I have around 12 pages or so that renters at my school are required to sign and read - I would be VERY detailed if I were you. I have three documents - the first is a list of rules, which basically says the renter can't do anything unless I allow it. This ensures that they understand that even as renters, I am in charge, and the district has the final say.
The second document is a detailed stage drawing that shows the desired setup, as most groups want something in the order of a table, chairs,
etc. This document also lists lighting and sound requests, and requires them to list any equipment they are bringing into my space (no more confetti cannons!).
The third document is similar to other technical riders, and I only give it to professional theater groups. It lists dimensions, available equipment, and operating procedures, broken down by area.
Be extremely detailed in your rental documents, and if possible have a district lawyer look over them. You're on the right track. Two suggestions I would make:
- Your local
auditorium manager should schedule the auditorium, no the district community rep, if at all possible. That way you can arrange blackout times for setup and work around other calendar events. For example, good luck renting the auditorium on a weekend I am out of town with students on a field trip.
- There's no reason not to require longer notice for events. I have a two week minimum scheduling, and that includes any requested setup that I have to do. I want it all, in writing, two weeks prior. That doesn't mean I won't help out as an event gets closer, but it helps make the school look professional and tells the renter you're serious about what you do.
My documents are on my school computer, and I'm out for the summer. If you like I'll post them when school resumes, in mid August.