AN NDFA INSIGHT …
AN NDFA INSIGHT …
Applying for plays and seeking approval for cuts with Nick Hern Books – some top tips
Applying for plays and seeking approval for cuts with Nick Hern Books – some top tips
As their success at theatre festivals over the years illustrates, abridged versions of longer plays can be very effective alternatives to traditional one-act plays.
However, you must always seek approval before making any changes to a script – and it’s very important to follow the correct procedure for this, as well as allowing enough time for the process to play out.
Here, Tamara von Werthern – Performing Rights Manager at Nick Hern Books (NHB), the new Principal Partner of the NDFA – shares some top tips to secure the permissions you need, so you can concentrate on putting on a great festival production.
As their success at theatre festivals over the years illustrates, abridged versions of longer plays can be very effective alternatives to traditional one-act plays.
However, you must always seek approval before making any changes to a script – and it’s very important to follow the correct procedure for this, as well as allowing enough time for the process to play out.
Here, Tamara von Werthern – Performing Rights Manager at Nick Hern Books (NHB), the new Principal Partner of the NDFA – shares some top tips to secure the permissions you need, so you can concentrate on putting on a great festival production.
Two key rules when performing copyrighted plays
When it comes to performing copyrighted plays (i.e. plays not in the public domain, or original works) at festivals, there are two key rules:
- You need to make sure you’ve secured permission to perform the play at a specific time and place (your performance licence).
- You need clear, written permission for any and all changes you’re looking to make to the published script (for instance, if you’re looking to shorten a longer play to fit time requirements).
These are festival requirements, so proceeding without the proper permissions in place can mean wasted time and money. But the good news is that if you follow the correct steps from the start, both of these can be avoided.
(A quick note: the advice I’ve given here only covers applications for NHB plays. All rightsholders will have their own procedures, so if you’re looking to perform a play licensed by a different company, you should speak to them directly. Though as NHB is the Principal Partner of the NDFA and every winning National Drama Festival production since 2021 has been of an NHB play, coming to us is a very good idea!)
How to apply for your performing licence
All applications to perform an NHB play should be submitted via our online application form, which is available here: https://www.nickhernbooks.co.uk/plays-to-perform/application-form. This collects all the information about your proposed production – location, dates, number of performances, and so on – which we need when seeking approval for your performance licence. (If you don’t know the exact dates at this point, then just give the clearest indication you can.)
Once we’ve received your application, we’ll then consult with the playwright or, more often, their agent, in case there are any restrictions which impact the availability of the play (for instance due to an upcoming professional revival or tour). When we hear back, we’ll let you know if you can proceed with your chosen play – or if it’s unavailable, we’ll help you find a great alternative.
The important point here is that you should never assume a play is available to perform. Plays can be withdrawn for amateur performance at short notice, so please always check before making any commitments (including applying for the festival, casting your production, buying scripts, etc.).
How to seek approval for cuts
If you know you’ll need to make changes to your chosen play in order to meet festival requirements – which most commonly means cutting it for length – then you should raise this at the beginning of your application process.
There are two stages to this:
- You should first seek approval for cuts in principle (which is sometimes enough).
- If required, you may then need to provide details of the specific cuts and changes you’re looking to make to the script.
Firstly, you should flag your intention to make cuts to the script in the ‘Notes’ section at the end of our application form. You don’t have to give exact details of your proposed cuts at this stage, but should include something like the following:
‘This application is for a festival performance, for which we will need to cut the script to fit our slot of [x] minutes. Is this possible in principle?’
We will then include this information when we approach the writer or their agent to check the play’s availability for performance. If the play is available, we’ll email you to let you know, and also update you on the response to your requested cuts. This response is likely to be one of the following:
- Your proposed cuts have been approved without any further details being required.
- The writer is open in principle to having the play cut, but you’ll need to provide specific details for approval.
- The writer isn’t accepting changes to the script at this time.
