How To Run A Performance At Wingate University

Transcription

1 Rental Policies and Procedures George A. Batte Jr. Fine Arts Center 403 North Camden Road Wingate, NC

2 Table of Contents Introduction... 3 Mission Statement... 3 Contacts and Hours of Operation... 3 Reservation Procedures... 4 Capacity... 5 Schedule of Fees... 5 Guidelines for Facility Use... 7 Damages and Cleaning... 8 Parking... 9 Food, Beverage, and Catering... 9 Event Times and Set-Up/Strike Backstage Areas Lighting and Sound Labor and Staffing Liability, Licensing, and Ticketing Proper Advertising of Venue Directions to Wingate Please read this document carefully as some policies and procedures have changed. If you have any questions concerning the usage of the George A. Batte Jr. Fine Arts Center, please contact Taylor Parsons, Updated October,

3 Introduction The purpose of this document is to establish procedures for University and community organizations who may wish to rent and/or use the George A. Batte Jr. Fine Arts Center. Organizations must adhere to the procedures contained herein. GABFAC management and the Vice President for Academic Affairs reserve the right to deny any request. Facility usage during scheduled University closings will not be approved unless prior arrangements are made. Additional fees will be charged for events scheduled on holidays. Mission Statement It is the mission of the Wingate University Performance Facilities to educate, inspire and build relationships through performing arts events of national and regional acclaim for not only the University community but also for the surrounding communities as well. Contacts Laura Kratt Director of Cultural Events Box Office Taylor Parsons Technical Coordinator Campus Safety Wingate Police (non-emergency) Hours of Operation Administrative Offices for all performance facilities are open from 2:00 pm to 4:00 pm Monday through Friday or by appointment. The staff and administration of GABFAC follow the same holiday schedule as the administration of the University. 3

4 Reservation Procedures For all events sponsored by a Wingate University department or student organization, reservation forms are due two weeks before your scheduled event. For all community sponsored events, a six week advance reservation notice is required. Reservation requests will be evaluated using the following priority levels: I. Office of the President and Office of the Executive Vice President of the University II. Wingate University Performance Series and Family Features Series III. Other departments and offices of the University IV. All other requests The following procedures should be followed to reserve space in GABFAC: 1. Applicants should visit the Administrative Offices of GABFAC or use the links under Forms on the GABFAC website to download the appropriate Facilities Reservation Form. 2. Applicant should mail or completed reservation forms to Taylor Parsons at r.t.parsons@wingate.edu or Campus Box 3017, Wingate, NC Forms may also be faxed to Events cannot be formally placed on our calendar until this completed form is received. 3. Dates may be held without a formal reservation for up to two (2) weeks. If a reservation form is not received within two weeks, the dates will be released. 4. The GABFAC staff will contact applicants to review technical needs and fees and will then generate a Summary of Arrangements that will outline details of the rental contract and all anticipated rental and technical fees. Technical staff may require a production meeting to discuss needs. 5. Applicant will be sent a cover letter, two completed reservation forms, two summaries of arrangements and a printed copy of facilities policies. Applicant should sign and return one copy with the deposit check (community renters only) and retain one copy for their records. 6. Upon receiving (a) completed paperwork outlined above, (b) 50% deposit for rental and estimated labor costs as outlined in the Summary of Arrangements, and (c) 100% of cleaning/damage deposit the event is entered into a master calendar and officially booked. The applicant must be approved and deposit received before any advertisement or the renter makes any commitments of any kind. 7. Notice of cancellation must be received in writing 30 days prior to the event unless cancellation is due to an act of God. In the event of cancellation more than 30 days prior, the University will refund 75% of the deposit. If the event is cancelled within 30 days, the University will refund 4

