.

Hiring Pack2018 – 2019

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Contents . 2. Contents and introduction3. Our spaces6. Hire charges8. Additional services and facilities9. Additional charges10. Booking Procedure11. Selling tickets through us11. Marketing your event12. Technical Specification17. Subscription Rooms Fire Safety and Evacuation

Introduction . The Subscription Rooms is a fulltime professional arts centre style venue in the heart of the vibrant market town of Stroud, Gloucestershire. It is a few minutes from the M5, Junction 13, two minutes walk from Stroud Train Station and five minutes from the Bus Station. It has a flat road level load-in, with a lift to the main concert hall.

The Subscription Rooms has several spaces you can hire for your own concerts, events and parties and can offer a range of technical facilities and catering options to suit your needs. Our spaces can accommodate from as few as 2 people, or as many as 450. The various spaces work equally well as meeting rooms, function rooms or training rooms. They can be turned into spaces for fairs, rehearsals or auctions.

Each event is different, so we are happy to discuss your booking with you and produce a quotation tailored to your needs. Come and have a look at the venue and find out how we can help you present the perfect event.

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Our spaces . The Ballroom

Room specifics:

Max no of people: 450 standing, 400 seated, Room size: 21.2m x 12.8m The modular stage measures 10m x 4m and can be tiered Full lighting rig Martin Audio PA system Kawai 5'9" grand piano Maple dance floor

Please see our full technical specification on page 11 for more details

The Ballroom is a splendid regency style room on the first floor with a beautiful maple dance floor, large windows with floor-length curtains and chandeliers.

The Ballroom measures 21.2m by 12.8m and is ideal for concerts, dances, receptions and presentations. It seats around 400 people in theatre style (including the balcony) or can be laid out in cabaret style (max 250) or for standing events (max 450).

There is a soft proscenium arch over the stage and two hard flats create wing space mid stage, making it suitable for small-scale theatre work. Access to the stage is by a set of treads stage left. We can also add treads to the front of the stage as required.

Our hire rates for public performances in the Ballroom include basic staffing, use of dressing rooms and bars and inclusion on our website and in our full colour brochure, if tickets are sold through us and deadline permitting. There are additional charges for equipment, extra staff, events which go beyond midnight and hours exceeding stipulated time frames. Please see page 8 for more info on additional charges.

Mr Twitchett’s

Room specifics:

Max no of people: 90 Stage measures 2m x 3m (approx.) Fully stocked bar and cafe Private entrance from Kendrick Street

Mr Twitchett’s is a coffee house and bar situated in the Subscription Rooms in the centre of town. Named after a former caretaker of the Subscription Rooms, this space is perfect for meetings, small performances, book or album launches, private parties and small markets/fairs. We have basic lighting and sound equipment available to suit your requirements. In the past we have hosted live

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entertainment, featuring the best of local acoustic and electronic musicians, actors and poets and the bar is the social hub of the Theatre and Folk Festivals for artists and customers alike.

This cosy little bar offers light meals, delicious coffee and a selection of teas and other hot drinks, as well as having beers, wines and spirits, including locally sourced ale, lager and cider. We are more than happy to discuss any other catering requirements you might need.

The George Room

Room specifics:

Max no of people: 60

Room size: 8.5m x 8.5mMak

The George Room is a multipurpose room on the ground floor of the venue, with two windows out

to the forecourt. It hosts our many exhibitions throughout the year but is also available for meetings,

performances, book or album launches, private parties and small markets/fairs. We have basic

lighting and sound equipment available to suit your requirements. It has a hearing loop fitted

permanently and is accessible from both front and rear doors of the building, via ramp from the

front doors and on one level from the rear.

The Kendrick Room

Room specifics:

Max no of people: 30 Room size:

The Kendrick Room is situated on the first floor of the building. It can serve as the overflow bar for events in the Ballroom, as well as being available for meetings, classes and workshops. The room is flexible in its arrangement and can be accessed using the lift as well as via the main stairs. It is an ideal breakout space for larger events, being situated only a few steps from the Ballroom and we can provide projector and free standing screen as required for a charge.

The Studio Rooms

Room specifics:

Max no of people: 12 Room size: 3.5m x 5.6m & 3.9m x 5.0m

The Studio Rooms are at the very top of the building. They double as meeting rooms and artist dressing rooms when we have larger shows. They are perfect for small meetings and interviews, particularly if privacy is required.

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The Forecourt

The Forecourt is a wide open square in front of the Subscription Rooms. It hosts markets, charity stalls, performances, rallies and meetings. It is home to much of the activity surrounding annual events.

