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  Booking Info  

 

 

ICIA can help your committee organise and produce events, projects and performances. Support is available in many areas - from marketing to Front of House, as well as limited additional funding opportunities. This page is intended as a resource for students planning productions, events and special projects. If you feel there are things that would be useful that currently aren't available here, please feel free to contact Nathan Webb, ICIA's Student Liaison & Events Administrator.

 

Venue

If you are planning a performance or event on campus, in an ICIA-managed space*, you need to contact us at the earliest opportunity to make sure the space is available for the dates you require. Programming for the Arts Theatre takes place typically 4-6 months in advance. Requests for the use of the Arts Theatre (or any other ICIA-managed space) should be submitted on the form available for download below.

Please be aware that, due to the planned construction of the University's new Centre for the Arts, the availability of the Arts Barn and Arts Theatre for both rehearsals and performances will be restricted from January 2013.

ICIA Facilities & Services Request Form (opens in separate window)

*ICIA-managed spaces on campus are: The Arts Theatre, Arts Barn, University Hall Music Room, 3 exhibition spaces (Uni Hall foyer, Claverton Rooms foyer and 3WN foyer.)

 

Marketing

There are various mays in which ICIA can help to publicise your activities. These include inclusion in the semesterly brochure (published in September and January) and help with the design and print of flyers, amongst others.

• Inclusion in the brochure

  • This involves lots of forward-planning and getting organised quickly. For example, images, text and all info for events taking place in Semester 1 need to be finalised during May of the preceding academic year – ie. if your event is scheduled to take place in November 2012, we will need confirmation of all details, an image and text for the brochure by June 2012.

  • Typically, inclusion in the Brochure means that we will also provide and sell tickets for the event (see Box Office and Ticket Sales below). If you decide to make alternative arrangements, we will need to know where, how and when tickets can be purchased.

   

• Design and print of flyers

  • We have our own designer here at ICIA who is happy to help with producing, altering or formatting publicity images and flyers.

  • His time is very limited, so he will spend 2 hours (in total) on your image/flyer design.

  • If your event is listed in the Brochure (see above), and you also want ICIA to produce flyers, the same image (or a version of it) will be used for both. Therefore, it is vital that you are happy with the image that goes into the Brochure (as this goes to print first).

  • When your flyer has been designed, it is up to you where, when and how you get it printed. We can arrange to print them, but you will have to fit in with our timescales and quantities. ICIA will charge your society £100 to cover the cost of printing flyers. This will get you around 2000 full-colour, high-quality, A6, double-sided flyers.

  • If you request help with the design and/or print of publicity materials, we will need the name and contact details of somebody from the committee – a ‘publicity person’. This person should have the authority to make decisions about the designs, and should be able to do so at short notice. ‘Design by committee’ is time consuming and problematic, so we want to avoid this.

  • Strict copyright laws govern the use of any image in ICIA’s Brochure and on publicity material.

If you would like to request support with marketing and/or selling tickets for your event, please complete the ICIA Facilities & Services Request Form (opens in separate window).

 

Box Office & Ticket Sales

ICIA can print and sell the tickets for your event. Typically, tickets for performances and events listed in our Brochure will be sold through the ICIA Box Office. If your event is listed in our Brochure, but you want to make alternative arrangements for selling tickets, information regarding how, when and where people can get tickets must be included in your Brochure entry.

There are a few things to bear in mind when it comes to both maximising ticket sales for an event and making the whole ticket-selling process run smoothly…

 

• There are usually around 12,000 copies of the ICIA Brochure printed – which means it is picked up and read by much more than just the University community. Because of this, it is vital that our Box Office staff have as much information about your play, concert or musical as possible. You will be asked to provide information such as whether or not the performance/event is suitable for children and whether it contains flashing lights or loud bangs. It is important that we have this information as soon as possible, but at the very least 2 weeks before your event. Until you provide this information, the name and email address of a committee member will be posted on the event listing on the ICIA website.

 

• You may like to sell tickets on the Parade at lunchtimes in the run-up to your event.

  • Your society should nominate 2-3 people to be trained on the ICIA ticket-sales system. This is a simple process, so training should take no longer than 20 minutes. These 2-3 people are welcome to pass on ticket-sales information to other members of the society, but only these 2-3 people will be able to collect and return the tickets, float and other bits and pieces before and after selling tickets on the Parade. ID (University Library Card or similar) will need to be left at the ICIA Box Office whilst tickets, money, etc are out of the office.

  • We can only provide a float for ticket sales during the week that the performance/activity/event is due to take place. For example, if your event is on Thursday evening, we will make a float available from the Monday of that week. At all other times, you will need to arrange a float from elsewhere. Any money that you take for ticket sales prior to the week of the performance/activity/event should be paid in to the society account directly via SU Finance. We can provide the tickets themselves at any time.

  • Any tables you need for selling tickets on the Parade must be booked through the Students’ Union Activities Office.

  • We will need 24 hours notice before you start selling tickets on the Parade.

 

If you would like to request support with marketing and/or selling tickets for your event, please complete the ICIA Facilities & Services Request Form (opens in separate window).

 

Front of House

For society events taking place in the Arts Theatre, ICIA will arrange for 2 of its registered student staff to assist with the running of the on-the-door Box Office and bar (if any).

The society hosting the event must supply 3 additional volunteers to assist with taking tickets at the entrance to the auditorium and supervising audience members in both the auditorium and foyer areas. These are important roles in ensuring that performances run smoothly, so should be treated seriously by society volunteers - it is not just an easy way to get free tickets to performances!

For events taking place off-campus or at other on-campus locations, society members will be responsible for running the Box Office and bar, with no assistance from ICIA student staff.

 

 

ICIA works closely with University of Bath Students' Union to facilitate the arts-related activities of societies.