ALAMEDA OPEN AIR THEATRE

Hire fee information and booking forms are available on request on Tel 20041235 or by e-mail from

events "at" gibraltargardens.gi.

TERMS AND CONDITIONS OF HIRE                 

1.  Aim

Our aim is for your use of the Open Air Theatre to be productive and enjoyable and your event a success.

We believe that our Theatre is a pleasant venue to work in and we will do everything we can to ensure that this is so.  In this respect you will get all the support and help that we can provide.

But this is not an ordinary theatre.  It is alive; plants and animals will share it with you while you are here, and therefore we need to have special regard for these.

The following terms and conditions are meant to have their needs, as well as yours, in mind.

2.  Bookings

Requests for bookings can be made verbally or in writing.  If a slot is available a provisional booking will be made as soon as possible and communicated in writing.  The booking will be confirmed when the deposit had been paid and, if required, a copy of performing rights has been provided (see 3.8 below).  A booking form must be completed and signed by the person making the booking.

3.  Use of the Theatre

3.1 Equipment

• Sound equipment is available for use during rehearsals and performances at an additional charge of £50 per night.  You will be responsible for ensuring that it is all present and in good working order when you leave.  Any deficiencies or damage will be charged for.  Additional or alternative sound equipment can only be used with the prior written agreement of the Theatre Management.
• Standard generic lighting equipment is provided and included within the hire fee.
• Additional equipment is available for use at the following rates:

Profile lights (up to 6):   £20 per night total

Follow spots (up to 2):   £50 per night each

Mac 250s (up to 4):       £75 per night each

Lighting and sound operation is not included in the hire fee. 

• Theatre Management will, on request, provide a list of approved operators.  Any person may apply to be included on this list (see next point below).

• Light and sound operators must be approved by Theatre Management.  These must prove they are experienced in the type of equipment being supplied or must have undergone an induction into the equipment.  Such operators will be included in the list of approved operators.
• Additional sound/lighting/effects equipment may be brought in by clients, with the prior written approval of the Theatre Management.  This approval will normally be given provided the electrical installation can cope with the load and, in the case of sound equipment, provided Management does not consider that the additional equipment will result in a volume that will cause undue disturbance to neighbours.
• Any requests that result in the need for electrical installations additional to what is provided will be charged for.
• Any additional equipment may be placed on hard surfaces; if you wish to place equipment on planted areas, please check with us first.
• Please remember that plants need to be watered in the summer; we will ensure that no water gets into electrical equipment but we may have to advise you not to place equipment in areas where it would make watering difficult for us.

3.2 Sound levels

We are very consicious of the fact that the Theatre lies close to a residential area and therefore has the potential to cause disturbance to our neighbours.  Users are therefore requested to keep sound levels to the minimum, in particular during rehearsals.  Sound levels must be considerably reduced after 11pm, and, should the Police attend, their instructions must be strictly adhered to.

3.3 Access

• Depending on your needs, you will be provided with a set of keys to all the theatre gates and the changing rooms below the large seating area, including a separate room within the changing rooms for safe storage.  The approved operator will be given a set of keys to the control cabin.
• If you require vehicular access for delivery or collection, please let us know so that we can arrange for the main vehicle gate opposite the Rock Hotel to be opened.  DO NOT ASSUME THAT THIS WILL ALWAYS BE UNLOCKED, especially at weekends.
• Only drive vehicles into the Gardens if you have to carry heavy loads.  Do not do so routinely for rehearsals, performances, etc.  The Gardens may NOT be used for parking by performers, crew or audience during performances or rehearsals.  Under special circumstances (e.g. disabled persons), vehicles may be allowed in but only with prior written permission from management.
• There is a 10km an hour speed limit within the Gardens for the safety of users.

3.4 Get-in and Get-out

You will normally be given a day for the Get-in and a day for the Get-out.  When there is a quick change-over between users, requiring moves in less time, this will be discussed with both users before the second allocation is confirmed.

