General Information For Concert Promoters 2012 2013-Books Pdf

GENERAL INFORMATION FOR CONCERT PROMOTERS 2012 2013
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is authorised by the Inland Revenue to operate the Simplified Withholding Tax System for Classical. Music or if the Promoter has successfully applied to the UK Tax Authorities for exemption by. completing form FEU 8 An exemption certificate must be received by the Administration Office before. the concert date If a certificate is not received before the concert date tax will be deducted if. applicable Further information can be found on the HMRC website www hmrc gov uk feu feu htm. It is the responsibility of the Promoter to obtain the appropriate permissions to enter and work in the. UK Information is available by visiting the UK Border Agency website. www bia homeoffice gov uk visas immigration,PERFORMING RIGHTS SOCIETY FEES. Promoters will be charged 4 8 on net Box Office income for programmes containing copyright. works editions subject to PRS Tariffs and appendices. PROGRAMME APPLICATIONS, Programme applications are dealt with in order of receipt once the contract has been signed and only. when listed on the Concert Schedule In the event of a work already scheduled at St John s within three. weeks of the date of the concert St John s reserves the right to rule a change of programme. AUDIENCE CAPACITY, The audience capacity is 580 without the Gallery seating less up to 6 house seats used 500 seats. are within the central block 6 of which are restricted view and are sold at the lowest price and. around the sides are 80 unreserved seats all of which have restricted sight lines or no view The. Gallery seats 180 all seats have restricted sight lines or no view bringing the total capacity to 760 8. places are kept for wheelchair users and 8 seats for their companions if unused for this purpose they. will be made available to the General Public The Gallery is only opened once all other seats have. been sold The Gallery cannot be opened to the public if it contains any machinery or equipment. e g extra lighting or recording cables etc or if any performers are placed in the Gallery Use of the. Gallery for performers is only at the Director s discretion. STAGE CAPACITY,With the curtains closed the maple wood. stage provides an excellent setting for,recitals or for concerts involving up to 45.
players With the curtains open and optimum,use made of the variable risers the stage. accommodates about 60 players or,combined choral orchestral forces of up to. 85 on as many as six different levels,Promoters who have not hired St John s. before and are planning combined forces of,over 60 performers are requested to make. an appointment to view the stage area before signing the contract A maximum of 100 performers. are permitted on stage only achievable for choirs standing without orchestra St John s has 34 music. stands 2 conductor s stands 90 orchestral chairs and a conductor s podium If you are planning to. exceed the recommended numbers please discuss with the Administration Department St John s does. not have staff to remove and replace audience seating to accommodate large forces this can only be. undertaken if the promoter provides the manpower but if required and agreed in advance this can. be arranged at an additional charge to the promoter. The stage and house lights are controlled by the staff of St John s and cannot be altered in any way. A secondary emergency lighting system is maintained whilst the public is on the premises In the event. of power failure the public must leave the building within 30 minutes in accordance with Westminster. City Council regulations,ARTISTS AREA, Dressing room space is limited All instruments and personal belongings are brought into St John s at.
