THE KATHLEEN C. CAILLOUX CITY CENTER FOR THE PERFORMING ARTS Heather Cunningham, Executive Director Thank you for your interest in the Kathleen C. Cailloux City Center for the Performing Arts (Cailloux Theater), a city owned Performing Arts Center with a responsibility to serve as a war memorial for the County of Kerr and as a center of Performing Arts in the Kerrville Community. These magnificent facilities are made available to you - individuals and organizations interested in producing events that enhance arts accessibility for all residents of Kerrville and the surrounding area. As the Theater manager, Playhouse 2000 in indebted to the Kathleen C. Cailloux Family, The Floyd A. and Kathleen C. Cailloux Foundation, and the City of Kerrville for their continued support. Please take seriously your responsibility to protect the Cailloux Theater for the community’s long-term enjoyment. In order to rent the Cailloux Theater, we ask that you first complete the application process specifically described below. The calendar dates and Theater equipment are reserved, subject to availability, on a first come, first served basis. If you wish to rent the Cailloux Theater, follow these steps:
Take some time to review the Renter’s Handbook you received along with this application. It includes all of our technical information, rental policies, and some helpful hints.
Fill out the Facilities Rental Application Form (beginning on page 14) and return it to the Theater office.
Please note that the Application Form is not a rental contract, and you should not publicize your event until your agreement is complete. If your application is approved:
A Rental Agreement Contract with rental costs, based on services and schedules requested, will be drafted and returned to you. Please sign this contract along with the required Marketing and Ticketing Forms (see page 19).
Return the signed contract, proof of insurance, and all required forms to the Theater office, along with the non-refundable deposit (see page 6)
A Cailloux Theater staff member will contact you to schedule a time to confirm all of your arrangements.
Run a successful and professional event at the Cailloux Theater
If you have any questions, please don’t hesitate to contact us. Our contact information can be found on page 19.
Cailloux Theater Rental Information
Version 6 –2010
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
Table of Contents: Rental Rates and Fee Information ...................................................................................................... 3 Tier One Rates.................................................................................................................... 3 Tier Two Rates ................................................................................................................... 4 Additional Services, Equipment and Staffing Options....................................................... 5 General Guidelines and Requirements ............................................................................................... 6 Who can rent ...................................................................................................................... 6 Booking Calendar............................................................................................................... 6 Deposits, Rental Fees & Settlements ................................................................................. 6 Premises ............................................................................................................................. 6 Insurance Requirements…………………………………………………………………. 6 Dispute Resolution ............................................................................................................. 7 The facilities ....................................................................................................................... 7 Green Room and Dressing Rooms ..................................................................................... 7 Usher Room/Storage Cabinets ........................................................................................... 7 Furnishings ......................................................................................................................... 7 Property .............................................................................................................................. 8 Decorations and Displays ................................................................................................... 8 Other issues ........................................................................................................................ 8 Staffing your event ............................................................................................................................. 9 Required Staff .................................................................................................................... 9 Ushers ................................................................................................................................. 9 Work Rules......................................................................................................................... 9 Technical information ........................................................................................................................ 10 Equipment .......................................................................................................................... 10 Performance Rights ............................................................................................................ 10 Recordings and Broadcasting ............................................................................................. 11 Photography and Media ..................................................................................................... 11 Front-of-House ................................................................................................................... 11 Special seating policy ......................................................................................................... 11 Ticketing and sales............................................................................................................................. 12 Ticket Sales ........................................................................................................................ 12 Box Office Policies ............................................................................................................ 12 Concessions and Catering .................................................................................................. 12 Merchandising .................................................................................................................... 13 Alcohol ............................................................................................................................... 13 Marketing your event ......................................................................................................... 13 Using the Cailloux name, image or logo ............................................................................ 13 Application Forms ............................................................................................................................. 14 Rental Ticketing and Marketing Form ............................................................................................... 18 Cailloux Theatre/Playhouse 2000 Contact Information ..................................................................... 19
Cailloux Theater Rental Information
2
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
RENTAL RATES AND FEE INFORMATION As of May 2010, the Cailloux Theater has adopted a multi-tiered rental-rate system to better reflect the uses our renters have for the facility. Generally, Tier One events are full productions and Tier Two events include meetings and lobby-only activities (see complete definitions below.) Final determination of an event’s tier status is based on the information presented in the application and will be determined by the Cailloux Theater Staff. All rates defined by the Not for Profit rate must also provide a copy of their 501(c)3 determination letter from the IRS. TIER ONE A Tier One Event is defined by any of the following: An event that includes a presentation with an audience, whether on the stage or in the lobby; An event for which tickets are sold to the public; or An event for which the technical requirements demand significant lighting or sound support or which has other potential need for outside labor. TIER ONE HOURLY RENTAL RATES ~~ LOBBY ONLY MONDAY – THURSDAY FRIDAY - SUNDAY
STANDARD RATE $165 $185
NOT FOR PROFIT RATE $100 $125
TIER ONE HOURLY RENTAL RATES ~~ AUDITORIUM AND STAGE (FULL FACILITY)
MONDAY - THURSDAY FRIDAY - SUNDAY
STANDARD RATE $215 $250
NOT FOR PROFIT RATE $150 $175
Add the Board/Meeting Room to the above rental .................................................. $50/event Your Tier One rental package includes: Operating staff consisting of: a house manager (for events that utilize the audience area); an on-site facility representative (which may or may not be the house manager), and box office staff available during regular box office hours. Use of the Lectern. Use of usher room and Cailloux Theater usher vests. Secure storage cabinet for personal effects. Full use of the Lobby. Access to all public restrooms. The AUDITORIUM AND STAGE Rate also includes: Auditorium seating area. Full use of the Stage. General house light. Backstage facilities. Loading dock.
