USE OF FINE ARTS CENTER

Transcription

1 USE OF FINE ARTS CENTER Seating: 1,481 The Fine Arts Center (FAC) as part of the Victoria Independent School District is both an educational institution and a government agency; the District is bound by many parameters and limitations. The renting organization must realize that the first priority of the District is to the educational mission, not the use of the facility as a rental house. The service that will be provided to the renting organization will be professional while continuing the ongoing commitment to the educational process as the higher priority of school personnel. The staff of the FAC will assist in every way within the scope of their positions. VISD reserves the right to ensure content is appropriate and is in line with the school district mission. As a VISD property VFAC does not conduct rentals or events on Sundays. Any Sunday event will require Superintendent approval and be subject to the additional holiday fee VISD may require renting organizations to provide off-duty police officers or sheriff s deputies to act as building security. VFAC will be provided 6 complementary tickets to any arranged/contractual event. For assigned seating these seats will be the bottom row of the mezzanine (AA 18-23). The Fine Arts Annex building is adjacent to the FAC and includes 2 classrooms. The Annex can be rented for $37.50 per hour with a 2 hour minimum in conjunction with FAC auditorium rental. See following page for fee schedule. A building orientation meeting is required at least 10 calendar days prior to the event. An invoice of any remaining charges will be mailed to the renting organization and payment must be remitted within 30 days upon receipt. Any cancelations of agreed rentals within the 10 calendar days prior to rental date will result in the loss of the $ deposit. All VISD events booked less than 10 days prior to event will require a $ late fee. Any outstanding invoices from potential renters owed to VISD must be paid in full prior to acceptance of any new contract offers. VFAC offers an in house ticketing system through Vendini Ticketing, utilizing a custom built site map of the VFAC. Tickets are professional quality and scan ready with perforated ends. These tickets can be purchased on line directly by the end user and printed at home and/or distributed or sold directly at the VFAC box office. VFAC can provide these tickets and cover all in house build of the tickets and printing. Use of this service is $1 per ticket, which can be built into the price of the ticket for the end user. Other fees from Vendini are applicable and vary based on ticket prices (tiered pricing) and type of purchase (credit card, on-line, at box office, etc). Please see other fees for full ticketing fee disclosure. Ticket payment disbursement: When the in house ticketing system is used, all cash (to include personal checks) sales collected from any and all ticket sales will be made available within 2 hours following the close of the event. All on-line or box office credit card sales will be paid via check from VISD no later than 30 days from day of the event. Cash draws or advances on ticket sales will not be permitted when using the in house ticket system.

2 FEES FOR FACILITY USEAGE For Profit: $1500 Half Day = 6 hours Included in package: VISD Representative, up to 2 technicians (as needed) Deposit $ $ due 30 calendar days before event Remainder of balance due 48 hours before event. $3000 Full Day = 12 hours Included in package: VISD Representative, up to 2 technicians (as needed) Deposit $ $ due 30 calendar days before event Remainder of balance due 48 hours before event. Groups that go over the contracted time will be billed at a rate of $ an hour. Non-Profit/Educational: $200.00/ hr., minimum 2 hours Deposit $ $30.00/hr. VISD Representative Up to 2 technicians included (as needed) Proof of Non-Profit status required Invoice due 30 calendar days after event. Equipment included: *Podium w/microphone or 1 handheld wireless microphone (9 volt battery included) *Basic Stage Wash of Light *Sound System with ability to play CD, ipod *2 wedge monitor speakers *Blu-ray, DVD *3 Video projectors / screens HOLIDAY FEES: Any rental contracted at a time during a VISD holiday must be approved by the VFAC building manager and/or the VISD FA Director and is subject to an additional $500 fee (both for profit and non-profit). TICKETING FEES: When using the in house VFAC ticketing the following fees will apply for all tickets sales. $1 service fee per ticket for VFAC (regardless of where, when or how of transaction). ALL credit card orders placed via the Vendini website will charged the following appropriate fees as listed below. TICKET FACE VALUE (below) Fee to end user (below) UP TO $9.99 $1.50 $ $14.99 $2.00 $ $19.99 $2.50 $ $29.99 $3.00 $ $39.99 $3.50 $ $49.99 $4.00 $50.00 AND UP $4.50

3 FEES FOR EXTRA EQUIPMENT Per item rental fees: (*cords, batteries & stands are included w/each) Wired mic - $10 each *10 available Wireless hand held - $25 each * 16 available Wireless head or lapel - $25 each *15 available Stage wedge monitors - $25 each *6 available Lighting Equipment: All VFAC rentals will include a basic light plot for a general stage wash only. In addition a color wash of blue or red will also be available if requested prior to 10 calendar days before event. Any additional light plots above and beyond such as specials, additional color washes, area lighting with transitions, re-hang and focus of lights, etc. will require additional labor and billing. Any such request will need to be discussed at date of signed contract and agreed upon (in writing) at least 10 calendar days prior to event. Fees and estimated hours may vary and will be discussed / agreed upon at that time.

