THEATRE RENTAL TERMS AND CONDITIONS
The RRCA agrees to provide the following service
- The use of spaces within the Ramsdell, as outlined on Page 1 of the AGREEMENT. Additional requests must be approved by the RRCA Executive Director.
- Marketing to help promote RENTER’s event (publish free ads on Social media accounts, LED marketing sign, and printed materials whenever possible).
- The RRCA is fully responsible for providing front-of-house (box office, house manager, ushers), concessions, and any needed production crew (sound engineer, lighting engineer, operations manager), per the AGREEMENT.
- Event supervision. The Facilities and Operations Manager will supervise the entire production. This crew member is charged with the safety and timely execution of the event. This employee is NOT an event stage manager, light board operator, or soundboard operator.
- Provide personnel to help during load-in, load-out, set up, and breakdown.
RENTER agrees to the following
2.0 To accept the services and pay the established rate (Total Contract Amount) as listed on page 1 of this Contract and to pay the established rate for additional services and/or hours of rental incurred after the execution of this Contract.
2.2 To abide by this Contract and all the House Policies of the RRCA (included as part of the contract). RENTER is responsible for informing RENTER’S personnel of all RRCA policies and procedures.
2.3 To pay any and all fees, fines, penalties, or other costs incurred by the RRCA arising out of the RENTER’s event. Additional fees incurred are due 14 days after the last performance/event.
2.4 RENTER agrees to coordinate the time and date of delivery of props and equipment with the RRCA at least 14 days in advance of the start of the rental date (not the performance date).
2.5 RENTER will be responsible for producing the event, including but not limited to the coordination and selection of its key personnel and programmatic content.
2.6 RENTER will be responsible for providing the RRCA staff will all production and technical specifications and needs, including stage set-up, orchestral instrumentation needs, lighting, and audio/visual requirements 60 days in advance of the start of rehearsals.
Policies and Regulations
3.0 Insurance – RENTER must provide proof of insurance acceptable to the RRCA as outlined below.
Public Events: If the event being held is a public event by an organization, or an individual sponsoring the event on behalf of an organization or business, the entity signing the rental contract shall provide to the RRCA a certificate of insurance showing that General Liability Coverage with the following limits has been obtained and includes the City of Manistee and the Ramsdell Regional Center for the Arts as Additional Insureds:
Each Occurrence Limit $500,000
Personal Injury Liability $500,000
Products/Completed Operations $1,000,000
General Aggregate $1,000,000
Medical Payments $5,000
Fire Legal Liability $50,000
The applicable insurance requirements must be provided to the RRCA no later than 30 days prior to the event.
3.1 Control of Building: The Executive Director, his designee and RRCA employees/volunteers shall have the ability to enter the rented premises at all times. In extreme cases, the main doors and/or auditorium doors will not open, nor shall an event begin, without the expressed permission of the Executive Director.
3.2. Deposit. RENTER agrees to pay the RRCA, concurrently with the execution of this Contract by the RENTER and the submission of this Contract to RRCA for its approval, a Deposit of no less than 25% of the Total Contract Amount as listed on Page 1 of the AGREEMENT. RENTER acknowledges and agrees that the Deposit is non-refundable.
3.3 Acceptance by RRCA.The AGREEMENT, when executed by an authorized signatory of the RENTER Organization and submitted to the RRCA with the deposit, constitutes an offer by the RENTER for the use of the facilities and services on the terms and conditions contained in this AGREEMENT. The AGREEMENT is not binding upon RRCA until it is executed by an authorized signatory of the RRCA and returned to the RENTER. Neither RENTER nor RRCA shall be bound by the provisions herein until such acceptance by RRCA has occurred. The offer is good for twenty (20) days, during which period the RRCA agrees to refrain from booking other users of the facilities in the Theatre. Ticket sales and marketing will only begin after the full execution of the agreement. If the offer is accepted by the RRCA, then the agreement is fully executed, and both parties are bound by the terms and conditions. Any changes after execution require initials next to the changes by both parties marked with a date.
