Venue Hire Process

• Venue Hire Agreement Process (Standard - Flat Fee)
• Venue Hire Agreement Process (Workshop / Day Event)

Venue Hire Agreement Process (Standard - Flat Fee)

1. WHEN TO USE THIS CONTRACT TYPE

Use Standard Venue Hire Agreement for:

• Established promoters with proven track record
• Events with reliable minimum attendance (60+ people)
• Promoters willing to pay upfront flat fee
• Events where promoter wants to retain all ticket revenue
• Promoters with sufficient marketing capability/budget

DO NOT use for:

• Unproven/new promoters (use Performance Agreement)
• Small events unlikely to justify flat fee
• Workshop/daytime events (use Workshop Agreement)
• Events where promoter cannot afford upfront payment

Economic Threshold:

• Promoter must reasonably expect 60-80k THB total revenue to justify this model
• Break-even for promoter: ~80-100 people with 500-600 THB average spend per person

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2. PRE-BOOKING QUALIFICATION

2.1 Initial Inquiry Assessment

Responsible: Booking Team (Eddie, Roy, or designated booker)

Actions:

1. Receive inquiry (email, DM, in-person, phone)
2. Determine event type and promoter profile
3. Check calendar availability for requested date
4. Assess if Venue Hire is appropriate model
5. Request the following information:
   • Promoter name and company details (if applicable)
   • Event concept and target audience
   • Expected attendance and ticket pricing
   • Previous event history
   • Marketing budget and plan
   • Technical requirements

2.2 Qualification Criteria

Responsible: Booking Team + Eddie (final authority)

Evaluate:

• Promoter has produced successful events before
• Expected attendance: 60+ people minimum
• Clear marketing plan with budget
• Promoter understands 35k fee + potential add-ons
• Event concept fits Speakerbox brand

Strong Candidate Indicators:

• Established event series or promoter brand
• Social media proof of previous events
• Realistic attendance projections based on history
• Professional communication and preparedness
• References from other venues (if new to Speakerbox)

Red Flags (Decline or Require Eddie Approval):

• No previous event production experience
• Unrealistic attendance expectations
• Insufficient marketing plan or budget
• Cannot afford 35k upfront
• Event concept doesn't fit venue brand/license

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3. BOOKING CONFIRMATION & CONTRACT PREPARATION

3.1 Verbal/Email Confirmation

Responsible: Booking Team

Actions:

1. Once date is tentatively agreed, send confirmation email containing:
   • Date and time confirmed (load-in, doors, show start, curfew)
   • Venue hire fee: 35,000 THB + 7% VAT = 37,450 THB
   • Security bond: 5,000 THB (refunded 7 days post-event if no damages)
   • Payment schedule:
     • 50% deposit due upon signing
     • 50% balance due 3 days before event
     • Security bond due 7 days before event
   • What's included:
     • FOH engineer + lighting operator (from 16:00)
     • Full backline, PA, lighting
     • Door staff and 2 security guards
     • Fully staffed bar
   • Potential add-ons:
     • Extra security (if >100 guests): 1,500 THB per guard
     • Front room ticketing desk: +15,000 THB
     • Load-in/load-out extensions: 3,000 THB per hour
     • Graphic design: 1,500 THB per hour (optional)
   • Promoter retains ALL ticket revenue
   • Marketing: Promoter responsible, venue can collaborate
   • Next steps: contract to follow

3.2 Contract Generation

Responsible: Operations/Admin Team

Actions:

1. Open Venue Hire Agreement template (35k version)

2. Fill in the following fields:

   • Section 1 (Parties):

     • Venue Representative: Eddie Mellor
     • Promoter Name: [Full legal name or company]
     • Promoter Tax ID/UEN: [If company]
     • Promoter Address: [Full address]
     • Promoter Representative: [Contact name]

   • Section 2 (Event Details):

     • Event Date: [DD/MM/YYYY]
     • Event Start Time: [Usually 20:00]
     • Curfew: [Usually 01:30 hard stop]

   • Section 3 (Fees):

     • Venue Hire Fee: 35,000 THB (+ 7% VAT)
     • Security Bond: 5,000 THB (no VAT)

3. Review accuracy of all standard clauses

4. Add any special terms agreed verbally (document in separate line item)

5. Save contract as: VENUE_HIRE_AGREEMENT_[PROMOTER_NAME]_[DATE].pdf

3.3 Contract Delivery & Signature

Responsible: Booking Team

Actions:

1. Send contract via email with signature platform (e.g., DocuSign, PandaDoc) OR via email for manual signature
2. Email should include:
   • Attached contract
   • Request for countersignature
   • Deadline: Sign and return within 5 days to hold date
   • Payment instructions: Deposit due upon signing (18,725 THB including VAT)
   • Bank account details for transfer
   • Contact for questions
3. Log in booking system (Noco):
   • Contract sent date
   • Contract status: "Awaiting Signature"
   • Payment status: "Awaiting Deposit"
4. Follow-up: If no response within 2 days, send reminder
5. If unsigned after 5 days: Date is released unless extension agreed

3.4 Deposit Payment Processing

Responsible: Operations/Admin Team

Critical: Date is NOT confirmed until deposit is received AND contract is signed.

Actions:

1. Monitor for deposit payment (bank transfer)
2. Upon receipt:
   • Verify amount: 18,725 THB (or 50% of total hire fee + VAT if different)
   • Match payment to event booking
   • Issue receipt/tax invoice via FlowAccount:
     • Line item: "Venue Hire Deposit - [Event Name] - [Date]"
     • Amount: 18,725 THB (including VAT)
   • Send receipt to promoter via email
3. Update Noco booking system:
   • Payment status: "Deposit Received"
   • Payment date
   • Payment method
   • Receipt number
4. If signed contract also received:
   • File contract in Google Drive: Contracts/Venue Hire/[YEAR]/[PROMOTER_NAME]_[DATE].pdf
   • Contract status: "Signed & Deposited" (CONFIRMED)
   • Add event to master calendar
   • Create event folder: Events/[YEAR]/[DATE]_[PROMOTER_NAME]/

If deposit NOT received within 7 days of contract signing:

• Send payment reminder
• Date remains on hold but NOT confirmed
• After 14 days: Date released if no payment

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4. PRE-EVENT REQUIREMENTS & COORDINATION

