Use the space

Our Spaces

Putting on an event at The Meteor is a collaboration. We co-operate with you on administration, marketing, publicity and production and offer technical assistance for your production. The Meteor generally runs ticketing, front-of-house operations and the Café.   We hold a liquor licence and always operate any alcohol sales.

There is high demand for the use of The Meteor. We try to schedule as many different events as we are able to. There may be more than one event on at a given day or time.

If sharing the space, we rely on your goodwill and our combined pre-planning to ensure a happy and workable arrangement.

The Black Box

The Meteor is a black box theatre. It’s approximately 21m x 19m x 5m in size.

There is no fixed arrangement of stage or seating. The space is completely flexible and can be configured in a variety of ways.

The Meteor has 4 movable (wheeled – steel framed) seating blocks. Each block can be used individually, in groups or en masse. In its standard theatre configuration, we have the in-house capacity for 116 seats.

We also have 8 large round tables that can be used to create a cabaret style configuration.

There is the potential capacity to increase the house size. Just run your ideas past us. Extra seating may have an associated cost.

For music / band performances / gigs The Meteor can hold up to 350. This capacity is made up of a combination of seating and standing, with the majority of the audience standing.

The Gallery

The gallery area is available as a separate space for performance, meetings and events. Pricing structure varies, please ask us.

The gallery is also available for exhibitions. No fee is associated with an exhibition, but any sale of art work will accrue the 20 % Meteor fee.

Rehearsal Space

The Meteor has brand new, modern rehearsal space available for hire. This spacious and light filled room is upstairs and private. Ideal for use by groups wishing to rehearse, practice, workshop or hold training sessions.

Fully carpeted, the space includes a 7 x 10 metre open area with a 3 x 3 metre cubicle and desk. There are multiple power points, cubby holes and lockable storage. The room is well lit and ventilated, with opening windows. Air conditioning and heating are also available.

Workshop

We have an extensive workshop area that may be used for set storage and construction prior to pack in. This is by arrangement only. Pricing structure varies.

All the info on the following tabs can be downloaded as our User Guide from Resources Tab below.

What The Meteor Provides

Facilities and services

Included in the hire fee of The Meteor:

  • The use of the Black Box venue and Green Room.
  • Independent access to the space, by prior arrangement.
  • Technical Support
  • Use of in-house Lighting equipment
  • Use of in-house Sound Equipment
  • Air conditioning/ Heating for performances
  • The use of the Victoria St Billboard
  • Online and Social media support
  • Marketing and publicity support
  • On site Hospitality
  • Ticketing operations
  • Eft-pos and Wi-Fi Facilities

Charged on top of the basic hire fee:

  • Extra Technical Support – at a rate of $30(+GST) per hour, per crew member.
  • Air Conditioning or Heating Use outside the time of one hour prior to and during the event at a rate of $20 per hour.

Technical Information

For information on Equipment, Crew and Access see the Technical Information section below.

Cleaning

You are responsible for the cleaning of the auditorium and back stage areas utilised by the show.

Front of House Staff

We have a group of enthusiastic volunteers and staff who can help with the Front of House at your event with door sales, ushering and safety procedures, when needed. We encourage you to provide some of your own faces in these roles to welcome your audience. Theatre is a group activity and you should still take advantage of any offers of help in this regard!

Prior to each event a Meteor manager will explain the protocols for audience safety and brief fire wardens on evacuations procedures. We will also assign at least one of your people as a fire warden to ensure The Meteor is safely evacuated to the designated assembly area in the event of an emergency.

Bar and Café Facilities

Meteor holds a liquor On Licence for the sale of alcohol at appropriate events. We provide licenced Duty Managers to ensure all legal and host responsibilities are adhered to.

We do not operate as a profit share proposition for these sales. Any profit from the café/bar enables us to keep our hire fees low and the venue accessible to the community.

We will only allow outside catering to be used by shows under special circumstances. If you have an idea for an event for which you would like to provide catering as part of the ticket price, please discuss with us.

Technical Information

Equipment

The Meteor has the following equipment:

  • A lighting desk and lamps.
  • A sound system.
  • Curtaining.
  • Rostra.
  • Tables.
  • A collection of lighting gels.

