THE ST JAMES THEATRE HIRE INFORMATION

Hiring information required by promoter and producers for The St James Theatre is contained below. For further information on any of these, please contact us direct on 64 4 802 4060 or email us on assistant@stjames.co.nz. Please follow the links below to the required information. Please note that all prices quoted exclude GST unless otherwise stated.

Vote for us! Head over to the Corporate Events Guide website and vote for the St James Theatre in the People's Choice Awards.

General Bookings Policy

Definition of Bookings
Expression of Interest: where a Hirer has expressed an interest in a date(s), but has not formally requested a pencil booking be made. Where a range of dates is requested, specific requirements must be stated ie: 2 shows in a 3 week span etc.

Pencil Booking: a tentative booking made either verbally or in writing by the Hirer which has been accepted by the Venue (see pencil bookings below)
Confirmed Booking: where a Hirer has requested the Venue for hire in writing and paid the appropriate non-refundable deposit (see deposits below)
Contracted Booking: where a Hirer has signed and returned a Hiring Agreement for the Venue and paid the security deposit in full (see deposits below)

Pencil Bookings: pencil bookings will be accepted up to two years in advance. Pencil bookings further out than two years will be accepted only with the approval of the Chief Executive. At the time of booking a verbal status will be given to the Hirer by the Venue.

Challenge Policy
Where there is more than one potential Hirer seeking dates (1st & 2nd pencil bookings), the following process is enacted:

• The 2nd pencil Hirer must forward a written request plus a non-refundable deposit being 25% of their minimum hiring fee or that of the 1st pencil booking, whichever is the greater.
• The 1st pencil Hirer is given the opportunity to secure the dates by paying the full 25% deposit, based on the minimum hiring fee, and completing a signed Hiring Agreement within three (3) working days. Failure to pay the deposit and complete a signed Hiring Agreement may result in the dates being made available to the 2nd pencil Hirer.
• If the challenge is for non consecutive days of an optional season then the 1st pencil hirer must contract all consecutive days of the option if they wish to retain the dates.
• If the 1st pencil Hirer confirms and contracts, the non-refundable deposit will be returned to the 2nd pencil Hirer.
• If the 1st pencil Hirer releases the dates, the deposit paid by the 2nd pencil Hirer will be applied to the Hiring Agreement for the 2nd pencil Hirer.

Back to top

Deposits

Failure to comply with the policies as outlined above may result in the cancellation of the booking and forfeiture of any deposit(s) paid. Every endeavour will be made to contact the Hirer if a challenge for the dates is received.

Back to top

Cancellation Policy
Cancellations must be received in writing from the Hirer. Where an event is cancelled by the Hirer once it has been contracted the following policies apply:

The St James Theatre

• More than 24 weeks prior to the first day of hire 10% of any deposit(s) paid will be forfeited
• More than 18 weeks prior to the first day of hire 40% of any deposit(s) paid will be forfeited
• More than 12 but less than 18 weeks prior to the first day of hire, the Hirer will pay 30% of the Minimum Hiring Fee
• More than 8 weeks but less than 12 weeks prior to the first day of hire, the Hirer will pay 60% of the Minimum Hiring Fee
• Eight weeks or less prior to the first day of hire, the Hirer will pay the whole amount of the Minimum Hiring Fee
• On or after the first day of hire, the Hirer will pay the whole of the Minimum Hiring Fee or any amount of it which remains unpaid and all Additional Charges which have been incurred.

Opera House
Where an event is cancelled by the Hirer2 (two) months or less prior to the first day of hire and a new hire is unable to be achieved, full anticipated venue hire charge will be payable to the hirer.

Alterations to Booking Policy
Alterations to the above conditions may be negotiated on a case by case basis by individual hirers and the Chief Executive of the St James Theatre Limited.

The St James Theatre Limited reserves the right not to accept any booking.

Back to top

Ticketing and Box Office

The St James Theatre and the Opera House sell tickets on the Ticketek nationwide system and can sell tickets for all shows/events on the Ticketek network.

Tickets for all performances at The St James Theatre and the Opera House are handled by our Box Office.

All seats sold for performances at The St James Theatre and the Opera House attract a $1.50 (incl GST) levy (payable by the patron) for the Performing Arts Foundation of New Zealand. This is in addition to the ticket price and is shown as such on the tickets.

