Solihull Arts Complex - hire
The Solihull Arts Complex provides a programme of professional events and exhibitions and is also available for hire by individuals, groups, or professional promoters
Theatre and Studio 1st April 2008 - 31st March 2009
Solihull Arts Complex, attached to Solihull Central Library, is a popular town centre venue comprising Theatre (339 seats), Studio (Multi-use up to 150), Gallery spaces (G1 - programmed exhibition space & G2 exhibition space for hire), Cafe Bar and Tourist Information & Booking Office.
If you wish to make a booking please see the booking procedures within the Hire Information Document and contact details below.
Information on hiring can be found in the Hire Information Document. You can download the Hire Information Document for easy printing.
Hiring the Theatre
All hire charges are subject to review on April 1st of each year. All bookings within that financial year will be subject tot the prices set for that period.
Box Office & Front of House:
Hire charges include the sale and printing of tickets though the Solihull Tourist Information & Box Office.
In addition the Arts Complex will provide Front of House staffing for all events.
Standard Session times:
9.00am - 1.00pm
1.30pm - 5.30pm
6.00pm - 11.00pm
Additional hours required outside the normal session times will be charged pro rata at the relevant session price.
Technical Information:
The Stage area dimensions are as follows -
- Proscenium 9.0 metres wide x 4.0 metres high
- Stage 13.0 metres wide x 11.5 metres deep (includes forestage/apron) x 5.7 metres high
Theatre Technical Specifications
Charges include the lighting stock of the Theatre plus the support of one Technician in the lighting box and one on stage.
There are additional charges for the hire of extra technicians, sound, projection & other theatre equipment.
More information can be found in the Hire Information Document.
Hiring the Studio
Box Office & Front of House:
Hire charges include the sale of tickets though the Solihull Tourist Information & Box Office.
In addition the Arts Complex will provide Front of House staffing for all events.
Any sales made as part of an exhibition, craft fair or merchandising will be subject to 15% commission.
Standard Session times:
9.00am - 1.00pm
1.30pm - 5.30pm
6.00pm - 11.00pm
Additional hours required outside the normal session times will be charged pro rata at the relevant session price.
General Information:
The Studio is a multi purpose venue which can be utilised for small scale performances, exhibitions, craft fairs and meetings. It is licensed for up to 150 people theatre style seating and 130 people banquet style.
Technical Information:
The Studio dimensions are as follows -
- Studio space - 15 metres long x 11.5 metres wide x 2.5 metres high
- Stage area - 6.1 metres wide x 3.6 metres deep.
- The stage is made up of staging blocks which raise the performing area to 0.30 metres high.
Studio Technical Specifications
The Studio has a basic theatre lighting rig and full exhibition lighting.
There will also be one member of staff made available for set ups and operation of equipment,
There are additional charges for the hire of extra technicians, sound, projection & other theatre equipment. These can be found within the Hiring Information Document attached.
Hiring the G2 exhibition space
The G2 exhibition space is available to hire. For details contact the Operations Manager on 0121 704 6754.
Successfully Marketing Your Show - Dos and Don'ts
Frequently groups, charities, individuals and clubs hire the Arts Complex facilities to stage their own events. Sometimes these are fundraising, some informational and some just pure entertainment. Organising these events, particularly where funding is important can be a difficult, time-consuming and thankless task and the right marketing approach can make or break an event. The following list is intended as a guide to assist and advise anyone thinking of staging an event.
Dos
- Give yourself plenty of time, the longer you have the better sales will be.
- Have good quality publicity produced, these should show clearly:- Date, time ticket prices, Box Office number, location i.e. Studio, Solihull Arts Complex (NOT Library Theatre) and a brief description (if required). Be clear concise, colourful and stylish. Get the posters displayed as early as you can.
- Utilise friends, family, and colleague's etc to distribute details and suggest your event for social events or group nights out.
- Use Email/Websites, where allowed, to publicise
- Send press releases to local papers and radio etc at least a month before then again 1-2 weeks prior. Send good photo's or arrange a photocall in advance. A story or 'angle', however flimsy will help generate press interest. Pictures with children (particularly groups) are popular as parents buy extra copies.
- Send posters to Arts Complex, they will be displayed (where space allows) + 12 additional copies (no bigger than A4) for branch libraries
- Use Yellow Pages etc for details of Clubs, groups, etc who may be interested.