For a full list of equipment, please download the Meteor Theatre Technical Equipment List from www.themeteor.co.nz/resources.

All the equipment listed is available for use, at no extra charge.

Any other equipment required is the responsibility of the individual show. The Meteor has preferred suppliers – ACLX Lighting and Scott Sound – who have special “Meteor rates” for the hire of equipment.

Please note: all electrical equipment must be tested and tagged before it can be used in the building. Any questions please contact alec@themeteor.co.nz.

Crew

The Meteor provides technical assistance, though we will not operate your show. We will help with pack-in and pack-out and provide support through the run of your project.

You will need to get people involved to undertake the technical aspects required for pack-in, rigging, operation (sound, light, stage management) and pack-out.

We will need to approve your team, which may mean training in the use of the equipment.

Only specific, approved, persons will be authorised to work at height – i.e. use the genie or scaffold tower.

Please note: when you are in the building, you will be responsible for the health and safety of your crew and cast. Please refer to the health and safety manual available on site and at http://www.etnz.org/files/Guide-Version12.pdf

Please note: any use of smoke machines, hazers, or naked flames or flammable products is strictly prohibited. This will only be allowed if a risk plan and operating procedure is agreed and adhered to. Any deviation from the agreed plan / procedure and the show may be immediately cancelled.

Access

For a longer run show, or if you are a regular user, The Meteor may provide an access card and key so you can be in the building without supervision.

When you’re in The Meteor with an access card and key, you’re responsible for the security of the building and keeping it in good order.

Any misuse of the access card privilege may result in the card being withdrawn.

Costs and Ticketing

Risk Share Model

The Meteor operates on a partnership or “risk-share” model of 20:80. This means that The Meteor charges a daily nominal fixed venue hire fee OR takes 20 % of the daily gross box office revenue (plus GST), whichever is the higher.

The outcome is that we reduce your risk of loss but also share in your triumphs. The Meteor gets a better fee with bigger audiences, so we actively work together to achieve the best outcomes for your production. Your success becomes our success too.

Daily Charges

The daily fixed Community Rate over a multi-day performance season is $50 (plus GST). This rate is charged for all pack in and out, technical and dress rehearsals and ‘dark’ days. It is also the cost of a performance day, if your ticket revenue is below the 20% threshold.

The Meteor currently charges a fixed Community Rate of $100 (plus GST) per One Day Hire period. Again, if 20% of your gross ticket revenue exceeds this, you will be charged the higher amount.

Commercial hire rates are more appropriate for some events, prices are available upon request. Please note: our percentage has ‘first call’ status on your box office income.

A Cleaning Bond and any security access bonds will be charged when you sign the contract. These must be deposited to confirm your booking. Cleaning of all areas hired must be done to a reasonable standard to ensure the cleaning bond is returned.

Included in your hire fee is 6 hours of technical support and set up from the Meteor crew during your Pack In. Any extra technical support required above this 6 hours will be charged out at the rate of $30 per hour, per crew member required. This will be an automatic 3 hour call out.

Pack out will incur no automatic extra Technical Support charge. However, we reserve the right to charge for extra hours if packing out the event requires more than 2 hours.

Facilities and services included in the hire fee of The Meteor:

  • The use of the Black Box venue and Green Room.
  • Independent access to the space, by prior arrangement.
  • Technical Support (6 hours)
  • Use of in-house Lighting equipment
  • Use of in-house Sound Equipment
  • Air conditioning/ Heating for performances
  • The use of the Victoria St Billboard
  • Online and Social media support
  • On site Hospitality
  • Ticketing operations
  • Eft-pos and Wi-Fi Facilities

These facilities and services will be charged on top of the basic hire fee:

  • Extra Technical Support – at a rate of $30(plus GST) per hour, per crew member.
  • Air Conditioning or Heating Use outside the time of one hour prior to and during the event at a rate of $20 per hour.
  • Any gaffer used in The Meteor MUST be purchased from us. We only use professional quality tape that we provide to you at $17.50 per roll.

