Scrutiny of the HQ Theatres’ Contract – Watford Colosseum

The panel received a report of the Head of Community and Environmental Services that discussed the outsourced contract with HQ Theatres for the Watford Colosseum and included the Watford Colosseum Annual Report 2016/17 (at appendix one).

The Contract Monitoring Officer introduced the report and explained her role in monitoring the contract and how quarterly reports were forwarded to the portfolio holder.  She advised the panel that Mr Hargreave and Ms Ditch would discuss the annual report in more detail for the information of members.

Mr Hargreave advised that the Watford Colosseum was in a healthy position; experiencing good growth and an increase in ticket sales.  He outlined the positive financial position of the HQ Theatres company itself which ran a variety of different theatres; predominantly across the south east of England.  It was the second largest operator in the UK.  He discussed the management style of the organisation and how venues had the flexibility to develop their own businesses.

He emphasised the particular and unique aspects of the Watford Colosseum and how the venue would further develop over the next 12 months.  He thanked Ms Ditch for her stewardship over the past year; when significant improvements had been made.  He explained how the company would invest in technology to enhance the customer experience, and would have a pioneering approach in the use of social media.  He concluded that the Watford Colosseum had been awarded ‘venue of the year’ across the company in 2016/17.

Ms Ditch commenced by explaining the monthly reporting procedure of the contract operation back to the council and how the business plan was developed; albeit this did not run co-terminus with the contract itself.  There had been positive developments in the running of the venue in the last year with tangible results.  She cited a number of examples including the BBC radio programme ‘Friday Night is Music Night’ being recorded at the venue. 

Ms Ditch discussed the content of the Watford Colosseum Annual Report 2016/17 including the information contained in the introduction and executive summary, the programme balance and range (and enhancements thereto), community use of the venue and the key performance indicators (that were all very positive). 

In response to requests from a previous panel meeting in 2016/17, she explained how four additional Asian ticketed productions had been added to the programme for 2017/18.  In response to a question from the chair, she explained that the one Asian event held last year had been a Punjab experience and had been a hire of the theatre – as a result, the organisers had carried out their own marketing using established community links.  This had proved a good starting point.

The Leisure and Community Section Head discussed the benefits of the linkage between all council contract managers through a peer challenge event.  He continued by explaining how his staff ensured a high value service was provided by HQ Theatres at the Colosseum and how this was monitored on a quarterly basis.

Ms Ditch went on to discuss HQ Theatres support for fund raising initiatives and outlined a number of the associated events held at the Colosseum.  She advised members on the customer satisfaction data contained in the annual report and on the Colosseum building’s health and safety issues.  Mr Hargreave added that HQ Theatres was an industry specialist in these matters conducting full annual inspections (with interim quarterly reviews) and had a robust health and safety culture.

The Leisure and Community Section Head discussed the risk matrix outlined on page four of the report and the link with the contactors.  He went on to discuss the social value of the contract and how monies were spent on Watford people and businesses.  He concluded that the carbon footprint of the Colosseum building was being examined as it was an old structure and could be improved.

In response to questions from members, Mr Hargreaves and Ms Ditch,

·        Outlined how the improvements to the theatre had been achieved in the past year - including better business planning and team performance.

·        Advised how community hires were promoted during the quieter commercial periods; the average cost for a community hire being £1,200.

·        Explained how steps were taken to mitigate against some of the parking issues at the venue.  However, in general, the transportation infrastructure was good.

·        Informed the panel how measures were taken and processes improved to keep the number of days when the venue was not booked to a minimum and to maximise capacity.

·        Advised how security approaches at the Colosseum were varied dependent on the level of threat – making reference to the ‘critical’ level experienced in the UK earlier in the year.

·        Agreed that consideration could be given to left-over food from the Colosseum being provided to food banks and to churches.

·        Advised on some of the measures the council could consider to improve the attractiveness of Watford as an entertainment venue. 

The Leisure and Community Section Head discussed the role of the Cultural Leaders Group and how strategy was being developed to encourage people to stay overnight in Watford, as opposed to remaining just during the day, to enjoy the range of entertainments offered.

In response to a question from Councillor Mauthoor, Ms Ditch advised that there was the possibility of the London Youth Choir being booked at the venue in the future together with a major conductor. 

In response to a further question from the councillor, the Leisure and Community Section Head explained how the ten year contact with HQ Theatres was structured and undertook to provide members with the associated financial information.

Councillor Sharpe went on to explain the history of how the Colosseum had been managed by the council and outlined the unique cultural offer now provided by the new theatre – and beyond that of a commercial operator.  Mr Hargreaves articulated the benefits of the contract with the council and of the value of partnership working that promoted retail and leisure through culture.

The Chair concluded that the annual report was very strong and congratulated the Colosseum for being venue of the year.  He thanked Mr Hargreaves and Ms Ditch for their contribution to the panel.

RESOLVED that –

1.      the progress of the contract be noted.

2.      the action requested be undertaken.