5 50% of the deposit. If an event is cancelled within 10 days of the event, the entire deposit is forfeited. 8. Within 15 days of completion of event, Wingate University will invoice renters for balance of rental and technical fees plus any additional charges or refunds as determined by the Director of Performance Facilities. All fees are due and payable to Wingate University within 30 days of event. Venue Capacity Hannah Covington McGee Theatre Plyler-Griffin Recital Hall Austin Auditorium C. Douglas Helms Gallery GABFAC Rotunda Standing Room Only is not permitted in the performance facilities and extra chairs should not be placed at the back of the house nor should more tickets be sold than the facility can accommodate. Schedule of Fees All rates are based on four-hour blocks of time regardless of time occupying the space. Blocks of time cannot be divided. Renters should not be in the facilities outside of times outlined in the original agreement. Any additional time will be viewed as an additional block of time and shall be billed accordingly. Any additional space used that is not part of the original agreement shall be billed accordingly on the final invoice. Cleaning and damage deposits and commissions on merchandise and ticket sales may be waived with prior agreements made with the University. Rates for Austin Auditorium and Hannah Covington McGee Theatre: Rental fee (per 4-hour block)... $400 Cleaning/Damage Deposit... $500 Ticketed Events... 10% of sales Merchandise Sales... 20% of sales 5

6 Rates for C. Douglas Helms Gallery and Plyler-Griffin Recital Hall: Rental fee (per 4-hour block)... $300 Cleaning/Damage Deposit... $250 Ticketed Events... 5% of sales Merchandise Sales... 20% of sales Rates for the Rotunda of the George A. Batte Jr., Fine Arts Center: Rental fee (per 4-hour block)... $200 Cleaning/Damage Fee (non refundable)... $100 Ticketed Events... 5% of sales Merchandise Sales... 10% of sales Additional Fees: Lighting and Sound Follow Spot... $50 per light flat Microphone... $100 per microphone flat LCD Projector and PC Laptop... $100 flat If needed, the Technical Director can assist with rental of additional equipment Technical Fees Sound Designer... $50/hr Sound Board Operator... $15/hr Lighting Designer and Master Electrician... $50/hr Lighting Board Operator... $15/hr Rigging/Flyman... $20/hr Stage Manager... $15/hr Stage Hand... $10/hr Electrician... $20/hr Follow Spot Operator... $10/hr Load Hand (truck loaders and unloaders)... $10/hr House Personnel Fees House Manager... $15/hr Usher... $8/hr Ticket Taker... $8/hr Security... $25/hr 6

7 Instrument Fees Steinway Concert Grand for HCM and RH... $500 Steinway Concert Grand for AA... $1,200 Steinway Baby Grand for AA... $250 Holtcamp III/38 Pipe Organ in AA... $500 Concert Organist... $300 flat Concert Pianist... $300 flat Piano Tuning... $125 Guidelines for Facility Use 1. A staff member or representative from the renting organization as well as GABFAC must be present at all times the facility is open to users or the public. Any changes in the schedule must be approved in advance by the GABFAC staff. 2. Persons under the influence of alcohol or drugs will not be allowed on the premises. No concealed weapons are allowed. GABFAC will not be responsible for any losses or injuries suffered by any person as a result of facility reservation and/or activities of the reserving organization. 3. Access to the performance space for performance and rehearsal are via stage doors at the loading dock in back of Austin Auditorium and Hannah Covington McGee Theatre. All other doors are locked daily at 5 p.m. and are opened one hour prior to performance events. 4. No tobacco products of any kind are allowed anywhere on campus. 5. No outside doors are to be propped open at any time. 6. The loading dock is for loading and unloading only; it is not a parking space and violators will be towed at owners expense. 7. The George A. Batte Jr. Fine Arts Center is in constant use as an educational facility. Please be aware that there will be students using the music and classroom facilities and any community users should behave accordingly. 8. Events held in the GABFAC should not disrupt any University business. 9. Food and beverages are not allowed in any space in the GABFAC except when catered and must be pre-approved by management. Food and beverage are strictly prohibited in HCM and RH at all times. 10. No candles may be lit anywhere in these facilities. 7