4.1 Balance Payment Collection (T-minus 7 to 3 days)

Responsible: Operations/Admin Team

Actions:

1. T-minus 7 days: Send reminder email:

   • "Remaining balance due in 4 days (3 days before event)"
   • Amount: 
   • Bank details
   • Security bond also due: 5,000 THB
   • Total due: 

2. T-minus 3 days deadline:

   • Monitor for payment
   • If NOT received by deadline:
     • Immediate action: Contact promoter
     • Grace period: 24 hours
     • If still unpaid: Event may be cancelled per contract Section 4

3. Upon receipt of balance + security bond:

   • Verify amounts
   • Issue receipt/tax invoices via FlowAccount (separate invoices):
     • Invoice 1: Venue Hire Balance
     • Invoice 2: Security Bond (5,000 THB, no VAT)
   • Send receipts to promoter
   • Update Noco: Payment status "Fully Paid"

4.2 Marketing & Promotion Coordination (T-minus 30-14 days)

Responsible: Marketing Team + Promoter

Actions by Venue:

1. If requested/paid: Graphic design services (1,500 THB/hour)
2. Add event to:
   • Speakerbox website calendar
   • Facebook event (if promoter provides content)
   • Instagram (cross-promotion)
3. Provide promoter with:
   • Venue branding guidelines (if they're creating content)
   • Social media tags (@speakerboxlive)
   • Event hashtags

Actions by Promoter (Their Responsibility):

1. Create all marketing materials (unless paying for venue design)
2. Handle all social media promotion
3. Manage ticket sales and pre-sales
4. Keep venue informed of ticket sales progress

Monitoring:

• Check in with promoter at T-minus 14 days
• Ask for attendance estimate
• Flag if numbers look very low (potential cancellation discussion)

4.3 Ticketing Desk Location Confirmation (T-minus 14 days)

Responsible: Operations Team (Kop) + Promoter

Critical Decision Point:

Standard (Included in flat fee):

• Ticketing desk at Live Room entrance (backstage doors)
• Security guards at Live Room entrances checking tickets
• Front room ("Speakeasy") remains open to general public

Front Room Option (+15,000 THB):

• Ticketing desk at front entrance (main door)
• Entire venue becomes ticketed event
• Additional security and staff required
• Loss of front bar revenue
• Requires confirmation and payment of additional 15k

Actions:

1. Contact promoter: "Confirm ticketing desk location"
2. Explain cost implications if they want front room
3. If front room requested:
   • Issue additional invoice: 15,000 THB + VAT = 16,050 THB
   • Payment due 3 days before event
   • Update total event cost in booking system
4. Update event runsheet with ticketing setup location

4.4 Technical Requirements (T-minus 14 days)

Responsible: Operations Team (Kop) + FOH Engineer

Actions:

1. Contact promoter to request:
   • Stage plot
   • Input list
   • Technical rider for each act
   • Backline requirements (beyond venue standard)
   • Special requests (fog, lighting cues, pyro, etc.)
2. Review requests against venue capabilities:
   • Included: Standard backline, PA, lighting
   • Possible with notice: Special effects (fog, hazer)
   • Not available: Any gear beyond venue inventory
3. Communicate any limitations or additional costs
4. Confirm load-in schedule:
   • Venue available from 14:00
   • Load-in time: [Usually 14:00-16:00]
   • Soundcheck time: [Usually 16:00-19:00]
   • Doors open: [Usually 19:30-20:00]
   • Show start: [Usually 20:00-21:00]
   • Curfew: 01:30 (hard stop, non-negotiable)
   • Load-out completion: 02:00
5. Extension requests:
   • If promoter needs extra time (before 14:00 or after 02:00)
   • Rate: 3,000 THB per hour
   • Must be agreed and paid in advance

4.5 Attendance & Security Planning (T-minus 7 days)

Responsible: Operations Team (Kop)

Actions:

1. Request attendance estimate from promoter:
   • Pre-sale ticket count
   • Estimated door sales
   • Total expected attendance
2. Calculate security requirement:
   • Formula: (Expected Attendance ÷ 50) = Guards needed
   • Example: 150 guests = 3 guards needed
   • Included: 2 guards (covers up to 100 guests)
   • Additional cost: 1,500 THB per extra guard
3. If extra security required:
   • Notify promoter immediately
   • Issue invoice for extra guards
   • Payment due before event
   • Book security guards
4. Log security cost in event budget tracker

4.6 Under-18 / Under-20 Policy Briefing (T-minus 7 days)

Responsible: Operations Team (Kop)

Critical Legal Requirement:

Actions:

1. Send formal reminder to promoter:
   • Under-20s: NOT ADMITTED (Speakerbox policy)
   • Under-18s: MUST EXIT BY 20:00 (Thai law, non-negotiable)
   • Enforcement: Door staff will check IDs strictly
   • Liability: If venue raided with minors present after 20:00, promoter liable for fines (per contract Section 8)
2. Confirm promoter understands and accepts
3. Document confirmation in event notes

4.7 Event Runsheet Creation (T-minus 3 days)

Responsible: Operations Team (Kop)

Actions:

1. Create detailed event runsheet including:
   • Load-in time and access details
   • Soundcheck schedule (if multiple acts, specify order)
   • Doors open time
   • Show start time
   • Set times for each act
   • Curfew and load-out deadline (02:00)
   • Staff schedule:
     • FOH engineer (from 16:00)
     • Lighting operator (from 16:00)
     • Bar staff (full team)
     • Door staff
     • Security guards (2 included + any extras)
   • Ticketing desk location (Live Room OR Front Room)
2. Distribute runsheet to:
   • Promoter
   • All venue staff working the event
   • Eddie (for awareness)
3. Post physical copy in green room and backstage

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5. EVENT DAY OPERATIONS

5.1 Pre-Event Setup (Load-in → Doors)

Responsible: Operations Team + Technical Staff

Actions:

1. Load-in (14:00):

   • Meet promoter/crew at load-in entrance
   • Provide access to stage and green room
   • Monitor equipment handling
   • Damage inspection: Note any existing damages to protect security bond

2. Soundcheck (16:00-19:00):

   • FOH engineer conducts soundcheck per schedule
   • Lighting operator programs cues as needed
   • Address any technical issues immediately
   • Promoter/artists coordinate soundcheck order

