Pittsburg Unified School District Creative Arts Building

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1 Pittsburg Unified School District Creative Arts Building The Creative Arts Building located in Pittsburg, California (40 miles east of San Francisco) is an Historical Theatre Complex owned and operated by Pittsburg Unified School District. The CAB and PUSD reserve the sole right and responsibility to determine the use and scheduling of all facilities and/or equipment located on its property. Rental rates, acceptable use, and extent of use of CAB premises, facilities and/or equipment are at the sole discretion of the CAB management and are subject to change. The Complex is comprised of: 1) Main Theatre 1850 Seats with ADA access and wheelchair seating available ADA- Assisted Listening Service available Strand Light Palette Classic 1500 board controls 192 Dimmers Yamaha LS9-32 Sound board with ElectroVox Speakers Daktronics /Vortek 33 line fly system 2) Little Theatre 242 Seats with ADA access and wheelchair seating available ADA- Assisted Listening Service available Strand Lighting /48 board controls 96 Dimmers Yamaha EMX5016cf Sound Board with ElectroVox Speakers For more information regarding availability and Facility Use Agreement contact: Michael K. Sullivan, Creative Arts Building Supervisor, at Pittsburg High School, Pittsburg, CA. or telephone x 7531 Refer to the Following Website for Calendar of Events or Date Hold Request Absolutely no publicity or invitations shall be distributed until the applicant receives an official confirmation in writing of District approval.

2 Facility Rental Agreement RENTER S RESPONSIBILITY It is the responsibility of the renter to read and understand the entire Facility Rental Agreement prior to signing a rental agreement for the Creative Arts Building. By signing such a rental agreement, the renter indicates that he or she did indeed read, understand and agree to each and every provision as stated in the Facility Rental Agreement. RENTER S REPRESENTATIVE CAB policy is that the renter will furnish the CAB with the name, address, phone number and address of its sole representative upon signing a rental agreement. This representative is the only person authorized to make decisions on the renter s behalf. The representative must be authorized to act for and sign documents for the renter. The representative or agreed upon designee must be present at all activities for which the facility is hired. THEATRE USAGE The Main Stage and the Little Theater may be rented for a public event as a 6 hour minimum or a rehearsal as a 3 hour minimum. Basic Rental includes Light/Sound Board Operator. Theatre fees are by the hour, any portion is rounded up. Time starts with load in and continues until audience, cast and crew are clear and space is locked. If renter exceeds contracted time a premium hourly (double) rate will be charged for the additional usage. Advance written permission from the PUSD is required for any videotaping, audio recording, or photography in the CAB. It may be necessary to block off seats in the Theater(s) to accommodate equipment required for recording, videotaping or photography. The Renter is solely responsible for identifying such requirements and removing the designated seats from sale inventory. The renter must hold the Pittsburg Unified School District harmless from such activity. The renter must coordinate the needs of all aspects of the renter s event with the CAB Supervisor or designated representative. To insure the protection of all in-house equipment and the professional presentation of events all renters are required to utilize the House technical staff for their events, at the rates outlined. SAFETY The renter will not obstruct or restrict the use of any doors, exits, hallways or aisles in the facility. No tripods, cable or equipment of any kind will be allowed in the audience seating area without the prior approval of the CAB Supervisor. No one with the rental group under the age of 18 years may be onstage without adult supervision. Rental groups with large numbers of children must maintain a minimum ratio of one adult for every 10 children on the stage. If a minor s presence is not immediately required on the stage for rehearsal or performance they should be in the dressing rooms or in the seats in the theatre not on the stage. Page 2

