With a wealth of experience, we provide comprehensive venue management services, including the provision of technical and front of house staff, ticketing, catering and lighting design.

Booking checklist

The following guide may assist you when booking a venue for a production. For assistance and advice, please contact our Administrative Officer, telephone (+61 8) 6488 7407.

Step 1
Check the venue availability

• Review our venue pages and contact our Administrative Officer for advice on which venue is most appropriate for your production, and what dates and times are available for hire.

Step 2
Pencil in a booking

• We will hold a provisional booking while you confirm dates, costs, artists and other details.
• Should we receive a request for a date you have a pencil booking on, we will contact you in the first instance and give you first option of confirming the date with a deposit.

Step 3
Obtain an estimate of charges

• University Theatres will provide an estimate of the total venue charges, including staff wages for your specific event.
  It is a condition of hire that University Theatres provide the technical and front of house staff for productions. Staff costs must be included in the total venue charges.
• For an accurate costing, you will need to advise us of the production requirements, which can be obtained from our Administrative Officer, including the set-up, rehearsal and performance schedules, the lighting and audio requirements, special staging, technical staff required and expected audience numbers.
• Ballpark or general guides on charges can be provided if you don’t know your specific production requirements when making an enquiry.
• Please note: Final invoices will vary from the estimate if production requirements change.

Step 4
Confirm your booking

• Review the conditions of hire.
• Complete the Venue Hire Contract and Booking Form, and send us the venue hire deposit:

• Pay the venue hire deposit. Our Administrative Officer will advise you of the deposit required which can be paid by cheque, credit card or bank transfer.
  Deposits are not refundable unless you either cancel at least 12 weeks prior to the production or the date can be filled by another hirer at short notice. Deposits are deducted from the final venue charge invoice.
• You will receive a booking confirmation in writing – please check the details are correct.

Step 5
Confirm the technical and front of house requirements

• We recommend you meet with our Technical Manager to discuss your lighting, audio and staging details. The production requirements form, which can be obtained from our Administrative Officer, must be  submitted at least six weeks prior to the performance.
• Special front of house, ticketing or catering needs can be discussed with our Patron Services Co-ordinator.

Step 6
Other considerations - ticketing and insurance

• Hirers must use either BOCS Ticketing or hard tickets printed by University Theatres to ensure capacities and seating plans are correct. We will coordinate your ticketing requirements with BOCS. Please note that tickets may not be put on sale until the venue booking is confirmed.
• Corporate and professional hirers will be required to take out Public Liability Insurance to cover the production to the value of $20 million.

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Internal hirers

Internal hirers do not require a deposit or public liability insurance.

• University Theatres User Pays Policy