Rental Information Packet – PDF

2013
RENTAL INFORMATION PACKET
TABLE OF CONTENTS
General Information
Page 3
Address of Englert
Contact Information
Map of Englert
Directions to Englert
Rental Packages
Page 4
Planning Your Event
Page 10
Availability of Dates
Deposits
Insurance
Box Office/Front of House
Marketing/Publicity/Website
Building Policies
Page 13
Maximum Capacity
Individuals with Disabilities
Admission of Children
Smoking Policy
Cancellations
Packages & Shipments
Concessions & Merchandise
Setup/Load-In/Load-Out
Decorations
Damages and Lost or Stolen Items
Technical Policies
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GENERAL INFORMATION
Address:
Contacts:
The Englert Theatre
221 East Washington Street
Iowa City, IA 52240
Phone: 319.688.2653
Fax: 319.688.3494
Web: www.englert.org
Email: [email protected]
General Rental Inquiries: Production Mgr.
Box Office / Concessions: Patron Services
Marketing / Website:
Marketing
x106
x109
x104
Map
Directions
From I-80 to Englert (driving)
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From Sheraton to Englert (walking)
Take the Dubuque St. exit - EXIT
244.
Take the ramp toward Iowa City /
U of Iowa.
Merge onto N Dubuque St.
Turn LEFT onto E. Washington
St.
End at Englert Theatre
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3
Exit the North Sheraton doors
towards the Pedestrian Mall
Continue straight through the
Pedestrian Mall until you come to
Washington St.
Turn RIGHT onto E. Washington
St.
End at Englert Theatre
2013
Rental Rates
HOURS IN BUILDING:
There is a minimum of a 4 hour block to rent the space.
Time is typically scheduled in 4, 8, 10, or 12 hour blocks.
SEATING:
Orchestra seating with balcony overspill if orchestra
reaches 350 people.
FRONT OF HOUSE:
One House Manager and ushers.
PRODUCTION:
One Production Supervisor to oversee the technical
aspects of your event. Audio and Lighting depends on
the needs of the event.
BOX OFFICE/TICKETING:
Not included – see page 5.
PROJECTION:
Not included – see page 7.
MARQUEE:
Included
WEBSITE LISTING:
Included
CROWD CONTROL:
Added at the discretion of management – see page 7.
Time is contracted at a rate of $310/hour. If additional time is needed
above contracted time, each hour will be charged at $245/hour.
Holidays
A premium of 30% on top of the prices listed above will be charged for rentals on the following days: New Year’s Eve,
New Year’s Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, and
Christmas Day.
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Box Office Package
SALES CHANNELS:
Box office (phone and window) and online.
SALES PERIOD:
Within five days of having received a signed contract,
deposit and the details of the event.
REPORTING:
Daily or weekly sales report via email as requested.
TICKETS:
Thermal printing on Englert stock tickets.
EVENT STAFF:
1-2 box office staff at your event one hour prior to and 20
minutes into the event.
Package Price:
$500
- General Admission (no assigned seats):
OR
- Reserved Seating (assigned seats):
PLEASE REFER TO PAGES 8 & 9 FOR
INFORMATION ON TICKET FEES, ADVERTISED
TICKET PRICES AND ADDITIONAL BOX OFFICE
POLICIES.
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GALLERY RENTAL &
CONCESSIONS SERVICES
HOURS IN SPACE:
Variable
TABLES & CHAIRS:
Up to 3 six-foot skirted tables and up to 20 black chairs
with backs.
USE OF KITCHEN:
Yes – limited refrigerator space, sink, dishwasher, and
microwave. NO oven or stove.
BAR SERVICE:
Cash bar or open bar with up to 2 bartenders.
MARQUEE:
Not included
WEBSITE LISTING:
As requested.
Pricing for use of the gallery is $190/hour.
Holidays
A premium of 40% on top of the prices listed above will be charged for rentals on the following days: New Year’s Eve,
New Year’s Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, and
Christmas Day.
Bar Options
See Beverage Document for additional information and options.
Open Bar – Your guests drink free, and you pay for what they drink. Our bartender inventories the
total number of drinks poured, and you are invoiced for the total at the end of your event.
Cash Bar – Your guests pay as they go.