8 11. Furniture (including tables, chairs and potted plants) throughout the buildings should not be moved without permission of the performance facilities staff. If permission is granted, all items should be returned to their original locations following the event. 12. Renters should comply with all safety standards (i.e. OSHA) and insure that attendees abide by generally accepted safety practices to reduce injury or harm to persons or University property. 13. Under no circumstances should a renter attach any posters, banners, or any other materials to any surface in any space (no pins, tape, silly putty, etc.) nor should any adhesive compounds (glue, glue guns, spray adhesive, etc.) be used on any carpeted surface, especially in the Rotunda. Please use alternatives such as easels for the display of posters. 14. Glitter and confetti should not be used anywhere in the performance facilities. If these items are used, an extensive cleaning fee will apply. 15. No animals except for service animals are permitted inside the facilities. 16. Renters shall provide all musical instruments needed unless arrangement has been made with the University to rent their musical instruments. 17. Renters shall provide a list of the props or set pieces that will need to be powered, if and how they will be attached to the stage floor, and whether they will be moved during the show. Pieces that are to be affixed to the stage floor should be done so using only carpentry screws or gaffer s tape. 18. Any cosmetic or technical changes to the existing facilities should be approved by the Technical Director. Damages and Cleaning 1. The renter is responsible for all damage caused by any individual(s), corporation, partnership or other legal entity associated with the event during the rental period. If the damage is not covered by the liability insurance, the user will be held responsible for the cost. 2. Damage to the facility and its contents will result in replacement and repair fees as determined by the GABFAC and Wingate University Campus Services. 3. Cleaning expenses incurred as a result of your event will be assessed by the Business Office and Campus Services. Any expenses will be deducted from your cleaning and damage deposit. If the costs are more than the amount of the deposit, renters will receive a bill for 8

9 the remaining balance that is due 30 days after the event. Parking 1. Parking is available in the parking lots in front of the building and adjacent to the Recital Hall. Handicapped parking is available in all lots. 2. During normal business hours, the lot adjacent to the Anne R. Belk Music Center is reserved for faculty and staff parking and visitors may be ticketed without a proper parking permit; after 5 p.m. this is no longer enforced. 3. During normal business hours, the lot directly across the street from Austin Auditorium is used for student parking. 4. Parking is not allowed in the loading dock area or along the alley directly behind the building at any time. Food, Beverages, and Catering To ensure the appropriate, responsible, safe and clean use of the Batte Center please adhere to the following Food and Beverage Policy. 1. General Policy: A. The use or possession of alcoholic beverages is prohibited. B. The use of the following novelty food machines are prohibited: C. Examples (including but not limited to) --Popcorn Machine --Snow Cone Machine --Chocolate Fountain D. If an Ice Sculpture is featured at an event, it must be properly set up to avoid water damage to the carpet. E. The Sponsoring Department or Organization must be responsible for proper clean up following an event including empting all trash bags containing food in the dumpster located at the back of the building. F. Any damages resulting from food and beverages will be the financial responsibilities of the University organization, department, or renter. 2. Caterer: Aramark Catering Services is the preferred food service vendor and must be contacted initially for a fee quote for all events serving food in the Batte Center. After the quote is 9

10 received and confirmed, additional quotes may be obtained from other caterers. Prior approval from the University must be secured before another third party food service vendor is engaged. 3. Rotunda Events: A. All food and beverage stations (tables) must be placed OFF of the circular, white carpet. B. No tables or chairs should be placed on the circular, white carpet. C. The following foods and beverages are prohibited: --Chocolate --Red Berries --Red and brown sauces --All beverages of red color --Coffee --Hot Chocolate 4. Recital Hall Lobby Events: A. Food and beverage stations (tables) can be placed anywhere in the small Lobby area outside the Recital Hall. B. The following foods and beverages are prohibited: --All beverages of red color --Red and brown sauces 5. C. Douglas Helms Gallery (including the main hallway outside the Gallery): A. All events that serve food and beverages must be approved first by Batte Center staff; Art Department Chair must grant final approval. B. Food and beverage stations (tables) should be placed in the center of the gallery, an appropriate distance from art displayed on the wall as well as free-standing art. C. Depending on the exhibition, food and beverage may be prohibited in the gallery. D. The following foods and beverages are prohibited: --All beverages of red color --Red and brown sauces 6. Backstage Dressing Rooms (including the hallway outside the dressing rooms): All food and beverages served backstage must be approved first by Batte Center staff. 7. Music Department Classrooms and Studios: All food and beverages served must be approved first by Music Department Chair. 8. Hannah C. McGee Theatre and Plyler-Griffin Recital Hall: 10

