Frequently asked questions (FAQ)
If you are new to the Fringe, or even if you are not, choosing a venue can be a daunting process. Here we set about answering some of the questions you might want to ask or which you SHOULD ask your potential venue. If there are any other questions you would like to see answered here, send us feedback.
What should I look for in selecting a venue?
Why the Underbelly?
What do we get if we come to the Underbelly?
What slots do you offer?
How much do you cost?
What is included and what costs extra?
What else is in the contract?
OK, that sounds great, how do I apply?
What is the deadline?
Where can I get help?
I don't have a technician - where can I find someone?
I have a show/venue - how do I get people to buy tickets?
Where should I stay during the Festival?
Will I make money?
Should I have insurance?
What other permissions or rights do I need for my production?
What should I look for in selecting a venue?
One of the major factors is COST… and quite rightly. Make sure you research a few venues. You will find venues at different prices with different rental arrangements. Decide what you want to achieve from the Fringe. The bigger venues will tend to be more expensive but then you’re getting a full service and access to a greater number of audiences, agents, press and promoters. Also consider the following:
(1) Track record - Ensure the venue has a good track record for productions like yours. It helps if you have visited the venue before so that you know exactly what you are getting and that it suits your show and has the right market audience.
(2) Atmosphere - Why not make it somewhere you enjoy spending time, even when you are not performing. A number of venues also offer bar discounts to their companies and the chance to see other shows within the venue for free.
(3) Location – Go where there is a vibe and an audience for your show. Venues further away from the centre of the city may be cheaper but it will be harder to draw an audience.
Why the Underbelly?
We are one of the leading venues on the Fringe with a proven track record of programming high quality and diverse shows. Over the years we have been highly praised for our venues and staff and a whole host of shows in our programme have won a whole host of awards. Our venues are right in the middle of Edinburgh. The atmosphere is unrivalled. Underbelly's four floors of theatres and bars offer a hedonistic heaven at the centre of the Festival. Baby Belly is a relaxing and atmospheric experience deep in the caves under Edinburgh and only 5 minutes from Underbelly. And everybody talks about Udderbelly’s Pasture, incorporating E4 Udderbelly and E4 Cow Barn.
Often described as off the wall and quirky we are the refreshing alternative to the more conventional venues. We take risks in programming and support new work and emerging talent. Professionally run venues with truly unique and site specific performance spaces. Our bars are the most talked about on the Fringe. As a member of an Underbelly venue you’ll get discounts, access to shows and be able to call it home.
What do we get if we come to the Underbelly?
See the performing at Underbelly for more information on what exactly we offer and what we expect from you.
What slots do you offer?
Underbelly venues are open from around 10.30am to 4am, although most shows will have start times from about 11.30am to 1am. The slot lengths are not fixed but we do not tend to programme shows that are more than 1hr-1hr15. Most shows have a get-in of 10-15 minutes and a 5-10 minute get-out and should be devised with this in mind, though we are happy to discuss your individual requirements. We accept applications from January till early April.
How much do you cost?
Our rental fee is based on a box office split with guarantee. The split tends to be 60/40 in your favour. Our starting point for calculating the guarantee is to take our 40% split of what your gross ticket sales would be if you sold 40% of your tickets every night (at your average ticket price). This may be different depending on the time of day and length of your slot.
We therefore first discuss with you the length of your run and ticket prices and from that work out your estimated gross. From this we calculate your guarantee. The total rental fee at the end will be the higher of (i) the guarantee; or (ii) 40% of your actual gross box office sales. As an example, if your guarantee is £2000 and 40% of your actual gross box office sales comes to £2100, then we will keep £100 on top of the £2000 guarantee already agreed and return the rest of the net box office receipts to you. If 40% comes to less than your guarantee we take only your guarantee.
A deposit of generally 50% of your guarantee will be required in 3 installments prior to the Festival in April, May, and June.
In addition to this we also charge a publicity fee. In 2008 this was £500 (excl. VAT). This covers the cost of entry into our joint brochure with the Gilded Balloon, Pleasance and Assembly with a distribution of 400,000 copies in London, Glasgow and Edinburgh.
We are required to charge you VAT on our rental fee and all charges and pass this on to Mr Brown, so bear this in mind when budgeting.
What is included and what costs extra?
The rental fee described above includes the venue rental, the standard lighting and sound equipment, standard technical support, marketing, press and front of house support, computerized ticketing (including advance credit card sales on our website and by telephone). Special lighting/sound equipment can be hired on your behalf and the cost will be passed on to you. If you require technical operators or other dedicated staff we have skilled people available. The cost in 2008 was £18.50 per performance (excl VAT). We charge for sundries supplied by us and photocopying on the venue copier. Finally we charge for any breakages and lost/ left equipment in your space. Full details will be set out in your contract.
What else is in the contract?