3 All scenic units, props and electrical equipment etc. provided by the renter are subject to a safety inspection by the CAB supervisor or designated representative. The Pittsburg Unified School District reserves the right to prohibit the use of any scenery, property, or equipment that is deemed to be unsafe. Equipment judged to be unsafe must be brought up to minimum safety standards or be removed from the premises. Balloons, smoke machines, fog, haze etc. are not allowed in the theaters since the use of such items interferes with the buildings fire-detection system. The use of any pyrotechnics or open flame at any time is strictly prohibited anywhere in the Pittsburg Unified School District. Smoking and Alcohol are strictly prohibited inside the Creative Arts Building. Renter is responsible for notifying all event participants and audience members of these limitations. If Renter s personnel violate these limitations, the Renter will forfeit future rights to rent the Building and all other District facilities and shall be responsible for cleaning and damages resulting from such violations. Only service animals are permitted in the Creative Arts Building. HOUSE MANAGEMENT Promotion: Posters, flyers and other promotional or informational materials may be placed in designated areas only, with advanced written approval of the CAB Supervisor. Box Office: The CAB Theaters do not provide Box Offices services. The Creative Arts Building has an exterior Ticket Booth that with prior arrangement may be used for Will Call distribution or day of event ticket sales. Renter provides personnel. Concessions: Food and drink are strictly prohibited in the Creative Arts Building. Water is permitted for performers in the Green Room Only. Programs, CDs, DVDs, or other merchandise related to the Renter may be sold in the Lobby, provided prior arrangements are made with the CAB Supervisor. STAGE MANAGEMENT Storage: The theater facilities will not be used for long-term storage of sets, props or costumes. Run-of-event storage will be provided as available and by prior arrangement with the CAB Supervisor. Items remaining in the facility after the rental become the property of the Pittsburg Unified School District unless previous arrangements have been made with the CAB Supervisor. The Pittsburg Unified School District assumes no responsibility for stored or abandoned property or materials at any time. The renter will be responsible for any costs associated with the removal and/or disposal of abandoned property or materials. NO OVERNIGHT USE OF THE THEATER WILL BE ALLOWED. Page 3

4 Stage: Scenery construction may not be performed in the CAB other than minor repairs and assembly. The CAB stage may not be painted. Renter may bring in a floor (i.e., Masonite, Marley, or painted floor cloths) to cover the existing stage. Nailing and drilling into the stage floor are not permitted. Any damage caused to the stage floor shall be repaired at Renter s expense. Renter is responsible for providing all tools and hardware for their own use and the CAB is not liable for damage or loss of such equipment. All stage draperies will be hung by CAB personnel. At no time may stage draperies be altered, pinned, or taped. If draperies are moved from original line sets and need to be returned for other events, Renter will be charged for turnover time. Renter may not alter, remove or attach items of any type to the proscenium at any time. All scenic elements must be designed to break at the curtain line to enable removal after each performance (if necessary). The grand drape and movie screen must have ability to be used after each performance. All sets must be designed and constructed in such a way that all items can be removed and stored backstage to provide access to other CAB users. All sound checks on performance days must be conducted at least 75 minutes before the show. No exceptions to this rule. No renter or member of the rental group is permitted in the theater control booth without the permission of the CAB Supervisor. Sound, Lights and Rigging: Basic rental includes a light/sound board operator. A pre-production meeting with the CAB Supervisor will be scheduled at least 45 days prior to load-in. Renter is responsible for scheduling this meeting at a time convenient to the CAB Supervisor. The House lighting plot is permanent and may not be altered. It may, however, be supplemented by the Renter and at the Renter's cost based on availability of circuits and equipment. All lighting equipment will be hung and focused by electricians approved in advance by the CAB Supervisor. Light design and equipment lists must be approved 45 days prior to load-in at the pre-production meeting. Specialized needs for lights or sound must be arranged at least 40 days prior to load-in with the CAB Supervisor. A late fee may apply if not received by the 40 day deadline. All rigging of scenery, flats, signs, banners, pulleys, etc. must be pre-approved by the CAB Supervisor 45 days prior to load-in at the pre-production meeting. The use of the CAB lighting, sound, and rigging equipment is for the enhancement of renter s event and may be withdrawn in case of abuse. Renter is liable for damage incurred as the results of any altered rigging Page 4

5 Only technicians approved in advance and in writing by the CAB Supervisor may operate the sound, lighting and rigging equipment. Technician costs will be billed to the Renter at the specified rate. SECURITY AND ACCESS PUSD reserves the right to require SECURITY. Renter is responsible for cost associated. Balcony is not available for groups under 1200 in attendance. Extra staffing will be required to have the balcony open and renter will be responsible for the additional costs. A representative of the renter, approved by both the renter and the CAB Supervisor must be present throughout the renter s entire use of the facility. No weapons of any kind are permitted in or on the Creative Arts Building premises. The renter may not enter the facility before the rental is scheduled to begin. This includes but is not limited to the purposes of set-up, loading in equipment or scenery, dressing room or restroom use. If the renter needs to have equipment delivered or picked-up at times other than their scheduled use, arrangements need to be made in advance with CAB Supervisor. The renter will be billed for the time involved in the delivery/pick-up. Delivery vehicles should make deliveries to the CAB Supervisor only. No C.O.D. deliveries can be accepted. Backstage: Renter must provide an approved list of production personnel to be admitted to the backstage area. Recognizing limitations on back stage occupancy a limited number of production guests may be admitted. The CAB Supervisor or his/her designee may limit the number of guests permitted backstage at any time. Access lists must be provided by renter to the CAB Supervisor no later than five (5) days prior to the event and the necessary staff will be assigned based on the renter s backstage list. If information is provided less than 5 days prior to event, additional special handling charges may apply. At no time are guests allowed in the control room. APPLICATION and DEPOSITS Applicants must be at least 18 year of age or older and authorized to enter into an agreement. Applications for theatre use are requested no less than (90) days before the first date of proposed use. The $400 date hold/damage/cleaning deposit will be refunded based on final inspection of the theatre by the Theatre Supervisor. Applications are not confirmed until deposit clears. The renter is responsible for returning the theatre to the condition it was in before they arrived. This includes restoring the lighting plot, striking equipment, picking up programs Page 5