the owner s risk Do not leave the doors in the hall or artists area open at any time when unattended. Performers are requested not to block emergency exits and passageways with their belongings and to. leave the Artists Area clean and tidy Smoking is not permitted anywhere in St John s. Please liaise with the restaurant 020 7222 2779 if you would like refreshments provided for tea. breaks or to book a meal for the orchestra you will be invoiced by the restaurant Food and drink is. strictly forbidden in the hall Rehearsals must finish one hour before the start of the concert when. artists are requested to clear the hall of all belongings including instrument cases The doors open half. an hour prior to the start of the performance,HOUSE STAFF. St John s provides a Duty Manager throughout the evening Ushers are also provided Promoters. should bring their own programme sellers who should be in the hall with the programmes and a float. 45 minutes before the start of the concert No commission is taken on sale of programmes Please. remember to allocate seats for your programme sellers If the gallery is in use extra ushers are. provided and extra programmes sellers will be needed If a page turner is required please book this. at least two weeks in advance of the concert with the Administration Department Stage managers. to set up and clear the stage and move music stands and chairs etc for rehearsals and performances. are not provided promoters should bring their own if required. REHEARSALS, Access for set up and rehearsal is from 5 hours before the scheduled concert start time Rehearsals. should end no later than one hour before the scheduled concert start time earlier if piano tuning is. required Extra rehearsal time can be booked For weekend rehearsals a form will be sent near. the date confirming and detailing access to the building Hours before 9am or after 10pm are. charged at a higher rate and only available by special arrangement with St John s. PRE CONCERT TALKS, Pre concert talks can be held in the hall from 6 30pm 7 00pm for 7 30pm concerts please advise on. the Concert Schedule If the start time of the concert is not 7 30pm please contact the Administration. Department to arrange a suitable start time for pre concert talks. FACILITIES FOR DISABLED PATRONS, St John s is accessible to wheelchair users There is a lift to serve the ground crypt Box Office and. restaurant and concert hall levels There is an adapted toilet in the crypt There is a platform lift to. allow disabled performers to gain access to the stage level. Wheelchair users should contact the Box Office so that tickets can be allocated in suitable positions. There are two parking bays reserved in Smith Square for disabled badge holders. St John s is equipped with an induction loop system to benefit hearing aid users Guide dogs are. permitted in the hall, Provided that arrangements comply with safety regulations and that the request is made on the.
Concert Schedule the following recordings of the concert can be made. Private recording including use of the Control Room if required. Commercial Recording of concert, Broadcast of Concert by BBC Classic FM etc invoiced direct to the Recording Company. St John s does not provide any recording equipment but for private recordings St John s can provide. contact details for recording engineers On no account are private recordings to be put to commercial. use without liaison between St John s and the recording company and agreement on the appropriate. facility fee This also applies to photography and video see below. PHOTOGRAPHY VIDEO FILMING OF REHEARSAL CONCERT, Photography and videoing are only permitted with permission from St John s and are to be requested. on the Concert Schedule On no account is the operator to move around during the concert and in. the case of photography take photographs during the performance Photographs may only be taken. during audience applause Arrangements must comply with safety regulations Violation of the above. rules will result in loss of facilities TV and filming of concerts are not permitted unless agreed with St. PROMOTIONAL DISPLAYS SALE OF CDS BOOKS,A small display or point of sale may be arranged. DELIVERY AND COLLECTION OF INSTRUMENTS, Delivery and collection times for all instruments and equipment e g percussion harpsichord recording. and amplification equipment must be requested on the Concert Schedule Instrument tuning times must. also be requested on the Concert Schedule Any alteration of timings must be agreed with St John s. otherwise access cannot be guaranteed Firms and Promoters supplying instruments should provide. sufficient manpower to move them in and out of the hall St John s staff cannot assist All instruments. and equipment should be removed immediately after the performance in order to avoid a storage. RESIDENT INSTRUMENTS, A Steinway model D Concert Grand Piano is available for hire and tuned by Steinways on the day of.
the concert An upright rehearsal piano is available without charge for use in the dressing room. area only The lid is not to be removed Preparation change of pitch or unconventional playing of the. piano is not permitted see contract section 2xxii Please contact the Administration Office if you. require a tuner stand by service during a concert or a pre rehearsal tuning. The Sainsbury Concert Organ was built and installed by Klais of Bonn in the summer of 1993 and is. available for hire For a full specification of the organ please contact the Administration Office. The organ incorporates a TV monitor for the organist to view the conductor. The Continuo Organ owned by N P Mander Ltd is available for hire The charge includes one tuning. and is invoiced by N P Mander This organ can be tuned to pitches A440 A415 and A430 Please. specify the pitch on the Concert Schedule, Bookings for all the above instruments must be requested on the Concert Schedule. BOX OFFICE, Credit and Debit Card Bookings may be made by MasterCard and Visa Tickets may be sold by the. Promoter on a sale or return basis subject to agreement with the Box Office At least two rows at. each price must be kept for sale by the Box Office Commission is charged on all gross ticket sales. 15 or a minimum sum whichever is the higher figure. It is the Promoter s responsibility to pay VAT on ticket sales to the Inland Revenue A detailed concert. return and a cheque for the sum owed to the promoter less St John s costs or an invoice of the amount. due to St John s is sent to the Promoter shortly after the event For all matters relating to tickets please. telephone the Box Office on 020 7222 1061 A specific Box Office information leaflet is available. A booking fee is charged to patrons as follows 2 00 per transaction for telephone bookings 1 50. to Friends of St John s 1 50 per transaction for online bookings This fee is retained by St John s. Advance Booking The Box Office is open for advance bookings from 10am 5pm until 6pm on. concert days Monday to Friday, Weekday Concerts After 6pm the Box Office is open for personal callers for that evening s concert. only The Box Office will close 30 minutes after the advertised start of the concert. Saturday Sunday and Bank Holiday Concerts, The Box Office opens one hour prior to the performance for personal callers for that concert only The. Box Office will close 30 minutes after the advertised start of the concert. TICKET PRINTING, Ticket printing can only be undertaken by St John s ticket prices may not be changed after.