Cailloux Theater Rental Information
3
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
TIER TWO Tier Two Events are meetings and private events that do not include a full stage production, are not promoted to the general public, have no ticket sales and do not exceed four hours in length (including set up and strike). TIER TWO HOURLY RENTAL RATES ~~LOBBY ONLY MONDAY – THURSDAY FRIDAY - SUNDAY
STANDARD RATE $100 $150
NOT FOR PROFIT RATE $75 $85
TIER TWO HOURLY RENTAL RATES ~~AUDITORIUM AND STAGE MONDAY – THURSDAY FRIDAY - SUNDAY
STANDARD RATE $165 $185
NOT FOR PROFIT RATE $100 $125
Add the Board/Meeting Room to the above rental .................................................. $50/event Your Tier Two rental package includes: Operating staff consisting of: a house manager (for events that utilize the audience area); an on-site facility representative (which may or may not be the house manager). Use of the Lectern. Use of usher room and Cailloux Theater usher vests. Secure storage cabinet for personal effects. Full use of the Lobby. Access to all public restrooms. The AUDITORIUM AND STAGE Rate also includes: Auditorium seating area. Full use of the Stage. General house light. Backstage facilities. Loading dock.
In addition to your space rental, your event may have specific needs for other equipment, services, and personnel, which we can provide at additional cost. The full list follows on the next page.
PLEASE NOTE: The rental rates of the Cailloux Theater are based upon a reasonable work period in any ONE calendar-day. Time in excess of 12 hours (or beyond the contracted time) during a calendar day WILL incur overtime facility rental fees of $200 per hour or portion thereof. Different rules may apply to multi-day events. Your contract will have more details.
Cailloux Theater Rental Information
4
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
OPTIONAL ADDITIONAL SERVICES Special setups for stage, seating areas, rehearsals or the lobby; ........................ $25/hour Special custodial or trash removal services* ..................................................... $25/hour Special fire alarm panel monitoring* ................................................................ $50/hour Security detail* .................................................................................................. TBD Standard Marketing Package………………………………………………….$150/event Please see page 13 for a complete description.
Rental of Board Room……………………………………………………..….$100/day Items marked with a * may be required in certain circumstances.
AVAILABLE EQUIPMENT House Light Board* (standard stage lighting) ............................................................... $15/hour House Sound Board* (basic stage sound) ..................................................................... $15/hour Stanchions & Ropes ...................................................................................................... $20/event 6' Tables w/black tablecloth (14 available) .................................................................. $10 each/event Chairs (40 available) ..................................................................................................... $1 each/event Steinway “D” Grand Piano (can be used on-stage only) ............................................... $175/Day Spinet Piano ................................................................................................................... $50/day Follow Spot Light* (2 available) .................................................................................. $20 each/hour Digital Projector ............................................................................................................ $100/day Rear Projection Screen (12'X16’) ................................................................................. $35/day Orchestra Shell* ........................................................................................................... $125/day Orchestra Chairs (100 available) .................................................................................. $1 each/day Music Stands (85 available) .......................................................................................... $1 each/day Stand Lights (15 available) ........................................................................................... $1 each/day Conductor’s Podium ...................................................................................................... $2 /day Risers* ........................................................................................................................... $100/day Marley Dance Floor* ..................................................................................................... $175/event Please see page 8 for a more complete list of policies for using this equipment Items marked with an * may require hiring approved staff for set-up and/or operation.