3.4 Cancellation. In the event that a cancellation notice is received by RRCA sixty (60) or more days prior to the first date of rental, RENTER shall forfeit its deposit but shall be relieved of responsibility for payment of the BALANCE set forth on Page 1 of the AGREEMENT. In the event that a cancellation notice is received by RRCA fourteen (14) days or more, but less than sixty (60) days prior to the first date of rental, RENTER shall be responsible for payment of 50% of the BALANCE. Such payment shall be due upon demand by RRCA in accordance with this section. The Contract may not be canceled within fourteen (14) days of the first date of rental, and any notice received during such period will be disregarded, with RENTER being liable for the entire Total Contract Amount.
3.5 Disorderly Persons. RRCA and its authorized agent(s) reserve the right to eject or cause to be ejected from the Ramsdell Theatre any disorderly person or persons; and neither the RRCA nor any of its board members, agents, volunteers, or employees shall be liable to RENTER for damages, of any kind, that may be sustained by RENTER through the exercise of such right by RRCA.
3.6 Building Condition. RRCA and its agents make no representation or promise with respect to the building or rented premises except as expressly set forth in the AGREEMENT. The utilization of the rented premises by RENTER shall be conclusive evidence that RENTER accepts the premises “as is” and that said premises and or rented spaces were in good and satisfactory condition at the time such possession was so taken.
3.7 Sale of Food, Drink, and Merchandise. All sales of food and drink at the Ramsdell Theatre shall be conducted under the sole and exclusive control of RRCA, which shall receive all revenue associated with such sales. RRCA’s discretion regarding times and location of sales of food and drink, or where in the theatre food and drink may be taken during performances, shall be absolute. Any non-food artist merchandise may be sold by RENTER at designated areas in the lobby with the consent of RRCA. RRCA reserves the right to sell its own non-food merchandise at all times in any location within the Ramsdell Theatre. RRCA shall determine and have complete jurisdiction over the location of any and all sales areas. The RENTER’s display shall be neat, professional, and well maintained.
3.8 Rules and Regulations. The House Rules are part of the AGREEMENT. RENTER shall comply and shall cause all its participant(s), attendee(s), guest(s), performer(s), and crew to comply with the House Rules. RRCA reserves the right to revoke the rights granted to the RENTER under this Contract, or to deny entry to the Ramsdell Theatre or any portion thereof to any RENTER participant, attendee, guest, performer, or crew, upon violation of those rules, regulations, or directions.
3.9 Backstage & Stage Access. RENTER agrees that members of the audience will not be invited to, or seated on, the stage. RENTER agrees that prior to, during, and after the performance, admission to the backstage area is limited to the actual performers, RENTER’s staff, and necessary individuals authorized by RENTER.
3.10.1 Emergency or Audience Hazard. In the event of an emergency or audience hazard, RRCA and its representatives shall have exclusive right to energize the house lights or take any other action which RRCA and its representatives at their sole discretion deem necessary to provide for audience comfort and/or safety. Furthermore, RRCA and its representatives reserve the right to communicate with the audience at any time and in any manner it deems necessary.
3.10.2 Public Safety & Indemnity. RENTER agrees to conduct its activities upon the premises so as not to endanger any person lawfully thereon; and to indemnify, defend and hold harmless RRCA, its board members, agents, volunteers, or employees from all demands, claims, suits, actions, liabilities, costs, and expenses (including attorney’s fees and all other legal expenses) in connection with, and not limited to the loss of life, bodily injury or damage to property arising from any intentional, reckless, or negligent conduct of RENTER, its agents, employees, volunteers, servants, contractors, subcontractors, licensees, invitees, or guests, during the period in which this Contract covers the use of the rented space, or occurring as a result of the use of such space during the agreed period.
