Info for putting on events
From The Star And Shadow Cinema Wiki
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An introduction to how programming at the cinema works:
The Star and Shadow is not a building. (Ceci n'est pas un batiment.)
The capacity of the Star and Shadow activity is the collective energy and commitment of the volunteers who make things happen in it, not the building itself.
To programme something, be it a film, a gig, an exhibition, a fundraising event, or any of the other things that happen here, involves everything to make that event happen - the logistics of running the building, publicising the event, covering costs and the content.
Because the building is open regularly, some general building running actions are maintained on a regular basis. However each event needs to liaise with the general running and with the events before and after it so that everything runs smoothly.
In order to run well we need lots of good communication and sharing of workloads. And we can only do what we all collectively can manage. Different types of programming may signify different types of involvement but a transparency and a desire for open communication is crucial to working well.
The Star and Shadow is a building:
Although the cinema activity is dependent on volunteers, its existence for our use is dependent on us raising enough money to pay for its upkeep. This is set amounts in terms of rent, rates and insurance, and variable amounts in terms of use of resources. Any activity that takes place in the cinema (unless it is a séance in the dark without the heating on...) will incur costs, and these costs need to be covered.
It costs: £120 a day (based on number of days we are open a year) to cover rent, rates, utilities, license, insurance (i.e. to have a building in working order)
In general, the takings on the door cover the costs of putting on events, plus a contribution to the running costs. For all programming this is the general rule, and we hope that over time we balance out, by some events being cheaper and more popular, and some expensive and maybe less popular.
The Golden Rules
There are a couple of things that are always key to any event.
- Membership: For ANY public event that is advertised as happening here everyone attending must become a member (£1 per calendar year). This is a part of the license. The only exceptions are private events that are not advertised publicly. Membership income always goes to the cinema - it goes to towards costs of publicity.
- Bar: Bar income always goes to the cinema. This is bread and butter money and goes towards our upkeep. The bar is stocked generally and there is a bar team who manage this. The bar team need info on expected numbers and preferences to order correctly. (e.g. if an event is white wine spritzers themed, the Bar team can make sure that there is lots of white wine and soda if they know in advance.) Please read Bar Ethics for more info.
- Location Events that are noisy can happen in the bar or cinema. Unfortunately that means no loud music or live music in the big hallway space because the neighbours can hear it.
- Keyholders: All events need a keyholder present who can open and lock up but also has knowledge of the building and takes responsibility for it.
- Everything needs to be discussed! Communication is what makes things happen. Come to a meeting, or if Monday eves are impossible, get in touch and find someone to talk about it on your behalf.
- The wiki is where its at: This wiki is the collaborative, web-based information site and is how the complicated programme is managed. Please read instructions on booking pages and use the wiki for booking events.
- S+S has a license: Which everyone is collectively responsible for maintaining. For all info look here: S+S license
- Technical Provision Any technical requirements for any event need to be clearly identified in advance to make sure that all equipment is on site and available, and volunteers can provide relevant support when required.
- Staffing Knowing how busy an event will be is important so that the right number of volunteers are available to work it. Experienced volunteers can advise on this.
- Preparation and Tidying Making any event happens includes all preparations before and clearing up afterwards. Leaving clearing up for others is not on! Checking what is on before and after will help to share this workload too.
- Publicity It is everyone's responsibility to publicise any event at S+S. Some publicity is done by S+S regularly – weekly email, bi monthly brochure and listings to press (a list of them). There are some helpful pointers about publicity on the wiki (link) and there is also a publicity group who can advise and support.
Info for Specific types of event / ways of working at the cinema
The following are some specific guidelines for different types of events.
There are no limits to ideas and no way all of them are covered here. These guidelines should help when incubating ideas. For anything that not here there are no limits to the capacity for discussion!
Artist films and presentations
Exhibitions and Exhibition openings
Other non-event uses e.g rehearsal, office, filmmaking, making things
Long term/ongoing use of building