11 All food and beverages are prohibited inside the performance spaces (including audience seating) unless they are to be used on stage in a production or presentation. Event Times and Set-up/Strike 1. Performance/event should begin promptly as scheduled. 2. Intermissions should not exceed 15 minutes. 3. Total performance/event should not go past 11 p.m. per town ordinance. 4. The building will be opened 30 minutes prior to your arrival time as stated on the facilities request form. 5. The main doors and lobby will be open one hour prior to the performance/event. 6. The house will open 30 minutes prior to the performance/event. 7. Performance facilities staff will accommodate the set, props, and/or costumes only on the contract dates specified. 8. The GABFAC has very limited storage space and will only store items for a renter with special arrangement. The University will not be responsible for storage of any valuables unless prior arrangements are made. 9. Strike and load-out should occur immediately after the performance. 10. Any property left after a period of 48 hours will be considered abandoned and will become property of the University to be disposed of or utilized at the University s discretion. Backstage Areas 1. There should be no food or drinks on stage other than bottled water or as necessary for performance. 2. There should be no live flame or pyrotechnics used without the consent of the Technical Director and the chief of the Wingate Fire Department. These items must be used carefully and with necessary caution and countermeasures such as sand buckets and fire extinguishers. 3. Requests to use the orchestra pit must be given four weeks in advance and are contingent upon availability of staff to remove the pit and available space to store the flooring sections. 11

12 4. Only GABFAC staff will operate the rigging system unless otherwise arranged with the Technical Director and Director of Performance Facilities. 5. Any items or units to be flown and all rigging must be approved by the Technical Director. The Technical Director has the right to refuse to hang or fly anything he/she feels unstable or unsafe. 6. Groups that intend to use the rigging system will be provided a rigging operator that will be present for setup, rehearsals, and performances at an additional charge of $20/hr. 7. There should be nothing pinned, hooked, taped, or stitched to the curtains. 8. Only gaffer s tape may be used on the stage floor. Duct tape is not an approved tape. 9. When not in use the loading dock garage door should remain closed and locked. 10. A number of items (orchestral shells, choral risers, personnel lift) are occasionally stored in the hallway when full use of the stage is required. These items do not obstruct safe passage and should not be tampered with by renters. 11. The grand piano is not a storage table. 12. The scene shop and storage closets are for sole use of the University. 13. The University cannot provide tools, construction materials, scenery, props, costumes, or makeup. 14. Any University items kept in the dressing rooms (iron and ironing board, makeup, etc.) should not be used without permission from GABFAC staff. Lighting, Sound, and Multi-Media 1. The GABFAC will furnish white light for a general wash as part of the basic rental fee. Additional lighting options are only available in Hannah Covington McGee Theatre. Detailed descriptions and light plots of extra requests should be provided no later than one month in advance of your event. 2. A limited amount of cut color filters are available for use. Any special color requirements are your concern. 3. The GABFAC does not provide patterns/gobos/templates. A limited number of template holders are available. 4. Renter is responsible for staffing expenses incurred if GABFAC is to hang and focus your 12

13 light plot for you. 5. Projection capabilities exist in the RH and HCM only. Projection is not used in AA. 6. Only GABFAC staff may operate lighting or sound control equipment unless prior arrangements are made for its operation. This approval is on a per-show basis. 7. One hard-wired microphone and stand is provided as part of the base rental fee; additional or wireless microphones will be billed back to renter at appropriate fees. 8. You must provide the sound prepared for playback on first-generation CD, cassette (only in HCM and AA), or mp3 player. All mixing, dubbing, or editing is to be prepared by you at another facility prior to the event. 9. Sound levels during a rehearsal may have to be lowered when classes are being held in the building. 10. The staff of the GABFAC reserves the right to control all sound levels involved with any rental or production. All sound levels will be monitored with Db meters as required by OSHA. Labor and Staffing 1. All performances/events should utilize the services of trained crew, including electricians, sound persons, lighting, and rigging staff. 2. For all events, the minimum staff required is one house manager supplied by the GABFAC. 3. Upon reviewing event requirements, the Technical Director will determine the minimum number of personnel required in each area. This personnel may be drawn from the University staff or may need to be provided by the renter. 4. Any staff provided by the renter must be deemed adequately competent in the area of production they will be working in by the Technical Director before being allowed to use GABFAC equipment. 5. In order to protect the University and its facilities, the performance facilities staff shall have the authority to veto or modify any order or direction issued by the renter, its employees, or its contractors. 13