- Consider your target audience carefully. One hour calling say residential homes, may yield several group bookings. Remember older/disabled groups may have mobility problems or may need guaranteed front seats/assistance. Problems can occur when groups are not 'managed' or correctly placed within the venue - if in doubt ask Box Office for advice.
- Consider advertising, but choose carefully and try to haggle on prices.
- Confirm in writing your performers/crew/musicians availability - Cancellations are expensive.
- Check performer contracts carefully prior to signing - they may contain clauses or a 'rider' regarding equipment, accommodation or hospitality which may not have been mentioned until you have signed the contract
- Check get-in/rehearsal requirements - you may need to adjust the hire times.
- Be creative with your marketing - sometimes a little effort can go a long way
- Check that your show does not clash with similar events in Solihull or wider afield. Double-check school holidays, big football games and anything that may adversely affect your show. Consider cancellation insurance against major incidents if finances are very tight.
- Pay extra for a Solihull Arts Complex brochure entry - it works
- Be prepared to pay performers 'on the night' many expect it, regardless of your ticketing arrangements with the venue. Discuss this in advance.
- Check liability regarding show licences, Performing Rights Liability (PRS) etc.
- Check with Box Office regarding facilities such as parking, wheelchairs, infants, etc to ensure no incorrect information is given out to your customers.
- Ask your performers if they have a mailing list or website that you can tap into.
Don'ts
- Assume that charity or fundraisers will automatically sell - the SHOW is what attracts not the cause. Callous though it may sound people are generally not interested in sitting through a show to support a charity, they will only attend if they feel they will understand and enjoy what it is they are attending. Similarly - do not attempt to lecture, preach or 'inform' your audience about your particular cause - unless this has been clearly stated in the publicity. People want to be entertained!
- Over/underprice your tickets, study similar shows and pitch yours accordingly. If yours is a group of amateur performers, however talented, this should be reflected in publicity and prices.
- Pick an obscure or mysterious title - people need to know what they are buying for - or they won't buy.
- Exaggerate - avoid phrases like 'spectacular' or 'hilarious' or 'world-famous' unless they are. Similarly don't quote 'full-orchestra backing' if there are only 3 or quote things like 'from the West End' or 'professional' unless they actually are.
- Sign a hire form (or Performer Contract) on behalf of someone else, particularly a group or charity, the person who signs the forms receives the bill. If you are signing 'on behalf of' then make this clear on the contract and also state clearly where the invoices etc should be sent. All parties should be made aware of this.
- Expect ticket monies to be paid over immediately. Solihull Council's Finance Service has set procedures and cheque payment can sometimes take up to 30 days due to our checking/audit procedures.
- Assume that lighting/sound equipment is free - check with venue and performers regarding absolutely everything that may be required for your show. Make a comprehensive list and then arrange an appointment to see either the Senior Technician or the Operations Manager to discuss costs, set up times etc.
- Include risque or shocking material unless your audience is prepared for it. If in doubt, decide on 'suitable age range' and include it in small print on your publicity.
- Book performances by word of mouth, see the show and know exactly what you are getting before you book them.
- Attempt to leaflet shoppers in Touchwood - they don't allow it.
- Pick the wrong room. The Studio suits smaller scale, relaxed or informal events and can accommodate custom-made seating plans, theatre-in-the-round etc. The Theatre seats 339 in fixed, raked seating and availability, particularly for weekend dates, is limited at peak times.
- Forget that hire fees and ticket receipts are handled in arrears. Your expenses are deducted from Box Office sales and the balance settled by Council cheque/invoice. Performer fees are your responsibility.
- Use pictures, graphics, logo's etc in your publicity if you don't have relevant permission to do so
- Agree to promote something on behalf of a group or charity if you are unsure you can spare the time - suggest a 'Publicity Committee' to share the efforts (and the worry!).
If you have any suggestions or experiences to add to this list please forward to: Solihull Arts Complex, Homer Rd, Solihull B91 3RG or email dfitzpatrick@solihull.gov.uk
Contact Details
If you wish to discuss a new or existing booking at the Arts Complex please do not hesitate to contact us:
Arts & Entertainments Manager
0121 704 6961, Operations Manager 0121 704 6754, Marketing Manager 0121 704 6979 or email artscomplex@solihull.gov.uk