# Venue Hire Process # 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 --- ## 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 --- ## 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 --- ## 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 --- ## 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 --- ## 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 --- ## 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 --- ## 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 --- ## 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 --- ## 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. --- **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 --- ## 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 --- ## 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 --- ## 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) --- ## 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 --- ## 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) --- ## 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 --- ## 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 --- ## 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 --- ## 10. APPENDIX: WORKSHOP vs EVENING HIRE COMPARISON ### Key Differences
AspectWorkshop Hire (10k)Standard Evening Hire (35k)
**Fee**10,000 THB + VAT35,000 THB + VAT
**Timing**11:00-16:00 (5 hours)14:00-02:00 (12 hours)
**Staff**1 tech, 1 bar, 1 doorFOH engineer, lighting op, full bar team, door staff, 2 security
**Production**Basic support onlyFull production support
**Bar Revenue**Typically 5-15kTypically 30-60k+
**Use Case**Workshops, rehearsals, daytime eventsEvening entertainment, concerts, parties
**Attendance**Usually 10-30 peopleUsually 60-200+ people
**Conflicts**Cannot conflict with evening prepIs 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) --- ## 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 --- **DOCUMENT VERSION:** 1.0 **CREATED:** January 2025 **OWNER:** Operations Team **REVIEW FREQUENCY:** Quarterly or as needed **NEXT REVIEW:** April 2025