Are you looking for a venue to host your next event? 

The Phoenix Clubhouse is dedicated to providing a comfortable space for artists and community members to gather, share and grow!

The Phoenix Clubhouse would love to partner with you on your next event to help create a successful and enjoyable experience!

BASIC INFORMATION

Event partnership is a program offered by The Phoenix Clubhouse as an alternative to a public venue rental. Local performers, community members, musicians, comedians, artists, and promoters who live or work in Southern Oregon, and are at least 18 years old can apply to participate in the event partnership program. Events that are “all ages” and require a cover charge or paid admission to attend ($5-$10 minimum) will be considered for event partnership.  

The Phoenix Clubhouse will be entitled to 50% of the total amount collected from ticket sales or admissions minus any online or cc processing fees. The event partner will be entitled to the remaining 50% collected from ticket sales, minus any online or cc processing fees, and will be 100% responsible for compensating each act/performer according to the agreement made between the event partner and each act/performer at the time of booking.  

In order to have an event considered for partnership you must submit a finalized event proposal that meets all the requirements set forth by The Phoenix Clubhouse. Meeting the eligibility requirements of the event partner program does not guarantee that your application will be approved. The decision to approve, deny or cancel an event partner application or agreement is at the sole discretion of The Phoenix Clubhouse.  

If your event partner application is approved, you will have additional duties and responsibilities that must be fulfilled before, during and after the scheduled event. Failure to meet all of these expectations will result in additional fees and or immediate event cancellation. 

Event partners must pay the required public event fee ($50) after their application is approved and before any promotions or ticket sales begin. In addition to the public event fee, event partners are responsible for any fees, penalties, damages or fines that are incurred during the event partner event. 

The Phoenix Clubhouse reserves the right to determine all final event details; including but not limited to ticket cost, show time, schedule, if alcohol will be available onsite, and whether the event will be 21+ only, 18+ only, or all ages. 

If your application for event partnership is denied, you may submit a public rental application to be considered. If a public rental is approved you are entitled to 100% of ticket sales/admissions. 

Steps to be approved for an Event Partnership at The Phoenix Clubhouse

1) Submit a

2) Read the Venue Rules & Conditions of Use and Event Partner Duties & Responsibilities

3) Submit an

The person who submits the application is the “event partner”, as an event partner you must:

1) Adhere to the Venue Rules and Conditions of Use and are responsible for any fees, penalties, damages, or fines incurred during or leading up to the event partnership event.
(Event partners must remain on-site during the entire event and are responsible for managing the event. This includes making sure that venue space and equipment are being used appropriately and left clean and damage free, and that the performance schedule and performer expectations are being adhered to.)

2) Fulfill all the Duties, Responsibilities, and Expectations of Partnership
– Application/Pre-approval process
– Booking & communicating with each act/performer
– Promotions
– Financial

The Phoenix Clubhouse reserves the right to cancel any event, at any time, for any reason, and will not hesitate to do so if the public event standards, event partner expectations or venue rules & conditions of use are not met in their entirety.

What does The Phoenix Clubhouse offer Event Partners?

Venue Space/ On-Site Staff/ Equipment & Promotion Opportunities

The event will be promoted:

1. On the Upcoming Events page on our website.
2. In online and print event calendars such as The Rogue Valley Messenger, Jefferson State Vibes, Mail Tribune and Evensi.
3. On our Facebook, Instagram, and Twitter pages.
4. In person at our weekly open mic and other public events.
5. The Phoenix Clubhouse will distribute 10-15 of the printed event flyers in Phoenix and Talent.

The Phoenix Clubhouse may:

1. Take pictures and videos during the event and make them available online.
2. Organize and provide the opportunity for up to 5 people to join a street team. Street team members will carry out various promotion duties including flyer distribution, ticket sales and online social media posting in exchange for free attendance to the show. The promotion team duties will be in addition to the activities carried out by the local act(s), and The Phoenix Clubhouse.

Sound Technician: Available before and during the event to operate the sound board and direct sound check.

Stage Technician: Available before the event and in between acts to get ALL equipment plugged in and assist with sound check.

Door Person: Available to sell tickets and give out wristbands to attendees during the event. The Phoenix Clubhouse will provide till change and wristbands for the door.

• Depending on the availability of staff and volunteers, one person may be responsible for running the door, sound board, stage and promotions.

Venue Space: Includes a small stage with monitor speakers, a sub-woofer, and main speakers as well as a white oak dance floor. (49 person occupancy)

Alcohol Service: If alcohol will be available during the event additional time will be needed to plan and promote after your application is approved (no less than 30 days).

Unless other plans are submitted and approved on the event partner application,  The Phoenix Clubhouse will obtain a TSL from the OLCC, pay the fee, and purchase the alcohol and supplies. The Phoenix Clubhouse will serve the alcohol and receive 100% of the profits from alcohol sales.

