LSE Society Event Declaration Old Theatre
Society Name:Event Name:
Event Date :
Booking Start time: / Performance Start Time:
Booking End Time*: / Performance End Time:
Rehearsal/ Training Dates Requested:
Rehearsal/ Training Times Requested:
Name of Event Organiser :
LSE Email: / Contact Number:
Name of Society Member with Room Booking Rights:
(If different to above, this person will be responsible for the booking)
LSE Email: / Contact Number:
Please provide a description of your event and an event schedule:
The maximum capacity** of the Old Theatre is 462, Number of audience members expected:
Is this event open to the Public? / How much are your tickets?
Are you using the SU Ticketing system? (If no please name the system)
Please List Your Appointed Event Stewards (There is a minimum of 6 required)
Names: / LSE Email:
1.
2.
3.
4.
5.
6.
7.
8.
*Activities in the Old Theatre Monday to Friday must finish by 22:00 with the Old Theatre and Green Room to be cleared and vacated by no later than 22:30. On Saturday and Sunday activities in the Old Theatre must finish by 21:30 and the Old Theatre and Green Room to be vacated by 22:00. Societies using the venue for rehearsals on Saturday and Sunday must vacate the Old Theatre and Green Room by 18:00. Organisers risk their events being stopped (with lighting and sounds systems switched off) if they fail to comply with these rules.
** This maximum capacity cannot be exceeded, there is no standing room.
Terms and Conditions
Please read the following information carefully, this is a list of Health and Safety Regulations which your event must comply with (‘the venue’ represents the Old Building inclusive of the Old Theatre and Green Room).
No sound or amplification equipment can be brought into the venue.
No Lighting equipment can be brought into the venue or added to the existing rig.
No electric heaters may be brought into the LSE.
Flames (including candles, tea lights, pyrotechnics) and special effects (such as smoke, dry ice) are not covered by the LSE Fire Risk Assessment and are not allowed to be used under any circumstances.
Any props including soft furnishings or furniture brought in for the performance must conform to current safety (fire retardant) standards or the Furniture and Furnishings (Fire) (Safety) Regulations 1988 and have been treated with flame retardant spray.
Any cables inside the Old Theatre and Green Room, on and off stage must be securely taped down during the set-up, event and take-down with gaffer tape, to prevent trips and damage to the equipment.
No work including with props and equipment can be at height.
No food or food preparation/distribution is permitted in the Old Theatre itself, Green Room, Old Building entrance, or corridors by the Old Theatre.
No obstructions are permitted inside the doors to the venue and the Fire Exit routes must be kept clear at all times.
Failure to comply with this agreement means LSE Security have the right to prevent the event from going ahead on the night and your room booking rights could be revoked.
Further information to consider
Green Room
Please let us know if you would like to use the Green Room for the duration of your booking.
Lighting and Sound Equipment
You need to arrange training and access to use the Old Theatre equipment. The training and online booking form is found on the SU How to Guides page. When you fill out this form it will notify LSESU of when you need access to the keys and equipment and will allow AV to arrange training. Additional PAT tested equipment can be loaned from other Societies please ask the SU ARC team for information.
Stewards
Your named stewards must be briefed on fire and first aid emergency procedures prior to the event. There are a minimum of 6 stewards required, one to cover each fire exit and they should wear badges to identify themselves and be in their positions throughout the event and prepared to evacuate the venue if the fire alarm is sounded.
Storage
All items brought into the venue need to be removed by the time the booking ends; there are no storage facilities available.
Tickets and Cash Handling
The Student Union have an online ticketing system which you can use. If you are selling tickets or programmes at the event please ensure you are complying with Student Union rules on cash handling.
Weekend access
From 2pm on a Saturday and all day on a Sunday, access to the Old Building is restricted to those with valid LSE ID card, or by prior arrangement with LSE security. To enable non LSE people to access the Old Building you will need to send to the Old Building reception and Room Bookings a list of attendees and a copy of the ticket.
VIP guests
For VIP guests with their own security details LSE security office must be informed in advance.
Please return this Event Declaration at least 10 working days before your event. We will contact you to arrange a meeting to discuss your event before we confirm your bookings.
In signing this form you are declaring that the information provided is correct and you have read and agree to the above terms and conditions and the Old Theatre Emergency Procedures.
Name: / Date:
Signed (for LSE Room Bookings):
Name : / Date:
LSE Room BookingsLast Updated 17.06.2015 Ref: AH