Submitting specific cuts for approval
If you need to submit further details of your proposed cuts, then you should email these to me at tamara@nickhernbooks.co.uk. The best way to communicate your proposal depends on the cuts you’re looking to make.
If you intend to perform one or more complete extract(s) from the play without making any further changes to those sections – for instance, Act 2 of The Gift by NHB author Janice Okoh, which won Best One-Act Play for the Criterion Theatre at the 2022 National Drama Festival – then let us know the details of the section(s) you are looking to perform, ideally with reference to the relevant page numbers in the published script.
If you’re looking to make changes throughout the script to shorten it to the required length, then the best way to submit these depends on the extent of your proposed changes:
- If the proposed cuts are minimal and can be easily listed, then you can list these either in the body of your email, or in an attached document. You should include clear page and line references to corresponding places in the published script.
- If your proposed cuts are more extensive, then mark them up in a copy of the published script and send those to us preferably as a PDF (these can be easily scanned and assembled on most smartphones). Remember this is the only permissible copying of a copyrighted script.
We’ll then send your proposed cuts to the writer for consideration. If they are approved, we’ll email you with written confirmation. Alternatively, if further consultation is needed, we’ll be in touch to discuss this further.
If you have secured permission to perform to an edited version of a full-length play, you must make this clear in the title of your production – for instance, by calling it ‘Extracts from [PLAY]’, or [PLAY] (abridged version)’ or ‘(abbreviated version)’. If you’re unsure as to which is the most appropriate wording for your production, then ask us for advice.
Here are some examples of ‘cut’ plays or extracts, from Hick Hern Books
Two key rules when performing copyrighted plays
When it comes to performing copyrighted plays (i.e. plays not in the public domain, or original works) at festivals, there are two key rules:
- You need to make sure you’ve secured permission to perform the play at a specific time and place (your performance licence).
- You need clear, written permission for any and all changes you’re looking to make to the published script (for instance, if you’re looking to shorten a longer play to fit time requirements).
These are festival requirements, so proceeding without the proper permissions in place can mean wasted time and money. But the good news is that if you follow the correct steps from the start, both of these can be avoided.
(A quick note: the advice I’ve given here only covers applications for NHB plays. All rightsholders will have their own procedures, so if you’re looking to perform a play licensed by a different company, you should speak to them directly. Though as NHB is the Principal Partner of the NDFA and every winning National Drama Festival production since 2021 has been of an NHB play, coming to us is a very good idea!)
How to apply for your performing licence
All applications to perform an NHB play should be submitted via our online application form, which is available here: https://www.nickhernbooks.co.uk/plays-to-perform/application-form. This collects all the information about your proposed production – location, dates, number of performances, and so on – which we need when seeking approval for your performance licence. (If you don’t know the exact dates at this point, then just give the clearest indication you can.)
Once we’ve received your application, we’ll then consult with the playwright or, more often, their agent, in case there are any restrictions which impact the availability of the play (for instance due to an upcoming professional revival or tour). When we hear back, we’ll let you know if you can proceed with your chosen play – or if it’s unavailable, we’ll help you find a great alternative.
The important point here is that you should never assume a play is available to perform. Plays can be withdrawn for amateur performance at short notice, so please always check before making any commitments (including applying for the festival, casting your production, buying scripts, etc.).
How to seek approval for cuts
If you know you’ll need to make changes to your chosen play in order to meet festival requirements – which most commonly means cutting it for length – then you should raise this at the beginning of your application process.
There are two stages to this:
- You should first seek approval for cuts in principle (which is sometimes enough).
- If required, you may then need to provide details of the specific cuts and changes you’re looking to make to the script.
Firstly, you should flag your intention to make cuts to the script in the ‘Notes’ section at the end of our application form. You don’t have to give exact details of your proposed cuts at this stage, but should include something like the following:
‘This application is for a festival performance, for which we will need to cut the script to fit our slot of [x] minutes. Is this possible in principle?’
