Policies and Regulations for a theatre

[ETCspot]

I'm updating our Policies and Regulations document for the performing arts center I manage. I would love to get CB member's input on this. Please take a look and let me know your thoughts. I know there is alot to it, but in this litigious age, one can't be too careful. Please let me know of any suggestions you may have. THANKS!

Here is the link. Note that it is hosted on a .edu.
http://www.gadsdenstate.edu/lfa/wall...iciesdraft.doc

[tech2000]

I can't believe I read that entire thing...
Personnally, it seems that everything needed is there, just one word needs to be removed from a sentence. #15 under general policies. "Wallace Hall staff have has no direct control over the heating and cooling systems."
Did you get Lost and Found items in there somewhere?

I'm probably missing something...

[rochem]

I'm not a lawyer, and people will probably disagree with me on this, but my initial thought is to actually see if you really need everything there. If I were renting your space, I would be a little turned off by all that verbiage. For example, I'm pretty sure I saw something that said that any show longer than 1 hour and 15 minutes MUST have an intermission. If there's a specific reason for this (local rule/law, a club wants to sell concessions, etc.) then it makes sense. But if not, then is it really necessary? Obviously protecting your theatre from damage and liability is a big deal, but there is a thin line between reasonable protection and overkill.

[waynehoskins]

So then, tell us about the problem event you had most recently that prompted this...

And do tell, this Stage Manager, is whom?

[museav]

Wallace Hall staff control the final equalization and volume of sound for any event.

I don't know what type of events are planned but that will directly conflict with most band riders. I have to admit that the use of the word "control" rather than something like coordinate would concern me if I was coming in, especially as it also encompasses equalization. I personally think you would be much better off to have defined sound level limits than to basically make it sound like it is at the whim of whomever is there.

[jwl868]

I will send a bunch of comments by PM.

Joe

[Footer]

You need to get a lawyer to look over some of that contract, because many of the sections will not stand up in court.

GSCC is not responsible for losses incurred by the Lessee due to failure of systems operated by the College, including but not limited to:
lighting systems, sound systems, video systems, air-conditioning, heating, water and/or power.

I bring in a show into your venue, and your power surges or rigging point falls due to your negligence, I am coming after you.

[ETCspot]

Hey guys,

Thank you so very much for your honest opinions. This is exactly the reason I wanted to post this. It appears I might have gotten into "stage nazi" mode when I added some of these.

This is a venue that is used for over 140 events annually ranging from theatre, ballet, concerts, dance shows (yes the "Miss Whoever School of Dance shows we all despise), graduations, small touring shows, and even body-building competitions.

Most of the policies are a direct result of the "Schools of Dance" events. It never fails. They have a dangerous amount of kids on stage and backstage. They mistreat the facilities, are rude to staff, and the list goes on. Regretfully we are not in position to deny them rental of the hall because of the revenue generated. I'm considering creating a "School of Dance" Addendum and slice the Policies and Regulations page by half. The addendum would cover us on the issues that are created by only a select few renters.

To rochem:
We typically require an intermission (one) to increase the sale of concessions (a major source of revenue for the tech department) and (two) to cut down on the bathroom trips during certain events. In reality we would be very flexible in this I'll likely just remove this provision.

To waynehoskins:
Hahahaha! You found me out. Dance Shows are horrible and I can barely get staff to agree to working them. The stage manager in this facility is the Technical Director... bizarre titling I know.

To museav:
This is another "nazi" remark on my part. In reality, a touring show can use their own rig and have pretty much total control. The only time we would be involved is if the level of sound became "unsafe" (i.e. db'ss through the roof). I'll change this to be less overlording.

Footer:
The renter signs a Lease Agreement which refers to this document. This document must be notarized and signed in view of an agent of the college. While verbage like this is vague, it is simply designed to protect the college in the event of utility failures that may be outside of anyone's control. Thanks for your comment and I'll be researching further into this.

Thanks again guys. Your comments and suggestions are greatly appreciated!

[ETCspot]

So I just went through and removed things that are a result of only one or two events. I've cut nearly half of the original document and clarified things. Let me know if you'd like me to repost it.

THANKS AGAIN FOR YOUR COMMENTS.

[rochem]

MUCH nicer. Now that is something I would read when casually looking for a venue for my next show. Just a couple of things:

Wallace Hall staff control the final equalization and volume of sound for any event.

I would recommend removing this completely. While I do see your purpose behind it, this can apply to anything if you're not careful. You reserve the right to set final intensity levels on the lights to conserve lamp life, you reserve the right to limit use of the rigging system to save on wear-and-tear, you designate specific seats that the group can use to prevent over-wear of a certain seat, etc. Obviously those are somewhat over-the-top, but they get the point across. I would think that this statement:

GSCC reserves the right to terminate an event if public safety is compromised in any way.

would cover that, so you would not need to include it. As someone else said, if I was looking for a theatre to use and I find out that all my intensity values on channels need to be approved by the House Lighting Staff, who then submits a "Request for Change in Lighting Values" form to the VP of Lighting at the theatre, who then either accepts or denys said change, and then the outside group has 60 days to submit a formal appeal in writing, then I would not be using your space. (For some reason, I seem to be using lots of vast overstatements tonight. Don't read anything into it.)


To sum it all up, just be careful where you draw the line between reasonable protection and overbearing. You can't possibly list everything that could go wrong in this document. For example, according to those poicies, I would be totally within the rules if I walked in without pants on (only shirt and shoes required) and started up a game of tackle-duck-duck-goose with a group of over-age-18 cast members. Again ignoring the absurdity of that statement, my personal thought would be to stick with more general statements and let the on-site house personnell determine what can and what cannot be allowed.

Although as someone who's spent hours on a floor scraping up tiny confetti paper, I applaud your inclusion of statement .

(Disclaimer: I am most definitely not a lawyer, so don't take my advice and then try to blame me when you get a group of over-age-18 adults who want to hold a tackle-duck-duck-goose party in your theatre.)