Drama Studio Hirer's Guidelines

Drama Studio Hirer's Guidelines
CONTENTS
GENERAL INFORMATION AND CONDITIONS OF HIRE
1.! Scope and Location
2.! Health and Safety
3.! Licences, Copyrights and Broadcasting
4.! Booking Procedure, Invoicing and Payment
5.! Liability and Insurance
6.! Using the Drama Studio
7.! Front of House Management
8.! Pre-Production Planning
9.! People with Disabilities
10.! Children, Young People and Animals
11.! Publicity
12.! Security
13.! Facilities
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DEPARTMENTAL CODE OF PRACTICE FOR HEALTH AND SAFETY
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1.! Organisation for Safety
2.! General Conduct
3.! Visiting Groups – Special Notes
4.! Emergency Procedures
5.! Accidents and First Aid
6.! Planning
7.! Personnel
8.! Smoking
9.! Working At Height
10.! Scenery – design and construction
11.! Backstage
12.! Suspension and Flying
13.! Alterations and additions to the existing lighting and sound rigs
14.! Pyrotechnics and other Special Effects
15.! Smoke Machines
16.! Strobe Lighting
17.! Weapons
18.! Use of Power Tools
19.! Dressing Rooms and Green Room
20.! Work outside normal hours
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DRAMA STUDIO FRONT OF HOUSE POLICIES AND PROCEDURES
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APPENDIX A
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APPENDIX B
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AGREEMENT TO CONDITIONS OF HIRE OF THE DRAMA STUDIO
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GENERAL INFORMATION AND CONDITIONS OF HIRE
1.
Scope and Location
1.1. The Conditions and Information contained herein, shall apply to all groups hiring
the Drama Studio. In conjunction with the appropriate Tariff and Codes of
Practice, they form the basis of the Agreement between the Hirer and the
University for all bookings in the Drama Studio.
1.2. The Hirer shall ensure that all members of the company are familiar with the
sections of this document and with the sections of the Tariff that are relevant to
their purposes.
1.3. Further copies of this document are available from the Theatre Manager or may
be downloaded as a pdf file from the Drama Studio’s website.
1.4. The University of Sheffield Drama Studio is situated at the junction of Shearwood
Road and Glossop Road. It is provided primarily for use by University groups and
departments but is also available for hire to outside organisations.
1.5. All enquiries should be made to the Theatre Manager.
1.6. The hirer shall appoint a Production Manager.
1.7. The Production Manager must attend a pre-planning meeting 40 days in advance
of their fit-up/get-in to discuss risk assessments and method statements
associated with their production and to identify any aspects of their production
which the Licensing Authority need to be informed of. (see appendix B)
1.8. Preliminary plans should be submitted to the Drama Studio Theatre Technician in
advance of this meeting.
2.
Health and Safety
2.1. Copies of the University of Sheffield Health and Safety Code of Practice and of the
Drama Studio Hirer’s Guidelines are available to each company using the Drama
Studio.
3.
Licences, Copyrights and Broadcasting
3.1. The Drama Studio is licensed under the Licensing Act 2003 for the provision of
regulated entertainment between the hours of 11:00 and 23:00 on any day, with
certain activities allowed from 10:00. Further details are available from the
Theatre Manager.
3.2. The Hirer shall ensure that all other relevant permissions and licences for their
performances are obtained in advance of such performances.
In addition to the performing royalties, these may include licences for the playing
of live and recorded music, the playing of copyrighted film or television
programmes, the recording of any copyrighted material (making a video of the
show), for children and young people involved with the show (not just appearing in
it) and for running a raffle. Advice can be sought from the Theatre Manager.
3.3. The Hirer shall ensure that all members of the company adhere to the conditions
of such licences as shall apply to their activities whilst using the Drama Studio.
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3.4. The Hirer shall inform the Theatre Manager, in writing with a minimum of 28 days
notice, of any aspects of their production, which require special permission from
the Licensing Authority. (see appendix B)
3.5. The Drama Studio is not to be liable for any infringement of copyright howsoever
arising. The Hirer shall indemnify the Drama Studio and the University against all
liability and against all actions, costs, claims and demands in respect of any
infringements of copyright.
3.6. Transmission by wireless or any other means of any performance, entertainment
or function, taking place in the Drama Studio is not permitted except by prior
arrangement with the Theatre Manager.
3.7. The Theatre Manager reserves the right to cancel any performance if the licence
conditions cannot be met, for whatever reason.
4.
Booking Procedure, Invoicing and Payment
4.1. Applications for use of the Drama Studio should be made on the Booking Form
supplied to the Hirer. In the case of non-University organisations, this must be
accompanied by a non-refundable booking fee. The amount of the booking fee is
specified in the Tariff and will be credited against the final account.
4.2. The appropriate Tariff will be supplied with the Booking Form and lays out the
principles and charges for using the Drama Studio. Additional copies are available
from the Theatre Manager. Circumstances not covered by the Tariff shall be
subject to an individual quotation by the Theatre Manager.
4.3. Completion of a Booking Form does not, in itself, constitute a booking.
4.4. Successful applicants will be sent written confirmation of their booking, which
must be acknowledged by completing and returning the Agreement of Conditions
of Hire of the Drama Studio.
4.5. All cheques should be made payable to “The University of Sheffield”.
4.6. An Information Form will be sent to the Hirer before the start of the season in
which a booking occurs, asking for details of the show, an outline of expected use
of the theatre and for the contact details of personnel, key to the booking. The
Information Form should be returned by the date indicated on it. Any change to
the details supplied on the form should be made known to the Theatre Manager
immediately.
