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.
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
& 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
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.
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.
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.
for Others: The Hirer is responsible for the actions of all their
own employees, helpers and/or members.
of Charges 2013: These are revised annually. Quotations for
specific hirings will be given upon request.
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.
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.
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.
and officiating Barn Theatre technicians and Trustee Directors generally
wear sweatshirts or shirts with the Barn logo or identification badges.
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
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.
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.
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.
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.
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
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.
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.
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
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 performances may be given in the theatre only by special
arrangement with the Company.
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.
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.
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.
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.
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.
or other liquor may be supplied or sold on the premises other than by
no circumstances whatsoever may a Hirer serve a "Temporary Event Notice"
in respect of any part of the theatre premises.
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.
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.
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.
notice boards for the use of Hirers in both main dressing rooms and
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
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
circumstances are free standing display boards allowed to be erected
in any part of the theatre to which the audience have access.
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.
Safety: All persons working on theatre premises must:
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
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
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
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.
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.
requirements apply to cleaning the premises upon completion of a hiring
and these are dealt with later.
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.
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
to be washed, dried and put away in the correct cupboards.
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.
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 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)
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.
for the hirer can also be found in the following NODA factsheets:
Working with Children in the Theatre
Guide to CRB Process
03 Child Protection
04 Model Child
Understanding the New Independent Safeguarding Authority ISA_Vetting
& Barring Scheme
Authority Requirements: By order of the Licensing Authority the
following notice must appear in any programme produced by Hirers:-
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".
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.
that fire officer visits are likely to include flame tests on scenery,
fabrics and the like in use upon the stage.
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.
of fire however slight must be reported to the Theatre Manager who will
inform the Licensing Authority immediately.
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.
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
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
requirements are as detailed below but please acquaint yourself with
the contents of this entire document.
that all fire exits are completely clear of obstruction, particularly
when an orchestra is in residence.
that all exit signs are illuminated whenever there is an audience,
private or public.
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
that there is no smoking in any part of the theatre premises, front
and rear lobbies, lighting box, scenery studio and Little Barn included.
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.
the forecourt is kept clear of all obstructions and vehicles to permit
access for emergency vehicles.
all stage and scenery materials are fireproofed. Inspections will be
made including flame tests.
that naked lights and pyrotechnics
are only allowed if suitable extinguishing and other fire fighting equipment
is immediately to hand.
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
if you wish any electrical items to be PAT tested prior to bringing
them to the theatre.
that the maximum noise level output is not exceeded
that the boilers, power and lights are turned off and that all doors
and windows are securely closed at the conclusion of each session.
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.
the Theatre: The Company will generally provide the Hirer with a
key to the back door of the Theatre.
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.
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
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.
General power and that for stage circuits and lighting is available
throughout the Theatre at all times.
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.
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!
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.
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
With the exception of the rear dressing room, this is a silent system
using flashing lights.
operates automatically via smoke alarms in various locations or manually
by break glass units located adjacent to the exit doors..
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.
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.
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
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.
often necessary to liaise with the sound technician to assist with moving
vehicles at the end of performances.
signs should be placed in position AT LEAST TWO hours before a performance
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
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
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..
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.
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
a Fire: Investigate
source and cause of suspected fire.
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.
have specific Emergency Evacuation responsibilities leave the premises.
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
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
Procedure - Theatre Staff Duties
MANAGER WILL TAKE CHARGE AND ISSUE ALL INSTRUCTIONS NECESSARY TO IMPLEMENT
THE EMERGENCY EVACUATION PROCEDURE
Action When the Alarm Has Been Activated: Put on high-visibility
jacket (kept in foyer).
as "Fire Coordinator".
Ensure that the Emergency Services have been informed.
the Front of House Manager, Stage Manager and the Lighting and Sound
Operators. This should be done using the wireless radio/Techpro network.
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.
the emergency services upon their arrival and until they depart.
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.
the main tab Curtains are closed and bring up the auditorium and working
all occupants evacuate the stage, dressing rooms, Little Barn &
kitchen areas in a calm manner, marshalling in the Oxted School forecourt.
Duty Manager of completed evacuation of area of responsibility upon
arrival in the Oxted School forecourt.
When the Alarm Has Been Activated:
the Duty Manager, Front of House Manager, Stage Manager and the Sound
Operator. This should be done using the wireless radio/Techpro network.
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.
When the Alarm Has Been Activated:
Duty Manager, Front of House Manager, Stage Manager and the Lighting
Operator. This should be done using the wireless radio/Techpro network.
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.
of House Manager(ess)
When the Alarm Has Been Activated:
Manager, Front of House Manager, Stage Manager and the Lighting and
Sound Operators. This should be done using the wireless radio/Techpro
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.
Duty Manager of completed evacuation for area of responsibility upon
arrival in the Oxted School forecourt.
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.
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.
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
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.
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.
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.
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.
relating to productions at the theatre must include prominent use of
the Barn Theatre title and logo which can be accesed here (.doc,
.tif) or if requested supplied by the
Company. Other advice is available by speaking with Carolyn Rowley
via the office.
(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.
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.
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.
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.
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.
Nothing from understage is to be cut or altered, but may be painted.
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.
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.
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.
Cloths are available for hire but must not be washed, altered, painted
or retouched in any way.
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.
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.
your sound operator must be supplied to the Sound Director (firstname.lastname@example.org)
or other authorised Director/Trustee for approval PRIOR TO THE BOOKING
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.
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.
are also available for hire to supplement this system.
to the user's handbook kept in the sound box gives more information
with regard to the system.
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
cables or wiring of any kind is to be installed without first obtaining
prior approval of the Duty Manager or Sound Director.
the basic stage sound installation there are other smaller systems within
the premises as follows:
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.
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.
This is a professional standard Techpro communication system
between the Stage Manager and all technical outposts.
A hearing aid loop is installed within the ground floor of the auditorium.
A system is installed to enable monitoring of productions.
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
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.
personnel are allowed in the lighting box. Details of your lighting
designer/operator must be supplied to the Lighting Director (email@example.com)
or other authorised Director/Trustee for approval PRIOR TO THE BOOKING
regarding safe use of ladders and stepladders and lone working must
be adhered to.
of the standard layout is located in the lighting box or can be downloaded
from this web site.
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.
to use the facility of the two follow spots located on the gallery MUST
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.
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 firstname.lastname@example.org
detailing any lamp replacements and any particular incidents or equipment
Ancillary Equipment For
Hire: There are various pieces of technical equipment available
for hire as follows:
Ice Machine and ice storage box.
basic firing kit.
10 Radio Microphones.
Yamaha Electronic Piano.
Orchestra Stands and Lights.
Mirror Ball 16 Diameter.
2 Disco Lights.
* (for use
with trained and competent operators only)
provide their own batteries/consumables and ensure that their insurance
cover is adequate.
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.
NOTE THAT IF YOU HAVE PRINTED THIS OFF IT MAY ALREADY BE OUT OF DATE!