AVAILABLE STAFF In addition to the staff provided in your rental, you may need to hire additional staff to perform certain activities requiring specialized training and knowledge (please see page 7 for a full discussion of staffing needs.) We insist that all personnel employed in these jobs either be Playhouse 2000 employees or be otherwise approved in advance to ensure that they can safely and effectively operate sensitive equipment. In the event you have little or no personnel, we can hire – at an additional expense- additional technicians on your behalf according to the following schedule: 4 hour Minimum Light Board Operator (includes hourly fee for light board) ............. $100 Master Electrician (specialized cueing or patching) ......................... $140 Sound Board Operator (includes hourly fee for light board) ............ $100 Sound Engineer (specialized equalizing, mixing) ............................ $140 Stage specialists, lighting and audio assistants ................................. $100
Hours 5 - 12 $25/hour $35/hour $25/hour $35/hour $25/hour
Please note that we reserve the right to require a reasonable number of technicians and front of house staff be on hand to properly control load in, set up, focus, performance, and restoring the space to its original configuration. This number will be on your rental contract, and Playhouse 2000 reserves the right to call in extra stagehands at the renter’s expense for safety reasons.
Cailloux Theater Rental Information
5
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
GENERAL GUIDELINES AND REQUIREMENTS WHO CAN RENT: The Cailloux Theater facilities are available for rent to individuals and organizations interested in producing an event for all residents of Kerrville and the surrounding area. We reserve the right to determine your eligibility to rent the facilities. Events in the Cailloux must not detract from the positive public image of the facility or the City of Kerrville. Along with the application form, you must provide detailed information about your event (an official technical rider is preferable if available) to determine if we can meet all of your expectations. If we determine that your requirements exceed our capacity, we will ask for a change in your technical needs or, if that isn’t possible, decline your application. BOOKING CALENDAR:
Our calendar is based on a January to December cycle, and you may request a specific date as early as 24 months in advance. Dates may be restricted by the Playhouse 2000 season; otherwise availability will be on a first come, first served basis. DEPOSITS, RENTAL FEES, and SETTLEMENT: We require payment of a non-refundable security deposit of $250 per rented day or the total fee of your rental, whichever is less, to be paid when you submit your signed contract. This deposit confirms your date on the calendar. Deposit should be in check or cashier’s check form. Future ticket revenue will not be considered as a deposit. Rental fees and any additional fees for services, equipment, or personnel not paid within the time provided in your agreement may impact our ability to provide future rentals. This includes a .5% interest per 30 days. The rental fees determined in the rental agreement shall be paid to Playhouse 2000 14 days before the event. Fees not covered by Box Office receipts may be paid with cash, certified cashier’s check, or money order. If Playhouse is selling tickets, then the rental or fees in excess of prepaid costs shall be withheld by Playhouse, out of gross sales. If Playhouse 2000 does not sell tickets, an invoice of excess fees will be mailed to the renter. All settlements, whether invoice or net check, will be mailed within 14 business days (from the last performance day) to the address on this application. A detailed daily transaction list and rental fees will accompany all settlements for each day in the building. PREMISES
By signing this agreement you agree to take and leave the premises as you find them; and to take every reasonable precaution to protect the public and your employees, agents, invitees, licensees, subcontractors and their employees.
We are not responsible for the loss of any items belonging to you, or to your guests, invitees, licensees, employees, contracted agencies or personnel, or volunteers.
INSURANCE:
You are required to provide us with proof of general liability insurance of at least $1,000,000 for your event, listing both Playhouse 2000 and the City of Kerrville, Texas as “additional insured.”
Please note that failure to provide proof of adequate insurance coverage or cancellation of insurance WILL be grounds for canceling your event. Cailloux Theater Rental Information
6
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
DISPUTE RESOLUTION If you have a specific complaint regarding your rental experience or the management of the Cailloux Theater, you should first address the issue, in written form within 30 days of the receipt of the invoice / wrap sheets, directly to the management using the contact information on page 19. If your issue is not satisfactorily resolved within a reasonable time period, you should then address, in written form, the Board of Directors of Playhouse 2000 (P.O. Box 290088, Kerrville, TX, 78029.) The matter will be taken up at their next scheduled business meeting. THE FACILITIES Hours of Operation: The Cailloux Box Office is open Monday through Friday 9:00 am to 6:00 pm and Saturdays 10:00 am to 3:00 pm. Production offices are closed on Monday and available by appointment Tuesday through Friday 10:00 am to 4:00 pm. All offices are closed Thanksgiving, Christmas, New Year’s Day, Memorial Day, Independence Day, and Easter. The theatre or portions thereof may be unavailable from time to time to address necessary facility needs. Cleaning: Basic cleaning, including cleaning the auditorium, lobbies, public bathrooms, and dressing rooms will be considered part of all facility rentals. If an unusual need for cleaning or trash removal is caused by your event – especially if your event includes glitter, feathers, flowers, or resin – you may be charged the excessive cleaning fee of $25 an hour. In any case, an additional fee of $225 will be charged if food is served on any carpeted area of the theatre. Security: We