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Understanding how to structure your venue's use and hire agreement is crucial for a smooth Adelaide Fringe experience. While there are no strict rules, having a clear and comprehensive agreement in place before you register your venue will set you up for success. This guide outlines common hire structures, delves into key considerations, and provides practical advice to help you create an agreement that works effectively for both your venue and the artists.

Contents

Introduction to Venue Agreements

For any venue participating in the Adelaide Fringe, a well-defined use and hire agreement is the backbone of a successful season. This document outlines the terms and conditions between your venue and the artists or companies booking your space. It's not just a legal formality; it's a critical tool for setting clear expectations, preventing misunderstandings, and ensuring a fair and transparent working relationship. While there's flexibility in how you structure these agreements, establishing them early is a key step before you even register your venue for the Fringe.

Establishing Expectations

Every venue and every artist has unique requirements and expectations. The fundamental principle is that what you charge should adequately cover your operational costs while remaining fair and competitive within the Fringe landscape. The most thriving venues approach their role in the Fringe as a genuine partnership with the shows they host. This means working collaboratively from the initial pre-organisation stages, through to marketing efforts to attract audiences, and ultimately ensuring that everyone involved — from artists to audience members — walks away with a great experience.

Below, we'll explore various common hire structures. However, remember that the Adelaide Fringe encourages innovation, so you have the freedom to craft a model that perfectly suits your business and the unique offerings of your venue.

Common Hire Agreement Models

Free Hire

Under a "Free Hire" model, your venue doesn't charge any direct hire fee to artists. Your primary income stream from hosting Fringe shows would typically be derived from potential food and beverage sales. This model works particularly well for venues like pubs, cafes, or restaurants looking to increase foot traffic and leverage their existing hospitality offerings. The increased patronage from Fringe audiences can significantly boost your bar or kitchen revenue.

Set Hire Fee

The "Set Hire Fee" model is straightforward: you charge a predetermined, fixed amount for the use of your venue. This fee can be structured in several ways:

  • Per Performance: A flat rate for each individual show.
  • Per Week: A weekly rate, ideal for shows with extended runs.
  • Per Season: A single fee covering the entire duration of the show's run during the Fringe.

This model provides your venue with a predictable and stable income stream, regardless of the show's ticket sales volume. It's a clear arrangement that simplifies financial planning for both parties.

Box Office Split

With a "Box Office Split," your venue doesn't charge an upfront base hire fee. Instead, your income is a percentage of the show's ticket sales. It's important to note that this percentage is typically calculated on the net ticket sales, meaning after Adelaide Fringe / FringeTIX ticketing fees have been deducted. A common split seen within the Fringe is 70% to the artist and 30% to the venue, though this can vary. This model creates a direct incentive for your venue to help promote and support the show, as your earnings are directly tied to its success at the box office.

Set Hire Fee and Box Office Split

This hybrid model combines elements of both the Set Hire Fee and the Box Office Split. For instance, your venue might charge a lower upfront fee compared to a pure set hire model, and then take a smaller percentage of ticket sales. This approach offers a balance: the upfront fee provides some financial security for your venue, while the box office split allows you to benefit if a show performs exceptionally well. It can also be attractive to artists who prefer a reduced initial outlay but are confident in their show's ability to sell tickets.

Curated / Buy In

In a "Curated / Buy In" model, your venue actively pays a set fee to an artist or company to present their show at your venue. This is often done when a venue is specifically seeking to program certain high-profile acts, unique performances, or to diversify their program. If your venue "buys in" an act, it is standard practice that you would then retain all ticketing income generated by that show. This model shifts the financial risk and reward more significantly towards the venue, making it crucial to select shows that align with your audience and business goals.

Hybrid and Other Arrangements

Beyond these common models, your agreement could be a unique combination of the above, or an entirely bespoke arrangement tailored to your specific circumstances. The Adelaide Fringe values innovation, and venues are encouraged to think creatively about how they can best partner with artists. What truly matters is that the structure you choose clearly reflects your venue's unique offerings and benefits to the hirer.

What to Consider When Setting Fees

When deciding on your venue hire model and specific fees, it's essential to consider the comprehensive package you are offering. Your charges should reflect the value you provide. Think about the following aspects:

  • Staffing: Do you provide box office staff, front-of-house staff, ushers, or security? Factor in the costs of their wages and training.
  • Technical Support & Equipment: What technical infrastructure is available? Do you provide sound systems, lighting rigs, projectors, or dedicated technical staff (e.g., sound engineers, lighting operators)? Is there a fee for using specialised equipment?
  • Space & Amenities: What kind of space are you offering? Is there dedicated storage space for show props and sets? Do artists have access to dressing rooms, green rooms, or other back-of-house facilities?
  • Rehearsal Availability: Can artists use your venue for rehearsals prior to their show run? If so, what are the terms and costs associated with this?
  • Marketing Support: Beyond simply being a listed venue, what marketing support do you offer? This could include featuring shows on your venue's website, social media promotion, inclusion in venue-specific marketing materials, or cross-promotion with other shows in your venue.
  • Artist Services: Do you provide any additional services, such as access to printing facilities, internet, discounted food/beverages for artists, or a dedicated artist liaison?
  • Venue Reputation & Location: A well-known venue or one in a prime location during the Fringe often commands different rates.

By clearly articulating these benefits, your venue can differentiate itself and justify its chosen hire structure, making it more appealing to potential artists.

Managing Show Bookings

Once your venue is officially registered with the Adelaide Fringe, artists and companies will likely begin contacting you directly to discuss booking your space for their shows. It is absolutely critical to understand that the Adelaide Fringe does not program any venues. The responsibility for show bookings lies entirely with the venues and artists themselves; you will need to contact artists, and they will contact you, to confirm all booking arrangements directly.

However, you are by no means alone in this process! The Adelaide Fringe Artist & Venue Team is an invaluable resource. They are on hand to provide expert advice on a range of topics, including:

  • Effective venue scheduling strategies to maximise your space.
  • Guidance on venue equipment and technical specifications.
  • Provision of templated venue hire agreements and contracts to help you draft your own.

Furthermore, the Artist & Venue Team offers tailored assistance to registered artists, helping to point them in the direction of venues that might be suitable for their specific show and individual requirements. Don't hesitate to reach out to them for support throughout the booking process.

Summary

  • Develop a clear and comprehensive venue use and hire agreement **before** you register your venue with Adelaide Fringe.
  • Common hire models include **Free Hire**, **Set Hire Fee**, **Box Office Split**, **Set Hire Fee and Box Office Split**, and **Curated / Buy In**. Choose the model that best suits your venue's offerings.
  • When setting your fees, consider all the benefits you provide, such as **staffing**, **technical support**, **space amenities**, **rehearsal availability**, **marketing support**, and **artist services**.
  • Remember, the Adelaide Fringe does not program shows; **venues and artists** are responsible for arranging bookings directly.
  • The Adelaide Fringe Artist & Venue Team is available to provide advice and resources for venue scheduling, equipment, and contract templates.

Additional Resources