submission of the Concert Schedule,CONCESSIONS AND REDUCTIONS. Concessions for NUS members Senior Citizens Students Registered Unemployed schoolchildren and. patrons with disabilities are allowed and take the form of any seat in the house reduced by either. 10 or 20 or to one set lower price Please consult the Box Office for further information. Concessions must be requested on the Concert Schedule and printed in the diary Concessions cannot. be offered after the diary has been printed, City of Westminster ResCard Holders are entitled to 10 discount on a pair of tickets for any concerts. Friends of St John s are entitled to a week s priority booking and 10 discount on a pair of tickets for. any concert Party bookings of 10 or more qualify for a 10 discount Subscription discounts for a. series of concerts and any special ticket offers must be agreed in writing with the Box Office and. requested on the Concert Schedule to be printed in the diary Special discount offers cannot be. added after the Concert is on sale,TICKETS FOR COLLECTION. All tickets for collection before the concert including press and guest tickets must be left at the Box. Office not in the hall or Artists Area at least one hour before the performance. TICKET PRICE STRUCTURE, Rows in the main body of the hall are divided as follows to accommodate a four three or two tier. price structure No deviation from these row divisions is allowed The prices below are examples only. No price will be considered involving denominations of less than 50p Gross figures do not allow for. various 10 deductions concessions if offered the 15 Box Office commission and PRS charges. Also seat nos 2 25 in rows S T and X are restricted view and sell for the lowest price included in. unreserved capacity below Seats K 21 26 are St John s house seats for use at St John s discretion. Gallery tickets must not be publicised as the Gallery is only opened once all other tickets have been. sold Ticket prices cannot be changed once they are advertised in the monthly concert diary. Price Structure A,E K top price 151 20,A D L R 2nd price 219 16.
S X 3rd price 124 14,Unreserved lowest price 86 10. Gallery lowest price 180 10,Total Gross 10 920,Price Structure B. A K top price 235 20,L X 2nd price 259 15,Unreserved lowest price 86 10. Gallery lowest price 180 10,Total Gross 11 245,Price Structure C. A X top price 494 15,Unreserved lowest price 86 10.
Gallery lowest price 180 10,Total Gross 10 070,Price Structure D. All seats single price 760 10,reserved or unreserved. Total Gross 7 600,ST JOHN S CONCERT DIARY, St John s produces an average 50 000 copies of the concert diary subject to variation The diary is. sent to the St John s Friends and Mailing List and distributed throughout London to libraries colleges. and universities businesses record shops museums and art galleries etc The diary is also sent to the. press and general media as well as publications offering a free listings service Promoters should also. send press releases directly to the media to encourage press coverage. Provided that the Concert Schedule is received by the copy date St John s makes no charge for. inclusion of text in the diary Failure to meet copy deadline could result in the loss of considerable. Photographs may be included depending on diary space and suitability St John s reserves the right. to edit diary entries,ST JOHN S WEBSITE, St John s Concert Diary is published on our website www sjss org uk Our website also gives full. information about St John s Smith Square and includes an on line booking facility with seat selection. All information from the diary will automatically appear on the site including photographs unless. promoters advise us that restrictions apply to reproduction on the internet. LEAFLETS POSTERS AND PROGRAMMES, The Promoter is responsible for producing leaflets posters and programmes The programmes may.