3. Bar & Venue Prep:

   • Bar fully stocked and staffed
   • POS system ready
   • Venue cleaned and prepared

4. Door/Ticketing Setup:

   • If Standard (Live Room):
     • Ticketing desk at backstage Live Room doors
     • Security positioned at Live Room entrances
     • Front room open to public
   • If Front Room (+15k):
     • Ticketing desk at main front entrance
     • Security at front door only
     • Entire venue is ticketed event
   • Test POS for door sales (if applicable)
   • Prepare guest list (if promoter provided)

5.2 Event Execution (Doors → Show End)

Responsible: Operations Team + All Event Staff

Actions:

1. Doors Open (Usually 19:30-20:00):

   • Door staff check IDs strictly:
     • Under-20: Turn away (Speakerbox policy)
     • Under-18: Admit BUT they must leave by 20:00
   • Ticket scanning/collection
   • Guest list management (if applicable)
   • Security monitors crowd

2. 20:00 - Minor Expulsion:

   • Critical: Security actively checks for under-18s
   • All under-18s MUST be escorted out
   • Document compliance (legal protection)

3. Bar Operations:

   • Bar fully staffed
   • POS tracking all sales (this is promoter's bar revenue)
   • Note: Promoter keeps 100% of bar sales (unlike Performance Agreement)
   • No outside beverages allowed (confiscate if found)

4. Show Management:

   • FOH engineer runs sound
   • Lighting operator runs lighting
   • Operations team monitors:
     • Adherence to schedule
     • Security ratios maintained
     • Any incidents or issues
   • Curfew compliance: Show must end by 01:30 (hard stop, non-negotiable)

5. Promoter Responsibilities:

   • Managing their own event flow
   • Coordinating artists
   • Box office/ticket sales (if doing door sales)

6. Incident Management:

   • Any damages documented immediately with photos
   • Rule breaches logged
   • Intoxicated/disorderly guests removed by security

5.3 Post-Show Load-Out (Show End → 02:00)

Responsible: Operations Team + Promoter/Crew

Actions:

1. Promoter/crew removes all equipment from stage
2. Green room and stage area cleaned
3. Damage assessment (CRITICAL for security bond):
   • Operations team conducts thorough inspection:
     • Stage and equipment
     • Green room
     • Bathrooms
     • Bar area
     • Any broken furniture, equipment, or fixtures
   • Photograph any damages immediately
   • Document in damage report:
     • Description of damage
     • Photos
     • Estimated repair/replacement cost
   • If damages found:
     • Inform promoter immediately
     • Explain security bond implications
4. Load-out completed by 02:00
   • Extensions: If promoter needs more time, 3,000 THB per hour
   • Must be agreed in advance or paid immediately in cash

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6. POST-EVENT FINANCIAL SETTLEMENT

6.1 Security Bond Assessment (Within 3 days)

Responsible: Operations Team (Kop) + Eddie

Actions:

Scenario A: No Damages

1. Conduct final venue inspection
2. Confirm no damages or excessive cleaning required
3. Process security bond refund:
   • Amount: 5,000 THB
   • Method: Bank transfer to promoter
   • Timeline: Within 7 days of event
4. Send refund confirmation email to promoter:
   • "Security bond refunded: 5,000 THB"
   • Transaction date and reference
   • Thank you message
5. Update Noco: Security bond status "Refunded"
6. File transaction record in event folder

Scenario B: Damages Occurred

1. Compile damage report:
   • Description and photos of each damage
   • Obtain repair/replacement quotes
   • Calculate total damage cost
2. If damage cost < 5,000 THB:
   • Deduct from security bond
   • Refund remainder
   • Example: 2,500 THB damages → Refund 2,500 THB
   • Send itemised statement to promoter:
     • Security bond: 5,000 THB
     • Damages: -2,500 THB
     • Refund: 2,500 THB
3. If damage cost > 5,000 THB:
   • Security bond covers first 5,000 THB
   • Issue additional invoice for excess
   • Example: 8,000 THB damages → Invoice 3,000 THB
   • Send itemised statement:
     • Security bond applied: 5,000 THB
     • Additional damages: 3,000 THB
     • Total owed: 3,000 THB
   • Invoice due within 7 days
4. If damage cost >> 5,000 THB (major damage):
   • Eddie handles negotiation
   • May involve insurance claims
   • Legal action if necessary

6.2 Excessive Cleaning Fee (If Applicable)

Responsible: Operations Team (Kop)

Trigger Conditions:

• Venue left in unacceptable state
• Requires additional deep cleaning beyond normal
• Examples: Vomit, broken glass, spills, graffiti

Actions:

1. Document condition with photos
2. Calculate additional cleaning cost:
   • Staff overtime: [hours × rate]
   • Cleaning supplies/services
3. Invoice promoter within 3 business days
4. May deduct from security bond if total < 5,000 THB

6.3 Internal Reporting & Analysis (Within 7 days)

Responsible: Operations Team + Eddie

Actions:

1. Compile event summary:
   • Attendance (actual vs. estimated)
   • Bar sales (good indicator of event success)
   • Any incidents or issues
   • Damages and costs
   • Security bond outcome
   • Extensions or add-ons charged
2. Update master event profitability tracker:
   • Event date and name
   • Venue hire fee collected: 35,000 THB
   • Add-ons collected: [front room fee, extra security, extensions]
   • Bar sales: [amount] (venue keeps 100%)
   • Security bond: [refunded/retained amount]
   • Net venue revenue: Hire fee + add-ons + bar sales
3. Conduct brief post-event debrief:
   • Promoter performance assessment
   • What worked well?
   • What went wrong?
   • Would we work with this promoter again?
   • Lessons learned
4. Update promoter quality scorecard
5. File all documents in event folder:
   • Contract
   • Payment receipts (deposit, balance, security bond)
   • Damage report (if applicable)
   • Financial summary
   • Post-event debrief notes

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7. ISSUE MANAGEMENT & ESCALATION

7.1 Common Issues & Resolutions

Issue: Balance Payment Not Received by T-3 Days

• Detection: Automated check in booking system
• Action:
  • Contact promoter immediately
  • Explain contract requirement (Section 3)
  • 24-hour grace period
  • If still unpaid: Event may be cancelled, deposit forfeited per Section 4
• Escalation: Eddie makes final call on cancellation

