Purpose

As part of the annual review of fees and charges Parkwood Leisure in negotiation with Crawley Borough Council provides updated figures for the forthcoming financial year. For 2026/27 year a proposed revision has been made to the structure of some of the fees and charges. The revision is to create a packaged pricing structure covering large scale hires of The Hawth facilities including the Main Auditorium and The Studio. These areas are generally hired for performance space which requires technical assistance and is for multiple hours. The current pricing structure makes it difficult for hirers to work out their costs as there are several single line items from the current structure required for hire of these areas. By bringing these into a package price it makes the charges clearer and more accurate at a glance. Increases to fees and charges can be approved by negotiation with CBC officers and in consultation of the Portfolio Holder for Leisure and Wellbeing.

Decision

Option 1 - Create a packaged pricing structure for larger scale hires of Hawth facilities and approve negotiated rate increases for 2026/27 This operational decision supports the introduction of a simplified, risk-managed, and usage-aligned hire structure at The Hawth Theatre. In consultation with the Cabinet Member for Leisure and Wellbeing the proposed ‘package deals’ to be adopted along with the negotiated rate increases for 2026/27. These will be communicated to hirers in advance of the formal budget approval cycle to support planning and continuity.

Alternative options considered

Option 1 - Create a packaged pricing structure for larger scale hires of Hawth facilities and approve negotiated rate increases for 2026/27 The option seeks to simplify pricing and improve operational safety and efficiency. Package Pricing • Removal of hourly hire rates for main areas such as the Main Auditorium and Studio. • Introduction of a 12-hour package that includes: • Venue hire • Dressing rooms • Technical staff (e.g. lighting/sound desk operators), required to ensure operation of equipment by qualified, trained personnel. Reduces risk of damage to council-owned equipment. Simplified Pricing structure: • Reduces complexity for hirers by consolidating multiple non-negotiable line items. • Improves transparency and planning for community groups and event organisers. • The pricing has been benchmarked against current fees and charges and offers a cost reduction compared to itemised pricing against full use of the facilities included. Alignment with Usage Patterns: • Main areas are typically used for full-day events rather than short hires. • A 12-hour package reflects operational demand and staffing availability within safe working practices. Fees and Charges Approval Timing Considerations Fees and charges approvals at this stage rather than in February enables hirers to consider financial requirements and confirm bookings for the forthcoming year in a timely manner. This supports business continuity and customer confidence. Option 2 - Retain current pricing structure and approve negotiated rate increases for 2026/27 This continues the current pricing structure which creates ambiguity and creates risk in terms of use of equipment. It also continues the current practice of unclear pricing for large hires and clarifies the areas of use required. For example, if hiring the Main Auditorium, the dressing rooms are not available for hire by other groups.