Lowndes Shakespeare Center Venue Rental Information

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1 Lowndes Shakespeare Center Venue Rental Information orlandoshakes.org

2 Every event should be a special performance! Thank you for considering the John and Rita Lowndes Shakespeare Center as an option for your upcoming event. From curtain up to final bows we are here to make your special day an event to remember. Our venue gives a unique opportunity to celebrate any event creatively and productively and the staff is here to help you all along the way. We will help make recommendations of vendors, setups and timing. We look forward to making this and every experience at Orlando Shakespeare Theater a magical and memorable one. Testimonials Thank you so much for all of your help with making the Through the ARTS 2009 Summer Institute such a huge success last week. Participants were thrilled with the space. My whole Teaching Team and I were VERY impressed with the helpful and cooperative attitudes displayed by all of your staff throughout our three days with you. You made this a real JOY for us. Dr. Mary Palmer & Associates LLC. Thanks again for all your wonderful help, and the use of the enchanting facility! Kathleen Pynn We love your venue Pamela Sanchez, North and Central Florida Field Marketing Manager, Red Bull North America 2

3 The Margeson Theater The Margeson Theater is a 324-seat theater with stadium seating. The seating wraps the stage in three quarter style. The stage is 30 6 wide by 38 6 deep. Rental includes a full lighting and sound package. (Technicians are additional.) Recommendations: Presentations, Seminars, Theatrical Productions, Dance Concerts, Weddings The Goldman Theater The Goldman Theater is a 118-seat theater with angled (raked) seating. The seating is in three sections in front of the stage. The stage is 39 7 wide by 18 5 deep. Rental includes a full lighting and sound package. (Technicians are additional.) Recommendations: Presentations, Seminars, Theatrical Productions, Dance Concerts, Stand Up Comedy, Weddings 3

4 The Mandell Studio Theater The Mandell Studio Theater is a 99-seat flexible black box space. The venue is typically set in proscenium style, but can be adjusted to other layouts. The stage is typically deep by 30 wide. Rental includes a full lighting and sound package. (Technicians optional.) Recommendations: Presentations, Seminars, Theatrical Productions, Dance Concerts, Stand Up Comedy Studio B Studio B is a 65-seat flexible black box space. The venue is typically set in three quarter thrust, but can be adjusted to other layouts. The stage is typically 23 5 deep by 21 3 wide. Rental includes a full lighting and sound package. (Technicians optional.) Recommendations: Presentations, Seminars, Classes, Theatrical Productions, Stand Up Comedy 4

5 The Dr. Phillip s Patrons Room The Dr. Phillip s Patrons Room is a circular reception and meeting room. The room has a 25 high dome ceiling and can accommodate between 80 and 125 guests depending on layout. Recommendations: Presentations, Meetings, Receptions, Parties The Darden Courtyard The Darden Courtyard is an open air courtyard past the front entrance of the Shakespeare Center. The area can accommodate up to 250 guests depending on the layout. Recommendations: Receptions, Parties, Weddings 5

6 The Center Lobby The Lobby of the Shakespeare Center is a large area extending the majority of the length of the building. The area can accommodate up to 300 guests depending on the layout. Recommendations: Receptions, Parties, Trade Shows Catering All caterers permitted to work at the Lowndes Shakespeare Center are responsible for materials brought into the building, preparation, and clean-up of the kitchen and service areas. All required licensing is the sole responsibility of any caterer utilizing the Center s facilities. No food may be taken in the Theaters or Studios The kitchen is equipped as a catering kitchen. All food preparation must be done off-site prior to the event. 6

7 Catering Companies Rosen Centre Hotel World Class food paired with World Class Entertainment! With Rosen Centre Catering, rest assured your Special event meets the highest standards YOURS! Business Meetings, Team Building, Anniversary Parties, Weddings The options are endless! Call us to orchestrate your next event! Crystal Grice Arthur s Catering 860 Sunshine Lane Altamonte Springs, FL (407) Big City Catering 9500 Satellite Blvd. Suite 210 Orlando, FL (407) Collins Catering & Events 8255 International Drive, Suite 120 Orlando, FL (407) Creations Catering and Events 112 W 2nd Street Sanford, FL (407) Cuisiniers 5470 Lake Howell Rd. Winter Park, FL (407) Puff - n - Stuff 250 Rio Drive Orlando, FL (407)