Issue: Promoter Requests to Cancel (>14 days before event)

• Detection: Cancellation request received
• Action: Reference Section 4 of contract:
  • Deposit refundable ONLY if venue successfully rebooks date
  • Attempt to rebook date
  • If rebooked: Full refund minus admin fee (if any agreed)
  • If not rebooked: Deposit retained
• Process: Document outcome in booking system

Issue: Promoter Requests to Cancel (<14 days before event)

• Detection: Cancellation request received
• Action: Reference Section 4 of contract:
  • Deposit is non-refundable (stated clearly in contract)
  • Balance payment obligation remains
  • Balance may be waived at Eddie's discretion if date can be rebooked
• Escalation: Eddie decides on balance payment enforcement

Issue: Under-18s Present After 20:00

• Detection: Security or door staff observe minors
• Action:
  • Immediate: Request ID check
  • Immediate: Escort minors out of venue
  • Critical: Document in incident report (legal protection)
  • Warn promoter of legal risk
  • Reference contract Section 8: "Promoter liable for fines if raided"
• Escalation: If police raid occurs, promoter liable per contract

Issue: Promoter Wants to Extend Load-in or Load-out Time

• Detection: Request during event or in advance
• Action:
  • Explain rate: 3,000 THB per hour (Section 9)
  • If agreed in advance: Add to invoice
  • If requested day-of: Collect payment immediately (cash preferred)
  • Update runsheet and notify staff
• Document: Extension hours and payment in event report

Issue: Damage to Venue or Equipment

• Detection: Damage discovered during/after event
• Action:
  • Photograph immediately
  • Document in damage report
  • Inform promoter immediately
  • Obtain repair/replacement quote
  • Apply against security bond
  • Invoice for excess if damage > 5,000 THB
• Escalation: If promoter disputes, Eddie handles negotiation

Issue: Promoter Brings Outside Food/Beverages

• Detection: Security or staff observe violation
• Action:
  • Security confiscates items immediately (Section 10)
  • Verbal warning to promoter
  • Reference contract prohibition
  • Document incident
  • If guests violate: Ask guests to leave
• Escalation: Repeated violations may result in event termination (no refund)

Issue: Low Attendance / Event Not as Successful as Promoter Hoped

• Detection: Observation during event
• Action:
  • No action required - This is promoter's risk
  • Venue already collected hire fee
  • Promoter keeps all ticket + bar revenue (both high or low)
  • Reference contract Section 11: "Venue not liable for low attendance"
• Note: Be empathetic but clear on terms

Issue: Promoter Disputes Invoice or Refuses to Pay Additional Charges

• Detection: Dispute communication or non-payment
• Action:
  • Review contract clause supporting charge
  • Provide itemised breakdown with evidence (photos, timestamps, etc.)
  • Reference specific contract section
  • Offer to discuss but maintain position if contractually sound
• Escalation:
  • Eddie negotiates if promoter has legitimate dispute
  • Withhold future bookings until settled
  • Legal action for significant amounts (Eddie decision)

7.2 Escalation Path

1. Payment issues: Admin team → Eddie (immediate)
2. Operational issues: Staff → Kop → Eddie
3. Damage disputes: Kop documents → Eddie negotiates
4. Safety/legal concerns: Immediate escalation to Eddie + document everything
5. Cancellation decisions: Eddie has final authority

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8. RISK MITIGATION CHECKLIST

Before Signing Contract:

• [ ] Promoter has track record or strong plan
• [ ] Expected attendance justifies 35k fee (60-80+ people)
• [ ] Promoter can afford upfront payments
• [ ] Event concept fits Speakerbox brand
• [ ] No red flags in qualification assessment

Before Event:

• [ ] Deposit received (18,725 THB)
• [ ] Balance received by T-3 (18,725 THB)
• [ ] Security bond received by T-7 (5,000 THB)
• [ ] Ticketing desk location confirmed (standard or +15k)
• [ ] Extra security calculated and paid (if needed)
• [ ] Technical requirements confirmed
• [ ] Event runsheet distributed
• [ ] Under-18/20 policy communicated to promoter

During Event:

• [ ] Under-18s exit by 20:00 (document compliance)
• [ ] Under-20s not admitted
• [ ] Security ratio maintained
• [ ] Curfew strictly enforced (01:30)
• [ ] No outside food/beverages
• [ ] Any damages documented immediately
• [ ] Load-out completed by 02:00

After Event:

• [ ] Damage inspection completed
• [ ] Security bond processed (refund or deduction) within 7 days
• [ ] Any additional invoices issued within 3 days
• [ ] Post-event summary completed
• [ ] Promoter scorecard updated
• [ ] All documents filed

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9. KEY CONTACTS

• Booking Authority: Eddie Mellor (final approval)
• Day-to-Day Booking: Roy, Eddie, designated booker
• Operations Coordinator: Kop
• Bar Manager: Fai
• Financial/Admin: Operations team + Eddie

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10. APPENDIX: FINANCIAL CALCULATION EXAMPLES

Revenue Structure for Venue

Venue Hire Agreement = Fixed Revenue Model

Unlike Performance Agreement (50/50 split), venue revenue is fixed and guaranteed regardless of event success:

VENUE REVENUE (FIXED):
- Venue hire fee: 35,000 THB (+ VAT = 37,450 THB)
- Bar sales: [Variable, 100% to venue]
- Add-ons:
  - Front room ticketing: +15,000 THB (if applicable)
  - Extra security: +1,500 THB per guard (if applicable)
  - Extensions: +3,000 THB per hour (if applicable)

VENUE COSTS:
- Fixed daily operational: ~14,000 THB
- Staff (FOH + Lighting): Included in hire fee
- Security (2 guards): Included
- Bar COGS: ~25% of bar sales

NET PROFIT TO VENUE:
Base: 35,000 - 14,000 = 21,000 THB
+ Bar profit: [Bar sales × 0.75]
+ Add-ons: [Any extras]

Example A: Average Event

VENUE REVENUE:
- Hire fee: 35,000 THB
- Bar sales: 45,000 THB
- Front room ticketing: 0 (standard location)
- Extra security: 1,500 THB (1 extra guard for 120 guests)
TOTAL: 81,500 THB

