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INFORMATION PACK FOR EXTERNAL PROMOTERS

UK Centre for Carnival Arts

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Looking for that ‘one-of-a-kind’ venue? The UK Centre for Carnival Arts (UKCCA) in Luton is a £7.4 million state of the art facility providing an exciting and pioneering artistic space for club nights, live music, theatre productions, exhibitions, launches, conferences, awards ceremonies and your unique events. Our first-rate facilities include everything you need to make your event stand out from the rest:

The Mas Camp: A 500 capacity standing or 250 capacity seated performance space

The Mas Café: A 150 capacity space for intimate gigs and launches

A state-of-the-art sound system

Staging that can be changed to your requirements

An impressive lighting rig

Artist dressing and shower facilities

On-site catering

Outside courtyard for peripheral entertainment or crowd control

Fully stocked bar and catering facilities

SIA Security and confidentiality assured

Fully accessible spaces

Working with External Promoters

We work with a range of External Promoters for a variety of events. If you haven’t already visited the centre we would urge you to come and meet the team who will be more than happy to show you around. We are extremely flexible in working with External Promoters to ensure your night goes as you have planned. This document will tell you everything you need to know about promoting at the UKCCA and will also inform you of the Terms & Conditions of using the space. At the end of the document you will also find everything you need including Risk Assessment Forms, Tech Specs for all our in-house equipment and your Contract. By signing the Contract you are confirming that you have read and understood this document and you are agreeing to the Terms & Conditions set out by the UKCCA for External Promoters. If you don’t find what you need to know in this document, or you have questions about how we can accommodate your event further, then please contact our Events Officer on 01582 437 100 or email lena@carnivalarts.org.uk.

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What we need from you

Before we work with you as an External Promoter, you will need to give us the following information:

Full contact details including name, address, phone and email contacts.

Name of the event, club night and/or band(s) you would like to put on.

A short proposal stating your experience, details of the type of event you propose to put on, how often you will put it on, preferred date and times of the event, who your event will be aimed at i.e. U18s, 18 – 35, audience numbers expected and your proposed ticket sale price.

All proposals must meet the centre’s Artistic Policy. Our Artistic Policy is very broad but we will not entertain proposals such as Boxing Nights or working with Artists on the Police Risk Register.

Once we have all of the details about your event our Events Officer will be in touch to discuss the finer details and to make sure we have dates available. If the date you preferred is not available we will make sure we can accommodate you elsewhere.

Where possible, especially for events that are to be held every month or regularly throughout the year, we would ask that you have at least 3 – 6 months of dates so that we can get them in the diary. The centre gets booked up very quickly with External Hires so we want to make sure our External Promoters get the nights they want in advance!

We will also require a filled in Risk Assessment Form, a signed Terms & Conditions Contract (all found at the back of this document) and, if you require us to apply for a license extension, we will need full names of each DJ, MC or band member.

What you will get from us As part of our External Promoters Package you will receive;

The Mas Cafe and/or The Mas Camp (including artists dressing rooms upon request) plus PA, in-house technical equipment (list provided at back of this document), staging and lighting.

Full use of our qualified in-house Sound and Lighting Technician (this is a requirement).

One or Two SIA licensed security person (if your event is deemed to show a risk upon Risk Assessment you will be required to pay for extra security provided by UKCCA)

Bar Staff will be provided and an extra bar can be set up in The Mas Camp.

Box Office for ticket sales if required

Distribution of posters to our networks

Entry on our website and Face Book.

Entry in our monthly e-shot to our database

Extra Marketing and PR support (Please speak to Marketing Team)

The venue is fully licensed to serve alcohol all day and all night. UKCCA also has a license to stay open until 2am. Should you require extended hours we will have to apply for a Temporary Event Notice on your behalf and therefore require you to provide all the details stated in this document.

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The Financials

We like to encourage new events, club nights and new music so we will not ask you to pay any hire charges for the room rental or for security and bar staff costs (unless extra security is required). We do work on a door-split basis, to make sure that we can recoup some of our costs for opening the centre, but there is a sliding scale depending on how your event works. Here are the guidelines;

UKCCA will take full bar revenue for the night

All External Promoters must pay £100 for our qualified Sound and Lighting Technician. We are more than happy for you to also bring your own but our equipment is very expensive and our in-house system must be run by our in-house Technician. This is not negotiable.