Complimentary Tickets (‘Comps’)

You may wish to provide complimentary tickets over your season. A general rule of thumb is two tickets per cast or crew member. In addition a show may ‘comp’ up to half the seats for opening night. There will be no charge for these comps. Any further complimentary tickets provided by a show, will be charged at the 20 % ‘risk share’ fee of the average ticket price, which is a fair reflection of our share, had these tickets been sold.

You must provide a list of your season’s comps to The Meteor by opening night.

The Meteor reserves the right to utilise, on behalf of the One Victoria Trust, up to 10 complimentary tickets, over the run of a show to recognise The Meteor’s supporters. The Meteor may also offer discounted or complimentary tickets to members of The Meteorites, with your agreement.

Ticketing and Audience Numbers

The Meteor has a partnership arrangement with iTICKET for all booked tickets. No other ticketing provider can be used for presales of your event. You can choose to combine this with door sales, or have door sales only.

There is no ticketing fee associated with door sales. Please do not discount your iTICKET price for door sales. We have a credit card and eftpos terminal at Front of House that you are welcome to use for ticketing. We can provide a float by pre arrangement. We ask that you use our simple ticketing system for all door sales, or another means pre-approved by The Meteor.

Collecting the numbers of people using The Meteor is an important aspect of our continued management of the Theatre. We would appreciate your honest assistance in this regard when required.

iTICKET Information

To set up your show on the iTICKET website, we will send you their booking form to fill in. You return this, plus correctly sized images, to us, and we arrange the rest with iTICKET.

All tickets pre booked through iTICKET carry a $3 ‘inside charge’ which you should take into consideration when setting your ticket price. This means that iTICKET take their fee out of the ticket purchase price and do not add on charges, except credit card fees.

The Meteor calculates the 20 % from the total ticket price – which includes the iTICKET fee.

We get a daily printed report from iTICKET, to be used by the ticketing staff to manage door sales for each event. The iTICKET cut off for audience bookings is 3 hours before your start time. We are also happy to let you know how your pre sales are going at any time in your season.

Important: Shows making use of iTICKET are required to display the iTICKET logo and booking disclaimer on their marketing materials. We will send you these files with your booking form.

Please send to info@themeteor.co.nz

  • The iTICKET booking form (provided by us or downloaded from themeteor.co.nz/resources)
  • A “portrait” image of 270 × 315 pixels, in .jpeg or .png format.
  • A “banner” image of 800 × 400 pixels, in .jpeg or .png format.

Invoicing and Payment

After your event has finished we will provide you with a spreadsheet breakdown of ticket sales and audience number totals for each night. This will also outline how hire fees are calculated for each night – fixed venue charge or 20% of gross, whichever is greater.

All eftpos and credit card door sales are settled nightly into a Meteor holding account. iTICKET sales revenue, minus their fees, is settled the Tuesday following the end of your event. We hold all ticket revenue in trust until we have reconciled your sales to our mutual agreement. For single events we can sometimes do this at the conclusion of your event.

After we have agreed on the financial reconciliation we will provide a GST invoice for your hire fees and any other expenses incurred. Then we will settle any revenue we are holding to your nominated bank account, minus our invoiced amount. If we do not hold enough revenue to cover our fees further payment will be required into our provided bank account number.

Marketing Support

A minimum of six weeks before your season begins we will need to receive materials to help us do our part in marketing and assisting you in producing your show. But remember: you are ultimately responsible for your own marketing.

Please download our comprehensive Marketing Guide PDF from the resources page for lots of helpful tips and media contact details.

Here’s what we need from you:

Meteor website and newsletter

For any public event we run at The Meteor, we create a Facebook event and an Event page at our website, www.themeteor.co.nz. We also create listings for you on Eventfinda, The Big Idea and Creative Waikato, and send a monthly email newsletter to our database. We require the following materials a minimum of six weeks before your season begins. Ideally they will be based on the same theme as your other marketing materials (i.e. posters, flyers) for consistency.