Back to top

 The St James Venue Hire Charges

Back to top

Theatre Hire Includes (for performances)

- Up to 15 FOH Ushers during each Performance
- Stage Door Keeper - 5 hours during each Performance
- Fire and Safety Officer - 4 hours during each Performance
- Ticket Seller - 3.5 hours during each performance
- Head Technician (as supervisor) for 8 hours per day/40 hours per week
- Standard Cleaning
- Electricity up to 1500 kw per performance or dress rehearsal day
- Electricity up to 750 kw per non-performance day

Back to top

Conditions of Hire

Minimum Hiring fee includes:

Standard Cleaning
Electricity up to 1500 kw per performance or dress rehearsal day
Electricity up to 750 kw per non-performance day
Utilities

1. Front of House Management and up to 15 Ushers during each Performance
2. One Fire & Safety officer (4 hours during each Performance)
3. One Stage Door Keeper (5 hours during each Performance)
4. One Ticket Seller (3.5 hours during each Performance)
5. One House Technician for 8 hours per day or up to 40 hours per week

Permitted Hours of Occupation: any 12 (twelve) consecutive hours per day on Bump-in days and days of two performances. For dark days, days of one performance or dress rehearsals, permitted hours of occupation are 8 (eight) consecutive hours per day. All hours of occupation are to be between the hours of 8am and midnight.

Additional Charges include, but are not limited to:

1. The cost of additional electricity used by the Hirer during the Hiring Period, in excess of the amount included in the Minimum Hiring Fee.
2. The cost of additional cleaning of the Theatre during the Hiring Period, in excess of the amount included in the Minimum Hiring Fee
3. The cost of any other facilities, whether by way of personnel, equipment or otherwise, provided by St James Theatre to the Hirer, or requested by the Hirer and not covered by the Minimum Hiring Fee, including but not limited to the cost of:
   a. Booking clerks
   b. Programme sellers
   c. Electricians
   d. Flymen
   e. Mechanists
   f. Riggers
   g. Dome Operators
   h. Front-of-House
   i. Food & Beverage at the request of the Hirer
   j. Sound Operators
   k. Lighting Board Operators
   l. Audio Technicians
   m. Security
   n. Telephones
   o. Consumables
   p. Waste & Rubbish Removal
   q. Equipment and signage or displays Services hired

4. The cost of use of the Theatre or other specified area outside hours specified in Item 1c of the Reference Schedule during the Hiring Period, or outside the Hiring Period, as follows: $280.00 per hour

5. The cost of the Theatre Technician's additional time, where more than eight (8) hours normal time per day is worked any day during the Hiring Period, at a cost of NZ$35 per hour.

6. A charge for any extra time for Bump-out, allowed by the Chief Executive in his/her absolute discretion.

7. The costs of any repairs required to repair damage to the Theatre or the Building arising out of or in connection with this Agreement or the licence granted by this Agreement or the Hirer's use of the Theatre or Building, other than that caused by the negligence, omission or default of St James Theatre, its officers, employees, servants, agents and contractors, when not acting under the direction, order or control of the Hirer, its officers employees, servants, agents and contractors.

Back to top

Contractual Terms and Theatre Operation

Security Deposit (Clause 3)
The hire of the theatre falls into one of two categories, either with or without a box office i.e. the hirer's proceeds from the sale of tickets.

Where a box office exists, the hirer is required to pay 25% of the total hire as a security deposit. The hirer's proceeds from sales i.e. the box office (retained by the theatre until settlement) covers the venue rental plus any eventual costs on top of the basic venue rental (e.g. excess technical hours, excess hours of occupation or any other items required by the hirer).

Where no box office exists (i.e. no tickets are being sold), the hirer is required to pay 125% of the basic venue rental to secure the date. The extra 25% covers supplementary expenses and is returned at settlement if unused.

Settlement (Clause 5)
In the case of a ticketed event, Ticketek pays the proceeds from the ticket sales (the nett box office) to the St James. The St James completes the final calculation of the costs due to the St James, deducts these from the hirer's proceeds and settles the balance of the nett box office to the hirer within 2 business days of maturation of the event. Please note settlement to the hirer can only happen once the hirer's proceeds have been received from Ticketek.

The nett box office represents the gross box office minus Inside Charges, Zero Price Ticket Charges, Performing Arts Foundation levies, Booking Fees and Credit Card Settlement Fees. (See below for an explanation of these terms).

In the case of a non-ticketed event, the total costs due to the St James are deducted from the 125% deposit and the balance is settled back to the hirer within 2 business days of the event.