We will operate a door-split based on the sliding scale below;

Audience Numbers % Door Split In favour of

50 – 100 people 60 : 40 UKCCA

100 – 250 people 50 : 50 Equal

250 – 350 people 60 : 40 Promoter

350 – 500 people 70 : 30 Promoter

We think that if an External Promoter is putting on a good event and promoting well this works out as a fair deal for all. If the night is not doing as is expected then UKCCA will look to cover costs to pay for opening the centre. We do stipulate that if a regular event or club night is continually doing badly or the External Promoter is not delivering what was proposed UKCCA reserves the right to cancel the event without notice. However we do understand that some promotions take time to develop and we are happy for you to speak to us. All External Promotions are negotiated on an individual basis with the Events Officer.

Are there any extra costs? Everything mentioned in the ‘What you will get from us’ section of this document is included in your package. The only extra costs you may incur will be because your night may need extra security or because you want to purchase one of our add-on support services. Security & Safety The security and safety of our customers and staff is extremely important to us. UKCCA has its own professional, well-trained SIA security staff and they will be on hand to assist with the security at your event. However, should you have special requirements, such as very late event, large numbers or a potentially rowdy crowd, please fill in your Risk Assessment and discuss the situation with us prior to the event. Should it be necessary to bring in extra security staff we will ask you to contribute to extra staffing levels on a per hourly basis. Event Set-Up Services

If you require help with setting up your event, equipment or just more ‘hands on deck’ to clear up after a busy night we can offer you staff to make your event go even smoother. These services are charged at a rate of £15 per hour. Marketing Services

We can help give your event an extra push with the help of our Marketing and PR Team. Whether you want a Press Release written and circulated to local, regional or national press or just need help getting your event noticed out Marketing Team can help. These services are charged at a rate of £20 per hour.

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Sound Equipment and Technical Specifications

The UKCCA sound and lighting system is available for you to use however you must adhere to the following:

Our Sound Technician must be present for the changing of any equipment, including leads, PA’s, mixers, ipods, cd mixers (or anything else) even if you have your own Sound Engineer.

Promoters leaving equipment on our premises do so at their own risk and should collect any equipment left on site the next day.

Our insurance does not cover damage to or theft of your equipment.

No more than two people behind the sound desks at any time. Management and security staff are under instruction to ask you move if there are ‘too many DJ’s’ behind the decks.

No drinks near the sound desks or other equipment. If you spill a drink on any of the equipment we will charge you for repair even if it is one of your customers.

UKCCA provides the following Sound equipment:

Qty Item

1 Yamaha LS9-16 mixer

1 MY16-AE expansion card

2 Sennheiser EW 345 G2 Radio Mic Receiver + Handheld Transmitter, 1U

1 HME DX200 Wireless Intercom System, 1U

1 Tascam CD-01U Pro CD Player 1U

1 Tascam CD-RW901 CD Recorder 2U

1 Tascam MD-350 MD Recorder 2U

8 HME WH200 Wireless Headset

2 HME AC40A 8-battery Charger

8 Shure SM58 Microphone

2 AKG Drum Set Big II Microphones

6 Shure SM57 Microphone

6 RAT Opera Stand + Halolamp

16 K&M Telescopic boom 25600

4 K&M Microphone stand 255

6 EMO E525 Passive DI Box

4 EM Acoustics i-12ULF Sub woofer

2 EM Acoustics EMS 152 Speaker

4 EM Acoustics EMS 81 Speaker

1 EM Acoustics i-8 Sub Woofer

3 Yamaha P7000S Power Amplifier, 2U

3 Yamaha P3500S Power Amplifier, 2U

1 Alice DA6-2 Distribution Amplifier

2 Shure MX202 Overhead microphone + A400Sm Shock Mount

1 Overhead microphones to be mounted on soffit and cabled back to rack

We do not provide;

Headphones

Vinyl decks or CDJs

Mixers

Amps

If you are struggling to find equipment for your event our Facilities Team may be able to recommend a reputable Equipment Hire company that may be able to help you.

If your event needs any Audio Visual Equipment or you would like to see any Lighting Specifications please speak to our Event Officer about your requirements.

