Constitution and Policies
Our Constitution
Our Policies
Ticket Terms and Conditions
1. TERMS AND CONDITIONS OF SALE
1.1 Tickets cannot be refunded except on the cancellation or substantial alteration of the performance, or unless exchanged or re-sold by the Box Office subject to conditions shown below.
1.2 We reserve the right to refuse admission to the Theatre or to remove patrons from the premises after the performance has started, for any reason.
1.3 If the performance or event has to be interrupted or abandoned no money will be refunded if more than half of it has taken place.
1.4 We reserve the right to provide alternative seats to those specified on the ticket.
1.5 Latecomers will not be admitted to the Theatre unless there is a suitable break or interval.
1.6 The use of cameras and recording equipment is strictly forbidden.
2. TERMS AND CONDITIONS OF EXCHANGE
2.1 All exchanges must be requested by telephone, by email or in person, no later than one working day prior to the performance, for tickets within the same price band or higher, and are subject to availability.
3. REFUNDS AND RESALE
3.1 We reserve the right to re-sell un-used tickets up to five minutes before the scheduled start time of the performance, at the management’s discretion, subject to customer demand.
3.2 We cannot refund tickets unless they are re-sold. Successfully re-sold tickets will be refunded after the performance, usually within five working days.
3.3 All refund payments will be made to the credit or debit card with which the ticket(s) were purchased; where this is not possible or if the ticket(s) were not originally paid for by card, a refund will be issued in cash.
3.4 All refunds will be made to the original purchaser of the tickets.
3.5 We cannot guarantee the re-sale of any tickets returned to the Box Office regardless of ticket availability and/or demand. Please be aware that there is always an implied risk that your tickets may not be re-sold.
3.6 Any online booking fees are charged by TicketSource and are not refundable under any circumstances by Horncastle Theatre Company.
These terms and conditions do not affect your statutory rights as a consumer. For further information about your statutory rights, please contact Citizens Advice.
GDPR Policy
Supporters also include lapsed members, as such members who normally wish to remain in contact with the Company and may wish to renew their membership at a future date.
The personal information we collect from you
We collect basic personal details such as your name, address, telephone number, email address, subscriptions and dates paid. For members we may also ask for a photograph and a short biography.
How we use information
We will use your information to send you newsletters, letters or emails to give you details of General Meetings, Shows, Rehearsals, Auditions, Production Meetings and similar events.
Your name and possibly a photograph and biography may appear in show programmes and newsletters. Your information may also be shared with our committee members. This use is in our ‘Legitimate Interest’. You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership and supporters.
Photographs of shows may also appear on our Company Facebook, Instagram and Twitter pages and on our website. We will not share your information with other third parties without your consent.
Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information.
Your rights
Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date.
We will keep your information indefinitely after you cease to be an active member or supporter of Horncastle Theatre Company. We keep your information because you may resume your connection with the Company and take part again in our activities. However, you can ask us to remove your personal information from our records at any time, and we will do so and stop sending you any further information.
You have the right to request a copy of all personal information we hold about you in a Subject Access Request. To do this simply write to us at the address below. We will take reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.
Changes to this Privacy Policy
We may amend this Privacy Policy from time to time; for example, to keep it up to date or to comply with legal requirements. If there are any significant changes made to the use of your personal information in a manner different from that stated, we will seek your permission first.
How to contact us
For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact us
Front of House Policy
- The Front of House Coordinator shall be a role appointed by the committee, or else shall form part of the role of the Vice Chair.
- There must be a front of house team present at every event at the Lion Theatre which is open to the public.
- The team must comprise a Team Leader, and at least two other volunteers, who may or may not be paid up members of Horncastle Theatre Company.
- The team must include at least one member who is trained in first aid, unless alternative arrangements have been made.
- The Team Leader shall be responsible for managing the team and ensuring audience safety during the performance, completing all steps listed in the Front of House Checklist provided. The Team Leader shall be responsible to the Stage Manager during the performance.
- There MUST be at least one member of the Front of House team present in the auditorium at ALL times while the performance is in progress.
- All members of the Front of House team are expected to arrive no later than ten minutes before doors open to the public (usually 7PM and 2.30PM for matinées) to prepare the auditorium, and remain in the Theatre until the end of the performance, unless by special arrangement.
- Volunteers should be dressed smartly, and wear a Front of House lanyard at all times while on duty, to ensure they are visible to the public. Directors may request that volunteers wear costume themed to the performance (i.e., period costume).
- Training is available on request to all Front of House volunteers.
- Silence should be maintained during the performance, including in the theatre foyer, and mobile phones should be switched to aeroplane mode.
Play Selection Policy
Auditions Policy
- All plays produced by Horncastle Theatre Company must be cast through an open audition process.
- Audition dates and details must be advertised to all members via email, on social media and on the website. They shall also be advertised in local print media (i.e., the Horncastle News) if possible.
- Audition dates and times must also be recorded in the Theatre Diary, located behind the Ticket Desk, no less than one week before the intended date, and in the theatre’s Google Calendar.
- Auditions shall be free and open to non-members and members of the public, with no requirement for prior experience.
- The Director, Producer, or Choreographer (as appropriate) is responsible for the health and safety of members of the public while in the Lion Theatre, including risk assessments (templates available from the Theatre Manager).
- Auditions shall comply with the Company’s Equality and Diversity Policy.
Hire policy
- The Company hires out its theatre and equipment from time to time.
- The Theatre shall only be available for hire in the week following the conclusion of a Company production, before the next set is built.
- A dedicated ‘meet and greet’ volunteer will be appointed to welcome hirers to the theatre and show them around.
- Hirers shall provide their own lighting, sound and technical team, unless by prior arrangement.
- Visiting productions which include music will pay a higher charge to reflect the PRS fee payable by the Company.
- All applications for the hire of the Theatre must be made on the hiring form and forwarded on completion to the Chairman of the Horncastle Theatre Company.
- The person by whom this application is signed shall be considered the Hirer. Where a promoting organisation is named above, that organisation shall also be considered the hirer and shall be jointly and severally liable with the person who signs this form.
- No copyright dramatic or musical work shall be performed without the licence of the owner of the copyright and all such licences shall be produced on request before the start of the hiring. The Hirer shall indemnify the owners of the Theatre against any copyright infringement which may occur during the hiring.
- The selling of food/drink at performances needs to be agreed at time of hiring.
- All conditions attached to the Theatre Licence as required by the Theatres Act 1968 s 12 for the Theatre must be observed. A copy of the Licence may be seen on application to the Secretary and the Hirer shall be deemed to have notice of all such conditions.
- The hiring of the Theatre must be only for the purpose agreed by the Hirer and the Theatre management.
- The hirer must not sub-let all or part of the Theatre.
- The Hirer is responsible for any damage to the Theatre building, its fixtures or fittings and any property within the theatre, which occurs during the period of the hiring or whilst people are entering or leaving the Theatre as a result of the hiring however or by whomever caused.
- The owners of the Theatre and Horncastle Theatre Co shall not be held responsible for any loss or damage to any property arising out of the hiring nor for any loss, damage or injury, however caused, which may occur to any person using the Theatre during the hiring, nor for any loss due to the breakdown of machinery, failure in supply of gas or electricity, leakage of water, fire, government restriction or force majeur which may cause the Theatre to be closed or for the hiring to be interrupted or cancelled. The hirer shall indemnify the owner of the Theatre against any claim arising out of the hiring or which is made by anyone using the Theatre during the hiring in respect of any such loss or injury.
- The Hirer is responsible for keeping good order in the Theatre during the hiring and the owner may charge the Hirer for any additional expense incurred for engaging the Police to preserve order before, during and after any entertainment or meeting held at the Theatre by the Hirer.
- The Hirer must leave the Theatre in a clean and orderly state at the end of the hiring.
- No flags, emblems or other decorations may be displayed outside the Theatre without the consent of the manager of the Red Lion Hotel.
- No exits may be blocked nor chairs or obstructions placed in corridors, nor may the fire appliances be moved or tampered with and no vehicles may be parked in the adjoining car park of the Red Lion Hotel at any time during the hire period.
- The maximum seating capacity of the Theatre is 96 which is the maximum allowed by the Local Authority and the Hirer must not exceed this limit.
- The hirer should provide Horncastle Theatre Company with a risk assessment for any rehearsal, production or performance they intend to complete during the period of hire.
- All electrical appliances owned and used by the hirer must be tested in line with the current Electricity at work act and if requested copies of test certificates must be provided.
- The hirer should have public liability insurance with a minimum of £2,000,000 but preferably £5,000,000.
- The hirer shall ensure all persons under their control or employ will be made aware of the emergency procedures currently in force by Horncastle Theatre company and comply fully with all aspects of these.