If you are a venue who produces/manages an event or events, please also refer to the Participants’ Terms and Conditions that apply at an event level.
Failure to comply with these terms and conditions will mean that a venue will not be allowed to take part in subsequent years of Brighton Fringe.
Brighton Fringe agrees to:
- Make details of venues and spaces available to potential participants via Eventotron and to display venue details to the public via the Brighton Fringe website and app
- Provide a direct email address and contact number for Brighton Fringe and respond in a timely manner to questions
- Hold regular venue managers meetings throughout the year, record and distribute minutes
- Pay out box office settlements no later than 6 weeks after the end of the festival
- Operate in a fair and impartial way
Contacting Brighton Fringe
You will be provided with a direct email address and contact number for Brighton Fringe. The Brighton Fringe team will be available seven days a week during the festival and Monday-Friday at other times. It is the responsibility of the registrant to ensure Brighton Fringe is informed of any changes to your event details immediately. If you do not get a response to an email, please call us.
Providing accurate information
It is the venue’s responsibility to ensure up-to-date details and specifications to enquiring companies and to Brighton Fringe including accurate address, contact details, access information, insurance and capacity. This should be provided through Eventotron and this should be kept up to date at all times. Information provided in this way will be distributed to ticket buyers.
The venue should ensure that all events start on time and do not over-run to ensure the accuracy of start and end times.
Contracting incoming companies
It is the venue’s responsibility to ensure that all performing companies are issued with a contract, written in plain English, which outlines any deposit and hire charges, box office splits, any additional fees that might be incurred, all financial obligations (including clarity on VAT), settlement schedules and any other fees or penalties that apply. Have a sample contract prepared to show prospective companies if requested.
It is the venue’s responsibility to comply with licensing and apply for and obtain a relevant premises licence.
PRS Music Licensing
It is the venue’s responsibility to obtain a PRS music licence if applicable. Venues without a year-round PRS licence should contact Brighton Fringe to purchase one.
It is the venue’s responsibility to ensure the venue has the correct insurance in place. Venue Managers should provide proof of Public Liability Insurance to Brighton Fringe no later than 1 October 2020, in the form of a policy number and supplier name.
Healthy and Safety
Venues must provide a risk assessment to Brighton Fringe outlining COVID-19 procedures in place, and adherence to government guidelines for re-opening of venues. This will now be a condition of registration and Brighton Fringe will NOT advertise or sell tickets for events until this has been completed and uploaded to Eventotron. Brighton Fringe will be working with Brighton and Hove City Council in approval of risk assessments, monitoring safe practices and COVID-19 protocol.
Venues should operate and implement an Equal Opportunities policy. Please see brightonfringe.org/policies for Brighton Fringe Equal Opportunities Policy.
Venues should aim to be as accessible as possible. Venues should provide up-to-date accessibility information to Brighton Fringe via Eventotron to make available to the public and participants. Venues should provide a direct email address for access questions and link to the accessibility page(s) of their website, if available. Venues must honour access bookings made through the Brighton Fringe Box Office.
Venue Managers should aim to reduce the environmental impact of the festival and encourage sustainability, in line with the Brighton Fringe Environmental Policy. The Brighton Fringe Environmental Policy template can be found in Eventotron for venues’ use.
Venues should reply to emails and phone calls or messages regarding Brighton Fringe in a timely manner.
Brighton Fringe requires a minimum of 30% of tickets to be sold through the Brighton Fringe Box Office on all live events. Venues must honour all tickets sold by Brighton Fringe, including both printed and digital tickets.
Brighton Fringe ticket refund policy usually requires 24 hours’ notice from the ticket purchaser. On-the-day refunds will only be granted through approval from the venue or company, and will be considered on a case by case basis. However, if the customer informs us that they, or member of their party, are suffering from suspected COVID-19 symptoms, we reserve the right to offer a full or partial refund up until the time of the event.
If an audience member displays symptoms of COVID-19 before or during an event, we would expect the company or venue to refuse admission, and a full refund can be given retrospectively.
In no other case will a retrospective refund be considered (apart from event cancellation).
Brighton Fringe Settlement
Settlements will be paid within six weeks of the festival ending. Payment will be made by BACS to the person or organisation detailed in the registration form. A final sales report with a summary of any deductions will be made available to you via Eventotron.
Venues receiving money on behalf of artists at settlement (if you are a ‘managed venue’ or manage some shows at your venue), should forward any monies owed to performing companies within one month of receipt of your Brighton Fringe settlement. If a dispute regarding settlement arises with a company that cannot be settled within a month, this dispute should be reported back to Brighton Fringe for mediation.
Managed Venues and Multiple show Registration Discounts
For venues receiving the 15+/50+ discount for registering multiple events, payment for these events will need to be made via BACs within 2 weeks of receipt of invoice or can be made immediately over the phone. Payment of registration fees for multiple events must be made before events go on sale and Brighton Fringe reserves the right to not advertise or sell tickets if registration fees have not been paid.
Payment is due at point of booking or upon receipt of invoice. We are unable to accept a cancellation after a signed agreement has been received and/or payment has been made. Brighton Fringe reserves the right to reject supplied advertising artwork. This shall not be deemed in breach of contract but will require the advertiser or its agents to supply new artwork. Once a booking has been made, it is the advertiser’s responsibility to supply suitable artwork to Brighton Fringe at least 7 days prior to an advertisement or post going live. An advertisement that cannot run because of late supply will be charged at the full rate. An alternative date/time of advertisement or post may not be available. Brighton Fringe can accept no liability for any loss or damage caused by error or inaccuracy in supplied artwork. Brighton Fringe owns the copyright on all advertisements written or designed by them or their agents.
Brighton Fringe discourages hand to hand flyering during the COVID-19 pandemic.
Please note that fly-posting is illegal and any costs incurred by Brighton Fringe will be charged to the participant or venue responsible.
For more information, see: https://www.brightonfringe.org/privacy-policy/
Venues should communicate details of cancelled events to Brighton Fringe as soon as possible, and contact any audience members who have booked directly through their box office in good time. The reason for cancellation must be stated. If the reason for cancellation is a case of COVID-19 then Brighton Fringe will need to contact ticket buyers. Cancellation fees for events will be as per Participant T&Cs.
Venues should ensure that Brighton Fringe has the contact details of at least one member of a participating company, so that we can share as much information as possible with participants. The venue/venue manager can be the main point of contact for an event but we will need the secondary admin contact to be from the participating company.