Accessibility

All of our spaces on the ground floor are fully accessible by ramp and there is flat floor access throughout the ground floor of the building. The 1st floor, where the Ballroom and Kendrick Room are situated, is accessible via lift which can be found towards the back of the building on the ground floor. Unfortunately the 2nd floor space which includes the balcony and Studio Rooms is not accessible for people with mobility issues.

Accessible facilities are located on the ground floor and our signage around the venue includes Braille for those who are partially sighted. Our Front of House team are on hand during an event to assist you when needed.

Both our Ballroom and George Room are fitted with a hearing loop which is available to customers upon request.

The Subscription Rooms is committed to making sure everyone’s needs are met in order for you to get the best possible experience during your visit. If you have any specific accessibility questions or would like to discuss a particular issue, please contact the box office on 01453 760900.

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Commercial Hire Charges 2018/2019 . Mon-SunEx VAT Inc VAT

Ballroom ( Capacity - 450 capacity standing and 400 theatre seating)For live events & private parties5pm-12am or equivalent

£506.00 £607.20

After midnight (per hour) £80.00 £96.00For conferences, presentations & markets9am-5pm or equivalent

£420.00 £504.00

Hourly rate (min charge 3hrs) £82.00 £98.40

Ballroom booking includes *Duty Manager*2 Front of House*2 Dressing Rooms*Small PA*Some additional charges may apply in certain circumstances and these will be advised on booking.

Mon-WedEx VAT Inc VAT

Thu – SatEx VAT Inc VAT

Mr Twitchett’s (Ground Floor)(Capacity – 90)For performances5pm-12am or equivalent

£183.00 £219.60 £203.00 £243.60

George Room (Ground Floor) (Capacity - 60)For performances5pm-12am or equivalent

£164.00 £196.80 £164.00 £196.80

For meetings & workshops 9am-5pm or equivalent

£130.00 £156.00 £160.00 £192.00

Hourly rate (min charge 3hrs) £25.00 £30.00 £27.50 £33.00

Kendrick Room (1st Floor Bar)(Capacity - 30)For meetings & workshops 9am-5pm or equivalent

£94.00 £112.80 £108.00 £129.60

Hourly rate £18.50 £22.20 £22.00 £26.40

Studio Rooms (2nd floor)(Capacity - 12)For meetings & workshops 9am-5pm or equivalent

£70.00 £84.00 £84.00 £100.80

Hourly rate £13.00 £15.60 £16.80 £20.16

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Non - Commercial Hire Charges 2018/2019 . We are very proud to be able to offer a limited amount of non-commercial rates to certain businesses and organisations whose events either have a charitable or community based element to them. If you think that your event qualifies for the community rate please provide a statement explaining why at the time of booking for a member of our team to assess.

Mon-SunEx VAT Inc VAT

Ballroom ( Capacity - 450 capacity standing and 400 theatre seating)For live events & private parties5pm-12am or equivalent

£350.00 £420.00

After midnight (per hour) £80.00 £96.00For conferences, presentations & markets9am-5pm or equivalent

£315.00 £378.00

Hourly rate (min charge 3hrs) £48.00 £57.60

Ballroom booking includes *Duty Manager*2 Front of House*2 Dressing Rooms*Small PA*Some additional charges may apply in certain circumstances and these will be advised on booking.

Mon-WedEx VAT Inc VAT

Thu – SatEx VAT Inc VAT

Mr Twitchett’s (Ground Floor)(Capacity – 90)For performances5pm-12am or equivalent

£110.00 £132.00 £123.00 £147.60

George Room (Ground Floor) (Capacity - 60)For performances5pm-12am or equivalent

£106.00 £127.20 £106.00 £127.20

For meetings & workshops 9am-5pm or equivalent

£90.00 £108.00 £104.00 £124.80

Hourly rate (min charge 3hrs) £17.50 £21.00 £19.00 £22.80

Kendrick Room (1st Floor Bar)(Capacity – 30)For meetings & workshops 9am-5pm or equivalent

£63.00 £75.60 £68.00 £81.60

Hourly rate £12.00 £14.40 £13.50 £16.20

Studio Rooms (2nd floor)(Capacity - 12)For meetings & workshops 9am-5pm or equivalent

£60.00 £72.00 £65.00 £78.00

Hourly rate £11.00 £13.20 £12.50 £15.00

Mon - SunThe Forecourt (outside building)Full day 9am-5pm or equivalent £25.00

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Other services & facilities . All prices shown on this page are inclusive of VAT.

If you really want your event to sparkle and shine then we are able to hire extra sound, lighting and audio visual through one of our trusted suppliers to suit your requirements.

