PERFORMANCE CONTRACT

By submitting the Show Request Form, the Main Contact on behalf of the Organisation
named on the form (‘Promoter’) is agreeing with Live & Local Ltd, Pageant House, 2 Jury
St, Warwick, CV34 4EW (‘Live & Local’) to host the requested number of performances(s)
(‘Event’) on one of the preferred or possible dates offered against each option on the Show
Request Form.
Wherein it is agreed as follows:
1. Promoter’s Responsibilities
1.1. Requested Dates and Amendments:
 Holding all dates requested on the Show Request Form in the venue diary.
 Informing Live & Local asap of amendments to possible or preferred dates or
events on the Show Request Form.
 Dates or events requested on the Show Request Form (unless amended) and
subsequently confirmed in the Event Confirmation email which cannot be fulfilled
by the Promoter will be treated as Cancellations.
1.2. The Event and Venue:
 Booking, paying for and staffing the Venue for the Event.
 Ensuring the Venue is accessible and available for the Company’s Get In before the
doors open and Get Out after the audience is clear as detailed in the Menu.
 Ensuring the Venue and Event is appropriately licensed (including PRS & PPL as
required) and insured for the Event.
 Ensuring that all aspects of the Event and Venue are set up in accordance with the
Licence and Health & Safety requirements and that a risk assessment appropriate
for the Event and the Venue is carried out.
 Ensuring that appropriate safeguards for this Event and Venue relating to children
and vulnerable adults are in accordance with current legislation.
1.3. Promoter’s Costs:
 Paying the fee quoted for the Event. You will be invoiced for the fee after you have
sent back the box office Returns Form. The invoice will have 30 days terms.
 Informing Live & Local promptly of any grant, sponsorship or other fund raising or
applications made or intended for this event.
1.4. Company Hospitality:
 Providing tea/coffee making facilities and light refreshments as detailed for the
Event, contacting the Company regarding their exact requirements for hospitality.
1.5. Technical Requirements:
 Ensuring that the Event layout (Format and Seating) detailed for the Event is
adhered to.
 Providing information about the Venue to Live & Local or the Company.
 Providing the technical facilities, Get in/out times, performance area and personnel
detailed against the Event.
1.6. Marketing & Publicity:
 Submitting the Publicity Form detailing all box office, ticket pricing and catering
arrangements for your event by the deadline. The Publicity Form is part of your
contract with Live & Local Ltd.
 Adequately publicising the Event within your community and adhering to the
information submitted on the Publicity Form or contacting Live & Local about
proposed changes.
 Ensuring that all locally produced posters leaflets/press statements/direct mail
acknowledge financial support of Live & Local or Shindig, the Arts Council, England
and your two local authority(s). Logos are available from the Live & Local office.
 Publicising the Event through your local press in conjunction with Live & Local.
 Agreeing that the main contact’s home number (or mobile number if there is no
home number) we have on record for your group can be used as the default main
 box office number in the event that we do not receive your Publicity Form for an
event by the deadline.
1.7. Box Office:
 Ensuring that tickets are available to the whole community.
 Agreeing all ticket prices, concession categories & special offers with Live & Local.
 Running a box office and providing advanced sales/reservations facilities including
a local telephone number with an answering service.
 Providing a `float' for running box office on the day.
 Making available two complimentary tickets per Event up until 3 days before the
event for Live & Local to be used at our discretion.
 To actively distribute Live & Local or Shindig marketing information at the event.
1.8. Monitoring & Reporting:
 Completing and returning all paperwork and reporting forms promptly and fully.
 Returning the Returns and Event Report Forms within five days of the Event.
2. Live & Local’s Responsibilities
2.1. Contracting Promoters
 Sending a Show Request Confirmation email confirming there is a Performance
Contract for the Event. Non receipt of the Show Request Confirmation e-mail does
not null and void the Performance Contract.
 Co-ordinating bookings, negotiating fees, contracting (This Agreement) and
charging the promoters.
 Confirming amendments to the Show Request Form passed on by the Promoter.
2.2. Booking & Paying Performers/Artists
 Co-ordinating bookings, negotiating fees, contracting and paying the companies.
 Ensuring that an appropriate risk assessment has been carried out by the
Company.
 Ensuring that appropriate safeguards by the Company for this Event relating to
children and vulnerable adults are in accordance with current legislation.
2.3. Marketing & Publicity
 Providing advice on marketing and publicity.
 Publicising the scheme as a whole and recruiting new participants.
 Providing advice support and resources for publicising the Event through the press.
 Providing at least 300 x A5 leaflets and 30 x A3 or A4 posters (or similar print).
 Providing a Marketing Sheet, Ticket Sellers Notes, tickets and a box office system.
2.4. Advice & Support
 Providing support on budgeting, event management and audience development.
 Distributing information about suitable companies to participating Venues.
 Raising funds from local authorities, the Arts Council and other funding bodies.
 Supporting and developing the network of Promoters and networking with other
National Rural Touring Forum members
3. Cancellations
Submitting a Show Request Form constitutes an offer from you to Live & Local Ltd to host
Event(s) as part of the Live & Local / Shindig community performance scheme under the
terms of this Performance Contract. If an Event is cancelled after submitting the Show
Request Form the following conditions apply:
3.1. If the Promoter cancels the Event without the agreement of Live & Local the Promoter
is liable for the full Company Fee +Vat quoted in the Menu and will not be eligible for
the Event Support Fund.
3.2. Where it is agreed that the cancellation is unavoidable and caused by circumstances
beyond the control of either party (ie: not by default or neglect) this Agreement shall
be cancelled and costs incurred by both parties in preparation for the Event shall be
apportioned by mutual agreement.
3.3. If the Promoter cancels the Event with the agreement of Live & Local less than 30
days before the Event the Promoter is liable for the Company cancellation fee + VAT.
More than 30 days you will be charged the minimum guaranteed fee detailed for the
Event or £300 + Vat which ever is the greater.
3.4. Should Live & Local cancel the Event after the Final Confirmation email for the Event
has been sent, Live & Local will cover any agreed costs incurred by the Promoter in
preparation for the performance, except where Clause 3.2 above applies.
3.5. If the Event cannot go ahead because an appropriate Licence is not in place the
Promoter will be liable for the full company fee + Vat quoted in the Menu.