Guidance notes and regulations of use.



The Barn Theatre, 25 Bluehouse Lane, Oxted, Surrey RH8 0AA. Tel: 01959 561811 Email: barntheatre @btinternet.com		*Terms and Conditions Including Guidance Notes for All Users* Administration & Front of House Team Arrangements & General Information Health and Safety Policy (including Fire Safety) Fire Safety Summary for Hirers




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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 requirement at any time. The final decision on all aspects regarding the use of the theatre rests with the Barn Theatre Trustee Directors. Administration and Front of House Team Nominated Representative (NR.) (Theatre/Hirer liaison and ensures Hirer is complying with conditions of Letting Agreement and Terms and Conditions) Box Office/Ticket Inspection Ushers who shall be in the auditorium before curtain up to assist customers to find their places and to resolve any ticket issues Programme Sellers if required Car Park Attendants Given adequate notice, the Friends of the Barn may be able to assist with the provision of some of these staff 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 a technical team comprising of a minimum of A 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 each responsible person within your organisation is made aware of the location of or is provided with appropriate extracts of these Terms & Conditions 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. When a matinee and evening, or two shows are proposed on the same day then the hirer is required to ensure that there is a space of at least 90 minutes between the finish of one and the start of the other. On the first Sunday of each month the bar area of the theatre is used for 'Sunday Club' and the use of this area is excluded from any booking for the period from 11.45am until 2.15pm. On the first Sunday in February, May, August and November this restriction is extended from 9.30am until 2.15pm. 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. Age Recommendation: Babies and toddlers are not generally admitted to theatres. As a GENERAL guideline an age of 4+ is recommended for pantomimes and some musicals. Children must be able to sit, unaided, in their own seat and be attentive to the performance so as not to distract other members of the audience. All children must have their own allocated seat. Admittance to the auditorium is at the discretion of the theatre management. Responsibility for Others: The Hirer is responsible for the actions of all their own employees, helpers and/or members. Scale of Charges 2013: These are revised annually. 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 bow 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 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 of the Nominated Representative are set out later but it is anticipated that the Duty Manager and Nominated Representative work closely together during the period of a hiring. To ensure the hiring runs smoothly, the Nominated Representative must be available whilst the public are on site and as much as possible at other times. 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 Barn 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 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 Duty Manager. Entry for wheelchairs is preferably through the side door from the car park. Wheelchairs are only permitted in the designated spaces. 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 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 Duty Manager. Food and Drink: Under no circumstances are drinks, glasses, cups, saucers or plates permitted in the auditorium. Hot food may only be consumed backstage except by prior arrangement with the Theatre Management. Photographs: The use of videos, cameras, mobile phones or any other item used for photographic purposes 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 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 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 in the foyer during all performances. 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 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. No alcohol, whether supplied by the Company or brought into the theatre may be consumed on stage, in the wings, in the dressing rooms or backstage at any time prior to or during a performance. It is illegal for any person to serve alcohol from the bar unless they have been personally approved by the Premises Manager. 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 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. Under no circumstances are free standing display boards allowed to be erected in any part of the theatre to which the audience have access. 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. A Risk Assessment for activities that require greater than ordinary care must be completed for every show and be available immediately on request by the Duty Manager or any Barn Trustee. General Safety: All persons working on theatre premises must: Keep all working areas clean and tidy. Keep walkways and exits clear. Behave in a manner that is conducive to safety. Walk everywhere; running at any time is strictly forbidden. Observe and obey the signs and notices that are displayed within the theatre. Ensure that they are suitably clothed and that loose clothing, long hair, ties, jewellery etc. do not constitute a hazard. Follow safe operating procedures and comply with relevant risk assessment requirements. Take all precautions to avoid damage to cables, flexes, hoses and piping. Report any defects, malfunctions and/or incidents to the Duty Manager or a Theatre Trustee. Ensure all flammable liquids are stored away correctly. Ensure all electrical apliancs are unplugged at night. Set Design and Performance: It is the responsibility of the Stage Manager to ensure that the set design is safe. Safe set construction is the responsibility of the Set Builder and must always be carried out in a safe manner. During construction the Set Builder/Designer must re-design or re-build scenery to a standard considered safe for operation by the Stage Manager if necessary. The set must be left safe for rehearsal purposes and at the first appropriate rehearsal the Stage Manager must explain the mechanics of the