3.5 Tents and changing rooms

• There are basic changing rooms below the main seating terraces.
• We will also have two tents installed at the Wellington memorial through the theatre season.
• You will normally have sole use of tents and changing rooms during your period of hire.
• If another user wishes to leave equipment stored during the period that you have the hire of the theatre, we will clear this with you first.
• We reserve the right occasionally to use some of the changing room area for our own storage purposes, but this will rarely be necessary.
• Please do not leave props around the theatre; remember that it is open air and although the theatre area is locked it is not impossible for someone to climb in during the silent hours.   We do not make ourselves responsible for the loss of any item that was not locked away.
• Do not leave any items unattended in the tents as they are in a public area.

3.6 Set

• Any construction, painting or alteration to the standard set should be discussed with us beforehand.
• Oil-based paint must not be used on the catwalk or otherwise near the pond as the resulting film on the water would be harmful to the pond life.
• Do not prune or remove plants yourselves; if you require any trimming or pruning please let us know and we will usually be able to do this for you.

3.7 Rehearsals

• We would request that on working days rehearsals do not usually start before 4pm.  This is to allow us to carry out the normal maintenance of the Theatre.
• If you wish to rehearse earlier than 4pm on a working day please discuss it with us beforehand.
• Music during rehearsals should be kept to as low a volume as possible in consideration of the neighbours.  For this purpose we advise that speakers be directed away from the Red Sands Housing Estate during rehearsals.
• The chairs are numbered, so if you use any during rehearsals please replace them where you got them from.
• Please keep off the lawns during rehearsals; while it is very pleasant to sit on the grass, repeated use will result in damage to the lawns:  please place any seating on the hard surfaces (such as the upper and lower patios).
• Please ensure that plants behind and around the stage are not trampled.
• You must ensure that any litter, both within the Theatre and around the tents, is placed inside the bins provided.  We will empty them on a daily basis but we cannot collect scattered litter daily.

3.8 Performances

• The Theatre is fully subscribed to the Performing Arts Society.  However, where separate performing rights are required, clients must obtain these from the appropriate authority and provide a copy to the Theatre Management before a booking is confirmed.
• Elderly or disabled persons can be driven in (please advise us in advance) and collected; there is a wheelchair access point at the “corner gate” near the changing rooms.
• Arrangements can be made to provide, for example:
• V.I.P. drinks at the interval
• Extra tables, etc. for judges and/or trophies

     (these requrements must be requested on the booking form)

• Confetti and/or fireworks may not be used unless previously discussed.

• A Bar will be provided if required.  Please note that we require a half hour interval in order to provide the bar service to the audience.
• Management must be informed of VIPs attending performances (e.g. The Governor, Ministers, the Mayor), as arrangements may need to be made for their vehicles and a representative from management will usually greet him/her on arrival.

3.9  Tickets

The Theatre will provide ticket selling services at The Nature Shop at no charge.

3.10 Security

The Theatre is part of the Alameda Gardens and so is open to the public.   The Gardens are closed at night, but on occasions persons do enter even then.  We therefore cannot guarantee that items left out in the open will be secure, and advise users to ensure that all equipment, props, etc., are locked in one of the rooms available.  The Theatre management cannot hold itself responsible for loss of items.

3.11 Cancellation

Users are requested to inform the Theatre immediately of any cancellstion, as we usually have waiting lists for bookings.  Any cancellation less than 4 weeks before the hire date may result in the forfeiture of the deposit.

3.12 Inclement weather

Ours is an open air theatre, and so management cannot hold itself responsible for adverse weather.  The Theatre will be closed from October to April inclusive.  Clients should however particularly bear in mind that the weather may be very unstable in the months of May and September.  Although there have been very few cancellations due to the weather in the past, clients should bear the possibility in mind and the fact that there is no possible alternative venue in the Gardens.  Management cannot accept responsibility for the weather, but will of course return the deposit paid on booking the Theatre.

3.13  Smoking