4 FAC RENTER INFORMATION Name of renting organization: Organization representative: Mailing address: City: State: Zip Code: Phone Number(s): Fax Number: Name of event: Event date(s): Load In/Event set-up date: Start time: End time: Strike/Event tear-down date: Start time: End time: Number of participants (backstage and/or on stage): Anticipated audience size: Performance Info: Outside doors open: Curtain/Start time: End time: Auditorium doors open: Will the building be needed for rehearsal or set-up: Yes No Rehearsal date: Start time: End time: Rehearsal date: Start time: End time: Rehearsal date: Start time: End time: Is the Fine Arts Annex Building needed yes no Room 1 (75 max) Room 2 (50 max) Both Rooms Date: Start time: End time: Date: Start time: End time:

5 FAC FACILITY USAGE PERSONNEL FEES VISD Representative FAC technicians/stage Hands* Custodian $30.00/hr., minimum 2 hours $15.00/hr. ea. minimum 2 hours $20.00/hr. ea., minimum 2 hours in attendance 1 custodian 701-1,481 in attendance 2 custodians Renters may opt to use their own staff for the following jobs***: 1. Ushers 2. Ticket Personnel 3. Concessions 4. Security (Off-duty Police Officer or Sheriff s Deputies) *The VFAC requires in house technicians to run any VFAC house equipment unless prior arrangements/approvals were cleared through the VFAC management. The VFAC minimum rentals of half or full day include 2 technicians in the rental. Any technician asked to work more than 12 hours in a day for one event will be paid time and half at a rate of $22.50 per hour at the completion of the 12 hours. Each and every production is unique and thus VFAC management may require, substitute or recommend different technicians based on skill level or experience. This may result in different fees being applied or outright direct contractual agreements be made between renter and technician, per the direction of the VFAC management. *** A building orientation meeting is required at least 10 calendar days prior to the event.

6 VICTORIA INDEPENDENT SCHOOL DISTRICT FINE ARTS CENTER USE RULES Renting organization sponsors who use the Victoria ISD Fine Arts Center (FAC) are responsible for adhering to the following rules and communicating them to their performers, staff, students, parents and audience members as appropriate. Please sign where designated and return with all relevant documents. 1. Please note that Victoria ISD events will have priority over any outside event. Priorities for scheduling the use of the FAC shall be as follows: The regularly scheduled educational program, including instructional activities, such as meetings, practices and performances of school-sponsored groups related to official school business. Meetings and other activities of groups organized for the sole purpose of supporting schools or school-sponsored activities. Meetings and other activities of groups comprised primarily of school-age children. Meetings of employee organizations. Meetings and activities of other groups. The District shall have first priority on facility use. The District may cancel any FAC rental agreement by giving twenty-four hours notice prior to lease period when the District determines that it must use the facility for a function related to the operation of the District. The District shall have the right to cancel or move an event to another District location should a disaster occur that requires extensive repairs. In case of an emergency, a twenty-four hour notice may not be possible. 2. At least one VISD Representative, approved by the FAC Manager, must be on-site and accessible throughout the event. This individual will be responsible for locking and unlocking doors for the event. 3. Renting organization is responsible for their patrons, students and/or performers. 4. The renting organization must have a sponsor who remains on site until all guests and participants have vacated the FAC. 5. Participants and audience members will not be admitted to enter the FAC until the VISD representative is present. 6. Children shall be supervised at all times. 7. The renting organization s representative is responsible for the following: Indicating when the house is ready for the performance to begin, Supervising ushers, concession stand workers, security, and other house personnel during the entire event,

7 Indicating intermission times, and Communicating with FAC staff and technicians. 8. The renting organization is responsible for enforcing safe occupancy limits. 9. The number of participants may not exceed the authorized capacity. 10. Aisles shall be shall be kept unobstructed at all times. 11. Vehicles shall be parked in designated areas only. 12. Nothing may be attached to the arms of the seating. 13. Gaffers tape should be used to mark the stage. No tape or fasteners of any kind should be used on walls or doors. 14. Prior approval must be given from FAC Manager or designee before signs, banners or pennants are displayed. In no event, shall signs, banners or pennants deface the property or be in place more than one hour before or after facility use. 15. Any equipment, instruments, scenery, props, costumes, or other related items must be removed by the end of the scheduled occupancy. The renting organization is responsible for items left unattended in the FAC. 16. Renting organizations must bring their own extension cords, power strips and office supplies. 17. The use of tobacco, alcoholic beverages, and drugs is strictly prohibited on school property. 18. Animals are not permitted inside the FAC except for accessibility reasons or associated with a performance with prior approval by District designee required. 19. The facility will be empty and lights out by 11:00 p.m. on school nights and midnight on non-school nights. 20. Events lasting more than 2 hours consecutively must have an intermission to allow technicians and facility staff to have a necessary break. 21. Events lasting more than 4 hours consecutively must allow technicians and facility staff the opportunity to have a meal break. 22. Multi-day events must allow a minimum of 8 hours between the evening end time and the following morning start time. 23. Participation shall not be restricted for reasons of race, religion, sex, creed, national origin or handicapping condition. 24. All activities shall be orderly, lawful and of a nature not to incite others to disorder. Reasonable security arrangements, as determined by the District and appropriate for the type of event, shall be required. 25. Organizations shall comply with all federal, state and local laws, regulations and licensing requirements. 26. The FAC technicians are responsible for operating lighting, sound and stage. Renting organization representatives should direct concerns to the FAC Manager or designee. 27. The FAC and its staff may not be requested to provide content of any kind including music or text.