set to the Cast and Stage Crew paying particular attention to complex scenery and scene changing arrangements. At the beginning of every performance the Stage Manager must ensure that the set is safe. All flown scenery, stage lanterns, and loudspeakers, must be installed with the correct fixings, plus a secondary fail-safe device, i.e. rope, chain and fixed brackets. Safe Use of Hazardous Equipment and Substances; Use of weapons, naked flames, strobe lighting, smoke machines, hazers, lasers, fluid under pressure and pyrotechnics must be in accordance with the requirements set out by the theatre. Working at Heights: The following rules and procedures apply: Any specialist work such as roof and ceiling maintenance will be sub-contracted to appropriate companies. Particular care must be taken when hanging, changing and focusing stage lanterns and auditorium lights. These tasks must be undertaken following the guidelines below. The correct step ladders or ladders must be used depending on the height and nature of the task. Only one person must work on a ladder at any one time which must also be "footed". The ladder must be positioned correctly to prevent over-reaching or sliding. Extended ladders must overlap by a minimum of 3 rungs. The angle of the ladder should be 4 units up to each unit out from the base. Ladders in excess of 6 metres must be tied or fixed appropriately. Lone Working: The following rules and procedures apply: Lone working on gas and electrical appliances or any other hazardous equipment or materials/substances is not permitted. Any specialist work such as electrical or gas maintenance and installation will be sub-contracted to appropriate companies. All sub-contractors and visitors will be informed of our lone working and working at heights policies. Some illnesses prevent lone working and anyone with such conditions should not work alone. Any person working alone must follow the following guidelines: The must have access to a mobile phone at all times. They must notify someone they are working alone, how long the work is expected to take and inform them when the work is complete. The notified person should telephone to check with the lone worker if the telephone call confirming the work is completed is not made within the expected timescale. 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. Unfortunately, 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 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 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 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. Safeguarding - Young and/or Vulnerable Performers: When any production includes young people and/or vunerable adults, the Hirer MUST comply with the requirements of the: CHILDREN AND YOUNG PERSONS ACT 1963 (as amended) and THE CHILDREN'S (PERFORMANCES) REGULATIONS 1968 & 2000 (as amended) and THE SAFEGUARDING VULNERABLE GROUPS ACT 2006 and to such other conditions as the Local Authority or Licensing Authority may impose under the said regulations. When any production includes young people and/or vulnerable adults, the Hirer/Responsible Adult/Supervisor (as appropriate) has a duty of care, and is responsible for, those people in their care. The Hirer MUST ensure that they have a Safeguarding Policy in place to protect these vulnerable persons and that they are free from harm. Guidance can be sought from THE PROTECTION OF CHILDREN ACT 1999 and THE SAFEGUARDING VULNERABLE GROUPS ACT 2006. In accordance with the law, those young people and/or vulnerable adults who are not actually performing on stage, are exempt from the rules that apply to performers. However, if such persons are helping or learning skills in the art of theatre, e.g. stage crew, lighting or sound, they should be under the supervision of a responsible adult at all times. At times other than when they are actually involved with the production (e.g. pre-show, interval and after show) these helpers/technicians must also be under the control of a chaperone. The Hirer MUST obtain necessary licences, keep robust records and ensure sufficient qualified and licensed Chaperones are available for the entire period of hiring whilst young people and/or vulnerable adults are on the premises. The Hirer must be prepared to be inspected by Surrey County Council Safeguarding Team at any time during a hiring. Chaperones are responsible for the behaviour of all young people and/or vulnerable adults at all times whilst on the premises. This includes front of house, backstage, the Little Barn and in any part of the grounds. If the Hirer does not have a Safeguarding Policy, a suggested wording for such a Policy provided by the National Operatic & Dramatic Association (NODA), is available below which the Hirer should adopt. The Hirer is responsible for ensuring that their Safeguarding Policy is adequately enforced. Further guidance for the hirer can also be found in the following NODA factsheets: 01 Working with Children in the Theatre 02 Step-by-step Guide to CRB Process 03 Child Protection & CRB 04 Model Child Protection Policy 05 Understanding the New Independent Safeguarding Authority ISA_Vetting & Barring Scheme 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, members of the Surrey County Council Safeguarding team 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. 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 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 Theatre Manager who will inform the Licensing Authority immediately. 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 Terms and Conditions, all of which are set out within this document. The NR must be available whilst the public are on site and as much as possible at other times. 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 Duty Manager using this form BUT final responsibility stays with the NR whose name appears on the appropriate booking form. 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. Ensure that there are no loose tables, chairs, or other items in the aisles or foyer. Under no circumstances are free standing display boards allowed to be erected in any part of the theatre to which the audience have access. 4. Ensure that there is no smoking in any part of the theatre premises, front and rear lobbies, lighting box, scenery studio and Little Barn included. 