4.7. Cancellation of bookings should be made before the date indicated on the
Confirmation of Booking letter. Any cancellations made after this date will incur
cancellation charges as detailed in the Tariff.
4.8. Cancellation of individual performances should be made within 7 days of the
return date indicated on the Information Form for that particular show. Any
cancellations made after this time will invoke a cancellation charge.
4.9. The University reserves the right to cancel any booking of the Drama Studio if it is
necessary to carry out any unavoidable repairs to the building or its
fabric/fixtures/fittings/furnishings by giving written notice of at least twelve weeks
before the date of the booking. It is emphasised that this will happen in quite
exceptional circumstances only.
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4.10. An invoice for the final account will be issued by the end of the month in which the
booking occurs. In line with University policy, the final account is payable on
receipt of the invoice.
4.11. For Departmental users, an Estimate, based upon the details supplied on the
Information Form will be sent to the hirer with enough notice for an Internal Trade
Order to be raised before the booking takes place. The hiring department shall
raise the Internal Trade Order and inform the Theatre Manager of its number
before the commencement of the booking. Following the booking, a Statement of
actual use will be supplied to the hiring department so that the Internal Trade
Order can be amended if necessary and Goods Receipted in accordance with
University Financial Regulations.
5.
Liability and Insurance
5.1. In the case of any function not sponsored by the University, the Hirer shall be
responsible for any loss, injury or damage which may be sustained or incurred by
any person or persons while in the Drama Studio, for any purpose connected with
the function for which it has been booked, except insofar as such loss, injury or
damage may have been caused by the act, neglect or default of any servant of the
University.
5.2. By signing and returning the Agreement of Conditions of Hire of the Drama Studio,
the Hirer is deemed to have accepted the contents of this document and of the
supplied Tariff and shall ensure all insurances mentioned therein and elsewhere in
this document are in place.
5.3. The Hirer shall take out insurance (minimum £5,000,000) to cover loss or
damage over the period of booking and to cover its own public liability.
5.4. The Hirer shall post in a prominent place, throughout the period of booking, a
copy of the certificate for the above-mentioned insurance.
5.5. The Hirer shall ensure that only those covered by the company’s insurance are
admitted to the Drama Studio.
Particular care and attention must be given to who is allowed into the theatre
during the production period and prior to the theatre being opened for a
performance. Friends, parents, relatives, children or other persons who are not
covered under the terms and conditions of the hirer's insurance, constitute
members of the public and special arrangements must be made in advance with
the Theatre Manager. Such arrangements may invoke additional charges.
5.6. The Hirer shall ensure that the conditions of the Health and Safety at Work Act
and the Management of Health and Safety at Work Regulations have been
complied with if they engage anybody for financial reward. In particular they
should ensure that such people engaged have adequate insurance to cover their
liabilities. (see also 8.4)
5.7. The Hirer shall ensure that, under no circumstances should any member of the
public, persons identified in 5.5 or any other person not adequately trained for the
purpose, be allowed onto the stage or in the wings and Baptistry area. This applies
at all times during the booking period but particularly before, during and after
performances and especially after the last performance when the strike and get
out is taking place.
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6.
Using the Drama Studio
6.1. Users shall be responsible to the Theatre Manager at all times and shall comply
with his/her instructions and those of other responsible officers of the University.
6.2. The Hirer shall inform the Theatre Manager in writing, in advance, of any
anticipated use of sessions of preparation or rehearsals in excess of those
included as part of the booking and of any anticipated work outside normal hours.
Information about sessions of preparation, rehearsals and working times in the
Drama Studio can be found on the Tariff.
6.3. The Hirer shall inform the Theatre Manager, in writing, in advance of the booking if
they do not wish such work as that detailed in 6.2 to be allowed, without being
authorised.
In the interests of facilitating the production but at the discretion of the Theatre
Manager, unauthorised additional work and work outside normal hours will usually
be permitted. Such work must be requested in advance and in writing to the
Theatre Manager and will incur the appropriate charges.
6.4. The fabric of the Drama Studio, its furniture, fixtures and fittings must not be
removed or defaced or damaged in any way. The use of nails, screws, adhesives or
any other means of fixing to the structure of the building or its fittings is
prohibited.
6.5. The Hirer shall be responsible for any damage to University property caused by
the company.
6.6. The University shall not be held responsible for any property introduced into the
Drama Studio, or left behind at the conclusion of the booking, or for any loss or
damage to such property.
6.7. The Hirer shall ensure that all stage settings, materials and production rubbish
introduced by the company are dismantled and removed from the premises at the
end of the booking period. Waste materials, paint and batteries in particular, shall
not be disposed of in Drama Studio receptacles or skips. Failure to remove
production rubbish from the premises will incur a minimum £100 removal fee.
6.8. The Hirer shall ensure that any property supplied on loan or hire by the Drama
Studio is returned to its proper place of storage at the end of a booking period.
6.9. The Hirer shall ensure that all displays and notices introduced by the company in
the Front of House, backstage and dressing room areas are removed at the end of
a booking period.
6.10. The Hirer shall ensure that the company keeps itself and its property within the
areas allocated by the Theatre Manager for the purpose of its activity and shall not
set up its property before nor dismantle it after the period booked unless prior
arrangement has been made with the Theatre Manager.
6.11. The Hirer shall seek permission, in advance, from the Theatre Manager before the
foyer areas are used for purposes other than servicing an audience. Unauthorised
use may incur additional charges.
