency services. Liaise with the emergency services upon their arrival and until they depart. Stage Manager On Discovering a Fire or Being Made Aware of a Fire: Activate the alarm, if the automatic system has not operated. Immediately inform the Barn Duty Manager, Front of House Manager and the Lighting & Sound Operators. This should be done using the internal phone system. Action When the Alarm Has Been Activated: Ensure that the main Tab Curtains are closed; the smoke hatch is opened by releasing the operating rope located just above the Tab Curtain winder in the Stage Manager’s corner and bring up the auditorium and working lights Ensure that all occupants evacuate the stage, dressing rooms & kitchen areas in a calm manner, marshalling in Oxted School forecourt. Notify the Barn Duty Manager of completed evacuation of area of responsibility upon arrival in Oxted School forecourt. Lighting Operator On Discovering a Fire or Being Made Aware of a Fire: Activate the alarm, if the automatic system has not operated. Immediately inform the Barn Duty Manager, Front of House Manager, Stage Manager and the Sound Operator. This should be done using the internal phone system. Action When the Alarm Has Been Activated: Ensure that all occupants evacuate the balcony in a calm manner, marshalling in Oxted School forecourt. Notify the Barn Duty Manager of completed evacuation for area of responsibility upon arrival in Oxted School forecourt. Sound Operator On Discovering a Fire or Being Made Aware of a Fire: Activate the alarm, if the automatic system has not operated. Immediately inform the Barn Duty Manager, Front of House Manager, Stage Manager and the Lighting Operator. This should be done using the internal phone system. Action When the Alarm Has Been Activated: Announce to the entire Theatre premises that an emergency evacuation is required. “Ladies & Gentlemen, it is necessary for us to evacuate the Theatre. Would you please leave the building in a calm manner via the emergency exits and follow the instructions of the Theatre staff. Please congregate in the forecourt of Oxted School next door. No one should attempt to remove their car from the car park or Bluehouse Lane as this may hinder the arrival of the emergency services”. Ensure that all occupants evacuate the balcony in a calm manner, marshalling in Oxted School forecourt. Notify the Barn Duty Manager of completed evacuation of area of responsibility upon arrival in Oxted School forecourt. Front of House Manager(ess) & Staff On Discovering a Fire or Being Made Aware of a Fire: Activate the alarm, if the automatic system has not operated. Immediately inform the Barn Duty Manager, Stage Manager and the Lighting & Sound Operators. This should be done using the internal phone system. Action When the Alarm Has Been Activated: Assist the Barn Duty Manager in evacuating the Theatre and guiding people to Oxted School. Pay particular attention to the Auditorium, Foyer Toilets, patrons in wheelchairs, Car Park and area in front of the Theatre. Notify the Barn Duty Manager of completed evacuation for area of responsibility upon arrival in Oxted School forecourt. It is a condition precedent of the Theatre Licence that the Local Authority be informed of any fire related incidents and in order to comply, the Company Office must be notified as soon as possible by the Nominated Representative. Arrangements in Case of an Incident Other than Fire: This depends entirely on the situation and hirers should make their own decision in conjunction with the Barn Duty Manager and call the emergency services where necessary. Arrangements in Case of Power Failure: The occupants can only be allowed to remain in the Theatre for half an hour with the emergency lights on. After this time they should be asked to leave by the Front of House Manager in consultation with the Nominated Representative and Barn Duty Manager. If power is restored and then lost again, the occupants may have left and returned to the Theatre, but on no account are they to be allowed to remain in or return to the building after the emergency lights have been on for an hour continuously or for a combination of short periods totalling one hour. Little Barn: The main use of this building is as a nursery school on weekday mornings and some afternoons during school terms. Evening and weekend hirers should remember they have a responsibility to leave it as they find it and not to allow their members or whoever to play with the toys!! The floor should be swept and the rubbish bin emptied after each session. The grass area outside the front door is a designated children's play area and dogs are not permitted. The company will authorise, upon request, the use of this area for other purposes such as BBQ,s etc. subject to stringent requirements. Any unauthorised use will not be permitted to continue. If the toilets are used please ensure everything is clean and tidy when you leave. Friends of The Barn: These are a further team of volunteers who are available to help hirers front of house. Enquiries as to the services they provide should be made at the familiarisation meeting or by contacting Sheila Bennett 01883 715145. Publicity: Hirers are responsible for their own publicity. A helpful publicity package is available, which contains details of all suggested sites for handbill and poster distribution, together with addresses and contact numbers for local magazines and newspapers. Hirers are reminded that staples must not be used on Parish notice boards and that it is their responsibility to remove all posters and publicity from the environs immediately following the end of any production. All publicity relating to productions at the Barn Theatre must include prominent use of the Barn Theatre