Sign In / Register

Resources

Navigating the world of venue agreements can feel a bit daunting, but having a solid contract in place is one of the best ways to set yourself up for a smooth and successful Fringe season. This guide will walk you through the essential things to consider when finalising your agreement with a venue, helping you ensure all the important details are captured in a clear, down-to-earth way.

Contents

Get It in Writing

For Venues

During registrations artists are under pressure to find a suitable home for their work. Without a venue they are unable to take part in the Adelaide Fringe. For many artists finding the right venue is one of the most important decisions in the registration process. Due to this you may find artists will be very anxious to hear back from their enquiries promptly. Venues will need to allocate time to regularly attend to artists queries. It is important you work together in making the most out of your Fringe experience. As an artist, securing a venue is a critical step in your Adelaide Fringe journey. With the pressure to find the right home for your show, it's easy to feel a bit rushed. The key is to remember that a good relationship is built on clear communication from the start. While you'll be working directly with your chosen venue on all financial and contractual arrangements, getting everything down on paper is a non-negotiable step.

Be upfront and honest about any charges for staffing, equipment, or other facilities. Make sure you both agree on who is responsible for what, from setting up the space each night to cleaning up afterwards. This clarity ensures that everyone is on the same page and helps you avoid unexpected surprises during the festival.

For Artists

It’s highly recommended to have a written venue hire agreement in place. This is true even if you're working with a friend or a venue that isn't charging a fee. Many venues will have their own standard contracts or terms and conditions, but it's important to make sure the document is customised to reflect the unique arrangements you've discussed. Even if you have a verbal agreement, it's always a good idea to follow up with a confirmation email that outlines the key points to avoid any misunderstandings later on.

What to Include

A well-structured contract will cover all the nuts and bolts of your agreement. Here's a helpful checklist of things to include in your venue hire agreement:

  • Booking details: This includes specific session dates, times, and schedules for bump in and bump out. If you’re an artist working with installations or designs, be clear on installation and removal dates.
  • Hire fees: Detail whether it's a straight hire fee, a commission on ticket or sales, or a combination.
  • Technical requirements: Clearly state who is responsible for providing and managing sound and lighting equipment.
  • Supply and use of equipment: Specify what venue equipment you can use (chairs, tables, etc.) and who is responsible for setting it up and packing it away each night.
  • Box office and sales: Define who is handling ticket sales and how the revenue will be managed.
  • Staffing: Clarify what venue staff will be provided and for which roles (e.g., front of house, technical support).
  • Licensing fees: Don't forget to address who is responsible for paying licensing fees like APRA/AMCOS/PPCA.
  • Cancellation policy: Include a clear policy for both the artist and the venue.
  • Payment details: Outline the payment schedule and conditions.
  • Insurance: State what insurance is required and who is responsible for holding it.
  • Licensing conditions: Check for any specific licensing rules, such as restrictions on minors on the premises.
  • Noise restrictions and security: Note any restrictions or security arrangements you need to be aware of.
  • Venue sharing details: If the venue is shared, include details on how other artists, events, or regular activities might affect your show.
  • Sponsorship: If applicable, outline any sponsorship opportunities or conditions.
  • Complimentary and house tickets: Agree on the number of complimentary tickets you can offer.

Example Contract Download

To give you a head start, you can download an example venue hire contract in a Word document format. This is a great starting point for drafting your own agreement with a venue.

Summary

  • All financial and contractual arrangements are between you and the venue, not Adelaide Fringe.
  • Always get your agreement in writing to avoid any misinterpretations or issues down the track.
  • Use a contract to clearly outline everything from booking dates and fees to who is responsible for cleaning and staffing.
  • A well-structured agreement helps you and your venue work together to create a fantastic Fringe experience for everyone.

Additional Resources