5. Ensure that no alcohol, whether supplied by the Company or brought into the theatre is consumed on stage, in the wings, in the dressing rooms or backstage at any time prior to or during a performance. 6. Ensure the forecourt is kept clear of all obstructions and vehicles to permit access for emergency vehicles. 7. Ensure all stage and scenery materials are fireproofed. Inspections will be made including flame tests. 8. Ensure that naked lights and pyrotechnics are only allowed if suitable extinguishing and other fire fighting equipment is immediately to hand. 9. Ensure all additional electrical equipment to be used in the theatre during a production displays a PAT label or has been certified safe for use by Martin Lloyd. Please contact Martin Lloyd (martinlloyd6@hotmail.co.uk) if you wish any electrical items to be PAT tested prior to bringing them to the theatre. 10. Ensure that the maximum noise level output is not exceeded 11. 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. 12. 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, 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 and Air Conditioning: The switch to operate the boilers is located at high level in the kitchen. There is an automatic time switch controller for the boilers and this can be specially programmed to operate automatically by arrangement. There is an automatic froststat which comes into operation during the winter and a thermostat in the auditorium. When the weather is very 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! The door curtain heater in the foyer is independent of the boilers and should 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. Use of the air conditioning to the foyer, bar and auditorium is at the sole discretion of the Duty Manager who will determine levels and usage. These controls shall only be operated by the Duty Manager. Telephone Systems: There is a British Telecom payphone located in the foyer, telephone number 01883 713669. Please report any problems with this to the Duty Manager as a matter of urgency. 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.. 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 Company request St. John Ambulance attend public performances 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. Fire Safety & Emergency Evacuation Procedure At each performance, the Front of House Manager must brief any new members of the Front of House Team regardng Fire Safety and Emergency Evacuation using the briefing document provided. The door in the rear of the auditorium (bar side) is not a fire exit and must be kept locked during a performance except for the time when it is being used as a theatrical entrance/exit.. Fire Alarm: With the exception of the rear dressing room, this is a silent system using flashing lights instead of bells. The system works automatically via smoke alarms in various locations or by break glass units located adjacent to the exit doors. Fire Assembly Point: Oxted School Forecourt. Theatre staff, crew and cast should be strongly encouraged to go to the assembly point. Audience are permitted to go home if they wish but not if they need to remove a car from Theatre premises. On Discovering a Fire: Investigate source and cause of suspected fire. Attempt to extinguish any small fire using the equipment provided but do not take any unnecessary risks. If it is impossible or unsafe to extinguish the fire, promptly activate the alarm if the automatic system has not operated. Unless you have specific Emergency Evacuation responsibilities leave the premises. Dial 999 and notify the emergency services. If it is a false alarm or the fire has been extinguished there is no need to activate the alarm, notify the emergency services or evacuate the premises. Any false alarm or successful extinguishing of a fire must be reported to the Company Office or Duty Manager immediately. Action When the Alarm Has Been Activated: Immediately leave the premises and assemble at the Fire Assembly Point. Evacuate the building even if the alarm stops. Do not collect personal belongings. Do not run, remain calm and bring others with you as you leave the premises. Do not re-enter the building until instructed to do so by the Duty Manager. No one is permitted to remove their car from the car park until instructed to do so by the Duty Manager. Emergency Evacuation Procedure - Theatre Staff Duties THE DUTY MANAGER WILL TAKE CHARGE AND ISSUE ALL INSTRUCTIONS NECESSARY TO IMPLEMENT THE EMERGENCY EVACUATION PROCEDURE Duty Manager Action When the Alarm Has Been Activated: Put on high-visibility jacket (kept in foyer). Assume responsibilities as "Fire Coordinator". Ensure that the Emergency Services have been informed. Liaise with the Front of House Manager, Stage Manager and the Lighting and Sound Operators. This should be done using the wireless radio/Techpro network. Ensure that all occupants evacuate the premises in a calm manner, marshalling in the 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 Action When the Alarm Has Been Activated: Liaise with the Duty Manager, Front of House Manager and the Lighting and Sound Operators. This should be done using the wireless radio/Techpro network. Ensure that the main tab Curtains are closed and bring up the auditorium and working lights Ensure that all occupants evacuate the stage, dressing rooms, Little Barn & kitchen areas in a calm manner, marshalling in the Oxted School forecourt. Notify the Duty Manager of completed evacuation of area of responsibility upon arrival in the Oxted School forecourt. Lighting Operator Action When the Alarm Has Been Activated: Liaise with the Duty Manager, Front of House Manager, Stage Manager and the Sound Operator. This should be done using the wireless radio/Techpro network. Ensure that all occupants evacuate the balcony in a calm manner, marshalling in the Oxted School forecourt. Notify the Duty Manager of completed evacuation for area of responsibility upon arrival in the Oxted School forecourt. Sound Operator Action When the Alarm Has Been Activated: Liaise with the Duty Manager, Front of House Manager, Stage Manager and the Lighting Operator. This should be done using the wireless radio/Techpro network. Announce to the entire Theatre premises that an emergency evacuation is required. “Ladies and 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 the 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”. Notify the Duty Manager of completed evacuation for area of responsibility upon arrival in the Oxted School forecourt. Front of House Manager(ess) Action When the Alarm Has Been Activated: Liaise with the Duty Manager, Front of House Manager, Stage Manager and the Lighting and Sound Operators. This should be done using the wireless radio/Techpro network. Assist the Duty Manager in evacuating the Theatre and guiding people to the Oxted School Forecourt. Pay particular attention to the auditorium, foyer, bar, bar store, bar cupboard, toilets, disabled toilet, car park and area in front of the Theatre. Assign one member of the team to assist patrons in wheelchairs. Notify the Duty Manager of completed evacuation for area of responsibility upon arrival in the Oxted School forecourt. 