Pricing and operation principles for Art Factory premises

The whole Art Factory is managed by Visit Porvoo and the Marketing Services. The Art Hall, residence and studios are the responsibility of the Cultural Services. These premises are under the Vitality Board’s command in the city’s organization. The Vitality Board confirms the principles for the use and rental of the Art Factory premises by accepting these pricing and operating principles, as well as related price lists and support models. Porvoo Event Factory Oy Ab is responsible for the production, marketing and event production services of commercial events. The low-threshold contents and commercial events complement each other, hence strengthening the Art Factory as a whole.

A four-step pricing model is used for renting of premises. No activity is subject to another, but prices are adapted to the purpose of use:

• Market price: commercial activity, corporate and private events
• Community price: non-commercial activity
• City Partnership Events: A separate contract model applies to partnership events (Sector for Vitality’s partnerships – Porvoo)
• The city’s own activities

An event is organized by a company or an organization with business goals, customer or stakeholder activities, marketing, networking or brand promotion (e.g. seminars, fairs, kick-offs, launches, corporate events, personnel events, promotions).

The organiser is a non-profit actor (e.g. registered association, social enterprise, foundation, charity, working party, individual) whose event is not directly linked to business or where no sales are made (except for sales related to the performers’ self-published products (e.g. fan merchandise). The primary purpose of the event is not to pursue profit, but to engage in hobbies or community activities.

The collection of ticket revenue to cover expenses is permitted when:

• the event does not include significant sponsorship, brand visibility or commercial sales,
• the proceeds are used to maintain operations, not distributed as dividends or profit.
• When assessing the basis for the applicable rates, the nature, purpose and content of the event are considered.

The reservation system for the premises at the Art Factory is based on predictability and balance between different user groups. Commercial major events, the city’s own events and partnership events can be booked at the earliest 36 months before the event. Community and low-threshold events can be booked at the earliest 12 months before the event. In addition, flexibility is left in the calendar by time windows that open 0–14 days in advance and allow users to try out the foyer for free.

Certain holidays (Independence Day, New Year’s Eve) are defined as pre-booked days, when reservations are only allowed conditionally and confirmed 3 months before, if the city does not hold festivities on that day.

The Art Factory is both an open operating platform for city residents, a diverse events venue and the main stage for arts and culture. The activities are planned so that low-threshold content and commercial events complement each other, strengthening vitality, quality of supply and a pluralistic whole for the end user. The simultaneity of both functions ensure that the Art Factory serves both community goals and financial goals, making it attractive and accessible to all user groups.

The Art Factory’s Steering Group meets monthly or when needed and is chaired by the Tourism Development Manager (the Event Manager is the substitute). The group also includes a Director of Leisure Services (the Chief of Cultural Services is the substitute) and the CEO of the Event Factory (a person appointed by the CEO is the substitute). The Steering Group’s tasks include managing the programme profile and annual planning related to the operations of the Art Factory, processing of vitality partnership applications and making recommendations for the ones who decide on partnerships, periodic review of the price list and operating principles, monitoring data and indicators, and resolving conflict situations. This structure ensures that the operations of the Art Factory remain transparent, balanced and in line with the city’s strategic goals.

The Art Factory follows the Terms of Reservation and Use by the City of Porvoo’s Sector for Vitality.