CONTRACTS>>

Depending on how many venues you apply to you will probably get one or more offers. The venue will offer you a specific slot in one of their performance spaces. It may well be in a different time slot or performance space than you requested so you might need to give the offer some thought. Check with the venue exactly how much time you will have in a performance space each day – if you get a 6pm – 7.30pm slot the chances are this is the time you have to get in, perform and get out, the actual performance slot is likely to be 6.15pm – 7.15pm.

As part of the offer there will be a financial arrangement. The venue will either charge you a set fee for the use of their performance space or a box office split. In the former you pay a set fee and get 100% of your box office. In the latter you and the venue split any box office takings (normally 60% goes to the performer or theatre company, 40% to the venue). Most venues who agree a box office split deal will want a 'guarantee' – a minimum figure which you will pay the venue in advance (normally 40% of whatever ticket sales for 40% capacity would come to, if that makes any sense!). In that scenario, once you go into production you will get 100% of box office takings up until this figure is reached, and then the box office split will kick in. The guarantee is non-returnable (by definition really) - so if you don't recoup the guarantee through ticket sales, that's your loss.

The size of the fee or guarantee will depend on the capacity of the venue and the time of the slot – the bigger the venue and the nearer to 8pm, the higher the fee/guarantee. It varies greatly but the average slot in the average space would probably cost somewhere between £500 and £2000 per week per slot.
While you are considering a financial offer make sure you ask the venue whether it makes any charges on top of the set fee or guarantee. You will find many venues charge for the following:

• Many venues charge you a fee for inclusion in their venue programme and the support of a venue press officer. This is a con really because you have to pay it and it might as well be included in the venue fee – but make sure you ask about publicity service charges.

• Some venues will charge you a commission on ticket sales above their 40% split – though this is normally limited to credit card sales. Either way make sure you ask about any box office charges.

• Some venues will charge you for the use of a technician during rehearsal, and for a hall-keeper during performances. Again this is a con really because it might as well be included in the venue fee – but make sure you ask the venue if there are any personnel charges.

• Some venues charge you for any comp tickets you give away to friends or use for marketing purposes – and they won’t just charge you their 40%! Again – check if this is the case.

• Some venues will find any excuse for making extra charges along the way – make sure you are fully aware of what these are before accepting a slot.

Once you have agreed on a fee / guarantee (and feel free to haggle on the original offer!) you should discuss payment terms. Most venues will want your fee or guarantee in two or three instalments – with the final payment fully cleared before your first get in. Check the venue’s expectations and that your cash flow fits in with this.

Once you are clear on the timings of your slot, and you’ve come to an agreement on monies, you should also consider get in times. Every theatre company will get a time in the theatre to put up their set, focus their lights and do a dress and tech run of their shows. Get in time is at a premium – especially if the venue is already open before you arrive. Make sure you find out how much get in time you will get and when it will be (it may well be at 3am in the morning) before committing yourself to a venue.

Once all of this has been agreed the venue you have chosen will send you a contract which you should read through – check you agree with all the timings and financial information – and then return it signed to your venue, keeping a copy for yourself.

If you don’t get any slot offers, or none that you’re happy with, you can try approaching other venues to see if they have any gaps in their programmes. If you are willing to perform at smaller venues there are normally last minute slots available and sometimes you can get a good deal if you take empty slots off a venue manager's hands just before the Fringe programme deadline. But leaving things to this stage can be risky and you could end up with a poor slot, or no slot at all.