Go to our performing at Underbelly page for more details on our fees, what we will commit to provide and what you must commit to provide, including, most importantly, your best possible show!
OK, that all sounds great, how do I apply?
First of all create your best possible work, work out the length of show, best space and capacity (check tech specs in detail), cost out your production including living, traveling, marketing costs and VAT.
Once you know what you want to do and that you are going to be able to afford to do it, then fill in our online application form. Do not worry if you do not know the answer to every question. Provide as much support material along with your application as possible; company profile, synopsis, scripts, dvd’s (even of previous work), reviews, marketing material, actors cv’s. The earlier you think of it the better your proposal will be and easier for us to build into our programme.
What is the deadline?
The deadline for applications is 30th March 2009 but we would advise not leaving it until then to apply. We tend to programme from February onwards and whilst we do not operate on a first come, first served policy we will give slots out in early February for shows we really like.
Where can I get help?
We are always willing to help companies wishing to come to Underbelly so don’t hesitate to get in touch. The venue directors have had years of experience bringing shows to the Fringe before setting up Underbelly and we also have a dedicated team of very experienced return staff each year.
We also recommend you register your company with the Fringe Office asap to get regular bulletins and advice sheets. Once you have a venue offer Underbelly will register your show with them and require you to pay the fringe registration fee to us before the Fringe deadline. You may also find some helpful information on the chat forums on www.edfringe.com
I don't have a technician - how do I find someone?
The Fringe Office website has a bulletin board for performers that you can use to seek help.
Otherwise let us know on your tech questionnaire (after your offer) and we can provide you with a lighting/sound operator as necessary. The cost in 2008 was £18.50 per show (excl VAT).
How do I get people to buy tickets?
Hard work. Due to the huge competition in Edinburgh even the most reputed shows require a great deal of hard graft to ensure that everyone knows about them. By April you will need to have a 40 word blurb for the Fringe Brochure and a slightly bigger one for the venue brochure, a great brochure image as well as some press shots, and a good one page press release for the Fringe Press Office and our own. These can be updated later but you need to be getting ready this early. Look at the last years promo shots and brochures to see what you think sells. See our publicity guidelines for more info.
During the Festival you need to be shameless publicists. Hand out fliers, daily, in costume maybe, and engage people in conversation. Try and come up with a newsworthy angle. Reviews are great, if positive and if and when you get them but a feature or news item (a) usually gets more prominence in the paper and (b) will probably only say good things about you. The papers are always looking for material, so any good gossip or (genuinely) funny stories have a good chance of getting a mention.
Our press staff will try to generate as much publicity as we can and facilitate getting the Press in to the venue, but obviously we cannot promise coverage for all 130 odd shows. You must work on self promotion and word of mouth. Encourage the staff to see your show as they can be the best form of word of mouth as they are often asked what is good.
Publicists can be great, if you have the budget and they commit the time to your show. Be careful that you are aware of their work and the number of other shows they are promoting before taking them on.
Where should I stay during the Festival?
There are a number of flat-letting companies which specialise in letting flats to performers, eg Factotum, Dickens and Festival Flats. This can often be the most cost-effective way of finding accommodation even if the prices look horrendous but do shop around. Most Edinburgh lets are based on more than one person to a room so be clear what you are getting. The University of Edinburgh lets out student accommodation, which is fairly central and there are also lots of hostels in the Cowgate area but these may end up being costly for the full run. The Fringe Office bulletin boards do get updated regularly as well.
Will I make money?
To be honest, for the majority of shows, almost certainly not. Huge competition (2,056 registered Fringe shows in 2008) and high overheads generally means that most shows will only break even if indeed they cover all their costs. You should therefore ensure that you have as much sponsorship as possible and budget effectively.
Edinburgh is however excellent for building your companies profile, getting promoter interest, reviews and networking and can therefore be an amazing experience which leads on to other things.
Should I have insurance?
Yes, we very strongly recommend that you do get public liability insurance for your company. A good starting point is First Act Insurance (www.hencilla-firstact.mmbox.co.uk). Equity Members may also be covered as individuals. There is also more information available in the performers section on www.edfringe.com.
What other permissions or rights do I need?
If you are proposing a published play you do need to make sure the performing rights are available and that you can obtain them. Underbelly obtain theatre licences for all our venues so that is covered, however, if your show contains Hypnotherapy a different licence is required. Your company is responsible also for music rights (PRS), however, this is not something you need to worry about before arriving at the venue. The Fringe Office has negotiated a deal with the Performing Rights Society on behalf of all fringe companies and you will be provided with a form to fill out listing full details of all published music used in your show. Underbelly obtain licences for Background music which covers entrance and exit music. Any deductions required will be taken from your Fringe box office takings post festival. Regular checks are made at Fringe performances by the Performing Rights Society for music copyright.