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 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 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 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 theatre must include prominent use of the Barn Theatre title and logo which can be accesed here (.doc, .gif, .jpg, .tif) or if requested supplied by the Company. 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 District 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. Hirers are encouraged to use Ticketsource, the online booking service recommended by the theatre but should they decide this is not possible tickets may be sold by phone/post. 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 Duty Manager. Such damage will be charged to the hirer. Use of Equipment Owned by the Company: There is a range of equipment owned by the Company (step ladders, work tables, etc), mostly stored in the Studio, which is available for use by Hirers to assist with set building, scenery changing and so forth. The Company will always attempt to ensure that this equipment is kept in good condition but it is the responsibility of each Hirer, before using any such equipment, to ensure that it is safe to use. Hirers use this equipment at their own risk. Understage: Nothing from understage is to be cut or altered, but may be painted. Stage: A PDF plan of the stage is available here. 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. Scenery, Set Dressing, Costumes and other Flammable Items: Fireproofing of all scenery, properties and backcloths is obligatory. Care should be taken that the requirements in this document are adhered to. Sound Installation: Hirers must provide a competent Sound Operator for the duration of their production who must be approved by the Sound Director or authorised Director/Trustee. For productions where the sound system is not being used for the performance, the operator must at the very least be able to operate the pre-show, interval and after show announcements and assist in clearing the car park at the end of the performance. This is an important duty to ensure smooth running of the theatre and to enhance our patrons' experience of the theatre and is not optional. Details of your sound operator must be supplied to the Sound Director (sound@barntheatreoxted.co.uk) or other authorised Director/Trustee for approval PRIOR TO THE BOOKING COMMENCING. 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/technicians. 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. Only authorised personnel are allowed in the lighting box. Details of your lighting designer/operator must be supplied to the Lighting Director (lights@barntheatreoxted.co.uk) or other authorised Director/Trustee for approval PRIOR TO THE BOOKING COMMENCING. All requirements regarding safe use of ladders and stepladders and lone working must be adhered to. A plan of the standard layout is located in the lighting box or can be downloaded from this web site. Proposed lighting plans must be approved by the Lighting Director before any additional equipment is hired or brought to the theatre. No additional wiring of any kind or temporary lights are to be used without obtaining the approval of the Lighting Director. Any such equipment will be required to have an up to date PAT label. The Theatre reserves the right to carry out its own test. Hirers wishing to use the facility of the two follow spots located on the gallery MUST provide operators. The Theatre is equipped with 48 10A dimmer circuits distributed via 15A socket outlets. The installation is controlled from a Zero 88 Leapfrog 48 desk. The desk is powered via an Uninterruptible Power Supply (UPS) which should be switched off when the desk is powered down. The lighting desk must be securely padlocked to an immovable object at all times. During the set-up and rehearsal period it may be moved to the auditorium but to avoid possible theft or damage must not be left there unattended for long periods of time or overnight. No sticky tape is to be affixed to the lighting desk. In addition to those designated on the standard layout, a wide range of luminaires are 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. Please ensure that all gels are numbered and filed correctly on completion of a production. The LED Parcans lighting the auditorium aisles are fixed and must not be moved to another position. 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. These ties should not be cut. Cables must be coiled and tied neatly before returning to store; any damage must be reported and faulty cables set aside. Under no circumstances may plugs or sockets be removed from cables. Any sticky tape used to identify cables must be removed at the conclusion of the period of hire. 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 correct storage location. Please note that whilst we try to ensure everything is as it should be at the commencement of each hiring, this is not always possible. In these cases it is your responsibility to ensure all the requirements in these guidelines are fulfilled. Please e-mail lights@barntheatreoxted.co.uk detailing any lamp replacements and any particular incidents or equipment faults. 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. A 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. *PLEASE NOTE THAT IF YOU HAVE PRINTED THIS OFF IT MAY ALREADY BE OUT OF DATE!* *10/05/13*