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: 
 
 Receive inquiry (email, DM, in-person, phone) 
 Determine event type and timing 
 Critical Check: Confirm event fits daytime window (11:00-16:00) 
 Check calendar availability:
 
 Ensure no evening event conflict (evening events need 16:00-20:00 for setup) 
 Prioritise weekends/slow days for workshops 
 
 
 Assess if Workshop Agreement is appropriate model 
 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: 
 
 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: 
 
 
 Open Workshop Venue Hire Agreement template 
 
 
 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) 
 
 
 
 
 
 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) 
 
 
 
 Save contract as: VENUE_HIRE_WORKSHOP_[ORGANISER_NAME]_[DATE].pdf 
 
 
 3.3 Contract Delivery & Signature 
 Responsible: Booking Team 
 Actions: 
 
 Send contract via email with signature platform (e.g., DocuSign, PandaDoc) OR via email for manual signature 
 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 
 
 
 Log in booking system (Noco):
 
 Contract sent date 
 Contract status: "Awaiting Signature" 
 Payment status: "Awaiting Deposit" 
 Flag: Workshop (not evening event) 
 
 
 Follow-up: If no response within 3 days, send reminder 
 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: 
 
 Monitor for deposit payment (bank transfer) 
 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 
 
 
 Update Noco booking system:
 
 Payment status: "Deposit Received" 
 Payment date, method, receipt number 
 
 
 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: 
 
 
 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 
 
 
 
 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 
 
 
 
 
 
 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: 
 
 If requested/paid: Graphic design (3,000 THB per poster design) 
 Add workshop to:
 
 Speakerbox website calendar (if public event) 
 Facebook/Instagram (if promotable) 
 
 
 Note: Many workshops are private/invitation-only, so public promotion may not be needed 
 
 Actions by Organiser: 
 
 Organiser handles all marketing (if public event) 
 Organiser manages attendee registration and communication 
 
 4.3 Technical Requirements (T-minus 7 days) 
 Responsible: Operations Team (Kop) + Technical Support Staff 
 Actions: 
 
 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) 
 
 
 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) 
 
 
 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) 
 
 
 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: 
 
 Request final attendee count from organiser 
 Seating/Setup Needs: 
 
 Standing workshop (band clinic, etc.): Stage setup only 
 Seated workshop (masterclass, talk): Chairs needed 
 Confirm setup requirements 
 
 
 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 
 
 
 
 
 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: 
 
 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] 
 
 
 
 
 Evening Event Check: 
 
 If evening event same day, include:
 
 Evening load-in: 16:00 
 Workshop MUST be cleared by 16:00 
 
 
 
 
 Distribute runsheet to:
 
 Organiser 
 Venue staff working the workshop 
 Kop (operations) 
 Evening event staff (if applicable, so they know timing) 
 
 
 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: 
 
 Load-in (11:00): 
 
 Technical Support Staff opens venue 
 Meet organiser/presenter 
 Provide access to stage and workshop area 
 Monitor equipment handling 
 
 
 Setup: 
 
 Tech Staff assists with basic PA setup 
 Organiser/presenter sets up materials 
 Seating arranged (if needed) 
 Test sound system 
 
 
 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: 
 
 Entry Management: 
 
 Door Staff checks attendees (if ticketed/list) 
 If private event, check against organiser's list 
 If open event, general admission 
 
 
 Technical Support: 
 
 Tech Staff available for audio issues 
 Minimal active involvement (not full FOH engineer role) 
 Monitor for equipment problems 
 
 
 Bar Service: 
 
 Bar open for attendees 
 Light service only (not full evening operation) 
 POS tracks sales 
 
 
 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: 
 
 Workshop ends by 15:30 (allows 30 min pack down) 
 Organiser/presenter removes all personal equipment and materials 
 Damage inspection: 
 
 Technical Support Staff conducts venue check 
 Note any damages 
 Photograph if issues found 
 
 
 Venue vacated by 16:00: 
 
 Critical if evening event: Evening crew needs access 
 Tech Staff confirms venue clear 
 Lock up if no evening event 
 
 
 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 
 
 Confirm no damages or issues 
 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) 
 
 
 Send refund confirmation email 
 Update Noco: Security bond status "Refunded" 
 
 Scenario B: Damages Occurred 
 
 Compile damage report:
 
 Photos and description 
 Repair/replacement quotes 
 Total cost 
 
 
 If damage cost < 5,000 THB: 
 
 Deduct from security bond 
 Refund remainder 
 Send itemised statement 
 
 
 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: 
 
 Compile workshop summary:
 
 Attendance 
 Bar sales (typically minimal) 
 Any issues or incidents 
 Damages and costs (if any) 
 Security bond outcome 
 
 
 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 
 
 
 Brief post-event notes:
 
 Organiser feedback 
 Would we host this workshop again? 
 Lessons learned 
 
 
 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: 
 
 Pull bar sales from GPOS 
 Calculate COGS 
 Report to operations team 
 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 
 
 Timing/extension requests: Tech Staff → Kop → Eddie 
 Payment issues: Admin → Eddie 
 Damage disputes: Kop → Eddie 
 Special requests (catering, extensions, etc.): Kop → Eddie 
 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