6.12. The Hirer shall ensure that the company conducts its affairs in such a manner as
to avoid danger, annoyance and disturbance to other users of the premises or to
occupiers of neighbouring properties.
6.13. The Hirer shall ensure that the stage area is kept clean and tidy. The entire stage
area must be cleared of all surplus production equipment and materials before
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the first performance. The stage floor and wings must be swept and mopped at
the end of the booking period.
6.14. The Hirer shall ensure that no equipment, of any description, is installed in the
Auditorium without first seeking the permission and advice of the Theatre
Manager (see 3.4).
6.15. The Hirer shall ensure that the auditorium and front of house areas are cleared
completely by the morning of the day before the first performance, in order that
they may be prepared and cleaned.
6.16. The Drama Studio is cleaned each morning from Monday to Friday and on
Saturday morning if there is a performance. Any group using the Studio during
the day on which a performance is due to take place or who are performing a
matinee or on a Sunday or Bank Holiday, shall make arrangements for the cleaning
of the auditorium, foyers and other relevant areas before the audience is
admitted.
7.
Front of House Management
7.1. The Hirer shall ensure that Front of House requirements are complied with at all
times when the Drama Studio is open to the public.
7.2. The Hirer shall ensure that a House Manager and a minimum of four ushers are
provided for every public performance. An additional person will be required to
staff the Box Office.
7.3. All Front of House staff must be familiar with the Emergency Evacuation Procedure
before an audience can be admitted to the theatre.
7.4. The Hirer shall ensure that all members of the Front of House staff are easily
identifiable, either by shirts, armbands or badges labelled with the word STEWARD
or USHER.
7.5. It is a legal requirement under the conditions of the Drama Studio's Premises
Licence that staff emergency procedure drills are carried out. As a minimum this
will involve the stage manager, control room staff and the complete Front of House
team. If you are requested to participate in such a drill, advanced notice will be
given and every effort will be made to execute it at a mutually convenient time.
Failure to comply may jeopardise future bookings in the Drama Studio.
7.6. The Hirer shall ensure that the Front of House staff is available from 45 minutes
before curtain up, throughout the performance and until the public has left the
Theatre. Ushers are permitted to watch the show from the designated usher
seats. These seats are positioned where ushers are immediately contactable and
from which they can monitor their designated door and can leave without
disturbing the audience.
7.7. The Hirer shall ensure that an adequate system is in place to prevent the seating
capacity of the Drama Studio being exceeded.
7.8. All members of the audience, including small children, must be provided with their
own seat. Standing is not allowed in any part of the auditorium.
7.9. Groups wishing to offer for sale any items other than basic refreshments should
check with the Theatre Manager in advance. The sale or supply of alcoholic
beverages is not permitted under the terms of the Drama Studio’s licence.
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7.10. The Front of House staff shall, as far as is reasonably practicable, ensure that no
glass containers, hot drinks, sticky drinks or hot food are taken into the
auditorium.
7.11. The Front of House staff shall make a tour of the auditorium to collect major items
of rubbish, following each performance.
7.12. Groups or individuals wishing to make collections on any part of the Drama Studio
premises must obtain prior permission from the Theatre Manager.
8.
Pre-Production Planning
8.1. The Hirer shall ensure that a named person is appointed for each production, to
undertake the duties of the Production Manager detailed in Section 7, Personnel
of the Drama Studio Departmental Code of Practice for Health and Safety.
8.2. The Hirer shall ensure that the Theatre Technician is advised in advance of the
technical requirements for their production. Production plans, including set
design, lighting and sound must be discussed prior to the get-in, in order to
identify any areas of concern and to prevent unnecessary problems.
8.3. The Hirer shall ensure that any hazards associated with their production have
been identified, that suitable assessments of the risks involved have been carried
out and that the Theatre Technician has been advised accordingly.
8.4. The Hirer shall ensure that anyone engaged in accordance with 5.6, complies with
8.3 above.
8.5. The Hirer shall ensure that the Theatre Manager is supplied with copies of all risk
assessments and method statements arising from 8.3 and 8.4 above and for
ensuring that such information is disseminated to all members of the company.
9.
People with Disabilities
9.1. The Drama Studio has a number of features to make it accessible to people with
disabilities. Level access is provided for wheelchair users and others to both the
backstage areas and the auditorium stalls.
9.2. There is a unisex accessible toilet in the Front of House area for members of the
audience and one in the backstage area for members of the cast and crew.
9.3. There is an infra-red system fitted in the auditorium for people with impaired
hearing. Receivers for the infra-red system are available from the Theatre
Manager or evening Duty Manager on request.
9.4. The seats in Row A of the stalls can be removed in various combinations to
accommodate up to 8 wheelchairs. Further details can be found on the seating
plan or from the Theatre Manager. Please bear in mind that, wherever possible,
seats for partners/carers should be allocated at the side of the wheelchair.
9.5. It is the responsibility of the Hirer to ascertain whether a patron has special access
requirements at the point of sale of tickets and for advising the Theatre Manager
accordingly.
9.6. The Hirer shall ensure that notices are posted in the Front of House areas to give
advice of special effects that may affect members of the audience. It is also
recommended that such information is provided to patrons at the point of sale of
tickets.
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9.7. Dressing room 1 is wheelchair accessible as is the rear stage area (The Baptistry).
The Baptistry is 450mm (18 inches) above the main stage area and, as in all cases
(see 13.3.1), it is the responsibility of the Hirer to design suitable settings to
negotiate this level change. The Drama Studio has a telescopic wheelchair ramp,
which can be made available to assist in this matter.