VENUE COSTS:
- Fixed operational: 14,000 THB
- Bar COGS (25%): 11,250 THB
- Extra security: 1,500 THB (cost neutral)
TOTAL: 26,750 THB

NET PROFIT TO VENUE: 81,500 - 26,750 = 54,750 THB

Example B: High-Performing Event

VENUE REVENUE:
- Hire fee: 35,000 THB
- Bar sales: 80,000 THB (busy night!)
- Front room ticketing: 15,000 THB (full venue)
- Extra security: 3,000 THB (2 extra guards for 200 guests)
TOTAL: 133,000 THB

VENUE COSTS:
- Fixed operational: 14,000 THB
- Bar COGS (25%): 20,000 THB
- Extra security: 3,000 THB (cost neutral)
TOTAL: 37,000 THB

NET PROFIT TO VENUE: 133,000 - 37,000 = 96,000 THB

Example C: Event with Damages

VENUE REVENUE:
- Hire fee: 35,000 THB
- Bar sales: 40,000 THB
- Security bond: 5,000 THB (received upfront)
TOTAL: 80,000 THB

DAMAGES:
- Broken stage monitor: 3,500 THB
- Damaged green room furniture: 2,000 THB
TOTAL DAMAGES: 5,500 THB

SECURITY BOND SETTLEMENT:
- Security bond: 5,000 THB (applied to damages)
- Additional invoice to promoter: 500 THB
- Promoter receives: 0 THB refund

VENUE COSTS:
- Fixed operational: 14,000 THB
- Bar COGS: 10,000 THB
- Repair costs: 5,500 THB (covered by bond + invoice)
TOTAL: 29,500 THB

NET PROFIT TO VENUE: 80,000 - 29,500 + 500 = 51,000 THB

Key Insight: Venue Hire model provides revenue certainty for venue. Promoter takes all attendance/ticket risk but also keeps all upside.

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DOCUMENT VERSION: 1.0
CREATED: January 2025
OWNER: Operations Team
REVIEW FREQUENCY: Quarterly or as needed

NEXT REVIEW: April 2025

Venue Hire Agreement Process (Workshop / Day Event)

1. WHEN TO USE THIS CONTRACT TYPE

Use Workshop Venue Hire Agreement for:

• Daytime/afternoon events (typically 11:00-16:00)
• Educational workshops, masterclasses, clinics
• Private rehearsals or recording sessions
• Small community events or meetups
• Non-commercial or low-attendance gatherings
• Events that don't conflict with evening programming

DO NOT use for:

• Evening entertainment events (use Standard Venue Hire or Performance Agreement)
• High-attendance events (>50 people)
• Events requiring full technical production
• Events running past 16:00 (conflicts with evening setup)
• Commercial performances with ticket sales

Economic Model:

• Lower hire fee (10k vs 35k) reflects:
  • Daytime hours (lower value time slot)
  • Reduced staffing (1 tech + 1 bar + 1 door vs full team)
  • Limited bar revenue potential
  • No conflict with prime evening slots

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2. PRE-BOOKING QUALIFICATION

2.1 Initial Inquiry Assessment

Responsible: Booking Team (Eddie, Roy, or designated booker)

Actions:

1. Receive inquiry (email, DM, in-person, phone)
2. Determine event type and timing
3. Critical Check: Confirm event fits daytime window (11:00-16:00)
4. Check calendar availability:
   • Ensure no evening event conflict (evening events need 16:00-20:00 for setup)
   • Prioritise weekends/slow days for workshops
5. Assess if Workshop Agreement is appropriate model
6. Request the following information:
   • Organiser name and background
   • Workshop/event concept and description
   • Expected attendance (typically 10-30 people)
   • Technical requirements (usually minimal)
   • Desired date and timing

2.2 Qualification Criteria

Responsible: Booking Team + Eddie (for non-standard requests)

Ideal Candidates:

• Music teachers conducting masterclasses
• Industry professionals hosting workshops
• Community groups for small gatherings
• Artists needing rehearsal space with quality sound system
• Educational institutions or organisations

Red Flags (Decline or Modify Terms):

• Event exceeds 16:00 end time (conflicts with evening prep)
• Expected attendance >50 people (use Standard Hire instead)
• Commercial performance disguised as "workshop"
• Requires full production (lighting design, FOH engineer for full show)
• Outside food/beverage catering planned (may require additional fee or prohibition)

Judgment Call Scenarios:

• Rehearsals/Practice: Usually acceptable, minimal supervision needed
• Recording Sessions: Acceptable if audio only, be cautious of video production crews (extra insurance, more staff needed)
• Networking/Social Events: Acceptable if clearly non-commercial and aligned with venue values

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3. BOOKING CONFIRMATION & CONTRACT PREPARATION

3.1 Verbal/Email Confirmation

Responsible: Booking Team

Actions:

1. Once date is tentatively agreed, send confirmation email containing:
   • Date and timing confirmed:
     • Venue available: 11:00-16:00 (5 hours)
     • Load-in: Typically 11:00
     • Event end: 16:00 latest (hard stop for evening setup)
   • Workshop hire fee: 10,000 THB + 7% VAT = 10,700 THB
   • Security bond: 5,000 THB (refunded 3 days post-event if no damages)
   • Payment schedule:
     • 50% deposit (5,350 THB) due upon signing
     • 50% balance (5,350 THB) due 3 days before event
     • Security bond (5,000 THB) due 3 days before event
   • What's included:
     • 1 × Technical Support Staff
     • 1 × Bar Staff
     • 1 × Door Staff
     • Basic PA and sound system
     • Standard backline (if needed)
   • What's NOT included (vs standard evening hire):
     • No FOH engineer (tech support only)
     • No lighting operator
     • No security guards (door staff only)
     • No full production support
   • Critical timing: Must vacate by 16:00 (no extensions available if evening event booked)
   • Marketing: Organiser responsible, venue may assist with promotion
   • Optional add-on: Graphic design (3,000 THB per poster)
   • Next steps: contract to follow

3.2 Contract Generation

Responsible: Operations/Admin Team

Actions:

1. Open Workshop Venue Hire Agreement template

2. Fill in the following fields:

   • Section 1 (Parties):

     • Venue Representative: Eddie Mellor
     • Promoter/Organiser Name: [Full legal name]
     • Promoter Address: [Full address]
     • Promoter Representative: [Contact name]