Hours of occupation (Item 1c of Reference Schedule)
The hours of occupation represent the amount of time spent in the theatre by any of the hirer's artists or their appointed technical representatives. The clock starts ticking as soon as the first person arrives at the theatre to commence the set-up of the performance. The clock stops when the hirer completely vacates the back of house premises (i.e. stage, auditorium or dressing rooms areas.)

Hours of occupation do not apply to attendance at any event happening in the Jimmy or First Floor Gallery (front of house). These are food and beverage events and are managed separately. However please note that artists attending post-show events cannot return backstage once the backstage has been locked up for the evening.

Theatre Access (Annexure A)
All technical staff should access the theatre through the grey door next to the dockway at the rear of the theatre.

All artists should access the theatre via the stage door at the rear of the theatre. Artists are required to sign in and out of each performance or rehearsal call. A list of artists as well as notice of the artists' arrival time should be provided to the Technical Manager.

The Stage Door Keeper is required for all hours that artists are in the theatre. Five hours of Stage Door Keeper's time are provided as part of the venue hire. Any hours in addition to this are at a cost of $16 per hour. The Stage Door Keeper ensures the security of the artists and theatre alike.

Technical Supervision (Annexure A)
The Technical Manager is required to be on duty for all hours that a hirer or hirer's representative are present in the theatre. This is for safety and security reasons. Eight hours of Technical Manager's time are provided as part of the venue hire. Any hours in addition to this are charged at $35 per hour.

The Technical Manger is available (by arrangement) to assist with certain aspects of set-up of a hirer's show, however he cannot 'run' or stage manage an actual performance as he has to be free at all times in case of emergency.

Lighting & Sound Set-up
These vital elements of a show fall into three components: design, installation and rental. The allocation of who does what and the respective quotes should be discussed with your Stage Manager and the equipment provider.

Please note for safety reasons, no-one is allowed to start rehearsing on stage until the lighting and sound installation has finished.

All equipment particularly electrical or mechanical brought into the venue must carry proof of having been safety tested. If you are using a professional equipment supplier, this will come automatically. Any other items brought into the theatre will require proof of compliance.

Ushers (Annexure A)
Up to 15 ushers are included in the venue rental. The house ushers primary role is to ensure the safety of the patrons, check tickets as well as show patrons to their seats. The ushers presence helps to protect the hirers box office by ensuring unauthorized people do not enter the auditorium.

Performing Arts Foundation Levy (Annexure C Clause 4)
The St James Theatre Charitable Trust, which owns the Theatres, established the Performing Arts Foundation as a vehicle for on-going fundraising. The mechanism established to assist this process, is a GST inclusive charge of $1.50 on each ticket sold in both theatres. On the ticket the $1.50 Performing Arts Foundation levy is shown as "inclusion" in the ticket price.

There has been no adverse public reaction to paying the levy. Indeed there is an enormous amount of public goodwill towards the theatre. There is, too, a recognition of the need to support the performing arts generally and the levy has been welcomed as providing a new stream of funding for this purpose. The levy assists community groups to use the theatre, and offers a programme of scholarships and grants for young actors, designers, choreographers, and technical people.

Zero Price Ticket Charge (Annexure C- Clause 5)
The hirer is entitled to an allowance of complimentary tickets at no charge. All complimentary tickets pulled by the hirer attract a minimal printing fee.

Inside Charge (Annexure C- Clause 15)
The selling of tickets for any shows on public sale is exclusively contracted to Ticketek. The Inside Charge represents the commission charge made by Ticketek for this service. It varies according to venue.

Credit Card Fees (Annexure C- Clause 16)
Credit Card fees are charged by credit card companies and are paid by the hirer. These fees are deducted from the gross box office by Ticketek on settlement along with the Inside Charges.

Booking Fees (Annexure C- Clause 17)
Booking Fees are the Telephone Transaction Fees paid by the patron when a ticket is bought at the box office or on the phone. These fees are paid by the patron and are over and above the ticket price.

The St James Theatre Public Liability Insurance

Public Liability insurance to provide indemnity for injury to persons and damage to property of which insurance, the limit of indemnity will be not less than Five Million dollars (NZ$ 5,000,000) for any one incident.

Public Liability buy in is availalbe, price on application.

Back to top

For further information on any of the above, please contact us direct on 64 4 802 4060 or email us on assistant@stjames.co.nz.