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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

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)

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

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