8 General Information Types of Events The Orlando Shakespeare Theater welcomes all types of events from meetings to concerts to theatrical productions. All events are expected to harmonize with the character and mission of the Orlando Shakespeare Theater, and must be approved by the Theater. Because of the character of the Theater as an educational and charitable institution, the Theater reserves the right to refuse to make its facilities available to a prospective renter for any use it deems inappropriate at its sole discretion. Securing the Event Date In order to secure a facility rental date, the Licensee must sign the venue contract and pay a deposit of $300 or 10% of the agreement, whichever is greater. A Licensee is not guaranteed a date until the contract and deposit are received by the Theater. All Licensees are required to comply with the policies and procedures outlined in this document and the facility contract. Events that continue over an extended period of time, such as a theater production, may qualify for a payment plan that is acceptable to the Theater. General It shall be the policy of the Orlando Shakespeare Theater in considering requests for rental to give first priority to the needs of the Theater to accommodate its own activities. The Theater shall decline rentals for the use of its facilities for any activity, event or other use which, in the best judgment of the staff: Will cause or be likely to cause material conflict with the normally anticipated use by the Theater for its own activities (i.e. date conflicts or scheduled use extending for such duration and may preclude use for events likely to be scheduled by the Theater) May be reasonably expected to result in a significant burden to the facilities because of physical wear and tear, overcrowding, violation of building or safety codes, or other rules or regulations applicable to the facilities. Identifies the Orlando Shakespeare Theater with intent to create the implication that such use or event is sponsored or endorsed by the Theater, or that any business or organization conducts its business from the Theater's location. On Site Approval An On Site Approval shall be required two weeks prior to the event and shall include the Rental Manager, Licensee, and caterer (if applicable). All final arrangements for the planned event will be confirmed at this time. Any additional setup arrangements must be approved and arranged through the Rental Manager. Marketing Any press coverage must include the location as the John & Rita Lowndes Shakespeare Center. Orlando Shakespeare Theater will NOT market you event or production. All marketing must be handled by your organization. 8

9 Rules and Regulations Alcohol All alcoholic beverages for sale must be supplied by an insured purveyor of alcoholic beverages. The employment of bartenders must also be arranged through the insured purveyor of alcoholic beverages. The Orlando Shakespeare Theater will discourage the misuse of alcohol by anyone 21 or older and prohibits the use of alcohol by anyone under 21. It is the responsibility of each Licensee to enforce these regulations. Billing A $300 deposit or 10% of the agreement is required to reserve the venue upon execution of the contract. One week prior to the event, the balance of the proposed rental fee must be paid. Any additional charges will be billed to the Licensee at the end of the rental period and are due to the Theater within five (5) business days. Cancellation If Licensee cancels its obligations sixty (60) days prior to the Date, the Theater shall refund the deposit. If Licensee elects to cancel the agreement between forty-five (45) and thirty-one (31) days prior to the event, the Theater will charge 50% of the rent plus any expenses incurred in good faith in preparation of the event. For cancellations thirty (30) days prior to the event, Licensee will be charged 100% of the rent plus any expenses incurred. Concessions The Orlando Shakespeare Theater Guild reserves the right of first refusal on concessions for any event. In the event that they choose not to handle concessions, the Licensee may provide and sell its own concessions. If Licensee plans to sell alcohol at the event, a valid license and insurance must be provided. Damages Any type of damage to the Shakespeare Center property or equipment must be reported immediately to facility personnel present at the event. The Licensee and/or his representative shall meet with a representative of the Theater prior to load-in. Décor Plans for décor, including floral arrangements, table centerpieces, signs, and banners are subject to the Theater's approval. Décor must be removed from the venue prior to your departure. No live animals are permitted in the Shakespeare Center. All décor items and placement thereof must meet all fire and life safety codes. Electrical Any equipment (i.e. projectors, lighting, sound system) requiring electrical connections of voltage higher than 110 volts will not be permitted in the Shakespeare Center. Theatrical events needing additional electricity will be subject to approval by the Rental Manager. It is the responsibility of the Licensee to provide all necessary extension cords, power strips, or other electrical cable. Insurance Coverage & Liability Renters are to provide proof of adequate insurance coverage (liability insurance), with the Orlando Shakespeare Theater and The City of Orlando named as additionally insured two (2) weeks prior to the event. Insurance can be purchased at the following website for any event at Orlando Shakespeare Theater at Use Facility code: The Licensee shall be responsible for all injury or damage of any kind to persons or property (regardless of who may be the owner of the property) arising out of or suffering through any act of omission of the 9