3.10.3 Copyrighted Material. RENTER is solely responsible for its activity conducted within the Ramsdell Theater. RENTER shall secure all licenses and permits required for any performance taking place during its occupancy of the Ramsdell Theater, including, but not limited to, any that may be required for the publishing of copyrighted material, musical compositions performed in concert (i.e., music performance license fees/royalties payable and due to ASCAP, BMI, SESAC), dramatic rights, media rights (photography and video), trademarks, patented devices/processes, and any other intellectual property used in connection with RENTER’s event. RENTER shall further indemnify and hold harmless Lessor from any and all liability, including damages, costs, and attorney fees, associated with the RENTER’s failure to secure a required license or permit.
3.10.4 Collection Costs: Interest. In the event that RENTER fails to pay when due any amount due to RRCA under this Contract, or otherwise defaults under this Contract, RRCA may recover from RENTER all costs incurred by RRCA (including reasonable attorney’s fees and other litigation expenses) in enforcing this Contract. Interest shall be accrued on all amounts that are not paid when due at the rate of 7% per annum on the unpaid BALANCE.
3.10.5 Media Release: If RENTER, or any member of RENTER’S group, are photographed or filmed while on the RRCA property by an authorized/staff photographer, the photo and/or video belongs to the photographer, and you release to the RRCA, its agents, and employees all rights to exhibit and market this work in print and electronic form publicly or privately, including social media websites.
3.10.6 Force Majeure. No party shall be liable or responsible to the other party, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement when and to the extent such failure or delay is caused by or results from acts beyond the affected party’s reasonable control, including, without limitation: (1) acts of God; (2) flood, fire, earthquake, or explosion; (3) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot, or other civil unrest; (4) government order or law; (5) action by any governmental authority; (6) national or regional emergency; (7) strikes, labor stoppages or slowdowns, or other industrial disturbances; and (8) shortage of adequate power or transportation facilities. The party suffering a Force Majeure event shall give prompt notice to the other party, stating the period of time the occurrence is expected to continue and shall use diligent efforts to end the failure or delay and ensure the effects of such Force Majeure event are minimized. The parties shall work together to find a reasonable and acceptable new date for any event that is canceled as a result of a Force Majeure event. Should the parties be unable, using their best effort and exercising good faith, to find a reasonable alternative date then this Agreement and all responsibility and rights of the parties therein, shall terminate without liability or obligation for either party.
HOUSE POLICIES
Ramsdell Regional Center for the Arts House Rules and Policies
These House Rules are made as a part of the THEATRE RENTAL AGREEMENT. The House Policies ensure the safe usage of the Historic Ramsdell Theatre by all groups. The Executive Director of the RRCA has the final decision on all aspects of all events at the Ramsdell Theatre to ensure every event is completed as safely as possible.
Please read through the House Rules, initial at the bottom of each page, and return with your contract. It is your responsibility as the RENTER to ensure that all parents, staff members, crew, and performers with your event are aware of the House Rules.
This is an extensive list but necessary as there are many groups that are not accustomed to the rules of a historic theatre. Please take the time to make sure you understand the House Rules for the Ramsdell Theatre. Thank you for your cooperation.
BUILDING POLICIES
- No tape, tacks, or nails may be used on walls, woodwork, or floors without the approval of the RRCA.
- The Ramsdell is a smoke-free facility. Absolutely NO SMOKINGis allowed in the building, under the theatre marquee, or under the LED sign. Please use the alley for any smoking.
- There is absolutely no outside alcohol allowed in the building at any time. For events requesting alcohol as part of their rental, you must notify the RRCA before the execution of the contract.
- The RENTER or any of its agents may be required to leave the premises if any of the following safety regulations are violated: Tampering with life safety equipment (including, but not limited to, fire extinguishers, sprinkler system, alarms, hoses, smoke detectors); unauthorized entry to restricted portions of the building (including, but not limited to equipment and boiler rooms, roofs, storage areas or offices); engaging in any act which may endanger the safety of others or cause property damage (including, but not limited to, dangerous pranks and throwing items).
- The following is a short list of prohibited items, which should, in no way be interpreted as a comprehensive list: loose glitter, confetti, silly string, candles or open flames, animals (except Service Animals or unless other provisions are made in the Contract for use), weapons of any kind; illegal drugs.