We will then include this information when we approach the writer or their agent to check the play’s availability for performance. If the play is available, we’ll email you to let you know, and also update you on the response to your requested cuts. This response is likely to be one of the following:
- Your proposed cuts have been approved without any further details being required.
- The writer is open in principle to having the play cut, but you’ll need to provide specific details for approval.
- The writer isn’t accepting changes to the script at this time.
Submitting specific cuts for approval
If you need to submit further details of your proposed cuts, then you should email these to me at tamara@nickhernbooks.co.uk. The best way to communicate your proposal depends on the cuts you’re looking to make.
If you intend to perform one or more complete extract(s) from the play without making any further changes to those sections – for instance, Act 2 of The Gift by NHB author Janice Okoh, which won Best One-Act Play for the Criterion Theatre at the 2022 National Drama Festival – then let us know the details of the section(s) you are looking to perform, ideally with reference to the relevant page numbers in the published script.
If you’re looking to make changes throughout the script to shorten it to the required length, then the best way to submit these depends on the extent of your proposed changes:
If the proposed cuts are minimal and can be easily listed, then you can list these either in the body of your email, or in an attached document. You should include clear page and line references to corresponding places in the published script.
If your proposed cuts are more extensive, then mark them up in a copy of the published script and send those to us preferably as a PDF (these can be easily scanned and assembled on most smartphones). Remember this is the only permissible copying of a copyrighted script.
We’ll then send your proposed cuts to the writer for consideration. If they are approved, we’ll email you with written confirmation. Alternatively, if further consultation is needed, we’ll be in touch to discuss this further.
If you have secured permission to perform to an edited version of a full-length play, you must make this clear in the title of your production – for instance, by calling it ‘Extracts from [PLAY]’, or [PLAY] (abridged version)’ or ‘(abbreviated version)’. If you’re unsure as to which is the most appropriate wording for your production, then ask us for advice.
Here are some examples of ‘cut’ plays from Hick Hern Books
Our top tip: always allow as much time as possible. As with a play’s availability, you should never assume your cuts will be approved – and so the earlier you submit them for approval, the more time you’ll have to provide further information or for discussion, as required.
Many of the writers on our list are very open to having their plays adapted for festivals, but their feelings on this may change over time, and/or may vary from play to play. And even if one amateur group has had a specific cut approved in the past, it may be that the writer feels differently about an alternative edit. So once you’ve identified your potential play, plan ahead and make sure you give yourself plenty of time to go through the process.
If you have any questions about applying for rights, seeking approval for cuts, or anything else related to selecting and performing an NHB play, you can always email me at tamara@nickhernbooks.co.uk, or call the NHB office on 020 8749 4953. We’re really excited to have joined as the NDFA’s Principal Partner, and look forward to helping you stage successful productions at this year’s festivals!
Our top tip: always allow as much time as possible. As with a play’s availability, you should never assume your cuts will be approved – and so the earlier you submit them for approval, the more time you’ll have to provide further information or for discussion, as required.
Many of the writers on our list are very open to having their plays adapted for festivals, but their feelings on this may change over time, and/or may vary from play to play. And even if one amateur group has had a specific cut approved in the past, it may be that the writer feels differently about an alternative edit. So once you’ve identified your potential play, plan ahead and make sure you give yourself plenty of time to go through the process.
If you have any questions about applying for rights, seeking approval for cuts, or anything else related to selecting and performing an NHB play, you can always email me at tamara@nickhernbooks.co.uk, or call the NHB office on 020 8749 4953. We’re really excited to have joined as the NDFA’s Principal Partner, and look forward to helping you stage successful productions at this year’s festivals!
Click on the link below to find out the details of the benefits to YOU of our partnership with Nick Hern Books.
Watch the 9 minute ‘Coffee and Chat’ video with Tamara explaining the above and more …