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					The Fringe Guide
to Registering a Venue                  Photograph: The Famous Spiegeltent’s
                                              production of Smoke & Mirrors.
                         Photograph by Janeanne Gilchrist @ Unit Photography
   This guide is designed to help you navigate the online Venue Registration Form.
                                                                                                          Filling out the form

                                                                                                                                                                                                             Fringe Guide to Registering a Venue
   The online Venue Registration Form enables you to enter and update information about your              There are four sections to the Venue Registration Form.
   venue for use by the Festival Fringe Society staff.

   The information you enter will be used for Fringe shows searching for a venue and for the public
                                                                                                          Section One
                                                                                                          Let Type
   in the printed and online programme. It is therefore essential that the information you input is
                                                                                                          If you are a landlord letting the space to different companies and asking them to take care of
   relevant and up to date.
                                                                                                          the venue operations you should tick the box ‘a number of groups will use the venue’. If you are
P The information you provide for sections highlighted will be printed in the Fringe Programme.           programming the venue exclusively you should tick the box ‘a venue manager will manage the
                                                                                                          space’. You may tick both options.
   Dates and deadlines                                                                                    Venue Details
   We recommend that you provide the most up to date information that you can at all times and
                                                                                                          Tick the box to make your venue available to Fringe groups looking for a performance space.
   recommend that you update your information as soon as possible.
                                                                                                          Venue Name
   If this is not possible, then please ensure that you update your venue information no later than
   Friday 8 April 2011.
                                                                                                      P Enter the name of your venue as you want it to appear to Fringe companies and the public.
                                                                                                          Venue Address (Line 1)
   Due to tight deadlines and our proofing procedure, we cannot guarantee that venue updates
                                                                                                          Enter the address of your venue as you would like it to appear in the printed programme. Use
   made later than the 8 April 2011 will be included in the printed programme.
                                                                                                          only the street name and not city, region or postcode. If your venue is hard to find or needs
   Logging in                                                                                         P   specific directions you can use this field to provide extra guidance. The information you enter
                                                                                                          here will be printed in the Fringe Programme and on tickets sold for your venue’s productions
   If you are currently listed as the ‘Venue Manager’ at your venue you will already have a login
                                                                                                          through the Fringe box office.
   and can proceed to the login page on
                                                                                                          Venue Address (Line 2) / Venue Address (Line 3)
   If you are running a new venue or the venue manager has changed from the previous year,
                                                                                                          Enter as normal
   please contact the Participant Services Team on or 0131 226 0025 so
   that they can set you up as a new venue manager.                                                       Post Code

   To log in as venue manager
                                                                                                      P   Please make sure you enter an accurate post code as it will be used in the programme and to
                                                                                                          place your venue onto the online map.
   Click the blue ‘login/register’ button and enter the email address you used to set up your
                                                                                                          Tick the box if you are a member of AIVP.
   account and your password.
                                                                                                          Venue Manager Details
   If you have forgotten your password, click the ‘Forgot Password’ link at the bottom of the page
                                                                                                          Please enter the contact information of the person who will be the main contact for the Fringe
   and follow the on-screen instructions.
                                                                                                          Office and Fringe companies contacting your venue. Please ensure you select Email as your
   If the system says it does not recognise your email or is not allowing you to login for another        preferred communication type. This will ensure that we can update you on any venue related news.
   reason, contact the Participant Services Team so they can diagnose the problem.
                                                                                                          Venue Owner Contact Details
   Once you have logged in you will be taken back to the home page. To update your venue                  The venue owner is the person who owns or runs the building throughout the year.
   information click ‘My Account’ in the blue box on the right of the screen.
                                                                                                          Access Contact Details
                                                                                                          The Venue or Front of House manager should have overall responsibility in ensuring access
   To update your venue details
                                                                                                          needs are met and that all staff are aware of policies and practice. Enter the person at your
   Click the ‘My Venues’ link on the left hand side of the screen and you will be shown the venues
                                                                                                          venue responsible for access at your venue. If the Fringe Box Office gets an enquiry from a
   where you are listed as the Venue Manager.                                                         P   person with an impairment or their personal assistant, this is the person they will contact.
   Click ‘edit’ next to the venue you want to update.                                                     This should be a person on the ground, at the venue during the Fringe who will be able to
                                                                                                          advise and make arrangements for the customer. You should consider using a number that
                                                                                                          will be answered even if this person is absent.
                                                                                                          Save and continue.                                                                                         2
    Section Two                                                                                              Venue Boards

                                                                                                                                                                                                                   Fringe Guide to Registering a Venue
    Venue Description                                                                                        Venue boards are signs that display your Fringe venue number outside your venue and are a
    The first box should be used to enter a brief description (up to 40 words) of your venue and its         valuable resource for audience members in finding their way around the city. Each venue is
    programme. This will appear in the venue section of the Fringe programme.                                entitled to one board for free. Additional boards can be ordered at extra cost.
P This is not an opportunity to advertise either individual shows or the activities of your venue or         We estimate the cost of additional large or small venue boards at £30 and £15 respectively and
    organisation beyond the festival period. The Festival Fringe Society reserves the right to edit or       will confirm these prices closer to the time. You will be contacted at a later date about providing
    refuse copy that does not fit these criteria or is not in accordance with our house style.               payment and arranging the delivery or collection of your boards.