- RENTER will maintain and keep the premises in good repair and clean condition at all times. RENTER will pay RRCA for the cost of all repairs made necessary by the negligent or careless use of the premises and will surrender the premises after its use in a similar condition as when taken reasonable wear and tear.
- Arrangements for entrance into the building for set-up and the event, (including but not limited to employees, volunteers, technicians, caterers, vendors, ), must be scheduled in advance.
- Activities shall be limited to the agreed areas in Page 1 of the AGREEMENT, necessary common areas, spillover of the event into other areas or wandering through the complex is not permitted.
- Report all problems, concerns, broken or improperly functioning equipment to RRCA staff.
REHEARSALS
- Access to the building will be at the time stated in the contract; the building will not be open until then. Please ensure that everyone in your group is aware of scheduled times.
- Entry to all rehearsals is only through the 1ststreet door unless otherwise directed.
- All personnel may only be on the main floor of the theatre during rehearsals. At no time may anyone be in the balcony or the lobby area during rehearsals.
- No person may sit on, lean on, or prop their feet on the red velvet-covered ledge of the box seats.
- There is no food or drink (except bottled water) allowed in the theatre during rehearsals.
- Any organization with children must provide supervision of all children at all times. Children may not wait outside the theatre for parents to pick them up after rehearsals. All parents must come inside to pick up their children from rehearsals. An adult must remain until all children are picked up.
- All performers are required to keep track of their personal belongings and keep their spaces clean and orderly. The RRCA is not responsible for any items brought into the theatre by performers, family members or guests.
PERFORMANCE DAY
- A James Earl Jones voiceover will be played before every performance.
- Only items sold at concessions by the RRCA are allowed in the theatre during performances.
- Performers, crew, or staff may consume food and drink in the green room unless otherwise directed. No food or drink (except bottled water) is allowed on stage, in dressing rooms, the theatre, or other parts of the building.
- Access to the building will be at the time stated in the contract; the building will not be open until then.
- All performers and crew must enter through the 1ststreet door unless otherwise directed.
- No children under the age of 18 will be allowed in the theatre until a staff person is present.
- RENTER must provide and designate one person to serve as Stage Manager, whose responsibilities will include interfacing with performers, controlling stage activities before and during the program, and communicating from backstage to the front of the house so that the program can begin on time and run smoothly.
- Front doors and the Box Office will open one hour before performance time and the house will open half an hour before performance time unless agreed upon differently in the contract.
- In the event of a day show with school buses attending you must notify the RRCA Executive Director two weeks in advance of how many buses will be expected.
LOBBY
- Tables and chairs will be provided as agreed upon with the RRCA Executive Director.
- The lobby will be available for group use on the day of the performance. Nothing may be set-up before this time unless otherwise indicated in the Contract.
- No tape or pushpinsmay be used on any building surface. Nothing may be attached to the walls.
- The RRCA Executive Director has final approval on all signs posted.
CONCESSION SALES
- All food and drink sales belong to the RRCA and will be provided by the RRCA Staff at the concessions stand. See rental contract for more information.
RAFFLE PERMITS
- If you are selling raffle tickets during this event you must obtain a raffle permit.
THEATRE
- Due to the theatre’s historic overlay, a sound reproduction limit of 95db is enforced. No exceptions.
- No standing or jumping over the seats is permitted.
- No running up and down the aisles is permitted.
- No jumping off the stage is permitted.
- All children during rehearsals and performances are only to be in the seats closest to the stage or the dressing rooms. It is the responsibility of each group to provide adequate supervision.
- All extension cords used for any reason must be approved by the RRCA Executive Director and must be taped down for safety – No Duct Tape may be used. Spike tape or gaff only.
- No equipment is allowed to be set up in the aisles at any time.
- Reserving seats is at the discretion of each performing group. Please inform RRCA if you plan to do this.
- Nothing may be stored or kept in the Emergency Exits behind the curtained areas to the right and left of the stage at any time.
