Council Minutes - Town of Cambridge

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COUNCIL MINUTESTUESDAY 26 JUNE 20125. Substantially exceeds the criteriaThe maximum total score possible is 40.ASSESSMENT CRITERIA1. Skilled and Proficient Organisational Management• Adequate resources and capabilities.• Track record in producing successful events.• Diverse marketing methods and quality marketing materials.2. Effective Ticket Sales Methodology• Ticket sales via Ticketmaster.• Ticket sales to a captive audience.3. Regular and/or Local Hirer• Organisation regularly hires the venue.• Organisation based within the Town.4. History of Successful Events at the Quarry Amphitheatre• No past cancellations.• Historically ticket sales have been high.• Good approach to marketing previous events.• Quality of past productions has been high.• Standard of previous artists has been high.5. Skilled and Proficient Artists• High quality show/ production.• Paid (professional) artists.• Artists perform regularly as a going concern.• Potential for high level of ticket sales/ customer satisfaction.• Professional lighting and audio production.6. Suitable Event/ Production Content• High level of originality and artistic measure.• No potential for issues associated with noise pollution, offensive content, security, alcoholconsumption, under age access and post show anti-social behaviour.7. Number of Nights Applied For• Multiple nights applied for.• Options for alternative dates.• Potential to achieve ticket sales quota on all nights booked.8. Low Impact on Other Hirers/ Bookings• No consequences for other hirers/ flow on effects/ inconvenience.• The production differs from other events within the season/ no copyright infringement issues.5. Advanced Booking Period for Regular Long-term Hirers:For many years the QA has been used by a number of regular long-term hirers in FebruaryMarch:• The WA Ballet: The highest fee paying regular hirer of the Quarry Amphitheatre usesthe venue every year for 16 ticketed nights to host their PIAF production.• Perth City Ballet/The Ballet Workshop/ Prompt Corner: Uses the venue for twoticketed productions per year (one for children and one for adolescents); up to fournights for each production ie eight nights per year.• WASUP: Uses the venue to host themed based ticketed music shows (i.e. Motown,Jazz, etc) up to seven nights per year.• Lloyd Events/Live at The Quarry: Uses the venue for 12 - 16 nights per year forvarious contemporary music performances.• Floreat Lions Club: Uses the venue two nights per year for Christmas Carolproductions.H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\JUNE 2012\C CR.DOCX 141
COUNCIL MINUTESTUESDAY 26 JUNE 2012• Cambridge Rotary Club: Uses the venue for one to two nights per year for StarlightRock concert.These regular hirers are highly valued users, are often looking to book the same dates andthe nature of their events requires a longer lead time than other one off and casual users.As such, an advanced three month booking period will be offered to these hirers 18 monthsahead of the following year's peak season.The advanced booking period for regular long-term hirers will open on 1 April and close offon 30 June. All applications received during this period will then be assessed and bookingseither confirmed or declined within two months. Applications for all other bookings will openthereafter and will be assessed on a 'first-come first served' basis.POLICY/STATUTORY IMPLICATIONS:The proposed booking procedure will become a Council policy.FINANCIAL IMPLICATIONS:The aim of the revised booking procedure and assessment process is to maximise venueusage, minimise the potential for cancelled bookings and unsuccessful events, and maximiseTown revenue.STRATEGIC DIRECTION:The Quarry Amphitheatre booking Policy supports the goal of 'Community infrastructure andfacilities that are well used and maintained' as outlined in the Town's 2009-2020 Strategic Plan.COMMUNITY CONSULTATION:This matter has been assessed under the Community Consultation Policy. In accordance withthe assessment criteria it was rated at Level 1, for which no community consultation is required.However, all regular long-term hirers have been advised about the advanced booking periodand were invited to provide feedback. Responses were received as follows:• The WA Ballet - Approved of the advanced booking period for regular hirers.• Perth City Ballet/The Ballet Workshop/ Prompt Corner - Approved of the advancedbooking period for regular hirers and suggested the adopted time frame of 1 April to30 June.• WASUP - Approved of the advanced booking period for regular hirers.• Live at the Quarry/Lloyd Events - Disapproved of the advanced booking period.• Floreat Lions Club - Approved of the advanced booking period for regular hirers.• Cambridge Rotary Club - Approved of the advanced booking period for regular hirers.ATTACHMENTS:1. Quarry Amphitheatre Booking PolicyH:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\JUNE 2012\C CR.DOCX 142
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Council Minutes - Town of Cambridge

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