will provide minimal security for your event. Specifically, we will lock and unlock doors at your request and limit access to only those approved by you. Security beyond this may be desired by you or required by us, and the cost of that security will be your responsibility. The parking areas have no security provided. GREEN ROOM AND DRESSING ROOMS: There is a small green room and two dressing rooms at the back of the facility. Each dressing room is equipped with multiple electrical plugs, six sinks, two toilets and one shower stall; all of these are wheelchair accessible from the stage. There is a refrigerator for your use; please leave it as clean as you found it. An additional fee will be charged if we feel excessive clean up of these areas is necessary. USHER ROOM / STORAGE CABINETS: As a Renter, you will have access to the Usher Room next to the lobby which houses the extra chairs, usher vests, hearing devices, and the two lockable cabinets that come with each rental. The door and the cabinets will be equipped with a separate key; one set will be given to the House Manager and the other to the Contact Person listed on your rental agreement. Your keys must be returned to the House Manager at the end of the night; if they are not, payment will be withheld until the keys are returned. FURNISHINGS: The Cailloux Theater maintains a limited inventory of 6-foot tables (with accompanying black tablecloths), and chairs (with and without arms), which are available for rental. You are responsible for all tables, chairs, linens, tableware, tents, and other additional materials you need beyond this. You may not move furnishings or objects belonging to us without prior written approval. The lobby furniture, included in the Tier One rental rate, is placed in designated locations and MUST not be rearranged. Any tables or displays you bring in should be placed around the furniture. For lobby only/Tier Two rental, please ask about special arrangements for relocating lobby furniture.
Cailloux Theater Rental Information
7
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
PROPERTY:
You may not alter existing Cailloux Theater building and premises with any sort of construction. We are not be responsible for or liable to you for any loss resulting from any Act of God which may cause a lack of heat, water, light or air conditioning, nor for any failure of equipment to operate or function properly through no fault or act of ours. You must remove all show materials (including leftover programs) and equipment from the property immediately after your event, unless you have previously made other arrangements. If your equipment is not removed we will attempt to notify you and then reserve the right to have it removed at your expense or charge you the hourly rental rate. Because storage is limited at the Cailloux Theater, we recommend that your property and equipment be delivered and picked up on the day of your rental. In all cases, we must be aware of when your things are to be delivered and picked up. Items that have been rented/procured by the renter through a separate vendor (other than P2K) must be removed within 12 hours of the event unless other arrangements have been made in advance. You must not impair the function or visibility of Exits, Exit Signs, or Fire extinguishers and hoses with any scenery or equipment. No exterior signage, including those placed on strategically positioned vehicles, or anything else intended to draw attention to the theatre may be installed or used without prior written consent from Playhouse 2000.
DECORATIONS AND DISPLAYS: All displays, decorations or special equipment must be approved in advance of your event. You may not use tape, staples, tacks, nails, screws, or paint on any Cailloux Theater property when decorating for your event. Lobby displays, banners, etc. may not be attached to walls, ceiling or floor. We can help you ensure that items are properly displayed without damaging Cailloux Theater property. Candles are not permitted, with the exception of small birthday candles, votives, or outdoor terrace lamps, all of which must be previously approved in advance. This includes stage performances. Open flame is not permitted anywhere in the facility, except for “canned heat” for warming food as part of a catering setup in the lobby or concession areas. This includes stage performances. All approved decorations must be fireproofed in accordance with industry standards. OTHER FACILITY ISSUES: Smoking is not permitted in any of the buildings and only in designated areas outside of the buildings. Except for service animals or animals that are part of a performance, no animals are allowed in the Cailloux Theater. We retain the right to determine issues of public safety and to take action accordingly when necessary.
Cailloux Theater Rental Information
8
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
STAFFING YOUR EVENT Required Staff: A member of our production department will be provided to you and must be on hand for the duration of your rental. We will provide a trained house manager for events which utilize the audience chamber. If our specialized equipment is used during your event, technicians hired to run the equipment must be approved by our Technical Director (see page 5 for a description of available staff). We reserve the right to determine the reasonable number of technicians needed to properly control and present the event and we will provide that estimate to you in advance. If necessary for the safety of participants, audiences, or the facilities, we may adjust the number of staff needed on-site, and additional personnel and/or equipment costs will be incurred. Ushers: We do not provide ushers for your event. You are responsible for recruiting ushers. We will be happy to provide a list of potential ushers that you may contact. If you are anticipating a full house you should provide at least 16 ushers. It is up to you whether or not to offer these ushers a complimentary ticket to the show. Work Rules For reasons of safety, our employees, or employees hired by us on your behalf, are covered by the following work rules which assure that staff are reasonably rested. Failure to consider these rules when scheduling can lead to substantial problems and penalties.