14 Liability, Licensing, and Ticketing 1. Certificate of liability insurance with a minimum limit of $1,000,000 (one million) and naming the University as additional insured must be presented at the time the rental agreement is executed. A damage deposit may be required prior to the agreement of the lease. 2. Whether the renter has liability insurance or not, any damages to University property caused by but not limited to the event will be the responsibility of the renter. 3. The University is not liable for injuries received while attending the stated function. 4. Proof of music or media licensing must be presented to Wingate University at the time of the execution of the rental agreement. The renter shall assume all costs arising from licensing and permits necessary to use copyrighted music, video, or images. Renter agrees to indemnify and hold harmless Wingate University and its employees from any claims or costs, including but not limited to legal fees, which may arise from questioning of the use of any such materials. If proper licensing is not obtained, renter assumes sole responsibility for any consequence that may result. 5. Renter shall not sell more than 950 tickets for Austin Auditorium, 550 for Hannah Covington McGee Theatre, and 170 for Plyler-Griffin Recital Hall. Standing Room Only is strictly prohibited due to fire code and no performance or event may have more attendees than seats in the house. People standing at the back of the house during an event will be asked to relocate to the lobby and any issue regarding refund of ticket costs will be the responsibility and at the discretion of the renter. 6. Unless prior arrangements have been made, renters are responsible for their own box office services at the event. If University staff is utilized, additional fees may apply. 7. GABFAC will not print tickets for any non-university sponsored event. 8. GABFAC will not sell tickets in advance nor be a purchase or pick-up location for tickets for any non-university sponsored event. Proper Advertising of Venues All advertisements, promotions, press releases, or any communications, print, audio or digital, for any event held at a Wingate University performance facility should be billed as follows: 1. All locations should include the name of the hall as well as Wingate University 2. Events held in one of the venues within the George A. Batte Jr. Fine Arts Center should also 14

15 include the building name in the billing. 3. No abbreviations of any name, performance space or building are permitted. The names of the venues and buildings should be used exactly as follows, including all spelling and punctuation: Wingate University Austin Auditorium George A. Batte Jr. Fine Arts Center Hannah Covington McGee Theatre Plyler-Griffin Recital Hall C. Douglas Helms Art Gallery The Rotunda of the George A. Batte Jr. Fine Arts Center Anne R. Belk Music Center Directions to Wingate University From I-77 (North of Charlotte, NC) Take I-277 the Brookshire Freeway East (Exit 11A) to Hwy. 74 East (Independence Boulevard). Take U.S. Hwy 74 East approximately 28 (allow 30 mins.) miles to Wingate. The University entrance will be on your left. From I-77 (South of Charlotte, NC) Take I-485 (Exit 1) toward Pineville. Exit to Monroe off I-485 at Exit 51-B. Follow U.S. Hwy. 74 East for approximately 25 miles (allow 30 mins.) to Wingate. The University entrance will be on your left. From I-85 (In Charlotte, N.C.) Take I-277 the Brookshire Freeway (exit 36) to Hwy. 74 East (Independence Boulevard). Take U.S. Hwy. 74 East for approximately 28 miles (allow 30 mins.) to Wingate. The University entrance will be on your left. From I-85 (North of Charlotte, N.C.) Take Exit 48 onto I-485 toward Rock Hill. Exit to Monroe off I-485 at Exit 51-B. Follow U.S. Hwy. 74 East for approximately 25 miles (30 mins.) to Wingate. The University entrance will be on your left. 15

16 From I-85 (South of Charlotte, N.C.) Take Exit 30 onto I-485 toward Pineville. Exit to Monroe off I-485 at Exit 51-B. Follow U.S. Hwy. 74 East for approximately 25 miles (30 mins.) to Wingate. The University entrance will be on your left. From I-40 (East or West) Take I-77 South at Statesville. Take I-77 South to I-277 (Brookshire Freeway East, Exit 11A) to Hwy. 74 East (Independence Boulevard). Take U.S. Hwy 74 East approximately 28 miles (30 mins.) to Wingate. The University entrance will be on your left. From I-95 (North or South) Take U.S. 74 West in Lumberton, N.C. Take U.S. Hwy. 74 West approximately 75 miles (45 mins.) to Wingate. The University entrance will be on your right. From Charlotte Douglas International Airport (please allow an hour drive) Take the Billy Graham Parkway to I-77 South. Take I-77 South to I-485 East toward Pineville. Exit to Monroe off I-485 at Exit 51-B. Follow U.S. Hwy. 74 East for approximately 25 miles to Wingate. The University entrance will be on your left. 16