title and logo which can be supplied by the Company in many forms. Other advice is available by speaking with Carolyn Rowley via the office. Indiscriminate advertising (fly posting) is prohibited and the hirer shall be deemed responsible for such advertising. Any event advertised by fly posting within the Borough of Tandridge is liable to immediate Council prosecution of the hirer and loss of deposit. Tickets: The Hirer is responsible for all matters relating to box office and to the sale of tickets and the Company cannot be involved in any negotiations with regard to these matters particularly rebates, discounts or cancellations. Ibbett Mosely, the local estate agent at 101-103 Station Road East, Oxted are prepared to provide box office facilities for hirers during the peiod three weeks before a production, at a nominal charge of £25 per show. Hirers must make their own arrangements if they wish to take advantage of this facility by telephoning 01883 712241. For effective management of this facility the agents must be provided with: - a seating plan of the Theatre, (provided by the Theatre to each hirer), - a cash box containing change to the value of four tickets, - envelopes for tickets that are to be collected on the door on the evening of any performance, - individual numbered tickets for each seat for each performance. Scenery Studio: Contents of the scenery studio and understage are available to all hirers by prior arrangement at a cost indicated on the current scale of charges. No additional items are to be left after a show unless by agreement. Those items retained will be available for use by all hirers. Canvas covered flats must not be cut or mutilated in any way. They may be painted using traditional stage paint only and used with fittings such as hooks and eyes or hinges etc. All fittings must be removed before restacking and any damage reported to the Barn Duty Manager. Such damage will be charged to the hirer. Understage: Nothing from understage is to be cut or altered, but may be painted. Stage: A PDF plan of the stage is available here (To access a scale plan in .dwf format, first visit www.autodesk.co.uk where you can download a free viewer which will allow you to zoom in, scroll around and print the drawing and then download the plan). Work in the theatre is restricted to prevent the production and spread of dust and dirt. Power saws are not permitted in the theatre and should only be used outside or in the studio. Construction work for sets which cannot be avoided in the theatre is to be restricted to work on the stage. Items are not to be stored beneath the stage or on the shelves in the dressing rooms or in the studio without prior permission. Curtains in the central lobby at the rear of theatre may be used for scenery or props but are not to be cut or mutilated in any way. No scenery or props should be placed upon the seating at any time. The cyclorama should be treated with care, do not nail, staple or screw scenery to it and avoid standing ladders or scenery against it. Please do not mark it, paint it or paint against it. In the event that the cyclorama is badly marked or mistreated during a production, the Hirer will be required either to repair and repaint at their own expense or to pay for the work to be completed by others. Backcloths: Cloths are available for hire but must not be washed, altered, painted or retouched in any way. Fireproofing of all scenery, properties and backcloths is obligatory. Sound Installation: Hirers must provide their own competent and experienced operator. Unauthorised use of the sound installation is expressly forbidden and no person considered to have insufficient experience will be permitted to operate the equipment. Hirers are forbidden to make modifications or additions to the wiring or equipment installed. Any Hirer wishing to use the installation should make further enquiries. The theatre's sound system is operated from the "Royal Box" at the front of the balcony and consists of dual cassette machines, a dual CD a Minidisc player, Studio Master mixer, together with five AT float microphones. There are loudspeakers within the auditorium and on stage, allowing a variety of alternative positions to be provided. Radio microphones are also available for hire to supplement this system. Reference to the user's handbook kept in the sound box gives more information with regard to the system. Hirers are not to cause disturbance to nearby residents and must keep within the noise level allowed by the Licensing Authority. The noise level of any music including electronically amplified music should not exceed 90 decibels (scale A) when expressed as an 8 hour Laeq and/or a peak sound pressure of 200 pascals (140 decibels) at the centre of the auditorium. A sound meter is available in the sound box for checking noise levels and the Nominated Representative must ensure that the maximum output is not exceeded No additional cables or wiring of any kind is to be installed without first obtaining prior approval of the Duty Manager or Sound Director. Apart from the basic stage sound installation there are other smaller systems within the premises as follows: Public Address System Serving the auditorium, foyer and public toilets. This is entirely independent of the main sound equipment and can be operated from bar store, sound box or by special arrangement from backstage. Tannoy With microphones located on stage and controlled by an amplifier in the Stage Manager's box this system serves all locations with the exception of the auditorium, foyer, toilets and bar. There is a switch in the Stage Manager's box to turn on the circuit to the Little Barn. Back Stage Net This is a professional standard “Techpro” communication system between