10 Licensee, its employees, agents, contractors, or guests, in connection with its use of the Shakespeare Center. The Licensee further assumes the obligation to indemnify and hold harmless the Orlando Shakespeare Theater, its board of directors, officers, agents, and employees against any and all damages, claims, expenses, or other liability due to personal injury, death, or damage to property of others, arising out of or suffered through any act of omission of the Licensee, its employees, agents, contractors, or guests, in connection with use of the Shakespeare Center. All events must comply with the Orlando Family Parks and Recreation Board rules and regulations and all city and state laws. A copy of these rules and regulations may be obtained by calling (407) Music and Recording The Licensee is responsible for the selection of background music and musical entertainment. It is also the responsibility of the Licensee to provide any background music on CD format. Musical equipment requiring electrical connections of voltage higher than 110 Volts will not be permitted at the Shakespeare Center. The Licensee must provide all equipment needed for recording. All additional cable and adapters must be provided also. Parking The parking lot in front of the Shakespeare Center is owned by the City of Orlando and shared with other Orlando Loch Haven Park entities. Therefore, parking arrangements for the Licensee need to be coordinated with other park entities. Any additional cost of shuttling guests shall be the responsibility of the Licensee. If there is more than one event scheduled for the same time, the lot may be shared. If prior arrangements have been made for use of the lot by one or more of the park entities, off-site parking for the Licensee's event must be arranged. The Rental Manager can provide recommendations for off-site parking. Entity events will take precedence in parking availability. Timing for Licensee's events will be subject to approval by the Rental Manager. Storage The Theater at no time guarantees the use of storage space for multi-day events. As the amount of storage space is limited, items will only be allowed to be stored on a case by case basis. Typically, the Theater cannot store items such as pianos, drum kits, riser systems, or tables and chairs overnight. These items will need to be removed from the building at the end of each day. Security The Theater will provide additional security and maintenance personnel it deems appropriate for the event. If the event requires additional personnel, the Theater will provide the personnel at an additional cost to the Licensee. Smoking Smoking is prohibited throughout the building, including smoking as part of a theatrical production. Time Limitations All rentals are based on an hourly rental rate. All rental charges will start from the time the first person enters the building until the last person leaves. 10

11 Pricing Information Venue Capacity Per Hour Per Hour (501c3) Margeson Theater 324 $150 $75 Goldman Theater 118 $125 $50 Mandell Theater 99 $125 $50 Studio B 65 $110 $40 Patron s Room Up to 125 $125 $50 Courtyard Up to 250 $125 $50 Center Lobby Up to 300 $200 $125 Additional Services Service Rate Duration Piano (Upright) $150 Per Day Chairs (Non-theater) $1.25 Per Day Tables $8 Per Day 6x8 Projector Kit Quote Per Event 6x8 Projector Kit w/ Sound Quote Per Event 9x12 Projector Kit Quote Per Event 9x12 Projector Kit w/ Sound Quote Per Event Light Technician $20 Per Hour Sound Technician $20 Per Hour Janitorial Service $18 Per Hour Catering Kitchen $100 Per Day Conditions Charges begin when load in begins and end when the load out is completed. A Deposit of $ or 10% of the total rental (whichever is greater) is due at signing. All rentals include the following at no extra charge: Basic Stage Lighting (Theater Venues) Event Manager Basic Janitorial Services Additional services may be obtained at an additional cost. ALL parties renting any space at the Shakespeare Center MUST provide proof of liability insurance for not less than one million dollars ($1,000,000) to cover the dates of their event. All parties renting the theater venues agree that the facility is to be used AS IS. Modification of existing scenery, lights, or sound present in the theater at the time of the event must be approved by the Rental Manager. 11

12 Ticketing Services Ticket sales are available through the Orlando Shakes Box Office. Each pricing tier includes the services from the previous tier; however pricing is based on the single tier cost. Licensee will need to provide ticket prices, event title, event description, images, and promotions to the Box Office seven days (7) prior to the on-sale date of the tickets. Ticketing Description Per Ticket Per Ticket (501c3) Tier I Printed Tickets $0.07 $0.05 Tier II Add Website Sales 5% 4% Tier III Add Phone Sales 15% 10% Base ticket price is earned by licensee. OST adds a processing and handling fee to cover costs. All sales based on standard OST Box Office hours. Additional hours or show support can be purchased based on pricing below. Payments are made within seven (7) business days of final performance. Front of House Services Service Per Hour Duration Box Office Staff $22 Per Hour House Management $22 Per Hour Ushers $15 Per Hour 12

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