8 28. Content to be presented by the FAC staff (music, videos, etc.) must be provided at least ten days prior to event or first rehearsal with proper labeling and documentation. 29. Contract time limits shall be strictly observed. Rental organizations must clear all areas as per the rental agreement or additional fees may be incurred. 30. Concessions will be overseen by the FAC Manager or designee. The building shall be left in a neat and orderly condition. All user groups shall be held responsible for reimbursing the FAC for the cost of damage, loss or excessive cleaning charges incurred as a result of their use of the facility. Renting organizations which cause recurring damage may lose the privilege of renting the facility. a. Helium balloons are not allowed in the FAC. b. Food, drink and gum are not allowed in the Auditorium at any time. Ushers will remain posted at the doors of the Auditorium to enforce this rule. c. Glitter, confetti or any similar decorations are not allowed in the FAC. d. All concession items must be pre-approved by FAC Manager or designee. e. All merchandise sales or orders must be pre-approved by FAC Manager or designee. Reviewed: June 2014 Office Responsible: Fine Arts

9 The renting organization representative will be notified of infractions and given the opportunity to correct issues. However, FAC staff is fully within their rights to refuse to continue the event until the infraction is corrected. If resolution is not reached in a timely manner, the FAC staff is authorized to end the event. Billing will continue until all event equipment, personnel, and audience members have left the facility. It is the responsibility of the renting organization representative to interact with their guests and resolve issues of reimbursement or restitution. I have read the above rules for the use of the Victoria independent school district fine arts center and I agree to all provisions contained therein. Renting Organization Representative Date: Fine Arts Center Usage: Approved by: FAC Manager, VISD Date: Deposit received on: Copy: Lead Custodian VISD Representative

10 VICTORIA INDEPENDENT SCHOOL DISTRICT LIABILITY INSURANCE: Renting organizations shall purchase, provide and keep in effect during the use period licensed pursuant to this regulation a liability insurance policy or rider to an existing policy, naming as additional insured Victoria Independent School District, its officers, employees, and agents, which will provide coverage in the amount of $500,000 for property damage and $1,000,000 per person and $1,000,000 per occurrence for personal injury (including death). Coverage provided by such policy or rider must apply to the death or injury of any person and damage to property that result, directly or indirectly, from the intentional or negligent act or omission of users officers, agents, employee, guests, or invitees during the use occupancy of the Victoria Independent School District Fine Arts Center. Such Insurance shall be with an insurance company or companies authorized to do business in Texas, under policy or policies acceptable to the District and provided no later than 10 calendar days prior to use. The renting organization must provide the District with a certificate of insurance attesting the existence of a policy or policies providing coverage required or, if requested, by District. If the policy contains deductible provisions, renting organization shall be responsible for payment of the deductible amount for any claim or claims. Note: No reservation is considered complete until the Certificate of Insurance has been received. The signature below states that you understand and accept the responsibility to provide proper insurance. Signature of Renting Organization Representative Date Insurance Due Date (10 calendar days prior to event)

11 VICTORIA FAC EQUIPMENT AND SET UP REQUEST FORM This form should be returned to the Fine Arts Office no later than 10 calendar days prior to the event to allow sufficient time to schedule staff and equipment. Contact Name: Contact Event Title: Phone: Date: Start Time: am/pm End Time: am/pm Provide a brief description of event: Equipment Needed - Check all that apply Some equipment operation will require stage hand(s) Microphone - Wired Lights Wireless- Handheld Lapel Head Mic Front stage only (i.e. awards ceremonies, public speaking events) Entire stage, on/off only Area lighting with transition Follow spot lights 2 available Sound - Please list format (i.e., CD, ipod, mp3,etc.) Podium Podium Mic Projection Screen(s) 2 sides and 1 center, please indicate preference: Projector (Blu-Ray, DVD provided) UIL Unit Set Choir Risers (8) 4-step available Sound Shell Chairs Requested: Music Stands Requested: Upright Piano Grand Piano number requested (150 available) (100 available) Microphone Stands Straight Boom (Renter is responsible for piano tuning fees. Renter must use VISD-approved piano tuner.) Reserved Auditorium Seating Required seats Special Needs Auditorium Seating (i.e., wheel chair, removable seats, etc.) Curtains needed main drape or mid stage traveler. Please indicate which: Orchestra Pit lowered position ($ fee) Monitor wedges (8 available) Computer access point for PowerPoint Presentation: stage right Special Set-up Request: stage left sound booth EXTENSIVE SPECIAL SET-UP REQUESTS AND/OR COMPLICATED LIGHTING/SOUND MAY REQUIRE BILLING FOR ADDITIONAL TECHNICIAN HOURS.