Please send to marketing@themeteor.co.nz:

  • Image for the “slider” on the homepage of the website: 1170 x 460 pixels in .jpg or .png format.
  • “Hero” image for event: 570 x 320 pixels .jpg or .png format.
  • We require a blurb – about 100 words – for our website event page, as well as the listings we create for you on Eventfinda, The Big Idea, and Creative Waikato.
  • These images must be attached to an email to marketing@themeteor.co.nz along with your blurb. Please don’t put images in Microsoft Word or Adobe PDF documents – this makes them very difficult to deal with.
  • It’s possible to create an animated slider for the front page of the website for added visual effect. If you wish to do this, please contact marketing@themeteor.co.nz or detailed instructions on what materials to send.
  • If we don’t receive these materials in time, we will put up your event on just our website using a generic font and blank image, which isn’t a great look. Take a bit of time to make your images shine!

Press release

We require a press release about your event so we can assist with getting your information into local arts diaries, gig guides, or newspapers. Your media release may be re-branded as a Meteor press release and we may re-write it as necessary. If you are planning on making a release for your event, make sure to read the tips at www.themeteor.co.nz/resources – they can be a big help.

Press images

Many newspapers and arts publications will not print a copy of your poster, but they will use a promotional image from your event. A good promo image is high-resolution, well-shot and provides a good look at what your production represents. Please include an image or several with your press release. It hugely increases the likelihood of being printed.

Posters

Please send us a digital copy of your poster and/or flyers – we can often find uses for this. We won’t print posters for you, but we are happy to offer the use of our poster wall and foyer for display. Please make sure that any posters for the poster wall are matte finish, not glossy – glossy posters will fall down.

All posters for events taking place at The Meteor must feature our logo (it doesn’t have to be big!) Copies of our logo in black and white, in a variety of formats, can be downloaded from www.themeteor.co.nz/resources.

Please send to marketing@themeteor.co.nz.

  • A press release
  • At least one high-quality press image
  • Any images must be attached to the email, not embedded in a Word document or the body of the email.
  • Posters to advertise your event. These must feature our Meteor logo, and if you are using the iTICKET system, they must also feature the iTICKET logo and disclaimer.

Reviews

We know a few reviewers who may attend your preview night or opening night to do a review of your show. We strongly suggest you take advantage of this opportunity, if possible. It’s particularly good to get a reviewer to a preview night as this may mean your review is ready in time for your official show opening. Email marketing@themeteor.co.nz to arrange this.

The Meteors supporters group

The Meteor has a supporters group, called The Meteorites. Membership of the group confers a number of benefits, and your production may wish to make use of some of these as detailed below.

Programme

If you have a programme for your show, we may require you to put an insert for sign-up to The Meteorites inside or attached to the programme, which we will provide. We may also put sign-up slips in the theatre on seats for your show.

Preview night

You might wish to hold a preview night, to which The Meteorites will be invited. You’re not obligated to do this, but we do suggest making use of it if possible. This may be a dress rehearsal. Doing this means that not only can a reviewer come to your show prior to the show’s official opening, but that you can have an audience as well. We’ll ask you if your show wants to make use of this, or you can let us know.

Rush tickets

If your tickets are not selling as well as you would like, we will offer rush tickets (first in, first served, at a low price) first to our supporters group, then to our general mailing list and Facebook page members. We can also do competitions and giveaways for tickets – and will be happy to talk with you about how best to do this.

How to book

The process to book, organise and stage a show.

  • Fill in The Meteor 2016 Submission Form
  • Meet and talk with the managers if possible. Emailed conversations are OK too!.
  • During, or immediately after this discussion you will be assigned a provisional booking.
  • Receive a contract and a set of technical questions.
  • Pre-production meeting to discuss details:
    • Show times for each day your show is playing
    • Running time of show
    • Audience capacity
    • Ticketing and ticket prices
    • Front of house operation
    • Marketing strategy
    • Technical requirements
  • Sign contract and pay the bond
  • Provide cast, crew and technical person details to info@themeteor.co.nz
  • Receive a confirmed booking
  • Furnish promotional material for marketing
  • Pack-in
  • Perform
  • Pack-out and clean
  • Final ticketing reconciliation, invoicing and payment.

iTICKET checklist: please send to info@themeteor.co.nz:

  • The iTICKET booking form (provided by us or downloaded from themeteor.co.nz/resources)
  • A “portrait” image of 270 × 315 pixels, in .jpeg or .png format.
  • A “banner” image of 800 × 400 pixels, in .jpeg or .png format.

