Griffith University

Booking procedure

1. Please contact the Venue Operations Office with your request in order to ensure the availability of a venue for your event and to obtain preliminary information about costs and a Booking Request Form.
2. Complete the Booking Request Form and return, via email, fax or post, to the Venue Operations Office. As dates book very quickly please consider alternative dates at the time of application. Please allow 7 days for your application to be processed.
3. Once your application is processed you should then receive a written confirmation that your booking can proceed and has been pencilled in. Once availability has been confirmed you will be required to complete the Technical Brief and Qtix Authority to Sell Tickets forms enclosed. This will allow us to prepare a formal estimate of costs for your event that will form the basis of your Venue Hire Contract. Please contact the Venue Operation Office if you require any assistance in completing the necessary documentation. A deposit will be required with the return of your contract, as will evidence of your Public Liability Insurance.
4. Once your event is confirmed, and contracts signed, a Production Meeting will be called, ideally at least six (6) weeks prior to your event, to ensure that all requirements are attended to. The meeting will determine all staffing levels, resources and equipment required as well as ticketing (if not already arranged).

Ticketing

Queensland Conservatorium Griffith University has an exclusive contract for the use of the Qtix ticketing system. There are two terminals located in the Conservatorium Foyer area, and the Conservatorium Box Office opens one hour before all ticketed performances. General Sales are managed through phone, fax, Internet and mail systems as well as in person at the Queensland Performing Arts Centre Box Office counters and approved outlets.

Ticketing Information

• Phone bookings via Qtix
• Freecall (Australia wide) 136 246
• Hours of operation 9am - 9pm Monday to Saturday

An Event Creation Fee is charged for each performance along with various inside charges, credit card charges etc.

Complimentary and zero price tickets also attract a fee. A Booking Fee is levied on tickets sold by the Queensland Performing Arts Centre through telephone, fax or internet sales (see attached schedules of current fees and charges).

Programmes and merchandising

The price of programmes/merchandise must be advised to the Front of House Manager no later than one week prior to the performance.

Programmes/merchandise should be delivered to the Venue Operations Office no later than one working day prior to the performance. Programmes are to be sold by Conservatorium Front of House staff who will account to the hirer for sales revenue. The hirer will be charged a 10% royalty on sales, plus the cost of staff and equipment.

Note: All programmes must include an emergency evacuation statement, which will be provided to you at the point of contract issue.

Staffing

Queensland Conservatorium Griffith University has policies in place with regard to the minimum staffing levels necessary to meet legislative requirements for Workplace Health and Safety, and to operate certain equipment. Venue staff are paid a minimum call of 4 hours, with conditions and penalties as per the relevant Awards and Agreements.

Catering

Queensland Conservatorium Griffith University works with a selected list of approved caterers. The Foyer Bar Operation can also provide some limited catering services (on application to the Venue Manager).

Services that incur additional charges

• Front and Back of House Staff
• Overtime and penalty payments incurred relating to the hire period and agreed use of the venue(s)
• After hours and additional security staff
• Additional cleans when necessary (e.g. when there are two or more performances on the same day, when glitter or confetti are used, etc.)
• Piano tuning as required by the hirer and any subsequent tuning
• Additional AV or lighting equipment
• Any administrative costs incurred by the hirer
• Use of any venue outside the period scheduled
• Any goods or services purchased or hired in at the hirer's request
• Use of additional grand or upright pianos (as available)
• Commission on sales of programmes and merchandise
• Entertainment Industry Service fee where applicable.

Advertising

Queensland Conservatorium Griffith University offers every assistance in promoting your event through the display of appropriate signage material in the Conservatorium Foyer. Company or sponsor banners can be positioned around the foyer and, if suitable, on stage. A small window display in the main foyer may also be available for use during your hire period. Please consult with the Venue Manager to discuss your needs.

Posters for display should be delivered to the Venue Operations Office well in advance of the event. Under no circumstances are posters to be placed in any area of the Conservatorium building without permission from the Venue Manager or nominee. Installation of approved posters is the responsibility of the Front of House Manager.

Performers and pre-concert speakers

liveMusic Queensland Conservatorium

liveMusic Queensland Conservatorium represents the very best musicians from the Queensland Conservatorium and as a result enjoys a reputation for providing the highest quality musicians for any event.

• liveMusic Queensland Conservatorium

For enquiries, phone (07) 3735 6375 or email qcpa@griffith.edu.au

Pre-concert speakers

Queensland Conservatorium Griffith University is a great source of pre-concert presenters. Our international faculty of staff is available to provide your audiences with a better understanding of the works they are about to enjoy. If you are interested in hiring a pre-concert speaker, please contact the Venue Manager on (07) 3735 6242 or email qcgu-venues@griffith.edu.au.