If someone needs to remain at the door or OUTSIDE the venue to check ID’s it may affect the availability of venue staff to assist with sound, stage and video work.

Is there another option for performing at The Phoenix Clubhouse? 

If you are unable to fulfill these requirements or would like to produce an event that will not meet the expectations for partnership, we also offer public event rentals. This is another great option for hosting events at The Phoenix Clubhouse. Make sure to check out the Live Music/Performance Package under our Rental Information page.

If you want to join a bill but are not interested in organizing an event and applying for partnership, there are a couple of ways to connect with other bands/performers in the area. You can attend our Free and All Ages Open Mic that is held every Wednesday from 7-10pm. This is the perfect place to show the community what you have to offer and meet new people. We also have a public FB group called “Phoenix Clubhouse Folks” that can be used to reach out to other performers in the area about events, projects and more.

Please review the event partner expectations and contact The Phoenix Clubhouse to check the availability a specific date using the (Date Inquiry Form) before submitting an Event Partner Application!

• Please Note: The space is NOT available on Wednesday evenings because The Phoenix Clubhouse hosts a weekly Open Mic from 7-10pm. Live music events scheduled on Mondays and Tuesdays are less likely to be approved for an Event Partnership.

Event Partner Requirements

The Event Partner is the person who submits an application. The Event Partner is personally responsible for booking, coordinating, and compensating any and all acts/performers on the lineup.

Event Partner is responsible for: 

• Establishing a compensation agreement with each act/performer 
• Providing each band’s contact person with a copy of (or link to) the Performer Expectations
• Notifying each act that the event will be set up as a door split and that The Phoenix Clubhouse offers no guarantee for performing at the show.
• Before an act is confirmed for the show and included in the final lineup which is submitted for approval, the compensation agreement and performer expectations should be shared, discussed and agreed upon. 
• Event Partners must be on-site during the entire event and are responsible for managing the event. This includes making sure that the space is left clean and damage free and that the performance schedule is being adhered to. 

The Phoenix Clubhouse reserves the right to determine ALL FINAL EVENT DETAILS, including but not limited to: ticket cost, show time/schedule, whether the event will have alcohol and be 21+, 18 and over only, or all ages. 

• The space is NOT available on Wednesday evenings because The Phoenix Clubhouse hosts a weekly Open Mic from 7-10pm. Live music events scheduled on Mondays and Tuesdays are less likely to be approved for an Event Partnership.
• Free Events will not be approved for Event Partnership. Please contact us about other options for setting up a free community event.
• The ideal cover charge for an Event Partner event is $10-$15 and the minimum amount that will be considered is $5.

The Phoenix Clubhouse reserves the right to cancel any event, at any time, for any reason, and will not hesitate to do so if the public event standards, event partner expectations or venue rules and conditions of use are not being met.

Event Partners must ensure that all acts/performers abide by the approved schedule and performer expectations set forth by The Phoenix Clubhouse. 

• Failure to comply with the schedule/performer expectations in any way, by anyone, may result in the immediate cancellation of the event and/or the forfeiture of up to 100% of the Event Partner’s expected earnings from the event. 

Event Partner must submit an application for approval that includes a Complete and Final Lineup with: 

1) Three separate acts/performers. 

• Required information for each act/band 
  • First/Last Name of each performer w/instrument(s)
  • Promotion Information (band description, genre, music links, etc.) 
  • Phone/Email/Contact Person

2) 2-3 hours of original entertainment (not including set changes/sound check)

3) A cohesive lineup that includes acts who will appeal to a similar crowd

4) At least 1 local act/performer. 

• The local act/performer MUST be willing and able to distribute flyers and possibly tickets in Medford and Ashland and will hopefully have a decent draw in the area.
• You MUST provide the Name & Contact information for the local performer who has agreed to pick up and distribute event flyers in Medford and Ashland, and possibly to The Phoenix Clubhouse.

5) Host/Emcee

• Responsible for introducing the acts/performers and making announcements. This person will be representing the event, the performers and the venue and will need to do so in a professional and friendly way. 
• DJ is required at all Hip Hop events and must receive tracks from each performer by email or flash drive. No phone tracks will be allowed during a live set.

6) Proposed Event Details: Date/Time/Cover/Etc. 

• The event partner MUST provide additional information as requested and be available/responsive by phone/email. 

Event Partner must CREATE a flyer with approved event details and send a digital copy to be approved to thephoenixoregon@gmail.com

• Flyer must include: DATE/ TIME/ COVER/ LINEUP/ VENUE INFO.

Event Partner must PRINT at least 30 total copies of the approved event flyer (8.5×11).

• Arrange to have the local act/performer pick up the flyers from a local print shop with ample time for distribution. 
• Arrange for 10-15 event flyers to be delivered to The Phoenix Clubhouse either by the local act/performer during a public event or by mail, sent to P.O. Box 2033, Phoenix, OR 97535 with ample time for distribution (at least 2 weeks prior to the event).

