Promoter: Documents

Click below to view and download

ALL Reading Arts Venues

Downloads

Reading Arts Venue Logos via Dropbox (external site)

The Hexagon & Town Hall Marketing & Print (pdf)

(includes standard print & asset requirements, marketing activity and local press list)

** If you have received a payment from The Hexagon in the previous 18 months you will already be set up on our payments system. You do not have to complete a new supplier form but must inform us if your company or payment details have changed since your previous visit in order to avoid delays or issues with payment

All new promoters or hirers will need to have completed the “New & Existing Supplier Form” and provided evidence of bank details in order to receive payment. This form must be completed at least 14 working days prior to your event to avoid any payment delay.

Downloads

Payments And New Supplier Form PDF

Payments And New Supplier Form.DOC

Additional Terms and Conditions and charges apply for agent allocations.

Ticket Agent Terms & Conditions

Additional terms and conditions and charges apply for VIP or meet and greet tickets or packages.

VIP AND MEET & GREET T&CS

What is PRS? The Performing Rights Society (PRS) is the national body responsible for collecting and distributing royalties when music is played in public, broadcast, downloaded, streamed, or performed live both in the UK and around the world. If you are putting on any type of public performance or event which includes music you must declare the details to the Performing Rights Society and pay the appropriate royalty fees. Both the venue and the hirer have legal obligations under current regulations to ensure that royalties are paid correctly. The Hirer must declare any music (live or recorded) which will be played in their event. This is regardless of duration, composer or type of event or organisation. The Venue will then calculate royalties payable based on the information provided. The hirer must complete a PRS set list declaration form no later than 1 day after the event.

Downloads

SET LIST DECLARATION FORM

GUIDE TO PRS FOR LOCAL HIRERS

Reading Borough Council reserves the right in its absolute discretion not to hire or provide its venues –

To any organisation or individuals that do not conform to the values (Equality, Fairness and Inclusivity) of the Council, or that are banned or proscribed by law;
Or, for political rallies, or for demonstrations which incite hatred or violence or any breach of criminal law and/or spread hatred and intolerance;

Furthermore, the Council reserves the right to refuse to grant, or withdraw permission with immediate effect:

If any or all parts of the event are considered by the Council, in its reasonable opinion, to be dangerous, offensive, noxious, illegal or which may become a nuisance to the Council or any other occupiers in the areas (or any neighbouring property) where the event is held;
If the organisers are found to have falsely represented the event at the time of booking, but are subsequently found to breach the principles set out here.
Or, if the Council is not satisfied that the safety of the buildings and the public can be ensured.

Event organisers will be required to provide information about the nature and details of the proposed event, speakers, participants and organisers prior to confirming the booking. It may be necessary to record, check and pass these details to Council and external partners in order for the venue to fulfil its responsibilities under the policy. The event organiser agrees to abide by the terms of the policy and the Council will not be held responsible or accept liability for any costs incurred by the hirer for any cancellations, refusals or withdrawal of permission. No individuals or groups will be denied the opportunity for access to local authority managed properties unless there is a justifiable reason to do so within the spirit of this policy.

Full policy and summary of the main legislation/guidance governing this issue can be downloaded here

The production must be able to meet all of the Government, Local Authority and venue guidelines, policies and procedures which may be in place or subsequently introduced regarding the control and prevention of coronavirus or any similar virus (or any other epidemic or pandemic).

The contract is dependent on the Event being able to proceed on a full capacity basis. In the event the venue is unable to offer the full capacity due to Government or Local Authority restrictions or other preventative measures related to the Coronavirus Covid-19 or any similar virus [or any other epidemic or pandemic], the parties will agree in good faith to either postpone the Event or explore other options that work for both parties.

For the purposes of this agreement restrictions and other preventative measures are defined as any action in relation to or issues arising from the controlling, preventing, suppressing or in any way relating to the outbreak of Coronavirus (Covid-19) or any mutant variation thereof or similar virus [or any other epidemic or pandemic]. This includes but is not limited to the introduction of local or national quarantine or restriction in movement of people or animals by any venue, local, national or international body or agency, any travel advisory or warning being issued; reduced capacity; illness or unavailability of venue, production staff and company members or any measure which directly or indirectly leads to the Event becoming financially or operationally unsustainable.

