The Arts Council of Wales' Night Out scheme helps community
groups in Wales put on a professional shows in their local area by
taking away the headache of financial risk.
You can view how the scheme works in 5 easy steps by clicking here.
Below is a brief guide to what is involved in putting on an
event through the scheme. This document can be downloaded here
Before
Contact us at the Night Out office or use the web site search
section for great ideas on suitable shows for your
hall. You can book professional performers you have discovered
elsewhere, however we do not cover pantomimes or tribute
artists.
Get in touch with the performer,
ensure they can fit your venue, check what they require and if they
can provide publicity materials. If you are happy to book the show
then pencil in a date. Next you need to apply to Night Out. You can
either do this by registering online or fill in the simple 4
page booking form, apply at least four weeks before
the event but preferably much earlier. Ticket prices should reflect
the value of the show and what is affordable in your community;
tickets can be printed for you if requested for no extra
charge.
Finance
Night Out pays the performer fees which can vary greatly in
scale and may cost anything up to £900(as of 1/04/2019). You get
the performer at a standard subsidised price which is currently 50%
of the full fee up to a maximum of £300 (£200 if the venue is in a
Communities First area).
In nearly all cases we can arrange for this to be completely or
partially guaranteed by your local authority so that your risk of
losing money is either minimised or eliminated. (Torfaen, Merthyr,
Newport and Cardiff currently do not partner the scheme so no
local authority guarantee is available for promoters in these
areas).
It is possible to book more expensive shows costing above £900
up to a maximum fee of £2000 if you can put up the additional
money.
Putting on the event
You are responsible for putting on the event so make sure you have
others who can help with the workload. Check with your Local
Authority to see if you need a Temporary Events Notice or other
license- this will have to be applied for an absolute minimum of
ten working days before the event. If you do not apply in time the
event will have to be cancelled and you may be liable for
cancellation fees. Recent changes in the law have relaxed red tape
in this area.
Check with the performers when you will receive publicity or
press information, what time they need to set up, how the show is
staged, where they can get changed and any technical issues, also
please ask if they need food or a drink on the night.
Promotion
Promote the event to your local press and community; put up
posters, don't forget social media options and remember word of
mouth is crucial.
Please credit Night
Out support and include information about disabled access at the venue. At the event
introduce the show and mention if there is an interval, go through
basic health and safety issues (fire exits, turn off mobile phones
etc) and acknowledge support from Night Out and other funders.
Unless the performers say otherwise close the bar or tuck shop
during the performance and please don't let the interval raffle
overrun. Have a great time!
Afterwards
(exact financial arrangements may vary slightly)
We pay the performer their full fee upon receipt of an invoice and
report form.
You complete our simple report form declaring your ticket income
and send any income up to the guarantee amount of £300/ £200 to the
Night Out Office.
If you don't make £300 / £200 but have a local authority guarantee
this will cover the difference. Just send the ticket income you
have and we will bill your local authority for the deficit. We just
expect you to try your best to sell the performance.
If you make more than £300 / £200 your group can keep the next
£100 of ticket income to help cover any costs. (Let us know if your
costs are higher than this).
Any money after that, up to the full performer cost, should
be returned to Night Out so we can support someone else's event.
Please note that this only applies to the ticket income. Any money
raised from the sale of refreshments or a raffle is your own to
keep.
