|
|
||
|
|
|
Rental Procedures Box Office Services Audience Services Rate Sheet Technical Specifications Join Our Mailing List |
|
|
Rental Procedures home : facilities : rental procedures Renting the Performing Arts Center theatre space for your event involves a specific process. These guidelines are intended to make the rental process simple and easy to follow. 1. Submit a completed Calendar Request Form. Available for download by clicking here (PDF, 32KB). Available by calling the PAC at (716) 878-3032 or in Rockwell Hall Room 210. You will be contacted about availability within twenty-four hours. 2. If your date is available, you may place a temporary hold on that date(s). A tentative hold letter and a copy of the PAC Usage Policy will be sent to you. Within fifteen days of the date of the tentative hold letter, you are required to submit a written letter of intent on your company/sponsors letterhead stating: the date(s) and time(s) of the event, to include any rehearsals and load-in/out times; anticipated audience size; admission charge; registration and/or reception details; and a brief description of the event. A non-refundable payment of $100.00 is also required to confirm your hold. This amount will be deducted from your final total of expenses. Please note: anyone with an outstanding balance owing to the PAC will not be permitted to reserve a date on the PAC calendar for a future event until the outstanding balance is paid in full. 3. Upon receipt of your letter and deposit, the Performing Arts Center will calculate an estimate of expenses that you will incur for the production of your event. This information will be provided to the Events Management Office who will generate a Revocable Permit and Reservation Contract for you. You will also be required to provide proof of single limit public liability insurance in the amount of one million dollars naming the State University of New York, State of New York, Buffalo State College and Buffalo State Foundation Inc. as additionally insured. Please sign and return the contract, proof of insurance and 50% of estimated expenses within fifteen days. 4. After your event, the PAC will provide a box office report and final expense report within ten (10) working days following the last day of use of the PAC. Payment of the ticket revenues (if any) in excess of expenses will be made within twenty (20) working days following the last day of use under this Agreement. Reimbursement to PAC of expenses in excess of ticket revenues (if any) will be due within twenty (20) subject to a credit card fee as specified on the rate sheet. Advance draws against box office receipts are not permitted. Checks should be made payable to: "PAC/BSC Foundation" and mailed to the PAC Assistant to the Director, Buffalo State College, Rockwell Hall Room 210, 1300 Elmwood Ave., Buffalo, New York 14222. Payment can also be made via credit card but will be subject to a credit card fee as specified on the rate sheet. Usage Policy Highlights The Performing Arts Center at Rockwell Hall has established a comprehensive Usage Policy as part of its Rental Agreement. You will receive a copy of this policy once a tentative hold has been placed on the calendar for your event. Following are highlights from the Usage Policy: CANCELLATION POLICY: Should you desire to cancel your Agreement and if notification is given in writing to the PAC at least thirty (30) days prior to the first date of scheduled event, the PAC shall retain the advance deposit as liquidated damages, plus any additional expenses incurred, and you and the PAC shall be relieved of any further obligations under this Agreement. You are responsible for full rental fee and PAC expenses if cancellation is within thirty (30) days of the first date of scheduled event. This money will be drawn from the 50% deposit provided when the signed contract is returned. In the event that you fail to appear, perform, and/or present, or defaults in the performance of the provisions of the contract for reasons other than those allowable by contract and riders, the PAC shall be entitled to all payments due as if the contract had been fulfilled. INTERRUPTION OR TERMINATION OF EVENT: The PAC shall retain the right to cause the interruption of any event in the interest of public safety, and to likewise cause the termination of such event when, in the sole judgement of the PAC, such act is necessary in the interest of public safety. REHEARSALS: All rehearsals must be scheduled and made part of the Rental Agreement. For any event, only production personnel and user representatives authorized by the PAC will be permitted in the rented space during rehearsal. A rehearsal is defined by the use of only stage work lights with one PAC staff person on duty. There will be no use of production equipment including but not limited to stage lights, sound system, the lighting booth, etc during a rehearsal. A technical rehearsal is defined by the use of all required technical staff as determined by the PAC Production Manager and the full use of contracted production equipment. After consultation with the renter, the PAC reserves the right to assign rehearsal space in a location other than the theatre STAFFING: PAC Management shall have final authority to determine the staff necessary for an event, including: production, front-of-house, security, first aid, concessions, and any other activities associated with event. You will be charged for staff as determined by PAC Management. MERCHANDISE/CONCESSION SALES: PAC Management has sole and exclusive authority to sell refreshments at any event in the PAC. PAC shall have the right to sell its own merchandise at any performance. The USER must apply in writing to the PAC Director of Operations for permission to sell concessions and/or merchandise or to conduct fundraising or promotional activities on the premises. A per-performance fee will be charged to non-profit users for any merchandise, concession or fundraising activity held on the premises. For the privilege of the sale of merchandise commercial users will remit 20% of net sales (after deducting taxes) collected, in cash, at the end of the event. EQUIPMENT AND SUPPLIES: You agree that the PAC shall not be required to provide any equipment or expendables not specified as being part of its regular inventory. If any such additional equipment or expendables are required, you will be responsible for acquiring and paying for such equipment. Additionally, shop supplies required in staging events will be charged to you. In signing the agreement, you accept all equipment and/or physical limitations of the PAC. |
|
Performing Arts Center at Rockwell Hall Buffalo State College 1300 Elmwood Avenue, Rockwell Hall 210, Buffalo, NY 14222 Box Office: (716) 878-3005 | Admin: (716) 878-3032 | Fax: (716) 878-4234 E-mail: rhpac@bscmail.buffalostate.edu 2009-2010 Season | Box Office | About the PAC | Artsplorations | Facilities | PAC Home | Buffalo State |