# 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

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

### When to Upgrade to Standard Hire

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

- Event runs past 16:00
- Expected attendance &gt;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