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Catering (price per person)Tea & Coffee £1.80Tea, Coffee & Biscuits £2.40Fruit Juice £1.40Buffet Options from £6.50

If you have any specific catering requests for your booking we can work with our trusted suppliers to create a bespoke catering package for. We can also cater for all dietary requirements. If you would like catering then please mention at time of booking.

EquipmentRelocation of stage or tiered stage in Ballroom Options up to £150.00Large PA (to include 1 radio mic and sound technician)Lighting Technician/Engineer (per person)

£270.00£150.00

Small PA (to include 1 radio mic) £75.00HD Projector & large screen (Ballroom only) £135.00Hire of the grand piano (Ballroom only) £105.00LCD Projector & screen £75.00Projector screen only £25.00Flipchart £10.00

Additional charges .

There are some additional charges which we apply in certain circumstances and these are as follows:

Each hour after midnight is charged at £80 +VAT. This includes get-out and removal of equipment.

There may be extra costs incurred for holding an event on a Sunday if the venue would otherwise be closed.

Once a get-in time has been agreed, staff will be booked accordingly. Any additional technical hours subsequently required will be charged at £15.00 +VAT (please note that for security purposes, access and deliveries will be restricted to the hire period unless otherwise agreed).

Should you require extra Front of House staff for any other specific roles (an extra member of staff will be required for the balcony), we will recharge this at £15.00 +VAT per hour per staff member.

Door security is charged at £20 +VAT per hour for professional SIA trained staff. Minimum of 2 staff. These staff will be booked 30 minutes before doors open to 30 minutes after the event finishes and the building is clear (minimum call of four hours). The hirer will be consulted before a decision is made but the final decision to hire security staff & the number required rests with the venue.

Any additional equipment supplied by the venue, e.g. large PA system, piano, etc will be recharged to the hirer.

The Ballroom stage has a number of possible configuration options available that will incur an additional charge. Price on application.

Promoters are welcome to take a number of tickets from Box Office to sell as required. Any tickets taken by you will incur an admin fee of £0.50 per ticket. All unsold tickets must be returned no later than 48 hours prior to the event.

Performing Rights Society Fees PRS to include admin fee is charged, where applicable, at £38 or 3.5% (both + VAT) of

Box Office receipts, whichever is greaterMerchandising

Commission on merchandise sold, including programmes, will be charged at 15%.

Please note: All prices are due to increase in April 2019.

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Booking Procedure .

How it worksAt the time of booking we will ask you for a deposit of 20% of the room hire charge to secure your booking (unless hiring the Ballroom – see below). Once we have received your deposit and booking form, your date will be confirmed.

Dates for provisional bookings will be held for a period of no less than 14 days. If after this time we have not received your booking form or deposit, we reserve the right to release the dates for other bookings.

Once the event has passed we will send you an invoice with the remaining balance for the room hire with any extra services or charges that may apply to your booking.

If we are selling tickets for your event then after the event we will send you a breakdown of the venue hire and any extra charges against your ticket income. We will then pay you the difference within 28 days of receiving an invoice.

Payment Options

Deposits For most bookings, a basic deposit of 20% of the room hire charge will be taken to

secure your date. A deposit of £150 is required for every hire of the Ballroom. A further deposit against damage of £500 may also be required at the manager’s

discretion. The request for this deposit will form part of the contract and is non-negotiable.

All deposits are non-refundable. Until your deposit is paid and booking form returned, your booking is not

confirmed.

Ways to payYou can pay for your room hire by phone, online or in person. We accept cash, cheque, debit or credit card, online banking or telephone banking. Details of how to pay can be found on the back of your invoice.

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Selling tickets through us . Here at The Subscription Rooms we are able to provide your customers a central Stroud location with an excellent counter and phone service alongside our online presence. Our team of professional Box Office staff go above and beyond to deliver a level of quality customer service that most venues and ticketing agencies wouldn’t be able to provide with just online services.

In order to fund the costs involved in providing such a quality service we operate a booking fee system which means we will add a £1.50 booking fee to the face value of your ticket. This booking fee goes towards the processing fee levied by the banks, the VAT payable on the fee, our investment into our ticketing technology, hardware, staffing and other associated costs.

Marketing your event . Included in your booking

The following marketing support is included within our Box Office service:

Individual event page on www.subscriptionrooms.org.uk with an image and description. This does not include homepage support and it is your responsibility to drive traffic to this page.