Publicity checklist: please send to info@themeteor.co.nz:

  • Image for the “slider” on the homepage of the website: 1170 x 460 pixels in .jpg or .png format.
  • “Hero” image for event: 570 x 320 pixels .jpg or .png format.
  • These images must be attached to the email, along with your blurb. Please don’t put images in Microsoft Word or Adobe PDF documents – this makes them very difficult to deal with.
  • We require a blurb – about 100 words – for our website event page, as well as the listings we create for you on Eventfinda, The Big Idea, and Creative Waikato.
  • A press release
  • At least one high-quality press image
  • Any images must be attached to the email, not embedded in a Word document or the body of the email.
  • Posters to advertise your event. These must feature our Meteor logo, and if you are using the iTICKET system, they must also feature the iTICKET logo and disclaimer.
  • Let us know if you want a review of your show
  • Let us know if you want a preview night, to which our supporters club will be invited

Rehearsal Space

The Meteor has brand new, modern rehearsal space available for hire. This spacious and light filled room is upstairs and private. Ideal for use by groups wishing to rehearse, practice, workshop or hold training sessions.

Fully carpeted, the space includes a 7 x 10 metre open area with a 3 x 3 cubicle and desk. There are multiple power points, cubby holes and lockable storage. The room is well lit and ventilated, with opening windows. Air conditioning and heating are also available.

Toilet facilities are located next door. There is a lift and ramp for wheelchair access. Kitchen facilities for tea and coffee are downstairs in the Meteor. Security access will be arranged for each user group.

We are offering three-hour sessions as a hire period for $30+gst. The room is available seven-days-a-week, for morning, afternoon and evening sessions.

For inquiries and more information please email info@themeteor.co.nz or phone Deborah on 027 5294470

Creative Cluster

The Creative Cluster @ The Meteor is a shared working space is available to creatives and people who think creatively in their business.

We have two rates– one for creatives who are setting out on their way, and another for profit-making businesses.

The Meteor understands the importance of supporting creatives during the establishment phase of their career, and therefore offer this generous rent subsidy.

The Creative Cluster sits up on the mezzanine floor above the Theatre and is fit out to the highest standard as alight filled, funky and versatile office space. There are 17 workspaces within 6 pods available for hire either on a full-time or part-time basis. There is also heaps of bar leaner space for more temporary hot-desking arrangements.

Each workspace comes with ample storage and benefits form the following facilities

  • Unlimited Broadband Internet
  • Modern kitchen
  • Casual meeting spaces
  • Board room use at no extra costs
  • Secure cardax access
  • Flash loo’s
  • Architecturally designed environment

What we don’t have

  • At the moment there are no printing facilities. We are working on it
  • Chairs. BYO desk chair.

Rates

Check out The Creative Cluster Rates.

The Fine Print

The Creative Cluster will remain gorgeous and affordable as long as all tenants support the guiding rules. They are:

  • Agree to and abide by the security protocols.
  • Agree to the Health & Safety guidelines.
  • Liability for security call out fees if activated.
  • Clean desk policy. There is plenty of storage to put things away every night.
  • Kitchen and toilets must be kept squeaky. Grommits are not tolerated.
  • 3 months rent in advance and minimum 3 month leases.
  • One month rent upfront as bond.
  • Be respectful of the shared space and adjust accordingly.

We reserve the right to add or subtract rules as we evolve…

Ready to join?

You’d be mad not to.

Contact us at hello@creativewaikato.co.nz or give us a buzz on 0508 427 892.

We will then:

  • Assess your eligibility
  • If all good, give you a tour of the space
  • You like? Then we give you a rental agreement
  • You give it back all filled in
  • You hand over 3 months rent and one months bond plus $50 bond for access card
  • We set you up with access, allocate your space and you are away!

See you soon!

Resources