    What makes your venue special?                                                                           The design is not changing this year and as such you can re-use the board you were issued with
    This description will be read by Fringe companies looking for a venue to perform in during               last year if this applies.
    the Fringe. It is a chance to sell your venue to these companies by explaining how your venue            Lanyards
    works, what makes it stand out from others and why they would want to perform there.                     The Fringe-branded lanyards can be used to hold and display identification for your venue’s
    Venue Programming / Viewing                                                                              employees or performers. They come with clips and plastic pouches for inserting ID, with the
    Again, this will be read by Fringe companies looking for a venue.                                        Fringe logo appearing on the lanyard fabric itself. We buy the lanyards in bulk and sell them
                                                                                                             onto venues at cost price. The price will be approximately £1.00 per lanyard (final cost to be
    Here you can describe the type of shows that would be suitable for your venue. Some venues               confirmed).
    might only be suitable for music or comedy while others specifically look for new writing or site
    specific shows.                                                                                          You will be contacted at a later date about providing payment and arranging the delivery or
                                                                                                             collection of lanyards ordered.
    You can specify how you programme your venue with relevant deadlines and how groups can
    contact you in order to view your space before they commit.                                              Joint Festival Maps
                                                                                                             Each year, the Fringe produces a map on behalf of all of Edinburgh’s late-summer festivals,
    Press and Marketing                                                                                      showing all of their respective venues. These are free to order and distribute and you are
    While many venues won’t have a dedicated marketing team for their venues, you can detail                 welcome to stock them at your venue. To order an allocation of joint festivals maps, please
    other ways in which your venue can help companies sell tickets. For example, some venues may             specify the desired quantity below, in multiples of 100. Maps are subject to availability and
    be able to give companies access to their website, poster display sites or email lists which could       final quantities provided will be at the discretion of the Fringe Society. Delivery will be made
    help market their shows.                                                                                 to your venue at the start of the festival.

    Much of this section is self explanatory, but there are some details that will be printed in the         Box Office
    Fringe Programme.                                                                                        Much of the information here is for Fringe companies looking for a venue or the Fringe box
                                                                                                             office when they need to make contact with a venue box office during the festival. Some
    Information Number:                                                                                      however is printed in the Fringe programme.
    You can add a number for general information (not box office) here. This might be useful if you
    are listing the Fringe Box Office phone number for people buying tickets or it is a non-ticketed         Opening hours
                                                                                                             This information is printed in the Fringe Programme and refers to the opening hours of your
    show but you still want the public to be able to contact you. If your information number is the
    same as your box office number, please leave this section blank
                                                                                                         P   venue’s box office. If tickets are sold on the door before the show you can add this information
                                                                                                             here. If you do not run a box office or the show is free, leave this space blank.
    Venue Website
P   Add your venue’s website here for it to be listed with your venue entry in the Fringe Programme
    and in the Fringe Guide to Choosing Venue. You can only add one web address here.
                                                                                                             Box office telephone number
                                                                                                             Unless you provide a venue-specific box office telephone number, the Fringe Box Office number
                                                                                                             (0131 226 0000) will be referenced in your listing.
    Venue Boards, lanyards and maps                                                                      P Any phone number you enter here will be displayed alongside the individual programme entries
    You can order venue boards, maps and lanyards using the online form.
                                                                                                             of all the shows held at your venue. It is therefore important that any box office number you
                                                                                                             provide here will work for all the shows appearing at your venue.

    Venue Facilities                                                                                     Section Three

                                                                                                                                                                                                                 Fringe Guide to Registering a Venue
    Here you can detail the facilities available at your venue for Fringe companies.                     This section will detail the actual performance spaces that will be used.
    Food and drink description                                                                           You will see a list of spaces that are attached to your venue. To edit details of a particular space,
P   If your venue has food or beverages available for the public you can detail the facilities in 20     click ‘edit’ next to the name of the space.
    words or less. This information will be printed in the Fringe programme with your venue entry.
                                                                                                         If you need to add a space to your venue, contact the Participants Services team on
    Access Information                                                                                   0131 226 0026.
    This is the information that will appear in the printed programme and online. It will also be used
                                                                                                         If you click ‘edit’ you will be taken to another page that deals specifically with that space and
P   by the Fringe Box Office staff in communicating accessibility information to audience members
    who have additional access requirements. It is mandatory that this information is accurate. Fiach    allows you to change the details relating to that space. This includes venue capacity, technical
    OBroin-Molloy will contact you directly to discuss the information featured in this section.         details, licences the venue has and the type of hire you are offering. You are also able to attach
                                                                                                         technical plans for the space using the Upload Files option.
    Save and continue.
                                                                                                         Performance Space Details
                                                                                                         The name of the space and the capacity is locked. If you need to change the name or capacity
                                                                                                         of your space, please contact the Participant Services Team on 0131 226 0026.

                                                                                                         The name of the space will be printed on all tickets sold through the Fringe Box Office.

                                                                                                         It is vital that the capacity is correct as the Fringe Box Office will base their ticket sales on the
                                                                                                         number here and may under or over sell shows in the space if it is incorrect.

                                                                                                         The information in the remainder of this section will be printed in the Guide to Choosing a Venue
                                                                                                         if you have requested to have your venue listed in this publication.

                                                                                                         Information like technical details and held licenses are useful for Fringe groups when looking for
                                                                                                         a specific type of venue that matches their needs.

                                                                                                         Some venues may find that this information is not relevant to them as they do not rent their space
                                                                                                         out to Fringe groups or the space isn’t suitable for traditional Fringe shows.

                                                                                                         Save and continue.


                                                                                                         Once you have submitted your information to the Fringe, staff will review it to make sure we
                                                                                                         have all the details we need. You will still be able to update the details up until 20 April 2011.


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