10. Children, Young People and Animals
10.1. Children and young people need additional care and attention due to their age,
vulnerability and inexperience in a working environment. Note that a young
person is defined as someone who has not attained the age of 18 years and that a
child is defined as someone who has not attained the minimum school leaving age
(MSLA), generally 16 years.
10.2. In addition to any licences required (see 3.2), any children or young persons
brought into the Drama Studio for the purpose of participating in a production
must be properly supervised at all times. If they are not participating in the
production, they should not be brought to the theatre.
10.3. The nature of their involvement must be properly assessed and discussed in
advance with the Theatre Manager. Certain aspects of work in theatre have
minimum legal age requirements.
10.4. The Hirer shall ensure that they are accompanied around the theatre at all times
either by the person supervising their work or by the designated chaperone.
10.5. The Hirer shall ensure that all chaperones and persons supervising work are
properly trained and vetted for the purpose.
10.6. The Hirer shall ensure that separate changing areas are allocated for boys and
girls, which will be segregated from adult changing areas.
10.7. The Hirer shall ensure that adequate provision is made for their needs of
sustenance and relaxation when not participating.
10.8. Animals for use on stage is not permitted on the Drama Studio premises due to
lack of appropriate welfare facilities. Exceptions will be made for guide dogs.
11. Publicity
11.1. The Drama Studio submits information on upcoming productions for inclusion in
University and other local ‘diary’ programmes and is also available from the Drama
Studio’s website.
11.2. Any material for inclusion in University publicity should be submitted to the
Theatre Manager, on the Information Form supplied, by the date stated.
11.3. Posters and programmes for individual events are the responsibility of the Hirer.
11.4. Posters for display on the Drama Studio’s notice boards should be handed to the
Theatre Manager and not stuck up at random.
11.5. The Drama Studio reserves the right to refuse to display any posters or other
advertising material that may be considered unduly offensive, for whatever reason.
11.6. The Drama Studio produces a long poster for the external notice board each week
unless the Hirer indicates one is not required on the Information Form supplied. A
charge for producing the long poster is included in the final account.
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12. Security
12.1. Groups and individuals using the Drama Studio are reminded of the constant need
for strict security. Whilst the measures detailed below will minimise any risk, it is
strongly advised that no valuables of any sort be left unattended at any time, in any
part of the building.
12.2. The Stage Door, on Shearwood Road, should be used at all times by all members
of groups using the Drama Studio including Front of House staff.
12.3. The front doors, on Glossop Road, are only to be used for public access at
performance times or in an emergency.
12.4. The side auditorium exit doors and stage dock doors should only be used for
getting in and out large items of scenery and furniture or in an emergency. The
exit doors are fitted with an alarm, which is switched off during performances and,
on request, during fit-ups etc.
12.5. The back-stage emergency exit outside Dressing Room 1 should only be used for
access to the assembly point during an emergency evacuation and to the rubbish
skips. If you use this door, make sure it is securely closed afterwards.
12.6. The Hirer shall submit to the Theatre Manager, at least one week before the
booking, a full cast and crew list so that a stage door sign-in sheet may be drawn
up.
12.7. The Hirer shall ensure that all members of the company are familiar with the
operation of the coded locks and with their own code.
The Stage Door and ground floor pass doors to back stage and dressing rooms are
fitted with security locks with each group being issued with its own code. These
locks must be used at all times to prevent unauthorised access to dressing rooms
and back stage. The Theatre Manager shall issue the Hirer with a security code at
least one week before the booking.
12.8. The dressing rooms are all fitted with locks and keys may be signed out from the
Studio office if required.
13. Facilities
13.1. Seating Arrangements
13.1.1.Seating capacities:
Stalls
Circle
121
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All seats on the front row of the Stalls may be removed in various
combinations to accommodate up to 8 wheelchairs (see 9.4). Please advise in
advance if you know wheelchairs are expected.
13.2. Stage
13.2.1.A scale plan (1:100 on A4 paper) of the Drama Studio stage is available as a
pdf download from the Drama Studio’s website.
13.2.2.There is very restricted wing space on either side of the stage with a
maximum height of 2.8m.
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13.2.3.On occasions when daytime activities are scheduled in the theatre, groups
may be asked to assist by clearing items of furniture and properties from the
stage after the performance on the evening before. The stage will be cleared
after daytime events but it will be left for production staff to reset furniture,
props etc.
13.3. Settings
13.3.1. It is the responsibility of the hirer using the Drama Studio to devise and
provide their own stage settings.
13.3.2.The stage floor cannot be painted. Any group wishing to use a decorated
floor must provide an overlay, which can be fixed to the stage floor. Care must
be taken to avoid getting paint on the stage floor and any marks must be
repainted black at the end of the booking period and all fixings carefully
removed.
13.3.3.The stage floor must be adequately protected from any action that may
damage it.
13.3.4.Vinyl emulsion based paints only may be used on scenery and other stage
items. Care must be taken to avoid getting paint on the stage floor, the fabric,
furniture or fittings of the Studio.
Under no circumstances should
pressurised spray containers bearing the extremely flammable symbol be
brought into the Drama Studio.
13.4. Costumes, Make-up, Properties, Furniture
13.4.1.The Drama Studio does not undertake to provide any costumes, make-up,
properties or furniture. These are the sole responsibility of the hirer.
13.5. Storage
13.5.1.The Drama Studio does not provide space for the long-term storage of
groups’ costumes, properties, furniture or scenery.
13.6. Company Accommodation
13.6.1.The Drama Studio has four dressing rooms, each with fixed make-up tables
and mirrors, costume rails and wash basins.