DRESSING ROOM
- All fire exits must remain clear at all times.
- Each dressing room must be kept orderly. Only items in trash cans will be disposed of by theatre cleaning staff.
- The RRCA will empty trash, stock toilet paper, hand towels, and hand soap each day.
- RENTER is required to leave the dressing room in a clean, reasonable condition upon vacating. This includes removing all garbage and personal belongings.
- Any signs or flyers posted in the dressing rooms may only be attached to the cork strips provided in the green room. Nothing may be attached to any painted surface by any means.
- The chalkboard in the dressing room may be used for informational purposes as well.
- Please take care when using the access stairs to stage right from the dressing rooms.
EMERGENCY PROCEDURES
- In the event of a fire alarm, everyone in the building will be required to evacuate and will not be allowed back into the building until the RRCA Executive Director or theatre representative gives the all clear.
- In the event of a tornado warning the RRCA Executive Director or theatre representative will be in charge and will give direction as to what to do.
- Any other emergency to be conducted by RRCA staff or representative.
PARKING
- There are 2 parking lots within a block of the theatre plus street parking. Please read the time limits set for each parking lot. The theatre is not responsible for any parking tickets that you receive.
- The alley near the stage door is for drop-off and delivery only; there is no parking allowed by any group at any time in the alley.
STAGE
- The RRCA must approve of all staff personnel for each performing group before working on the stage of the RRCA. All staff members must demonstrate adequate knowledge of their area to the RRCA.
- The RRCA will supervise load in and strike.
- No one is allowed to operate the fly rail until approved by the RRCA.
- The RRCA has the final say on all installations, hanging of drops/sets, hanging and focus of all light instruments, the operation of the lights, sound and rigging, movement and storage of all set pieces.
- No one under the age of 18 is allowed on stage during load in, strike, or hang and focus of the stage lights.
- No items may be nailed or screwed into the Stage. Only gaff tape, dance floor tape, or spike tape may be used on the floor. NOduct tape or any other adhesive not listed above is allowed on the stage floor.
- All sets must be free standing. No item may be dragged across the stage. All items must be on wheels or picked up and moved. All set pieces must be constructed and painted off-site and only reassembled on the stage.
- No spray painting is allowed on stage or anywhere in the building. Spray painting must be done outside with doors closed, and against cardboard. RRCA may provide cardboard for use.
- All flown scenery, including all curtains, must be flown out at the end of each day.
- All soft goods must be returned to their original location at the end of strike; a lineset schedule will be provided by the RRCA. All lights must be returned to the house plot at the end of strike; house light plot provided by RRCA. The focus ladder may be dismantled and hung on the back wall for performances but must be reassembled at the end of strike.
- No props or set pieces may be placed in front of lighting or sound rooms, or flyrail steps.
- You must report any malfunctioning equipment to the RRCA immediately.
- A light pre-set for stage work and rehearsals will be provided by RRCA. Please only use the assigned light pre-set.
- The RENTER agrees to return the RRCA building, its soft goods, and equipment in the same condition as accepted. All soft goods, lighting instruments, and sound equipment must be returned to their primary positions. This will be inspected at the conclusion of loadout by the RRCA.
- If any physical damage occurs during the rental period to the building and/or equipment, then the RENTER shall assume financial responsibility for repairs and/or replacement.
SPECIAL EFFECTS & PYROTECHNICS
- Oil-based haze and fog are not allowed in the RRCA. Water-based only. You must inform the RRCA is you plan to use water-based hazers.
- Pyrotechnics are not allowed. Pyrotechnics include any effect or device that uses any type of flame or spark.
Public Notices
- If you use strobes or any atmospheric effect in your event, you must print a paragraph in your programs warning of the use of these effects and notify the RRCA before load-in.
- It is the discretion of each group as to whether videotaping and photography will be allowed. Please indicate so in your programs and make the appropriate announcements.
- The RRCA shall not be responsible for the safekeeping of valuables or items left behind.