   • Section 2 (Event Details):

     • Event Date: [DD/MM/YYYY]
     • Event Start Time: [Typically 11:00 or 12:00]
     • Event End Time: [16:00 maximum]

   • Section 3 (Fees):

     • Venue Hire Fee: 10,000 THB (+ 7% VAT = 10,700 THB)
     • Security Bond: 5,000 THB (no VAT)

3. Review special clauses for Workshop agreement:

   • Section 7: Age restriction "after 20:00" (not applicable to daytime events, but remains in standard text)
   • Section 8: Load-in/out timing (11:00-16:00, cannot extend if evening event)
   • Section 10: Thai Labour Law compliance (critical for foreign presenters/teachers)

4. Save contract as: VENUE_HIRE_WORKSHOP_[ORGANISER_NAME]_[DATE].pdf

3.3 Contract Delivery & Signature

Responsible: Booking Team

Actions:

1. Send contract via email with signature platform (e.g., DocuSign, PandaDoc) OR via email for manual signature
2. Email should include:
   • Attached contract
   • Request for countersignature
   • Deadline: Sign and return within 7 days to hold date
   • Payment instructions: Deposit due upon signing (5,350 THB)
   • Bank account details for transfer
   • Contact for questions
3. Log in booking system (Noco):
   • Contract sent date
   • Contract status: "Awaiting Signature"
   • Payment status: "Awaiting Deposit"
   • Flag: Workshop (not evening event)
4. Follow-up: If no response within 3 days, send reminder
5. If unsigned after 7 days: Date is released unless extension agreed

3.4 Deposit Payment Processing

Responsible: Operations/Admin Team

Critical: Date is NOT confirmed until deposit is received AND contract is signed.

Actions:

1. Monitor for deposit payment (bank transfer)
2. Upon receipt:
   • Verify amount: 5,350 THB (or 50% of total hire fee + VAT if different)
   • Match payment to event booking
   • Issue receipt/tax invoice via FlowAccount:
     • Line item: "Workshop Venue Hire Deposit - [Event Name] - [Date]"
     • Amount: 5,350 THB (including VAT)
   • Send receipt to organiser via email
3. Update Noco booking system:
   • Payment status: "Deposit Received"
   • Payment date, method, receipt number
4. If signed contract also received:
   • File contract in Google Drive: Contracts/Workshop Hire/[YEAR]/[ORGANISER_NAME]_[DATE].pdf
   • Contract status: "Signed & Deposited" (CONFIRMED)
   • Add to master calendar (mark as "WORKSHOP" to distinguish from evening events)
   • Create event folder: Events/[YEAR]/[DATE]_[ORGANISER_NAME]_WORKSHOP/

If deposit NOT received within 10 days of contract signing:

• Send payment reminder
• Date remains on hold but NOT confirmed
• After 14 days: Date released if no payment

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4. PRE-EVENT REQUIREMENTS & COORDINATION

4.1 Balance Payment Collection (T-minus 7 to 3 days)

Responsible: Operations/Admin Team

Actions:

1. T-minus 7 days: Send reminder email:

   • "Remaining balance due in 4 days (3 days before event)"
   • Amount: 5,350 THB (balance)
   • Security bond also due: 5,000 THB
   • Total due: 10,350 THB
   • Bank details

2. T-minus 3 days deadline:

   • Monitor for payment
   • If NOT received by deadline:
     • Immediate action: Contact organiser
     • Grace period: 24 hours
     • If still unpaid: Workshop may be cancelled per contract Section 4

3. Upon receipt of balance + security bond:

   • Verify amounts: 5,350 THB + 5,000 THB = 10,350 THB total
   • Issue receipt/tax invoices via FlowAccount (separate invoices):
     • Invoice 1: Workshop Hire Balance (5,350 THB with VAT)
     • Invoice 2: Security Bond (5,000 THB, no VAT)
   • Send receipts to organiser
   • Update Noco: Payment status "Fully Paid"

4.2 Marketing & Promotion (If Applicable)

Responsible: Marketing Team + Organiser

Actions by Venue:

1. If requested/paid: Graphic design (3,000 THB per poster design)
2. Add workshop to:
   • Speakerbox website calendar (if public event)
   • Facebook/Instagram (if promotable)
3. Note: Many workshops are private/invitation-only, so public promotion may not be needed

Actions by Organiser:

1. Organiser handles all marketing (if public event)
2. Organiser manages attendee registration and communication

4.3 Technical Requirements (T-minus 7 days)

Responsible: Operations Team (Kop) + Technical Support Staff

Actions:

1. Contact organiser to discuss:
   • Sound system needs (basic PA provided)
   • Backline needs (if applicable)
   • Any special equipment (projector, screen, etc.)
   • Audio recording needs (if applicable)
2. Set expectations:
   • Included: Basic PA, standard backline, technical support staff
   • NOT included: Full production engineer, complex lighting design
   • Organiser responsible for: Any specialist equipment (projectors, cameras, unique instruments)
3. Confirm timing:
   • Setup/load-in: 11:00
   • Workshop start: [Typically 12:00 or 13:00]
   • Workshop end: [By 15:30 to allow 30min pack down]
   • Venue vacated: 16:00 (HARD STOP if evening event)
4. Extensions:
   • If no evening event booked, may extend to 18:00 (not standard)
   • If evening event booked, NO extensions possible (must vacate by 16:00)
   • Confirm schedule in writing

4.4 Attendee Numbers & Setup (T-minus 3 days)

Responsible: Operations Team (Kop)

Actions:

1. Request final attendee count from organiser
2. Seating/Setup Needs:
   • Standing workshop (band clinic, etc.): Stage setup only
   • Seated workshop (masterclass, talk): Chairs needed
   • Confirm setup requirements
3. Age/Entry Policy:
   • Daytime workshops typically don't have age restrictions
   • CRITICAL: If ANY foreigners are teaching/presenting:
     • Remind organiser of Thai Labour Law compliance (Section 10)
     • Foreigners must have proper Non-Immigrant B visa + work permit
     • Venue not liable for labour law violations, but must remind organiser
4. Food/Beverage Policy:
   • Outside food/beverages prohibited (contract Section 9)
   • If organiser wants to provide refreshments, options:
     • Purchase from Speakerbox bar
     • Special arrangement (requires approval + additional fee)
   • Confirm understanding with organiser