These can provide
accommodation for 42 persons but should more accommodation be required,
Studio 1 may be booked, subject to availability and adequate advanced notice.
13.6.2.There is a Green Room, consisting of a kitchen area, which must be kept
clean and tidy and an adjacent lounge area.
13.7. Pre-production Areas
13.7.1.There are three rehearsal studios, which may be booked in advance, each
provided with a piano. A charge will be made for using the rehearsal studios in
accordance with the appropriate Tariff. Use is subject to separate Conditions
of Use, which are posted in the rehearsal rooms and available on request from
the Theatre Manager.
13.7.2.The Drama Studio does not provide any tools, paint or other materials.
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13.8. Front of House
13.8.1.The Drama Studio allows the Hirer to provide their own light refreshments,
for which preparation and serving facilities are available. It is expected that
the minimum provision will include a hot drink, e.g. coffee. All equipment
provided by the Drama Studio must be washed up and returned to the
cupboard after each performance.
13.8.2.There is a box office located in the outer foyer of the Drama Studio. Hirers
may use this facility for the purchase and pick up of tickets on the evening of
performances.
13.8.3.There are two boards available in the inner foyer on which groups may
mount displays for their production. Only drawing pins should be used to affix
items to these boards. Normal posters for display on boards other than these
should be handed to the Theatre Manager. (see 11.4)
13.9. Sound and Lighting
13.9.1.The Drama Studio has a house lighting rig for which a scaled rig plan is
available as a pdf download (1:100 on A4 paper) from the Drama Studio
website.
13.9.2.Alterations and additions to the standard rig may be made but the rig must
be returned to standard at the end of the booking period. Additional
equipment is available for this purpose if required which should be returned
to the store after use.
13.9.3.There is a sound system, which can be used for live amplification, and the
playback of incidental pre-recorded music and effects on mini discs, compact
discs and from a computer based playback system to various speaker
positions around the stage and auditorium.
13.9.4.No modification or repairs should be attempted to any Drama Studio
equipment.
13.10.Staff
13.10.1.The Drama Studio will supervise groups’ use of the Studio and its facilities
as deemed necessary.
13.10.2.The Drama Studio does not provide operators for your show.
13.10.3.The Hirer shall ensure that sufficient adequately trained crew, operators
and Front of House staff are provided to carry out all the requirements of the
production in hand.
13.10.4.Failure to provide satisfactory staff, able to demonstrate competence in
their given area, may result in the stopping of work and, in extreme cases, in
the cancellation of the production and the imposition of the appropriate
cancellation charge.
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DEPARTMENTAL CODE OF PRACTICE FOR HEALTH AND SAFETY
1. Organisation for Safety
Organisation for safety within the Drama Studio conforms to the University of Sheffield
Health and Safety Code of Practice and the Drama Studio Departmental Code of Practice
for Health and Safety, copies of which are available to everyone using the facilities within
the Drama Studio.
The University has taken all reasonable steps to retain the Drama Studio in a condition in
which it can be used safely by everyone, provided that users comply with the requirements
of the above codes and the “General Information and Conditions of Hire”.
The Theatre Manager is responsible for health and safety within the Drama Studio.
2. General Conduct
It is the hirer’s responsibility to read the University of Sheffield Health and Safety Code of
Practice, the Drama Studio “Departmental Code of Practice for Health and Safety”, the
“General Information and Conditions of Hire” and the “Front of House Policies and
Procedures” before using the Drama Studio.
Before starting any work all persons must satisfy themselves that they are aware of any
hazards that have been identified and of the safety precautions and procedures that have
been introduced to control the risk.
Everyone working in the Drama Studio has a responsibility both for their own health and
safety and for the health and safety of anyone who may be affected, either directly or
indirectly, by their actions.
Everyone coming into the Drama Studio is reminded that alcohol and drugs, even in small
quantities, impair the judgement and abilities of the user.
3. Visiting Groups – Special Notes
It is the responsibility of the visiting group to ensure its members are familiar with its own
Health and Safety Code of Practice, the University of Sheffield Health and Safety Code of
Practice, with the Drama Studio Departmental Code of Practice for Health and Safety and
the “General Information and Conditions of Hire”.
Children under the age of sixteen should not be allowed in any area where scenery
construction, flying/suspension or lighting is in progress. When children are on any part of
the premises, for any purpose, they must be adequately supervised at all times to minimise
the risk of injury to themselves or others.
4. Emergency Procedures
The Drama Studio operates two sets of emergency procedures depending on whether or
not the public are on the premises. During times when the public are not on the premises,
the emergency procedure is detailed on standard Fire Action notices displayed at
appropriate places around the building.
When the public are on the premises, i.e. for performances, the emergency procedure is
detailed in Appendix A at the back of this supplement. Additional copies are available on
request.
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It is the responsibility of the individual to familiarise themselves with these procedures, the
escape routes from the area in which they are working and the location of the evacuation
point.
5. Accidents and First Aid
All accidents, however small, must be reported immediately to a member of the Drama
Studio staff. The importance of this cannot be over-stressed.
The University is legally obliged to report certain accidents to the authorities at the
earliest opportunity by phone. Only if the accident is reported in the appropriate manner
can this happen and action be taken to prevent a repetition.
A first aid kit is situated in the props room adjacent to the stage; however it is the
responsibility of the visiting group to provide their own first aid kit and cover for their
activities.
For further advice you are referred to sections 3 and 4 of the University Of Sheffield Code
Of Practice – Health and Safety.