A local press list, with general contact enquiries upon request. A listing in our What’s On brochure, including approx. 70 words and an image

(deadline permitting). A5 flyer display within venue. These will be placed in leaflet racks in either, the foyer,

cafe or Tourist Information Centre. We suggest a quantity of x500 is provided. A4 and A3 posters may be displayed around the venue for a period of time ahead of

the event. We will accept A2 and A1 posters but we cannot guarantee they will be displayed, please check with the venue first

Additional social media support in the run up to your event on our channels.

Should you need additional support from our marketing team we will be on hand to help you spread the word. Just let us know what you are looking to achieve and what your budget is and we will create a bespoke package for you.

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Technical Specification – The Ballroom . PLEASE NOTE: The full PA system is only available in the Ballroom. However we can cater for all specific room requirements on request.

PA SpecificationFOH position: Central at rear of hall, 16m from front of stage.Monitors: 4 ways as standard. Possible to increase with prior discussion.

Main Desk11

Allen & Heath GL3300 28 Channel / 4 Stereo Return Mixing DeskAllen & Heath RPS11 Power Supply – For Desk Above

Out Board Effects11231

Lexicon MX200 Dual Channel FX ProcessorAudioCom Pro XL Dual Channel Gate/CompressorDBX 166XL Stereo Compressor/Limiter Gates DBX 231 Graphic EQ’s (Providing L&H FOH + 4x Monitors)Phonic MQ3300 EQ as an additional standalone unit

FOH Amp Rack211

QSC RMX2450 Amps (Which we use to drive the Tops/Mids) QSC RMX4050HD Amp (Which we use to drive the Subs)Martin Audio DX1 System Controller

In Rolling Rack Flight Case with 32amp Distro, Rear Loom & Front Patch Panel

Monitor Amp Rack22

QSC RMX1850HD AmpsMartin Audio M3 System Controllers

In Rolling Rack Flight Case with 32amp Distro, Rear Loom & Front Patch Panel

Speaker Cabinets22511

Martin Audio Black Line H3 (High / Mids)Martin Audio Black Line S2 Twin 18” (Subs)Martin Audio F12+Euro Live F1520 2 Way Floor Wedge (Set to 1 Way)Unbranded “Hog” 15” Drum Fill Monitor

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Microphones 242321312

Shure SM58Shure SM58 BetaAKG 170 Pencil Condensers Shure SM57Shure SM57 BetaShure PG52 Kick MicShure PG56 “Tom” MicSennheiser EW100Gz Wireless Mic inc. Receiver & Power SupplyAudio Technica Shot Gun Mics

Microphone Stands1251

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Tall BoomsShort BoomsKick Boom Mic Clips

DI Boxes2221

BSS Active DI BoxesLD Systems Active DI BoxesPhonic Active DI BoxesLeem Active DI Boxes

Cabling1

1811

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223

30m 40 way (32:8) Multicore c/w Stage box in situ from mix position to stage; an 8x4 return Stage Box and a 4 Loom usually used on Monitors. Each rack has its own Loom in situ.XLR “Long” (10-20m)XLR “Short” (5-10m)

4 Core Speakon (4.02)20m Speakon10m Speakon6m Speakon

4 Core Speakon (4.04)20m Speakon5m Speakon2.5 Speakon (Links)

Some specifications are subject to change so please double check any event critical specification requirements.

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Additional / Hire in EquipmentIf you require additional equipment to be hired in, at your cost on your behalf, we may be able to arrange this at favourable rates via our network of local suppliers.

Please contact us, with plenty of time prior to the event, on: 01453 760992 to discuss.

Lighting Grid

Control Dimming Patching

Celco Pathfinder & Jester

24/48 Channels 24 Channel, 2 Scene 48 HTP Channels DMX 512 Protocol 240 Cue Capacity

4 x 12 Channel ETC Digital Dimmer Packs

Digital Patching

72 House circuits 24 Single Circuits24 Double Circuits (48)30 Presets per Channel

DMX Patch Points: FOH Position: 5 Pin XLR. LightsQuantity Description Wattage Focus

9 CCT Minuette Profile 650W 21-36°

7 CCT Minuette Fresnel 650W 18-57°

6 House Floods 500W N/A

4 Thomas/Pulsar PAR56 300W WFL

12 Thomas/Tomcat PAR64 1000W Med

1 12” Rotating Mirror ball (2 rpm) N/A N/A

House Lights: 11 large brass chandeliers - dimmer on Balcony. (11 – Way switching) 6 x 500W house floods dimmer controlled from room entrance (3 Way)

Access: LX Tower: Single Platform, Ladder Frame on Wheels

Rigging Please refer to lighting grid plan (on request) The Subscription Rooms is a listed building with English Heritage - no permanent or damaging

fixtures may be made to any surface within building There are facilities for overhead rigging but any rigging of in-coming lighting must be organised

well in advance

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Staging

Our main Concert Room/Ballroom has a modular stage system in situ. Our standard stage size is 10m x 4m set at a 1m height. Using that set-up various riser configurations are possible using a further 2x 2mx1m and 5x 1mx50cm units.