At a minimum, a one hour meal break for staff and crew is required every 5 hours. A labor penalty of two times the prevailing hourly rate will be charged if a one hour break is not given after five hours. This double time rate will continue until a one-hour break is given. Hours are calculated in whole hours. There is no grace period for breaking the hour, so going one minute into the next whole hour is the same as going fifty-nine minutes into the next whole hour. If the workday extends past midnight, a labor penalty of two times the prevailing hourly rate will be assessed for each hour or portion thereof. Crew break times may be staggered so long as the above rules are followed. We maintain a zero tolerance drug and alcohol policy for all personnel working in our space, whether we hired them or you did. We reserve the right to eject any staff member who appears intoxicated or otherwise impaired or who is acting in an unsafe manner.
PLEASE NOTE: Once a crew call has been established on your behalf, you may not alter the call within two weeks of the event without approval from our Technical Director. A change to crew call without this notice may result in your full obligation for fees already agreed upon.
Cailloux Theater Rental Information
9
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
TECHNICAL INFORMATION
For additional technical specifications for the theatre, please contact our Technical Director. Our earliest load-in time is 8:00 am; our latest load out time is 12:00 midnight. Any load-in/out required outside of these times must be arranged in advance, and overtime labor and rental fees will apply.
EQUIPMENT: Our sound and light boards are not included in the base rental rate. If you rent this equipment according to the fee schedule on page 5, you must hire qualified lighting and sound operators, unless personnel you provide can demonstrate a sufficient proficiency in the operation of these systems. While the rigging system, when needed, is included in your base rental rate, you must hire a qualified rigging operator unless personnel you provide can demonstrate a sufficient proficiency in the operation of this system. Your rental includes our standard lighting plot, available in the Technical Specifications. You can ask us to make changes to this standard lighting plot, for which you will be charged at a time and materials rate along with any labor cost to restore to the standard lighting plot. Some specialized Cailloux equipment may be available for an additional fee (see page 5). If your event requires equipment beyond what we offer, you may ask our staff to help you find, contract for, and operate that equipment. All costs associated with securing such equipment will be your responsibility. If a need for additional equipment is discovered on the day of performance, it may be rented only if our staff is available and able to provide said equipment and you agree to add the rental cost of the equipment to your agreement. The use of fog or haze can trigger the fire protection system. If your event requires a fogger or similar equipment, fire panel monitoring by the Kerrville Fire Department is required for the duration of rehearsals and performances, and you agree to incur the associated cost (see page 5). You must provide a complete list of equipment and stage needs at least two weeks in advance of your event. This also includes the technical rider for any third party performers. All equipment or scenery you bring in must be properly fireproofed according to industry standards. Any pyrotechnics or similar effects must be approved by us in advance and be performed by a licensed pyrotechnic technician. No pyrotechnic displays will be permitted without proof of the proper licenses as required by the State of Texas and the City of Kerrville. Lagging into the stage deck is strictly prohibited. Our stage piano is a Steinway Model D (see page 5 for rental rate) which is in excellent condition and is tuned regularly. You may request additional tuning(s) which will be billed separately at the rate charged by the tuner. PERFORMANCE RIGHTS When you sign this rental agreement, you represent that all musical performance rights for your event have been (or will be) obtained and that all required fees have been (or will be) paid to all appropriate agencies such as ASCAP and BMI.
Cailloux Theater Rental Information
10
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
RECORDINGS AND BROADCASTING: You must make specific advance arrangements with the technical director when any performance or rehearsal is to be recorded or broadcast. This is in the event you are being recorded by an outside party or hiring Playhouse 2000 to record as in both cases it requires additional preparation by Playhouse 2000. When you sign this rental agreement, you represent that you are solely responsible for securing all rights and licenses associated with any recording or broadcasting. Additional fees for stage labor may apply for some types of recording or broadcasting. Any commercial use of recordings or broadcasts done at the Cailloux Theater must include appropriate language identifying the location in wording that we have approved. PHOTOGRAPHY AND MEDIA: Flash photography and video recording are permitted in the Cailloux Theater, but is up to you whether or not you will permit them during your event. Our house manager can be asked to assist you in enforcing your decision. FRONT OF HOUSE:
The seating area of the theatre should open to the public 30 minutes before the scheduled show time unless otherwise arranged in advance. For the safety of audience members, before opening the auditorium, you must consult with the staff house manager. No food or beverage is allowed in the seating area at any time. Though a House Manager is included in the base rental rate, ushers are the responsibility of the Renter (see page 9.) You must arrange for an adequate number of reliable ushers to ensure smooth operation before, during, and after your event; we recommend having a designated usher coordinator who can communicate directly with us. If you need it, we will be happy to give you a list of trained volunteer ushers. The House Manager will instruct the ushers each night in their duties. For the safety of the audience, before beginning the performance you must consult with the staff house manager. Performances must be finished no later than 11:00 pm unless arranged with us in advance. We reserve the final authority on lighting intensities for the auditorium, lobby, and backstage spaces at all times. We reserve the final authority on audio levels for the auditorium, lobby, and backstage spaces at all times. At no time will the sound volume level be allowed to exceed 96 decibels in any area of the Theater. We reserve the right to remove from the premises any person who becomes objectionable or who significantly fails to conduct his or her duties appropriately.