6. Planning
It is essential that your production be properly planned well in advance of the get-in. All
technical requirements and plans (setting, lighting, sound, special effects etc.) must be
notified to and discussed with the Drama Studio Theatre Technician.
All hazards need to be identified so that appropriate measures can be put in place to
control the risks and so that, where necessary, the licensing authority can be informed.
You are required to provide a method statement incorporating measures for controlling
the risks of any hazards associated with your production. The licensing authority requires
that certain aspects of a performance are notified to them at least 28 days in advance. A
current list of such aspects can be found in Appendix B.
It is your responsibility to ensure that any items of equipment, which you bring into the
Drama Studio, are in a safe working condition and that only competent members of your
group with adequate training use them. Any electrical appliances brought into the theatre
must be suitably Portable Appliance Tested and will be inspected by the Theatre
Technician. Items deemed unsafe or unsuitable by the Theatre Technician may not be
used on the premises.
7. Personnel
Each area of activity shall be the responsibility of a named person. This person must
satisfy the Theatre Technician that he or she is competent to work in that area.
Where no competent person can be identified, no work may be carried out in that area,
unless and until such a person is provided.
In order to facilitate the above, one person, hereinafter called the Production Manager,
must be appointed. The Production Manager’s chief responsibilities will be:
•
•
To take overall responsibility for the production.
To take responsibility for health and safety and provide suitable method statements
and risk assessments required for the production.
13
•
To liaise with the Theatre Technician during the planning of the production, the get-in
and fit-up, the technical and dress rehearsals and the strike and get-out.
8. Smoking
Smoking is not permitted in the Drama Studio.
9. Working At Height
Only persons who possess, as a minimum, a PASMA Work at Height Certificate of
Competence may carry out any work at height on the University premises. All working at
height activities must have suitable risk assessments and method statements in place.
The access tower may only be constructed or dismantled under the supervision of the
Theatre Technician. Always check the tower before using it – are the safety clips in place;
are the wheels levelled and locked off and is the tower stable; are the working platforms
securely and correctly fitted? If any of these conditions are not satisfied then the tower is
not safe to use.
Never climb the outside of the tower, always use the ladders inside and climb carefully.
The tower is not a “climbing frame” and only persons requiring access to their work and
over the age of sixteen are allowed to use it. Do not move the tower with anyone on it.
Never leave loose items on the working platforms or anything hanging on the frame of the
tower.
Always inspect ladders and stepladders before use and do not use if damaged or unsafe in
any way. Always set ladders and stepladders on a firm level base with a non-slip surface.
Never lean a ladder against anything unless you are absolutely sure it is safe to do so.
Ladders should be lashed off securely at the top or if this is impossible steadied by another
person at the foot.
Move the tower, ladder or stepladder to the correct position for work to avoid leaning out.
Face the ladder when climbing up or down. Never leave loose items on the top or steps of
a stepladder or hanging on the rungs of a ladder. Not more than one person should use
the ladder at the same time.
Access to some lighting is from the grid, which is only to be used by persons authorised by
the Theatre Technician. Those gaining access to the baptistry grid are reminded that the
fixed ladder should be used safely as detailed in this section. Never attempt to gain access
directly from one grid to the other.
10. Scenery – design and construction
Your scenery may only be constructed of materials which are (a) non-combustible or (b)
inherently non-flammable or (c) rendered and maintained flame resisting, in order to
minimise the risk of fire. Gloss and other oil based paints are flammable and must not be
used.
All backdrops or drapes brought into the University premises must be accompanied with a
Certificate of Flame Retardancy.
The Drama Studio does not provide scenery construction facilities.
Staging levels more than 600mm above the ground, including access to and from, must be
approved by the Licensing Authority and appropriate plans will need to be submitted (see
Appendix B).
14
Incoming groups must discuss their plans for scenery with the Theatre Technician so that
any safety matters that occur can be dealt with.
11. Backstage
Backstage space and fire exits must be organised carefully with attention to safe and clear
access to all doors, passageways and fire fighting equipment.
All work backstage must have suitable risk assessments and method statements.
Only production personnel are permitted backstage.
12. Suspension and Flying
No suspension or flying may take place without the permission of the Theatre Technician.
All suspension and flying must comply with current Lifting Operations and Lifting
Equipment Regulations (LOLER). Information on LOLER can be found at the Health
and Safety Executive website at www.hse.gov.uk.
Only competent persons with proven flying and rigging training will be permitted to
undertake flying/rigging/overhead lifting. Any flying/rigging/overhead lifting must have
suitable risk assessments and method statements.
13. Alterations and additions to the existing lighting and sound rigs
Incoming groups may only make alterations or additions to the existing sound or lighting
rig with the prior approval of the Theatre Technician.
14. Pyrotechnics and other Special Effects
The use of naked flame on stage is not permitted without the prior permission of the
Licensing Authority (see Appendix B).
Use of pyrotechnics and/or flame effects requires specialist skills and must have suitable
risk assessments and method statements. Such aspects must be discussed with the
Theatre Technician.
15. Smoke Machines
The use of smoke machines on stage is not permitted without the prior permission of the
Licensing Authority (see Appendix B).
Warning notices should be displayed within the foyer in clear view of the arriving audience.
16. Strobe Lighting
Any group that is planning to use strobe lighting should be aware that it could induce
epileptic fits. Therefore all members of a group should be consulted before planning such
an effect and warning notices should be displayed within the foyer in clear view of the
arriving audience. The use of strobe lighting should be kept to a minimum.
15
17. Weapons
Anyone wishing to use weapons including replicas, knives, swords, etc., must comply with
the Health and Safety Executive (HSE) Management of Firearms and Other
Weapons in Productions information sheet. A copy of this document may be found on
the HSE website at www.hse.gov.uk.