The system can also be tiered for choir stalls etc. Other configurations are possible by arrangement. Additional units may be available via local hire at your cost.

Staging Units Steps Railings

Qty. Length

Width Heights Qty. Steps Rise Qty. Notes

22 2m 1m 1m

800mm

600mm

400mm

2 4 200mm

400mm

600mm

800mm

1000mm

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With chair stop

40x1m Chair Stops

Valance – 12x 2mx1mUnit Dimensions

1m Wide

25 cm Tread

Load 765 kg/m² at all heights

A black back-drop is in situ, we have a basic, soft proscenium arch and stage access tabs.

Power Concert Room / Ballroom Balcony 13 A RCD 13 A – data “Touring” 13 A RCD32 amps 32 amps 63 A, 3 Phase

4 Pole TPN3 outlets

20/32 amps5 outlets 4 outlets

Lift

Capacity Width Height Depth Features

630 Kg

8 Persons

Door Dimensions 80cm 2m -- 3 Floors – Access to all areas

Interior Dimensions 1.10m 2.05m 1.35m

Dressing RoomsDimensions Features

1 3.5 x 5.6m Facilities available for Tea/Coffee.

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Make up mirror c/w lighting. Free standing mirror

1 3.9 x 5.0m

Washrooms: 1 with separate basin area/Toilet Showers: OneKitchenette: One – No cooking facilities Ironing Facilities: Yes

Concert Room / BallroomRoom Dimensions Ceiling

HeightGrid Height Chandelier Trim

12.8m x 21.2m 6.5m 5.4m 3.9mBalcony Dimensions

Upper Tier18.5 x 1.0m Seats: 25 Lower Tier18.5 x 1.2m Seats: 27

The Building has 400 padded folding, linkable, concert style seats.

Loading AreasRear Access: Loading/unloading only 3. 2m between bollards, parking nearby

Front Access Doors: W.: 1.6m, H: 2.3m, Stairs: W: 1.17m

Wheelchair ramp: 1.3m. Rear doors: Width: 1.39m, Height: 2. 3m

RestrictionsNo Waiting. 10-ton limit. Height restriction

Goods InwardLocation / Description Min. Width Height NOTES

Rear Glass Doors (Maglox) 1.39m 2.4m Int. Release

Fire Stairs 1.10m 2.10m

Lift area to Ballroom 0.78m 2.04m Fire door

Ballroom Doors 1.23m 2.3m Auto close

Balcony Doors 0.78m 2.04m Fire door

Dressing room doors 0.78m 2.04m Fire door

George Room door 0.90m 2.20m

IMPORTANT NOTESThe most direct route to the Town Centre has a Height Restriction (Railway Bridge) of 14ft. Please contact us for advice on routing should your touring vehicles be taller.

Any incoming electrical equipment must be PAT tested. Evidence of this may be requested.

Technical riders must be received one month before show date.

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Subscription Rooms Fire Safety and Evacuation . Hirers and Promoters

When you arrive in the building contact the Duty Manager/Administrator:

General ResponsibilitiesYou will be shown the FIRE EXITS & CALLPOINTS in the Room(s) you have occupied. You are responsible for maintaining the continuity of these points.

You are also responsible for the safety and wellbeing of those participating in your function, including contractors and crew, staff, and volunteers and visiting members of the public.

Ensure all routes to FIRE EXITS are kept clear of obstacles at all times.

If the fire alarm sounds or lights flash in Ballroom:

STOP - what you are doing immediately, and begin your evacuation procedure. Leave all your equipment & belongings – DO NOT return for anything. Emergency Assembly Point on the Forecourt in front of the building Under NO circumstances should anyone re-enter the building. Remain calm. Do not run. Do not use mobile phones or electronic devices. Wheelchair users must go to the refuge area at the 1st Floor Lift Lobby and await assistance

by a member of staff.

DO NOT enter the building until informed that it safe to do so.

Discovering Fire

IMMEDIATELY break the nearest call point glass and sound alarm.

Evacuate the building by the nearest exit.

Legislative obligations:Regulatory Reform (Fire Safety) Order 2005Occupiers Liability Act 1957 and 1884Health & Safety at Work Act 1974Management of Health and Safety at Work Regulations 1999

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