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Promotion and Brand Use

The promotion of your event is your responsibility and we at UKCCA expect you to do so. You can, and should, use all methods available to you which include phone calls, flyers, posters, text, e-mails, word of mouth, radio, magazines, competitions, web site listings, interviews and anything else you can come up with. We will do what we can to assist you by putting your event on our web site, getting it in the listings if we can, e-mailing our database and we will display your posters/flyers in the centre and the other places with which we have arrangements. However you must understand that the promotion of your event is largely up to you, and should we feel that you are not promoting your event properly, we reserve the right to cancel it. Prior to your event

We must have approval of the marketing literature produced to

make sure that our logo and name is displayed correctly. When referring to UKCCA on marketing material please keep to a few simple guidelines:

Always use the UKCCA logo as stated within the Brand Guideline. Logos and guideline available by request from the Events Officer

Where UKCCA’s name or logo is used alongside other brands, UKCCA reserves the right to approve the use of its name and logo in advance

Please send all the details of your gig by e-mail along with pictures and hi-res artwork (in jpeg or hi-res PDF) 4-6 weeks prior to the event for approval. Please also send any printed posters, leaflets or postcards 2-4 weeks prior to the event in order to allow time for them to be distributed.

Also…

Fly posting is not allowed in Luton. The Council will prosecute and the fines are heavy, so don’t do it. We have a very good relationship with the Council and if we discover that you, or the acts in your line-up, have been involved in fly posting, we have no alternative but to give the Council your details otherwise our relationship may be jeopardised.

You should start your promoting activity at least two weeks before the event. Some magazines require a months notice.

We will need your full line up as soon as you have it available.

Remember to include all the details on your literature; you’d be amazed at how many people forget to say where the event is!

o Name of the event. o Full line up of the artistes/DJ’s/bands involved. o Date and time. o Venue. The UKCCA logo must be displayed in a

reasonably large size. As soon as we have your email address we can send it on to you.

o Price o Dress Code if there is any.

Put effort into any literature you produce – we want it to look the part.

Be sensible with the content of your flyers and posters etc. Don’t joke about contentious issues such as drugs or drug taking .

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The UK Centre of Carnival Arts External Promoters Contract This document is an agreement between UKCCA and in which we set out the Terms of Use of UKCCA’s premises.

Name:

Address:

Email Address Phone Number

Event Name and Promoters Name

Promoters Experience (include any websites you have and other places you promote / have promoted)

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Proposed Event

Proposed Artists (if you require a late license we will require full names of all artists)

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Target Audience including Age

Audience Number expected (or the number of people you would expect to come)

Proposed Ticket Price

Name Name of your Event Your address Your phone no Your signature The date UKCCA Manager’s name UKCCA Manager’s signature The date

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The UK Centre of Carnival Arts External Promoters Risk Assessment

Guidance for Artistes and Promoters (Users should ensure that this guidance sheet is handed or sent to all persons disclosing their personal details)

The Promotion Event Risk Assessment Form 696 is designed to allow the management of licensed premises, promoters of music events, event security and the police to work in partnership to identify and minimise any risk of serious violent crime happening at a proposed event. Should areas of concern be identified the police intention is to work together to create a Risk Management Plan that enables the event to proceed with minimum risk. The use of this form is voluntary. However, we note that the completion of this form may be a condition on some premises’ licences. This means the completion of this form is mandatory for those premises. The management of the licensed premises (UKCCA) or the promoter considers that the proposed event requires a Promotion Event Risk Assessment Form 696 to be completed and it is for this purpose that your personal details are required. Systems and Databases held by UKCCA will be checked and will be checked on the Police Register when required. When to complete Form 696

Our recommended guidance to music event organisers, management of licensed premises or event promoter on when to complete Form 696 is where you hold an event that is –

• promoted / advertised to the public at any time before the event, and • predominantly features DJs or MCs performing to a recorded backing track, and • runs anytime between the hours of 10pm and 4am, and • is in a nightclub or a large public house.

The recommended guidance does not restrict the use of the form solely to any specific event. Event managers and promoters may, if they wish, use it for events not strictly covered by the guidance.

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Your signature The date UKCCA Manager’s name UKCCA Manager’s signature The date WHEN COMPLETED RETURN TO UKCCA’S EVENTS MANAGER AS SOON AS POSSIBLE AS ANY HOLD-UPS MAY MEAN THE EVENT CAN NOT TAKE PLACE. Return to: Lena Patel, Events Officer UK Centre for Carnival Arts, 3 St Mary’s Road, Luton, Beds, LU1 3JA Email: lena@carnivalarts.org.uk Phone: 01582 437 100

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