SPECIAL SEATING POLICY: The Cailloux Theater contains a total of 834 usable seats, of which 818 are available to you. The Theater offers wheelchair accessible seating in accordance with the ADA. Our policy on these seats is posted at the box office and on the web site. Total seating capacity will not be exceeded. We retain the 6 House Right box seats during all events and performances. Playhouse 2000 may sell these 6 seats to any requesting patron. The income from these sales will go to Playhouse 2000 for the maintenance and preservation of the Cailloux Theater. The Cailloux family retains right to use the 6 House Left box seats during all events and performances, to be used as they see fit.
Cailloux Theater Rental Information
11
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
TICKETING AND SALES TICKET SALES: Each ticket sold or otherwise printed for your event will incur a $1 service fee and a $1 Preservation fee. We will waive these fees on complimentary tickets (up to 25% of the house) providing they are requested and printed in a single sale. All credit card sales will incur a 3% processing fee, which will be deducted at settlement. You are responsible for any sales taxes owed. If your event has reserved seating, ALL tickets MUST be printed through the Cailloux Theater Box Office. No other tickets will be accepted by the House Manager or his/her staff. Complimentary tickets must also be printed through the Box office. They must be printed at least 72 hours in advance and, except in the case mentioned above, they will be subject to box office fees. Tickets may be reserved for sponsor/complimentary seats and then released for later selling if needed, as you choose. All tickets for these purposes will still need to be printed through the box office for seating purposes. There will be no refunds on tickets sold to the general public. You are free to make your own exchange policies (between performances). The box office will accept tickets given back for resale up to 24 hours prior to your event. Within the 24 hour period, the tickets will not be resold, but given back to you for your use. Note that, except as specified in this paragraph, every ticket, whether sold or complimentary, will incur $2 fee, including a $1 service fee and a $1 preservation fee. BOX OFFICE POLICIES: Standard box office hours are Monday through Friday from 9am – 6pm; and Saturday from 10- 3. The box office will open one and a half hours before the performance. On weekend days with two performances, a one-hour break will be given between the shows. We will schedule with you an opportunity to set up your event with our box office; to discuss coupons, reserve seating, establish policies on sponsor or complimentary tickets and so forth. If additional, formal meetings with the box office are required, an hourly meeting fee may be incurred. Beginning one hour prior to an event, the box office will not print, sell, or reserve tickets to any other event. To ensure the smooth operation of sales, admission to the box office is reserved for Cailloux Theater and Playhouse 2000 staff only. CATERING / CONCESSIONS: We enjoy a relationship and a concession contract with “Rails, a café at the Depot.” If requested in your application, we will arrange with them to provide concessions for your event at your expense. All other catering services and contracts are solely your responsibility. The Cailloux Theater has a catering prep area for small food prep and plating. There are no facilities for cooking, chilling, or freezing large quantities of food. Set-up and clean-up including the removal of trash to the dumpsters, whether or not you have arranged for such to be handled by your catering staff, are your responsibility. This space is not to be used for gatherings or by the public – it is for employees only. Food should not be served or consumed in the carpeted areas of the facility. An automatic $225 cleaning fee will be assessed if food service takes place on a carpeted area.
Cailloux Theater Rental Information
12
THE CAILLOUX THEATER RENTAL INFORMATION Version 9-10/15/10
Guests should be advised that food and beverages may not be brought onto or removed from the premises by anyone other than the caterer. Food and beverages (with the exception of bottled water) are prohibited at all times in the auditorium. Cooking indoors with open flames is not permitted. Cooking outdoors may be permitted upon meeting specific conditions. Please ask for details. Candles are not permitted, with the exception of small birthday candles, votives, or outdoor terrace lamps, all of which need to be approved in advance. Any previously approved open flames must be kept at least twenty feet from buildings, and must be attended to at all times. A Cailloux Theater staff member must be notified after extinguishing the open flame to ensure that all cinders have been properly extinguished.