18. Use of Power Tools
Only battery powered screw guns are permitted within the Drama Studio premises.
The Drama Studio does not supply tools for hirers.
19. Dressing Rooms and Green Room
All electrical appliances should be switched off and plugs withdrawn when not in use or
when unattended.
Exits and escape routes must be kept clear at all times.
20.Work outside normal hours
The normal working hours of the Drama Studio are 10am-10pm Sunday, 10am-10:30pm
Monday to Friday, and 6pm-12 midnight Saturday. Work outside these hours may only be
undertaken with the permission of the Theatre Manager and, where it is deemed
necessary, the appropriate signing in and out procedure should be used.
The University of Sheffield has the right to audit all Risk Assessments and Method Statements
submitted by the Hirer and may immediately stop all work, which has been deemed unsafe.
16
DRAMA STUDIO FRONT OF HOUSE POLICIES AND PROCEDURES
1. The Hirer shall ensure that the Drama Studio Front of House Policies and
Procedures are complied with at all times when the Drama Studio is open to the
public.
2. For security reasons all Front of House staff must sign in via the stage door
entrance. A full list of Front of House staff must be submitted to the Theatre
Manager no later than 7 days before the get-in so that a sign in sheet may be drawn
up.
3. The Hirer shall ensure that the following Front of House staff are provided for each
public performance:
a. 1 House Manager
b. 4 Ushers
c. 1 person to operate the Box Office if selling tickets on the door
d. 1 person minimum operate the Refreshments Counter
PLEASE NOTE: The House Manager and Ushers must be independent of the Box
Office and Refreshments Counter.
4. The Hirer must ensure that there is an usher positioned at each entrance to the
auditorium throughout the evening.
5. All Front of House staff must be familiar with the Performance Conditions
Emergency Evacuation Procedure before an audience can be admitted to the
theatre.
6. The Hirer shall ensure that all members of the Front of House staff are easily
identifiable, either by shirts, armbands or badges labelled with the word USHER or
STEWARD.
7. It is a legal requirement under the conditions of the Drama Studio's Premises
Licence that staff emergency procedure drills are carried out. This will involve the
full cast and crew and the complete Front of House team. If you are requested to
participate in such a drill, advanced notice will be given and every effort will be
made to execute it at a mutually convenient time. Failure to comply may jeopardise
future bookings in the Drama Studio.
8. The Hirer shall ensure that the Front of House staff is available from 45 minutes
before curtain up, throughout the performance and until the public has left the
Theatre. Ushers are permitted to watch the show from the designated usher seats.
These seats are positioned where ushers are immediately contactable and from
which they can monitor their designated door and can leave without disturbing the
audience.
9. The Hirer shall ensure that an adequate system is in place to prevent the seating
capacity of the Drama Studio being exceeded.
10. All members of the audience, including small children, must have a ticket and be
provided with their own seat. Standing is not permitted in any part of the
17
auditorium.
11. Ushers must ensure that no one other than production personnel are permitted on
the stage area.
12. The Drama Studio allows the Hirer to provide their own light refreshments, for
which preparation and serving facilities are available. It is expected that the
minimum provision will include a hot drink, e.g. coffee. The Drama Studio provides
insulated serving vessels, which must be washed up and returned to the cupboard
after each performance.
13. It is the responsibility of the hirer to provide their own supplies. (cups, utensils,
milk, sugar sachets, etc.)
14. For hygienic purposes please only provide pre-packaged items such as biscuits,
sugar sachets, stir sticks, etc.
15. Groups wishing to offer for sale any items other than basic refreshments should
check with the Theatre Manager in advance. The sale or supply of alcoholic
beverages is not permitted under the terms of the Drama Studio’s licence. Alcohol
should also not be brought in the building
16. The Front of House staff shall, as far as is reasonably practicable, ensure that no
glass containers, hot drinks, sticky drinks or hot food are taken into the auditorium.
Hot food is strictly not permitted in the auditorium or foyer.
17. The Front of House staff shall make a tour of the auditorium to collect major items
of rubbish, following each performance.
18. Groups or individuals wishing to make collections on any part of the Drama Studio
premises must obtain prior permission from the Theatre Manager.
19. There is a box office located in the outer foyer of the Drama Studio. Hirers may use
this facility for the purchase and pick up of tickets on the evening of performances.
20. There are two boards available in the inner foyer on which groups may mount
displays for their production. Only drawing pins should be used to affix items to
these boards. Normal posters for display on boards other than these should be
handed to the Theatre Manager.
21. The Hirer must ensure that any temporary signage that has been put up in the Front
of House is removed at the end of the booking period.
22. All accidents, however small, must be reported immediately to the Duty Manager.
The importance of this cannot be over-stressed.
23. It is the responsibility of the visiting group to ensure its members are familiar with
its own Health and Safety Code of Practice, the University of Sheffield Health and
Safety Code of Practice, the Drama Studio Hirer’s Guidelines, and the Drama
Studio Front Of House Policies and Procedures.
