200 EAST CALIFORNIA STREET . GAINESVILLE . TEXAS . 76240 .

RENTAL GUIDELINES

TRAINING ON EQUIPMENT

It is the responsibility of the renter to ensure that their production needs are met. This will need to be set up prior to the event. ONE –TIME OR FIRST-TIME RENTERS are required to receive training from a staff technical adviser or to have a qualified approved sound technician. THIS TRAINING IS MANDATORY. The event production manager should contact the management in a timely fashion to arrange for training or to make arrangements for one of the staff to run technical equipment in advance of the event.

The staff is to see that the events needs are met within the guidelines set by the management. This includes general operating instructions for lighting and sound equipment, and discussion of theater safety and operational protocols. Training may include advice on placement of materials, decor, hanging backdrops: locating furniture, music stands, and extension cords: and anticipating and resolving potential problems which accompany theater use for any event. The technical adviser will not necessarily be the management on site during performances.

The management assumes no responsibility for equipment failures due to renter’s error.

The management assumes no responsibility for actions taken by the renter which are not allowed due to management guidelines or fire code.

A lighting rep plot and theater specifications sheet including the list of available sound and lighting equipment may be obtained from the management. Any lighting adjustments are to be restored according to the rep plot at the conclusion of the event.

It is highly recommended that the renter make a back-up copy of the program. The management assumes no responsibility for failure due to loss of a show’s setup program.

If an organization provides its own sound equipment, special arrangements must be made with the management and original settings must be restored.

CERTIFICATE OF INSURANCE/LIABILITY WAIVER

A Certificate of Insurance from the Renter’s insurance company or the Theater’s Liability must be signed and presented at the time of deposit.

COMP TICKETS

The Renter will provide the Theater’s management with 12 complimentary tickets to be used by the management at its discretion for the run of a show.

ADVERTISING AND MARKETING

Programs, flyers, posters and all advertising are responsibility of the renter.

The Theater will include events offered to the public in one display case in front of theater. A marquee request form is included in the Theater Guidelines packet and must be submitted at least one week prior to the scheduled event.

Ticket details, information, and phone numbers must be listed in any advertisement. Renters should not list the Theater’s phone numbers without prior permission form management.

The management must approve all advertisements listing the Theater’s name or displaying the Theater’s logo prior to publication or circulation.

CLEAN UP, STRIKE, AND LOAD-OUT

Renters must strike their production/event IMMEDIATELY following the closing performance.

A final Sunday matinee must conclude no later than 6:00 pm in order to allow appropriate time to load out and restore the theatre and its equipment to their original positions.

Renters will restore the theater and its support spaces to the condition in which it was found including but not limited to:

• removing of all set pieces, costumes, props, outside equipment

• Restoration of general lighting and drapery plots

• repainting stage floor if required

• removing of all materials from house, lobby and box office

• restoring Theater’s equipment to original positions

• cleaning/straightening of dressing rooms and any other areas used

Arrangements will be made for the return of keys if applicable.

Management will inspect the theater and its support areas following strike of the event.

The Renter will be responsible for any cleaning and repairs (e.g. nail/screw removal, repainting, tears in curtains or cleaning of carpets), or replacement due to damage or misuse as set forth in these Theater Rental Guidelines.

NO EXCEPTIONS WILL BE MADE TO THESE REQUIREMENTS. DAMAGE FEES WILL APPLY.

Materials or belongings left in the Theater, lobby, box office, dressing rooms or any other area of the facility are not the responsibility of the Theater. The cost of removing such materials will be charged to the Renter or subtracted from the Deposit. The Theater is not responsible for lost or stolen items.

RULES OF THE THEATER

Safety Fire Code must be observed at ALL TIMES. Renters may not exceed established room capacities.

There is absolutely NO SMOKING IN THEATER. This includes lobby, house, balcony or anywhere else in the facility.

NO FOOD OR DRINK IS PERMITTED IN THE THEATER (HOUSE, SOUND BOOTH OR STAGE). Food and drink is permitted in lobby only.

Balcony and penthouse are off limits without the Management’s approval.

Dressing rooms are available upon request and approval from Management. A fee may apply.

Chairs may not be placed in theater aisles; “standing room” in the rear or at the sides of the auditorium is not allowed

Fire equipment (including extinguishers, exit lights, etc.) must be free and clear of obstacles at all times.

Wires and cables must be taped down and may not cross exits or stair treads.

All materials used on the stage must be made flame retardant.

WHEELCHAIR ACCESSIBLE SEATING

The theater has seating positions located in the theater that are designated wheelchair accessible. It is recommended that the event manager discuss such arrangements prior to the event with the Theater’s management if possible.

TRASH

Renters are responsible for cleaning up after each day’s use. Dressing rooms should be picked up and left the way it was found.

SPECIAL EFFECTS

Any special set considerations and special effects must be approved before their use in rehearsal.

Fog, dry ice generators, and smoke may be used with the permission from management.

RULES OF HOUSE

STAGE FLOOR

Nailing/screwing to the stage floor is permitted with the permission of the management. Renters must remove nails and screws carefully during strike to minimize damage of the floor surface.

PAINTING ON STAGE

No set painting is allowed on stage without permission of management. Painted or dripped on floors must be painted black by the renter IMMEDIATELY following strike with black paint and rollers provided by management at renter’s cost. (Advanced notice required). Failure to do so will be considered damage to the Theater.

OUTSIDE EQUIPMENT

No outside lighting, sound or special effects equipment can be used without the written permission of the Theater’s management. Aisles must remain clear as per fire code. Cables running through the house must be secured and clearly marked. No cables may run directly across exit doors.

PERSONNEL/RENTER

The following are responsibilities of the renter. The renter must have a Manager/Contact person.

· Represents the producing body for the event.

· Acts as liaison between the renter and Theater Management.

· Coordinates the renter’s adherence to the Theater’s Rental Guidelines.

· Responsible for all personnel, ticket sales, ushering and security.

· Responsible for the safety, well-being, and behavior of technical staff involved in the event in the absence of the Contact person.

· Responsible for the safety, well-being, and behavior of performers.

· Informs company members about the Theater’s Rental Guidelines and adherence to them.

· Responsible for maintaining the Theater’s policy of no food or drink in the theater.

· Assures final clean up of rented spaces at the end of each day and for final strike.

· Assumes responsibility for any keys assigned to the event.

· Assumes responsibility for any set pieces and props used by performers

· Informs Management of any injuries or damages.

· Strict adherence to safety protocols.

· The execution of all technical aspects of the renter’s event, including set construction, lighting and sound.

· Assumes responsibility for any keys assigned.

· Informs the stage manager and the Theater management of any injuries or damages.

Light Board/Sound Board Operators

Board operators are the responsibility of the renter and must be approved by management. The Theater assumes no responsibility for failures due to operator error.

· Responsible for proper use of light & sound boards and equipment.

· May make adjustments to focus of lighting equipment but may not move an instrument if a designer has not been provided.

BOX OFFICE

The renter will provide all of the following:

· Renter may provide their own tickets, limited to 300 seats and following the Theater Guidelines.*

· Renter may not use the Theater’s phone number for ticket sales.

· Cash for making change at the box office. (No monies may be left in box office overnight. The Theater accepts NO responsibility for any monetary transaction or for loss or theft of monies.)

· Submit record of attendance to the Theater’s management.

Organization related items may be displayed or sold at the box office, or tables can be provided for display in the lobby (Fire code must be followed.)

*Additional 100 seats available in balcony with management approval.

Questions?

Contact the State Theater Management

Suzie or David Jones

(940)665-2721