Event Partners are expected to adhere to the Venue Rules and Conditions of Use and will be responsible for any damage, fines, or fees incurred during the event partner event.

PERFORMER EXPECTATIONS

The person responsible for a public rental or event partnership must ensure that all acts/performers abide by the approved schedule and performer expectations set forth by The Phoenix Clubhouse. 

Failure to comply with the schedule/performer expectations in any way, by anyone, may result in the immediate cancellation of the event and additional fees and/or the forfeiture of up to 100% of the Event Partner’s expected earnings from the event.

PERFORMER EXPECTATIONS

PERFORMER AGREEMENT: Public Events & Partnerships
Performer Expectations/ Picture & Video Release
Name *
First
Last
Stage Name or Band/Group/Act (if applicable) *
Are you a member of a band, group or act planning to perform at The Phoenix Clubhouse. *
• Yes, I will be performing with a group at an upcoming event.
• No, I will be performing solo at an upcoming event.
• No, I manage or represent a band, group or act performing at an upcoming event.
If you will be performing solo please type none or N/A below.
Other members of the Band/Group/Act:
Every performer is expected to adhere to these
Approved Date of the Event: *
Contact Info: (e-mail/ phone) *
Social Media Info: (FB, Insta, Twitter, etc.) *
The Phoenix Clubhouse may use these links for event promotions and to tag or share pics and videos with you online.
I, and all the members of the band, group or act I represent: *
• Have read and agree to abide by the Performer Expectations and Rules & Conditions of Use at The Phoenix Clubhouse.
• Agree to abide by the approved event schedule and provide all the equipment needed during my performance.
• Agree to share the approved event flyer and details online and contribute to promotions leading up to the event.
Failure to comply with the event schedule or performer expectations in any way, by anyone, may result in the immediate cancellation of the event.
Picture & Video Authorization: *
• I authorize The Phoenix Clubhouse to record, livestream and take pictures during any public performance(s).
• I authorize The Phoenix Clubhouse to use any pictures and/or videos captured by venue staff at their sole discretion. This includes posting the photos and videos publicly on their website, YouTube channel and social media sites or using them for other promotional purposes.
• I understand that this authorization does not guarantee that any or all of my performance(s) will be recorded, or that any pictures or videos will be posted online or made available to me after my performance.
• I must notify The Phoenix Clubhouse in writing if I want to withdraw this authorization for any reason in the future and understand that doing so may effect my eligibility to perform at certain events.
ELECTRONIC SIGNATURE *
Please type your First & Last name.
Website
Submit

All acts and individual performers agree(s) to:

• Perform original material only during the event.
• Notify the event partner or person responsible for the event, if they are scheduled to perform at a different venue in the Southern Oregon area, within 2 weeks of the proposed date. Information about other events scheduled in the area will need to be included on the application so it can be considered before the event details are approved.
• Not to schedule any additional events in the Southern Oregon area within 2 weeks of the event scheduled at The Phoenix Clubhouse.
• Arrive at least 1 hour before the doors open to the public, for load-in and sound check.
  • Remain on-site until after their set/performance.
    • We encourage all performers to support the other acts on the lineup and to interact with the crowd before and after their set.
  • Provide all of their own equipment needed to perform during the event including amps, instruments, microphones, stands, cables and merch table.
  •   Be responsible for monitoring and managing their own merchandise displays and sales during the event. The Phoenix Clubhouse is not responsible for any loss, theft or damage.
  •   Participate in and assist with promotion efforts online, in person and at the event.
  • Maintain a professional attitude and demeanor at all times.
    • Excessive or underage drinking, physical or verbal abuse of any kind, to anyone and the use of illegal drugs are all examples of unacceptable behaviors that will not be tolerated by The Phoenix Clubhouse under any circumstances.
  • Not to have food or drinks onstage (water in a spill proof container is the only exception).
  • Negotiate a fair compensation agreement for themselves with the event partner, or person responsible for renting the space and/or producing the event before agreeing to participate.
    • The Phoenix Clubhouse and it’s owners, employees, volunteers and agents are not responsible for compensating any acts, performers, bands, producers, or individual artists unless a specific contract has been agreed upon before the event.
    • Please contact the venue immediately if you have any questions, concerns or complaints about your compensation or anything else related to a performance at The Phoenix Clubhouse.

Submit a Date Inquiry Form  to check the availability of a specific date.

Please review the Event Partner Duties, Responsibilities & Expectations and finalize all of the event details before you submit an application!

If you would like to produce your own event OR are unable to fulfill these requirements for some reason, The Phoenix Clubhouse is also available to rent.  Check out our Live Music/Performance Package under our Rental Information page.

SUBMIT YOUR APPLICATION HERE: Event Partner Application

SUBMIT YOUR PERFORMER AGREEMENT HERE: