Terry Fox Theatre

Finding the right venue for your event is crucial to success. This holds true whether it's a family get-together, theatre production, recital, wedding, conference, or anything else you want to result in a gathering of people. Much of the time, a good stage is exactly the home you need -- which is why, in January, we talked about five of the most important things you need to look for when you rent a theatre. That list was just the beginning, however.

Here are five more things to look for: 

Time & Access to the Theatre/Venue

How much time before and after your event do you have to access the theatre or venue? Depending on the complexity of your show or conference, you may need several hours to set up; possibly a rehearsal or two and a dress rehearsal as well. Will you be charged extra for this time? What about clean up? When, exactly, do you have to have the theatre returned to its pristine condition, and what happens if you run over time?

Public Access & Security

How much access does the public have? Can they get back stage at all? Is the venue attached to another building like a community centre or school -- and if so, who is responsible for making sure the doors are locked and/or guarded? If you need security services for any reason, does the venue provide them -- and if so, what are the costs -- or do you have to bring them in?

Insurance Requirements

What are the theatre's insurance requirements? You can bet that they have them! If they don't for some reason, make sure you ask why, and carefully. As with any business or person, the venue is interested in protecting itself from lawsuits due to injury or other claims, as well as in protecting its property from damage. Without a certain type or level of insurance, you may not even be able to get a theatre rental. This should be one of the first things you ask about.

Location Specifics

You already know that you want to choose your location based on your target audience and potential travel time, but what about other specifics, such as local amenities and by-laws? Is there parking, for example, and is it free? If you expect a lot of smokers, does the venue allow this? What about the city or municipality -- do they allow smoking or loitering outside the building? Are you responsible for policing such activities? What are the fire regulations? Finally -- and this is the most obvious and important point -- does the venue or area even allow the type of event that you are proposing?

Cancellation Policy & Other Fine Print

There is always the possibility that your event or show may run into problems before it starts and need to be cancelled. What happens then? Will there be a surcharge? If your venue takes a cut of the seat sales, is there an expected minimum that you will still have to pay? What about other potential costs such as cleaning fees, or the use of equipment and staff? Are there specific rules and costs around catering or hanging banners and signs? Make sure you read all of the paperwork thoroughly and don't be afraid to ask hard questions.

Choosing the right venue can often come down to the details. Make a list of questions and be sure to get a clear and concise answer to each one, and to double-check the pertinent ones on your walk-through visit. If a policy doesn't make sense, inquire about it. The answer could make or break your decision to rent that theatre, hall, or other venue.

If you are looking for a theatre for rent in Port Coquitlam or the Tri-Cities area of Greater Vancouver, consider renting with us at Terry Fox Theatre. You can check out our rental information and facility specifications, or get a photo-tour here. If you have questions or suggestions, give us a call at 604-468-9403, contact us here, or leave us a comment below.