In the event that the implementation of such controls results in the Event becoming financially or operationally unsustainable, the parties will agree in good faith to either postpone the Event or cancel the agreement with no further liability to either party. In the event of a cancellation or postponement, each party will be liable for its own costs and neither party shall be liable to make any further payments to the other in respect of the Event or its abandonment or cancellation. Each party will take all reasonable steps to mitigate any third-party costs as early as practicable; and either party may terminate this agreement immediately on written notice to the other. If it is necessary to postpone the event, the parties will co-operate in good faith to re-schedule as far as may be practicable the Event on terms substantially similar to those set out in the original agreement.

A copy of this policy is available to download here

The Hexagon

Significant building works to create a new studio theatre at the venue will take place from August 2025 until autumn 2027.

The Hexagon auditorium, seat capacity and individual dressing rooms will be unaffected, and the Hexagon will continue to programme and present events as usual for the duration of the project however the works will impact on the backstage facilities available including but not limited to the following:

The get in will be relocated to the rear of the building and there will be very little parking available on site
Visiting artists, company members and crew will be required to park in the neighbouring public car parks after unloading.
There will be space for just one large vehicle such as an artic or tour bus and additional vehicles will be required to park off site after unloading. We will be able to advise and arrange off site parking closer to the event.
The existing scene dock/load in will not be available and there will be very limited space available backstage for storage of equipment, flight cases and scenery.
Wardrobe, additional green/band room, crew showers and toured catering spaces will be hosted in temporary facilities located on site .
Gas and electric cookers are not permitted. We are not able to offer facilities to accommodate toured catering. A sink and microwave and kettle can be provided or alternatively the Hexagon can provide a selected menu for the company.
Noise from the adjoining building work may be audible during get in and set up times
Soundchecks – unless otherwise agreed any rehearsals / sound checks should be scheduled after 5pm on weekdays or after 1pm on Saturdays to help minimise disruption to the works programme. System tuning/checking can take place before this but there may be noise from the adjoining site. Sundays will have no noise restrictions.
The Orchestral Rostra is not available without prior agreement with the Hexagon.

There may be additional changes and restrictions during this time and we will require a full tech spec and rider for the show in advance to identify any potential issues. The Hexagon will not be liable for any costs incurred if the venue is unable to meet specific production requirements during this time.

Capacity / Format:

There are three main formats for events at The Hexagon

Open Concert – Capacity 1200 suitable for music concerts, comedy, schools events. Limited masking and wing space available in this format

Proscenium Arch Format – Capacity 950 suitable for staged theatre shows and dance.

Standing Concerts Capacity 1686– Standing downstairs (1000) plus balcony seating (686)

The availability of formats is subject to programming and may incur additional charges if turnarounds between events are required. Capacity may be reduced for sightlines and technical requirements.

Downloads

NEW DRESSING ROOM, BACKSTAGE & GET-IN PLAN

NEW PARKING & ACCESS DURING BUILDING WORKS

If you have been advised to park touring vehicles at Rivermead please contact technical@reading.gov.uk to request details and entry code.

The Hexagon may be able to provide additional discounted parking for company and crew members at the neighbouring Broad Street Mall if required DISCOUNTED PARKING AT BROAD STREET MALL

FULL SEATING PLAN

HEXAGON STAGE PLAN

HEXAGON TECHNICAL SPEC

How to find us

Open location in google maps

On the day contact : Stagedoor mobile 07940052368

Reading Concert Hall

The Concert Hall has a thrust stage which is 9m wide x 6m deep x 1.17m high.

Entry to the stage is by means of four sets of steps, two sets upstage entering either side of the Father Willis Organ, and a set mid-stage on either side.

Load-in access is via a piano lift which enables equipment to be loaded at street level and taken directly to the stage (note this is a goods lift only & personnel may not remain on the platform when it is use).

There is no in-house masking kept at the venue as The Concert Hall has choir seating to the rear of the stage and there are no facilities to create a black box.

*Please note the Town Hall is a town centre location and parking is restricted

Concert Hall Technical Specification

Concert Hall LX Plan

Concert Hall Seating Plan

Concert Hall Stage Plan

How to find us

Open location in google maps

On the day contact: Duty Manager's mobile is 07790 373 312

The Concert Hall is located in Reading Town Hall, a town centre venue with no designated parking. A maximum of 2 parking permits are available on request which allow vehicles to park on Valpy Street (space permitting). Permits are subject to availability and must be arranged in advance. A £20 returnable deposit as well as the drivers licence is required when collecting from the Town Hall Reception. Permits must be returned to the Town Hall before departure. Please note Valpy Street is a public highway and spaces cannot be guaranteed.

Alternative (paid) parking is available at The Oracle, Queen's Road or Reading Station Car Parks.

There is a space for company vehicles to unload, please ensure the venue is informed of arrival times.