6 left in the auditorium, making sure that all garbage is placed in receptacles, etc. Any additional cleaning required may incur charges to the renter s deposit. Any changes made to the facility use application after submittal must be made in writing. Should changes to the application made within (60) days of the event result in additional costs being incurred by the renter, an additional deposit will be required at the time of the change and a revised contract to reflect any fee changes will be executed. The date hold/damage/cleaning deposit may also be held to cover any additional fees such as added staff or time, equipment, damage to facility or equipment, carpet cleaning, etc. An Event deposit of 50% of total fees is required 60 days prior to first use. FINAL PAYMENT Final Payment for Creative Art Building Facility required 30 days prior to first use. Any required documentation such as insurance certificates, confirmation of security, permits etc. must be provided no less than (30) days prior to scheduled use or the reservation automatically becomes null and void. Any and all costs related to such documentation are the responsibility of the Renter. Rentals with outstanding balances after the above deadline are subject to immediate cancellation with no refund of deposit. Facility permits and reservations cannot be transferred, assigned, or sublet. Note on discretionary booking: At the recommendation of the Theatre Supervisor, Pittsburg Unified School District may deny the request to rent the theatre if the proposed event presents a potential conflict to the target market of a previously scheduled event. Criteria include the market saturation of a particular event type or financial impact on the theatre. Additionally the Theatre Supervisor shall regulate or prohibit such activity or use, which in his/her judgment is potentially dangerous or damaging to property, or is not in the best interests of the Pittsburg Unified School District. CANCELLATION A Cancellation between 59 and 30 days will incur a penalty of 25% of total fees. A Cancellation within 30 days of event will incur penalty of 50% of total fees. Page 6

7 INSURANCE The renter shall be responsible for any and all damage to the Creative Arts Building and its premises, equipment and property during their use of the facility. The renter will be held responsible for all actions, behavior, and damages caused by their guests/attendees during use of the theatres. Special event liability insurance is required of all theater users for rehearsals and performances covering both the participants and audience. All renters will be required to provide the Pittsburg Unified School District with an original Certificate of Insurance providing proof of the following: $2,000,000 general aggregate $2,000,000 aggregate (liquor liability included) $1,000,000 personal and advertising injury $1,000,000 each occurrence limit $50,000 fire damage $1,000 non-owned and hired automobile liability The Pittsburg Unified School District must be named as additional insured. The certificate of liability insurance must be provided no less than (30) days prior to the rental. The insurance may not be cancelled or reduced without (30) days prior written notice to all named additional insured parties. Pittsburg Unified School District is not responsible for accidents, injury, illness or loss of group or individual property. The renter shall defend, release indemnify and hold the Pittsburg Unified School District, its officers, agents, employees, and volunteers harmless from and against any loss, liability, costs (including reasonably incurred attorney fees) claims or damages that may arise or result from, or be related to or be alleged to arise or resulted from activities of renter, its officers, agents, employees, and volunteers, and shall at their own costs, expense, and risk defend any and all legal proceedings that may be brought against the Pittsburg Unified School District, their officers, agents, employees, and volunteers, on any claim, demand, or alleged liability, and shall satisfy any settlement or judgment that may be rendered against any of them arising from, or related to activities or renter, and shall assume liability for any and all direct expense incurred in providing services pursuant to this policy, except for any claim, loss, liability, damage or cost directly arising out of the sole negligence or willful misconduct of the Pittsburg Unified School District. Page 7

8 Agreement of Above Stated Terms: (Renter) agrees they have read and understand all terms written here-in the Creative Arts Building Facility Use Policies and Procedures. Renter/Renter Representative Renter Renter Representative Renter Representative Telephone # Renter Representative Name of Event Date of Event Beginning Time of Event Ending Time of Event Date Hold Cleaning/Damage Deposit $400 Received $ Event Deposit due by $ Final Payment due by Signed, Renter Representative Signature Date Approved by PUSD and Theater Supervisor Theater Supervisor Date Page 8