serve as the publicity leaflet provided that all required wording is included Proofs of all publicity. material and programmes must be submitted to St John s for approval Please note that failure to. comply with these regulations may result in the loss of display facilities. The following wording must be included in full on all advance publicity. St John s Smith Square London SW1P 3HA,Tickets concessions. Booking opens on the date agreed by SJSS in the Concert Schedule. By telephone 020 7222 1061,Online www sjss org uk,By Post Please enclose SAE. Debit Credit Cards MasterCard Visa and Maestro accepted. Booking fees per transaction 2 00 by telephone 1 50 Online. Advance Booking The Box Office is open for advance bookings from 10am 5pm weekdays The Box. Office opens at on the day for personal callers for that concert only. Please insert time as one hour prior to start of concert if on a Saturday Sunday or Bank Holiday. e g 6 30pm for a 7 30 otherwise omit sentence, Smith Square Caf Restaurant in the Crypt is open from two hours before the advertised start time. of any concert for buffet and la carte dining Telephone 020 7222 2779 or email. stjohns leafi co uk for reservations, St John s Smith Square Charitable Trust registered charity no 1045390 Registered in England. Company no 3028678, The following wording must be included in full in the Concert Programme or on the advance.
publicity if this also serves as a programme,Interval 20 minutes insert on programme page. In accordance with the requirements of Westminster City Council persons shall not be permitted to sit or. stand in any gangway The taking of photographs and use of recording equipment is strictly forbidden. without formal consent from St John s Smoking is not permitted anywhere in St John s Refreshments. are permitted only in the restaurant in the Crypt, Please ensure that all digital watch alarms pagers and mobile phones are switched off. During the interval and after the concert the caf restaurant is open for licensed refreshments. Box Office Tel 020 7222 1061 Website www sjss org uk. St John s Smith Square Charitable Trust registered charity no 1045390 Registered in England. Company no 3028678, If the caf and restaurant in the Crypt is to be closed to the public after the concert for a private. function then this should be stated instead the caf restaurant in the Crypt will be closed to the. public after the concert,LEAFLET DISTRIBUTION, St John s can provide details of leaflet distribution companies For further details please contact the. Administration Department Bookings for any distribution package must be made at least two months. prior to the concert date, Publicity leaflets can be inserted in the St John s mailing list space permitting 2 500 leaflets are.
required recommended size 1 3 A4 or A5, Please ensure that leaflets and programmes are packed in boxes of no more than 10kg If boxes. exceed this weight delivery will not be accepted, Subject to availability specialist target mailing lists can be arranged through St John s Please contact. the Administration Department for details please note that in order to comply with the Data Protection. Act St John s is unable to supply promoters directly with names and contact details of patrons. ADVERTISING, Promoters are advised to use all possible available means to promote their event There are many. options including a number of free ones e g listings in Time Out or via the Press Association. Concert diary com is inexpensive and effective Its interactive concert guide is shown on a number of. sites including ClassicFM and the BBC Music Magazine. National press options include the Music and Dance Diary London which is used by all the major London. concert halls and is among the cheapest forms of press advertising The guide has a prominent position. within the Arts pages of three national newspapers and is invoiced by our advertising agency Smart. Arts Solutions Ltd St John s will inform Smart Arts that you wish to take part if you indicate this on the. concert schedule After this it is your responsibility to deal directly with Smart Arts Smart Arts will. contact you about four weeks before your concert and propose the standard entry on a schedule. together with a proof of the wording for you to check Your entry is charged by the line and the net. costs subject to increase are currently as follows. Sunday Times cost per line 25 00,Daily Telegraph cost per line 18 00. Guardian cost per line 12 00, The number of lines you use is dependent upon your wording there is a fixed number of characters.
