MEMBERSHIP AGREEMENT

As a member of a CAE scheme, we expect all our members to enter into the spirit of the scheme and to support Creative Arts East's values; Collaboration - Ambition - Everybody and our overall mission to increase people's enjoyment, skills and health through the power of the arts.

MEMBERSHIP

- Ensure there is a main and second contact for the group, whose details can be shared with other members of the network when necessary for purposes relating to the network, and to be responsible for all liaisons with Creative Arts East and the Company/Performer(s) where necessary.

- Provide full venue and ticket booking details along with any website, social media and venue access information.

- Maintain accurate and up to date details of the group's contacts and venue information.

- Take into consideration the funding position of Creative Arts East and advocate for the organisation as and when required.

- Ensure that the most up to date government guidelines for health and safety at public gatherings, including appropriate Covid measures, are in place and adhered to at all times.

VENUE

- Ensure your chosen venue is appropriately licensed with a premises licence or temporary events licence (TENS) as well as Performing Rights Society (PRS) clearance.

- Ensure the venue and event activities are appropriately insured with Public Liability Insurance or similar.

MARKETING AND EVALUATION

- Ensure that Creative Arts East and the relevant local authority funders are properly promoted at all film screenings/performances and on all marketing or publicity for these events (using Creative Arts East marketing where provided)

- (Screen members only) Screen Creative Arts East and/or funder trailers and/or slides, as and when required.

- Manage the box office and sell tickets, beforehand and on the door.

- Be responsible for the distribution of event marketing.

- Provide two complimentary tickets to Creative Arts East staff on request.

- Conduct volunteer and/or audience evaluation and feedback as and when required by Creative Arts East using forms provided.

FINANCE

- Ensure payment of invoices issued for performers, equipment hire, film licence costs or any other agreed costs, within 30 days of receipt.

- Be aware that all stated costs are subject to change/increase for which notice will be given.

GDPR AND DATA PROTECTION

- Ensure that any data collected is for the purpose of the group/organisation's activities.

- Adhere to all GDPR and Data Protection laws.

- Have a Data Protection Privacy Policy and it be available to the public.

CLOSE PROXIMITY

- Take steps to be aware of, and take into consideration, other members considered to be in close proximity.

- Undertake research into the local area and consider the impact of other events that take place nearby.

BOOKINGS AND LISTINGS - LIVE MEMBERS

- Contact the Company/Performer(s) directly to agree a date and time for the performance prior to booking online.

- Formally make all bookings, complete with ticket prices and box office details through the Creative Arts East website.

- Exchange a contract with the Company/Performer(s) for each event booked through the scheme and send one copy to Creative Arts East.

- Liaise with the Company/Performer(s) regarding their desired technical and hospitality requirements.

- Host the event on the date of performance and arrange accommodation/hospitality for Live performers if required.

- For Live events, meet the Company/Performer(s) and organise refreshments (if required).

BOOKINGS AND LISTINGS - SCREEN MEMBERS

- List films using the online listings page in a timely fashion, complete with ticket prices and box office details (SCREEN STANDARD MEMBERS ONLY)

- Book film licences using the online bookings system at least 4 weeks in advance of the screening date.

- Ensure the film being screened has been appropriately cleared/licensed by the distributor, studio or film maker.

- Standard members must submit a completed event return form after every event and within 7 days of the screening date.

- Basic members must submit a quarterly screening report with their event return details.

Equality and Diversity Monitoring Information

We have to ask the following questions to make sure we are compliant with the 2010 Equality Act, which prevents discrimination on the grounds of any protected characteristic, and to see how our volunteers compare with the general population. If you do not wish to answer one of the questions, just tick 'prefer not to say' and move on to the next one. Thank you!

Thank you for renewing your Creative Arts East membership and completing your membership agreement.