the Stage Manager and all technical outposts. Hearing Aid Loop A hearing aid loop is installed within the ground floor of the auditorium. Closed Circuit Television A system is installed to enable monitoring of productions. Video Recordings Provided that the appropriate licence has been obtained, space can occasionally be made available by special arrangement for camera and tripod to be positioned in the auditorium provided that all seats in the immediate vicinity of the camera are cancelled and sufficient notice is given. The videoing of any copyright material without the appropriate licence is unlawful. Stage Lighting: Hirers must provide their own competent and experienced operator. Unauthorised use of the stage lighting installation is expressly forbidden and no person considered to have insufficient experience will be permitted to operate the equipment or make modifications or additions to the equipment installed. Any Hirer wishing to use the installation must make enquiries of the Company for advice in advance. Proposed lighting plans must be approved by the Lighting Director or other authorised Director before any additional equipment is hired or brought to the theatre. All such equipment must carry a PAT certificate. Only authorised and experienced named and listed personnel are allowed in the lighting box, such names having been approved by the Lighting Director or other authorised Director PRIOR TO THE BOOKING COMMENCING. A plan of the standard layout is located in the lighting box or can be downloaded from this web site. The Theatre is equipped with 48 10A dimmer circuits distributed via 15A socket outlets. A plan showing the location of these, and the approved standard layout is provided in the lighting box. (A copy is available in advance if requested.) The installation is controlled from a 48 channel manual DTL Multiset board with 9 sub-masters providing a 3 group 3 pre-set facility with a Master cross-fader. In addition, to those designated on the standard layout, a wide range of luminaires is available for Hirers to use as they require. Spare lamps are provided. Safety chains are provided for all lanterns and these must be used at all times. Colour frames are stored separately and a wide range of cut gels are freely available for use provided that these are filed correctly after use. New gels may be cut from the rolls available but the Theatre cannot be responsible for providing alternative colours or sizes. It is the Hirer's responsibility to obtain the appropriate materials. A charge of £1.00 will be made for each gel not tidied away on completion of a production. Hirers wishing to use the facility of the two follow spots located on the gallery MUST provide operators. A range of 15A extension cables is available. Releasable ties are also available and must be used to support cables tidily and safely on the rigging and elsewhere. Cables must be coiled and tied neatly before returning to store; any damage must be reported and faulty cables set aside. No additional wiring of any kind or temporary lights are to be used without obtaining the approval of the Duty Manager or the Lighting Director. Similarly, no stage lanterns may be brought into the Theatre without approval. Any such equipment will be required to have an up to date PAT certificate. The Theatre reserves the right to carry out its own test. At the conclusion of the period of hire, the lighting installation must be restored in accordance with the standard layout with designated lanterns re-plugged to the correct channel, re-focussed and set, and fitted with the appropriate gel. All other equipment must be tidied away to the appropriate storage location. The Log Book in the lighting box should be used to detail any lamp replacements, and any particular incidents or equipment faults for discussion with the Lighting Director. Ancillary Equipment For Hire: There are various pieces of technical equipment available for hire as follows: Dry Ice Machine and ice storage box. Smoke Machine. Hazer. Pyrotechnic basic firing kit. 10 Radio Microphones. Yamaha Electronic Piano. Orchestra Stands and Lights. Mirror Ball 16” Diameter. 2 Disco Lights. Strobe Lighting. UV Lighting. (for use with trained and competent operators only) Hirers must provide their own batteries/consumables and ensure that their insurance cover is adequate. Pyrotechnics: Absolute Conditions of Use Handling, storage and control of pyrotechnics shall be the responsibility of the Hirer and shall be in accordance with the ABTT Code of Practice “Pyrotechnics and Smoke Effects” (copy available in the theatre) except as modified below. Hirers must notify the theatre and the Local Authority, at the time the hiring commences of their intention to use pyrotechnics during performances. Only approved equipment, readily available on hire from theatrical suppliers, may be used and basic equipment is available for hire at the theatre. Only SMALL theatrical flash devices may be used and the pod must be sited at least 30cm from potentially combustible materials, in particular fabrics. One person (for each separately located device) is to be responsible for setting and firing the device, and must be positioned no more than 1.5m from the device with a clear view of it and the surrounding area. Pyrotechnic Disclaimer: There can be no exceptions to the above absolute conditions of use and the Barn Theatre will accept no responsibility in relation to the purchase, storage or use of any pyrotechnics by any person at any time. A Barn Duty Manager is always on duty to assist and advise whenever an audience is present in the theatre. On any matters relating to the above notes or indeed the use or occupation of the theatre, the decision of the Duty Manager is final.