per line but it is estimated that entries will require an average of six lines You will also be required to. make a contribution towards the panel containing St John s booking details which will be added to. the Concert Return Caroline Gresham at Smart Arts will also be happy to discuss display advertising. Smart Arts Solutions Ltd,7 Winchester Street,London SW1V 4PA. Tel 020 7233 6753 email caroline smartartssolutions com. PROMOTERS PUBLICITY REQUIRED WORDING, Please note that the General Information is prepared one year in advance Wording and facilities. are subject to change it is vital that Promoters check with St John s for any changes of wording and. facilities and submit a proof of any publicity material before going to press. SMITH SQUARE CAFE RESTAURANT, The caf restaurant is in the crypt of St John s The catering is provided on an exclusive franchise. basis by Leafi For public concerts the restaurant must remain open to the public before the concert. and during the interval It is also open after the concert unless closed for a private reception see. ENTERTAINMENT FACILITIES, The following entertainment facilities are available in the restaurant in the crypt. Before the concert during the interval Small receptions may be possible in a sectioned off area. Maximum number of people c 50, After the concert although normally open to the public the restaurant can be closed for private.
receptions provided that this is requested on the Concert Schedule in time to be published in the. monthly diary i e four months before the concert cancellation fee if facility subsequently not used. The following options are available,Drinks with canap s food maximum 165 people. Stand up Fork Buffet maximum 160 people,Sit down buffet maximum 120 people. Formal waiter served dinner maximum 120 people, Up to 100 people for drinks only can be accommodated without having to close the Crypt to the public. after the concert, For all of the above the catering must be carried out by the restaurant which has the exclusive contract. for all catering at St John s For further details of menus and the wine list etc please contact the. restaurant management Tel 020 7222 2779 or email marjorie leafi co uk. Hall entertainment, It is sometimes possible to use the back of the Hall for receptions drinks canap s This will reduce.
the capacity for audience seating Please call the Administration Office if you wish to discuss these. options 020 7222 2168,PUBLIC TRANSPORT, Underground Westminster District Circle and Jubilee lines St James s Park District and Circle lines. Victoria District Circle and Victoria lines and Pimlico Victoria line. Buses 3 and 87 to Millbank C10 and 507 limited hours to Horseferry Road 88 to Marsham Street. 11 211 148 and 24 to Westminster Abbey,British Rail Victoria Waterloo or Charing Cross. CAR PARKING, St John s is within the congestion charge zone Residents parking and parking meters are in operation. during the day Monday Saturday until 6 30pm In the evenings and at weekends there is usually. ample parking space locally There is a Westminster City Council car park on Great College Street. an APCOA car park in Arneway Street and coach parking meters in Marsham Street. There is no guarantee that parking will be available to artists or promoters in the small St John s car. park There is no reservation system for spaces,HIRE CHARGES 2012 2013 SEASON. Prices as of July 2012 but subject to change All charges are listed NET of VAT. Hire of Hall for a public concert 1 500, Hire of Hall for a private concert or event please apply to the Administration Department for.
Hire of Gallery 200 includes ushers,Extra rehearsal 100 per hour. Extra access time 100 per hour,Page turner 35,Extra Ushers 25 each. Instrument and equipment storage charge 50 per day. Hire of Piano 150 includes tuning, Hire of Sainsbury Organ 300 includes tuning contribution. Hire of chamber organ 270 includes tuning,Private archive recording of concert 60. Commercial recording of concert of up to 100 CD s 175. Commercial recording of concert 700,Use of Control Room 45.
Audio broadcast of concert 250 invoiced direct to recording company. Photography of concert rehearsal 60,Video of concert rehearsal 80. TV filming price on application,Display sales 30, Box Office commission 15 or minimum 350 on gross sales. PRS 4 8 on net sales minimum charge may apply if a controlled work is included in the. Ticket printing 40 per concert,Insertion in St John s mailing list 300. Music Dance Diary London charged per line invoiced by Smart Arts Solutions Ltd see. Advertising, Contribution to St John s listing in Music Dance Diary in Newspapers 40 per entry. Hire of restaurant after concert no charge Cancellation fee 300 28 days notice or 500. 28 or less days notice if closure for private function requested and facility subsequently not.


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