MERCHANDISING: You may request permission to sell merchandise related to your event during your rental period. You agree to pay us a facility commission share of 20% of gross receipts (net of any tax) for all merchandise sold by you and/or your guest artist including all video, CD and DVD sales. If we provide staff for these sales, the facility commission share will increase to 25% of gross receipts (net of any tax.) You shall inform your guest artist of this charge. If you do not derive any money from these sales, Playhouse 2000 may, upon your written application, waive the facility commission. ALCOHOL: We do not have liquor or beer/wine licenses. Unless you have arranged for and provided us proof of official, legal permission, no alcohol may be sold on our premises. MARKETING YOUR EVENT: We have a basic marketing service with which to help you publicize your event. Once we have received your approved rental agreement, the following complimentary services may be available based on availability: We will display one 11” by 17” poster in the lobby with other rental event posters. We may, but are not obligated to, list your event on our website: www.caillouxtheater.com . If this is desired, you must provide two images sized 156 pixels x 125 pixels, or 200 pixels x 200 pixels. Additional listings or other marketing avenues may be available at an additional fee. Please ask about these possibilities if you are interested. Standard Marketing Package - $150 Poster space in lobby boxes (must meet specifications) Picture & Description on Website Mention on Monthly information Recording Marquee Signage (6 wks prior) Please note that, while we are happy to help you publicize your event, we cannot assume any responsibility for marketing your event beyond these services, and we make no claim as to the outcome of any incidental marketing we provide. USING THE CAILLOUX NAME, IMAGE, OR LOGO: Once your rental agreement is confirmed, we encourage you to put the Cailloux Theater logo on your event promotion materials. We will provide digital copies of the logo to you or your graphic artist at no cost.
No event may use the Cailloux Theater name, image, or logo without first entering into a rental agreement.
Cailloux Theater Rental Information
13
THE CAILLOUX THEATER RENTAL APPLICATION FORM
IMPORTANT: Please sign and return this page and ALL subsequent pages to Heather Cunningham Playhouse 2000 PO Box 290088 Kerrville, TX 78029 Please retain pages 1 through 13 for your files. In filling out the following application form, please be sure that you have answered all questions as completely as possible. If you have questions, please email Heather Cunningham at
[email protected] By signing below you have indicated that you have read and understood the rental information as it has been explained here, and that you agree to those guidelines as part of a rental agreement.
Renter:_____________________________________ Event Date_______________________________ I/We have agreed to all conditions set forth in the Cailloux Theater’s Rental Information Packet. Authorized Signature________________________________________ Date_____________________ Print Name__________________________________________________________________________
Accepted by the Cailloux. Authorized_________________________________________________ Signature Date_____________
Cailloux Theater -- Prospective Event Information
14
THE CAILLOUX THEATER RENTAL APPLICATION FORM Version 9-10/15/10
Name of Event:________________________________________________________________________ Event Date (s):_________________________________________________________________________ Organization: _________________________________________________________________________ Contact Name and Title :_________________________________________________________________ Address: City, State, ZIP: _________________________________________________________________ Telephone: (day)___________________ evening______________________ cell ____________________ Fax :_______________________________________ Email :_____________________________________ Organization Tax I.D. or Individual Social Security Number:_____________________________________
Are you an IRS-determined non* 501 (c) (3) organizations must provide a copy of their IRS Determination letter to ensure non-profit rates. Purpose/Type of event (ex. Cocktail party/reception, buffet, performance, or sit-down dinner, etc.):
________________________________________________________________________ ________________________________________________________________________ ______________________________________________________ Will you be prepaying the anticipated rental fees or would you like to take all fees out of gross receipts? Pre-Pay Deduct all fees from gross receipts?
For Office Use Only Application Rec’d Deposit Rec’d Non-Profit
Check Number ___________________Attach copy
501(c)3 Determination Rec’d
Insurance Certificate Rec’d Rental Agreement Issued
Attach copy
Attach copy
Date______________________
Attach copy
Marketing Materials Sent Copy to Patron Services Copy to Production Manager Copy to File Full Payment Rec’d
Check Number Attach copy
Cailloux Theater -- Prospective Event Information
15
THE CAILLOUX THEATER RENTAL APPLICATION FORM Version 9-10/15/10
DETAILS ABOUT YOUR EVENT General:____________________________________________________________________________ Event Title:__________________________________________________________________________ Date of event:___________________________________ Time of event:_________________________ Anticipated number of guests:__________________________________ How long is your event?_______________________________________ SCHEDULE What time will you arrive on the event day?______________________________________________ If you have trucks what time will they arrive?_____________________________________________ Will there be any deliveries made to the Theater in your name prior to your event day? Yes No If so, please provide details:____________________________________________ ________________________________________________________________________ Please provide us with a schedule of your event day (i.e.9am: load in, 11am: guests arrive, 11:30am panel discussion, 12:30pm clean up, etc. you may also attach a preliminary timeline to be updated at a later date): ________________________________________________________________________ ________________________________________________________________________ Catering / Concessions Would you like to have concessions during your intermission? Yes No Will your event be catered? Yes No If so, by whom?___________________________________________________________ When will they arrive?_____________________________________________________ Do you need to use our tables?* Yes
No
How many?__________________________
*Up to 14, 6 foot rectangular tables (may be subject to prior use.)