18
APPENDIX A
PERFORMANCE CONDITIONS EMERGENCY EVACUATION PROCEDURE
ON SEEING RED FLASHING LIGHT OR HEARING ALARM:
DUTY FIRE OFFICER
1. Ascertain location of fire, and information about it
2. Telephone 4444 (control) with location, hazards and casualty information
3. Tackle fire if safe to do so, if not, close but do not lock the door
4. Evacuate from building to check with all door guards for recent developments
5. Report information to, and liaise with, Fire Brigade upon their arrival
DUTY MANAGER
1. Attend stage
2. Make evacuation announcement
“Ladies and Gentlemen, due to circumstances beyond our control
we are unable to continue with this performance. Please leave the
theatre by your nearest exit, where ushers are on hand to provide
assistance”
3. Supervise audience evacuation in stalls and circle, ensuring all areas are checked,
and fire doors closed
4. Evacuate to outside front entrance and remain with circle ushers as door guard
5. Duty Fire Officer will attend for latest situation
STAGE MANAGER
1. When Duty Manager arrives on stage, cue control room to raise houselights and
working lights
2. Page R.O.H. to advise full company to evacuate to assembly point in upper back yard
3. Take Evacuation signing in sheet and assist company members to evacuation
assembly point in upper back yard
4. Give company roll call and mark off on sheet
5. Act as door guard for rear exit
6. Duty Fire Officer will attend for latest situation
CONTROL ROOM
1. On cue from S.M. (or if no communications, when Duty Manager appears on stage)
2. Raise houselights then working lights, then switch off all but show relay
3. Evacuate via front entrance to Stage Door, to act as door guards there
F.O.H. TEAM
CIRCLE USHERS
1. Wait by curtains/doors and assist audience evacuation
2. When audience is clear, check gents toilet and follow audience to front of building
3. Act as door guards for front doors
STALLS USHERS
1. Open auditorium side exit, but leave doors to inner foyer closed
2. With one usher each side of stalls, assist evacuation through auditorium side exit
3. When audience is clear, stage left usher check accessible toilet and follow audience
outside and act as door guards for side exit
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NOTE: if normal exit route is not available, wheelchair refuge is in Outer Foyer, in front
of radiator
F.O.H. MANAGER
1. Open external doors
2. Remain in inner foyer with Duty Manager to assist audience evacuation
3. When audience and circle ushers are clear, close foyer doors, check ladies toilet
and evacuate through front entrance. Duty Manager will follow
4. Go to stalls ushers by side exit and remain as door guard
5. Duty Fire Officer will attend for latest situation
20
APPENDIX B
If your production requires any of the following, in addition to a risk assessment
and method statement the Theatre Manager must inform the Licensing Authority
with 28 days notice in writing before your fit-up/get-in day.
•
Any use of naked flame.
•
Use of pyrotechnic effects.
•
Use of smoke generating equipment.
•
Use of special lighting effects such as lasers or holograms.
•
Use of any structure that is more than 600mm (2 feet) above the stage floor. (Detailed
plans and construction drawings will be required)
PLEASE NOTE: When constructing sets of scaffolding the services of a reputable and
competent scaffold supplier must be engaged to assemble the structure. Once
constructed a sign off or handover certificate should be issued which confirms that the
scaffolding has been signed off as safe and ready to us.
•
Use of additional decoration to and/or aspects of the performance within the
auditorium. This includes the siting of any equipment within the auditorium, including
sound and video systems, and any actions made by performers within the auditorium.
•
Use of anything else which the Drama Studio has identified as carrying a higher than
normal risk of danger.
Please give the Drama Studio as much information as possible. For any use of naked flame
for instance, please include such details as location, is the item lit on or off stage, how is it
lit, are there any flammable materials in the vicinity, duration, how often, how is it
extinguished, where is it extinguished and anything else that may be relevant.
The Drama Studio is committed to ongoing health and safety monitoring and improvements.
In order to fulfil these commitments this document is subject to regular review.
21
22
AGREEMENT TO CONDITIONS OF HIRE OF THE DRAMA STUDIO
AGREEMENT between the University of Sheffield and the promoter/organiser
referred
to
below,
for
the
presentation
of
a
staged
production/concert/lecture/other event to a public audience.
NAME
GROUP
DATES OF HIRE
1.
Conditions of Hire
1) The person named above (hereinafter referred to as the Promoter) shall
pay to the University of Sheffield (hereinafter referred to as the University)
all fees and charges in accordance with the scale advised at the time of
booking, including any such fees and/or charges arising from cancellation by
the Promoter, for whatever reason.
2) The Promoter shall ensure that adequate insurance has been arranged to
cover the responsibilities and indemnities referred to in this Agreement
and, if requested, provide evidence of such cover to the University.
3) The Promoter shall ensure that all members of the Group are both made
aware of and comply with the University of Sheffield Drama Studio
Hirer’s Guidelines and the University of Sheffield Health & Safety Code
of Practice (both enclosed or previously supplied), and that they comply
with any instructions which may from time to time be given by a responsible
officer of the University.
4) Whilst every effort will be made to maintain the booked arrangements, the
University will not be responsible for any loss or inconvenience suffered by
reason of cancellation, curtailment or re-arrangement by the University for
reasons beyond its control.
2.
Indemnity
The Promoter shall indemnify the University against death or injury to
persons or damage to property resulting from the actions or negligence of
any member of the group whilst on University premises, and shall further
indemnify the University against any claim made against the University
arising from cancellation, curtailment of any performance for whatever
reason.
/ See over
23
I, the undersigned, hereby confirm that I have read and agree to abide by the Conditions
and Indemnity set out overleaf.
(PLEASE USE BLOCK CAPITALS)
FULL NAME
for and on behalf of
CLUB/ORGANISATION
ADDRESS
Postcode
TELEPHONE NUMBER:
Home
Work
Mobile
Emergency
E-mail
Date
Signed
Please return the completed form to:
The Theatre Manager
The University Drama Studio
Shearwood Road
SHEFFIELD
S10 2TD
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