4.5 Event Runsheet Creation (T-minus 2 days)

Responsible: Operations Team (Kop)

Actions:

1. Create simple event runsheet:
   • Load-in: 11:00
   • Setup completion: [12:00]
   • Workshop start: [12:00 or 13:00]
   • Workshop end: [15:30]
   • Pack down: [15:30-16:00]
   • Venue vacated: 16:00
   • Staff schedule:
     • Technical Support Staff: 11:00-16:00
     • Bar Staff: [Typically 12:00-16:00]
     • Door Staff: [As needed for entry management]
2. Evening Event Check:
   • If evening event same day, include:
     • Evening load-in: 16:00
     • Workshop MUST be cleared by 16:00
3. Distribute runsheet to:
   • Organiser
   • Venue staff working the workshop
   • Kop (operations)
   • Evening event staff (if applicable, so they know timing)
4. Post physical copy at venue (if staff onsite)

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5. EVENT DAY OPERATIONS

5.1 Setup & Preparation (11:00-12:00)

Responsible: Technical Support Staff + Organiser

Actions:

1. Load-in (11:00):
   • Technical Support Staff opens venue
   • Meet organiser/presenter
   • Provide access to stage and workshop area
   • Monitor equipment handling
2. Setup:
   • Tech Staff assists with basic PA setup
   • Organiser/presenter sets up materials
   • Seating arranged (if needed)
   • Test sound system
3. Bar Prep:
   • Bar Staff arrives (if event includes bar service)
   • Bar stocked for light service (coffee, soft drinks, beer)
   • Note: Bar revenue typically low for daytime workshops

5.2 Workshop Execution (Start → End)

Responsible: Technical Support Staff + Bar/Door Staff

Actions:

1. Entry Management:
   • Door Staff checks attendees (if ticketed/list)
   • If private event, check against organiser's list
   • If open event, general admission
2. Technical Support:
   • Tech Staff available for audio issues
   • Minimal active involvement (not full FOH engineer role)
   • Monitor for equipment problems
3. Bar Service:
   • Bar open for attendees
   • Light service only (not full evening operation)
   • POS tracks sales
4. Organiser Responsibilities:
   • Running the workshop/event
   • Managing attendees
   • Keeping to schedule
   • Ensuring 16:00 end time

5.3 Pack Down & Departure (15:30-16:00)

Responsible: Technical Support Staff + Organiser

Actions:

1. Workshop ends by 15:30 (allows 30 min pack down)
2. Organiser/presenter removes all personal equipment and materials
3. Damage inspection:
   • Technical Support Staff conducts venue check
   • Note any damages
   • Photograph if issues found
4. Venue vacated by 16:00:
   • Critical if evening event: Evening crew needs access
   • Tech Staff confirms venue clear
   • Lock up if no evening event
5. If evening event same day:
   • Workshop area reset for evening setup
   • Evening technical crew arrives at 16:00
   • Handover to evening staff

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6. POST-EVENT FINANCIAL SETTLEMENT

6.1 Security Bond Assessment (Within 3 days)

Responsible: Operations Team (Kop)

Actions:

Scenario A: No Damages

1. Confirm no damages or issues
2. Process security bond refund:
   • Amount: 5,000 THB
   • Method: Bank transfer to organiser
   • Timeline: Within 3 days of event (faster than evening events due to simpler operations)
3. Send refund confirmation email
4. Update Noco: Security bond status "Refunded"

Scenario B: Damages Occurred

1. Compile damage report:
   • Photos and description
   • Repair/replacement quotes
   • Total cost
2. If damage cost < 5,000 THB:
   • Deduct from security bond
   • Refund remainder
   • Send itemised statement
3. If damage cost > 5,000 THB:
   • Bond covers first 5,000 THB
   • Issue additional invoice for excess
   • Due within 7 days

6.2 Internal Reporting (Within 3 days)

Responsible: Operations Team

Actions:

1. Compile workshop summary:
   • Attendance
   • Bar sales (typically minimal)
   • Any issues or incidents
   • Damages and costs (if any)
   • Security bond outcome
2. Update event tracker:
   • Workshop date and name
   • Hire fee: 10,000 THB
   • Bar sales: [amount]
   • Security bond: [refunded/retained]
   • Net revenue: 10,000 + bar sales - costs
3. Brief post-event notes:
   • Organiser feedback
   • Would we host this workshop again?
   • Lessons learned
4. File documents in event folder:
   • Contract
   • Payment receipts
   • Damage report (if any)
   • Workshop summary

6.3 Bar Revenue Analysis

Responsible: Bar Manager (Fai)

Note: Workshop bar revenue typically 5-15k THB maximum (much lower than evening events)

Actions:

1. Pull bar sales from GPOS
2. Calculate COGS
3. Report to operations team
4. Do not expect significant bar revenue from workshops (daytime, smaller crowds, different consumption patterns)

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7. ISSUE MANAGEMENT & ESCALATION

7.1 Common Issues & Resolutions

Issue: Organiser Requests to Stay Past 16:00

• Detection: Request during workshop or in advance
• Action:
  • Check calendar: Is there an evening event?
  • If evening event: Strictly enforce 16:00 departure (non-negotiable)
  • If no evening event: May allow extension to 18:00 (not standard, Eddie approval)
  • Fee: If extension granted, typically no additional charge for workshop (goodwill), but Eddie decides
• Document: Timing and approval in event notes

Issue: Organiser Wants to Bring Outside Catering

• Detection: Request during booking or planning
• Action:
  • Reference contract Section 9: Outside food/bev prohibited
  • Explain options:
    • Purchase from Speakerbox bar
    • Special arrangement (requires approval + fee negotiation)
  • Eddie approval required for any outside catering
• Document: Agreement terms in writing

Issue: Foreign Presenter Does Not Have Work Permit

• Detection: Organiser mentions presenter nationality
• Action:
  • Proactive: Remind organiser of requirement in pre-event communication
  • Reference contract Section 10: Thai Labour Law compliance
  • Explain:
    • Foreigners "working" (including teaching, presenting) need Non-B visa + work permit
    • Venue not liable, but we must inform
    • Organiser responsible for compliance
  • If discovered day-of: Privately inform organiser of risk, but venue proceeds (liability is on organiser per contract)
• Document: That we informed organiser (legal protection)