Do you need to use our chairs? Yes No If yes, please circle & Quantify With Arms*?_______ Without Arms**?______________ *Up to 100 non-folding chairs with arms and a foam back and seat covered in grey cloth (may be subject to prior use). **Up to 80 non-folding, armless chairs with a foam back and seat covered in black cloth ( may be subject to prior use.)
TECHNICAL INFORMATION (For a complete copy of our technical specifications, please visit our website at www.playhousekerrville.com or contact Nicholas Boland at
[email protected] or 830-896-9393 ext 228. Does your event have a technical rider associated with the incoming group that will be performing?
Yes
No
If Yes, have you included technical rider (required for completed application)? Yes
Cailloux Theater -- Prospective Event Information
No
16
THE CAILLOUX THEATER RENTAL APPLICATION FORM Version 9-10/15/10
Orchestra Performances Will you be using the orchestral Shell? Yes
No
Lighting (Stage House Only) Do you have any special lighting requirements?_____________________________________________ Audio Do you need any microphones? Yes
No
How many?______________________________________
Are you bringing any audio gear or musical instruments? Yes No If so, what?___________________________________________________________________________ Is your event being recorded for audio? Yes
No
By whom?_________________________________
Video Are you using any video projection? (This includes PowerPoint) Yes No Will the video presentation include audio? Yes No Do you have all the necessary equipment? Yes No If not, what are your requirements?________________________________________________________ Is your event being recorded for video? Yes
No
By whom?_________________________________
Contact Info for video recording___________________________________________________________ Other Is there anything else that you think we need to know about your event/show?_____________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ Signature*:_____________________________________________________________________________ *Signatory affirms that s/he is personally responsible for, or is fully authorized by the renting organization to provide, the information in this application. Date____________________________
PLEASE NOTE THAT THIS IS NOT YOUR RENTAL AGREEMENT. AN AGREEMENT WILL BE GENERATED BASED ON THE INFORMATION YOU HAVE PROVIDED IN THIS APPLICATION FORM AND SENT TO YOU FOR SIGNATURE. PLEASE BE SURE YOU HAVE COMPLETED THIS FORM IN FULL SO THAT THERE WILL BE NO DELAY IN GENERATING THE AGREEMENT.
Cailloux Theater -- Prospective Event Information
17
THE CAILLOUX THEATER RENTAL APPLICATION FORM Version 9-10/15/10 For office use only! Vendini Map #:________________Vendini Event #:_____________________
Rental Ticketing and Marketing Form Please fill out this form and submit to Heather Cunningham or mail to Playhouse 2000, PO Box 290088, Kerrville, TX 78029. This form must be completed in full. Tickets cannot be made available for sale until form is received.
Performance Title:______________________________________________________________________ (Exact wording, as it will appear in print) Presenter:_____________________________________________________________________________ Sponsors (if any):______________________________________________________________________ Contact Person(s):______________________________________________________________________ Desired on-sale date:____________________________________________________________________ Performance Date:______________________________________________________________________ Performance Time:_____________________________________________________________________ Performance Length:____________________________________________________________________ Intermission: Yes
No
Anticipated Intermission Length:___________
Seating: _____ General Admission _______ Reserved Performance Ticket Prices:_________________________________________________________ Anticipated Discounts and/or Promotions:___________________________________________________ _____________________________________________________________________________________ Please use the space below to provide details about performance for posting on the Cailloux Theater’s website and on other materials. This should be a full performance description of less than 100 words. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
Company/Organization Website:__________________________________________________________ Company/Organization Email:____________________________________________________________
Cailloux Theater -- Prospective Event Information
18
The Kathleen C. Cailloux City Center for the Performing Arts Managed by Playhouse 2000
Contact List: Cailloux Theater /Playhouse 2000 Executive Director Heather Cunningham
[email protected] 830-896-9393 ext. 227 Cailloux Theater Technical Director Nicholas Boland
[email protected] 830-896-9393 ext. 228 Playhouse 2000 Artistic Director Jeff Cunningham
[email protected] 830-896-9393 ext. 226 Playhouse 2000 Business Manager Amy Goodyear
[email protected] 830-896-9393 ext. 227 Cailloux Theater / Playhouse 2000 P.O. Box 290088 Kerrville, TX 78029 830-896-9393 ext. 223 www.caillouxtheater.com www.playhousekerrville.com
Cailloux Theater -- Prospective Event Information
19