Issue: Workshop Runs Over Time (Past 15:30)

• Detection: Workshop still running at 15:30-16:00
• Action:
  • Technical Support Staff politely informs organiser:
    • "Workshop must end now to allow pack down"
    • "We have evening event setup starting at 16:00"
  • If organiser resists:
    • Escalate to Kop or manager on duty
    • Explain contractual obligation
    • Firmly enforce 16:00 departure
• Document: Incident in event report (for future booking decisions)

Issue: Damage to Equipment or Venue

• Detection: Damage found during pack down
• Action:
  • Photograph immediately
  • Inform organiser before they leave
  • Document in damage report
  • Apply against security bond
  • Invoice for excess if needed
• Follow standard damage protocol (same as other agreements)

Issue: Low or No-Show Attendance

• Detection: Very few people attend workshop
• Action:
  • No action required - Organiser paid flat fee
  • Venue already collected hire fee
  • This is organiser's risk
• Note: Be empathetic but clear on terms

Issue: Organiser Requests Cancellation

• Detection: Cancellation request received
• Action:
  • Reference Section 4 of contract:
    • >14 days before: Deposit refundable
    • <14 days before: Deposit non-refundable
  • Process per standard cancellation protocol
  • Workshop cancellations typically lower stakes (lower fees involved)

7.2 Escalation Path

1. Timing/extension requests: Tech Staff → Kop → Eddie
2. Payment issues: Admin → Eddie
3. Damage disputes: Kop → Eddie
4. Special requests (catering, extensions, etc.): Kop → Eddie
5. Labour law concerns: Document and inform, escalate to Eddie if complex

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8. RISK MITIGATION CHECKLIST

Before Signing Contract:

• [ ] Event fits daytime window (11:00-16:00)
• [ ] Organiser understands limited staffing (not full production)
• [ ] Check evening calendar (ensure no conflict if workshop needs 16:00 end)
• [ ] Organiser can afford 10k + bond upfront
• [ ] Event concept appropriate for venue

Before Event:

• [ ] Deposit received (5,350 THB)
• [ ] Balance + bond received by T-3 (10,350 THB total)
• [ ] Technical requirements confirmed (and are achievable with basic support)
• [ ] Setup needs confirmed (seating, etc.)
• [ ] Foreign presenter work permit compliance discussed (if applicable)
• [ ] 16:00 end time clearly communicated (especially if evening event same day)

During Event:

• [ ] Load-in on time (11:00)
• [ ] Technical support available
• [ ] Bar service as needed
• [ ] Workshop runs on schedule
• [ ] Ending on time (15:30-16:00)

After Event:

• [ ] Venue cleared by 16:00 (critical if evening event)
• [ ] Damage inspection completed
• [ ] Security bond processed within 3 days
• [ ] Workshop summary completed
• [ ] Documents filed

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9. KEY CONTACTS

• Booking Authority: Eddie Mellor (final approval)
• Day-to-Day Booking: Roy, Eddie, designated booker
• Operations Coordinator: Kop
• Technical Support Scheduling: Kop
• Bar Manager: Fai
• Financial/Admin: Operations team

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10. APPENDIX: WORKSHOP vs EVENING HIRE COMPARISON

Key Differences

Aspect	Workshop Hire (10k)	Standard Evening Hire (35k)
Fee	10,000 THB + VAT	35,000 THB + VAT
Timing	11:00-16:00 (5 hours)	14:00-02:00 (12 hours)
Staff	1 tech, 1 bar, 1 door	FOH engineer, lighting op, full bar team, door staff, 2 security
Production	Basic support only	Full production support
Bar Revenue	Typically 5-15k	Typically 30-60k+
Use Case	Workshops, rehearsals, daytime events	Evening entertainment, concerts, parties
Attendance	Usually 10-30 people	Usually 60-200+ people
Conflicts	Cannot conflict with evening prep	Is the evening event

When to Upgrade to Standard Hire

If organiser requests any of the following, suggest Standard Hire instead:

• Event runs past 16:00
• Expected attendance >50 people
• Requires FOH engineer for performance
• Requires lighting design/operator
• Ticket sales expected to generate significant revenue
• Event is actually a performance (not workshop/educational)

Upgrade Fee Calculation: If organiser wants to upgrade mid-booking:

• Refund workshop fee: 10,000 THB
• Charge standard hire: 35,000 THB
• Net additional: 25,000 THB (+VAT)
• Requires new contract (Standard Venue Hire Agreement)

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11. FINANCIAL ANALYSIS

Revenue Structure for Venue

VENUE REVENUE (Workshop):
- Venue hire fee: 10,000 THB (+ VAT = 10,700 THB)
- Bar sales: [Typically 5,000-15,000 THB]
- Security bond: 5,000 THB (refunded if no damages)

VENUE COSTS:
- Fixed daily operational: ~14,000 THB (full day rate, but only using 5 hours)
- Staff (tech support, bar, door): ~3,000-5,000 THB (reduced from evening)
- Bar COGS: ~25% of bar sales

NET PROFIT TO VENUE:
Workshop hire: 10,000 - 5,000 (proportional daily cost) = 5,000 THB
+ Bar profit: [5,000 to 15,000 sales × 0.75]
= Net: ~8,750 to 16,250 THB

Example Workshop Event

VENUE REVENUE:
- Hire fee: 10,000 THB
- Bar sales: 8,000 THB (coffee, soft drinks, some beers)
TOTAL: 18,000 THB

VENUE COSTS:
- Proportional operational: 5,000 THB (5 hours of 24-hour cycle)
- Staff: 3,000 THB (3 staff at reduced rates)
- Bar COGS (25%): 2,000 THB
TOTAL: 10,000 THB

NET PROFIT TO VENUE: 18,000 - 10,000 = 8,000 THB

Strategic Value of Workshops:

• Fills otherwise unused daytime hours
• Low operational burden (minimal staff)
• Community building and brand development
• Does not conflict with high-value evening slots
• Often leads to future evening bookings
• Lower profit per event but consistent low-risk income

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DOCUMENT VERSION: 1.0
CREATED: January 2025
OWNER: Operations Team
REVIEW FREQUENCY: Quarterly or as needed

NEXT REVIEW: April 2025