Selection and Pricing
Prices: Wine: $5 Beer: $4-5 Coke Products: $2 Bottled Water: $2 (pricing subject to change)
- Our featured brands of wine and beer vary so check with the Patron Services Manager for the
current selection. NOTE: All alcoholic beverages poured must be purchased from The Englert
Theatre, i.e. you may not bring your own wine, beer, etc.
- Coffee and other beverages may be available by request. Contact the Patron Services
Manager for details and pricing.
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ADDITIONAL STAGE SERVICES
Non-Profit
All Others
• Fogger/Hazer/other specialty items (water-based only)
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Per day
$25
$25
Per week
$150
$150
Follow Spots
Per day
$25
$25
Per week
$150
$150
Backstage Monitor Console (basic system)
Per day
$50
$50
Per week
$250
$250
Light Board Operator
$15/hr
$20/hr
Audio Engineer (mixing)
$20/hr
$25/hr
Flyman
$15/hr
$20/hr
Stage Hands
$12/hr
$15/hr
Gaff Tape, per roll
$20
$20
Spike Tape, per roll
$15
$15
Platform w/skirting (4’x8‘16“)
$50/section (4 available)
Projector w/DVD Player
$250/day
$250/day
$400/wk
$400/wk
•
Remove Row A Seats
•
Crowd Control (security rail and personnel)
•
•
$500
$500
Personnel would consist of an additional House Manager at $75, and
up to six security at $55 per person/event.
o
Security required at discretion of the Englert
o
If required, renter must use Englert security team
Bartender
$15/hr
$20/hr
Marquee for Gallery Events (must be arranged two weeks before event):
o One side/One line: $50
o Two sides/One line each side: $75
o One side/Three lines/Day of event ONLY: $100
o
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PLANNING YOUR EVENT
1. Availability of Dates
a. Open dates will be filled at the discretion of The Englert Theatre, with first priority being our
own Englert Series events. If the Englert “holds” a date for your event, it is not confirmed
until a contract is issued by the theater, and both the signed contract and rental deposit is
received from you.
2. Deposits
a. A deposit is required for renting any portion of The Englert Theatre. Your deposit is due
upon receipt of the rental contract.
b. Reservations are not considered final or confirmed until we receive full payment of
your rental deposit.
c. Payment of deposit must be made by the individual/group signing the contract.
d. Accompanying the rental deposit, you must also include proof of liability insurance. If you
don’t, it could mean losing your date.
e. Deposits are non-refundable.
3. Insurance Coverage
a. All Renters are required to hold a certificate of general liability coverage with $1,000,000
minimum limit.
b. The carrier should have an A- rating or better by AM Best.
c. The Englert Civic Theatre, Inc., needs to be endorsed as an additional insured on the
renters insurance coverage.
d. Please provide a photocopy of the Certificate of Insurance at the time of contract signing
along with the Deposit fee.
e. The Englert can offer a temporary one day/event policy through our insurance agent. Prices
range per event (starting at approximately $300).
f. The Englert is not responsible for any items lost or stolen while in the building.
4. Box Office and Front of House
a. The Englert Box Office can provide you with ticketing services for your event. Our staff will
coordinate window, phone, and online ticket sales. All ticket sales must be coordinated
with the Englert Box Office. This means, among other things, that you can’t make up
your own tickets and sell them through your store/house/school/organization/etc.
b. Pre-sale forms are not allowed. Tickets may be consigned to the renter for pre-sale only if
they are paid for in advance. Unsold consigned tickets may be returned for a refund if
received BEFORE the start of the show.
c. Credit Cards – Visa, MasterCard and Discover orders will be charged a 3% fee. This fee is
included in the ticket price and will be deducted before settlement is made. This fee is
passed on entirely to our financial institution for processing and is not retained by the
Englert.
d. Ticket fees – We try to keep our ticket fees to a minimum. Nobody likes to pay extra fees,
but nonetheless there are certain costs that must be covered. As a non-profit theater, we
can’t afford to “eat” all of these costs ourselves. Please understand that unlike some venues
or ticketing agencies, our per-ticket fees are not meant to make the Englert tons of profit –
just to help cover costs.
e. Ticket Fees – included in ticket price:
i. Facility Fee – All tickets for events at The Englert Theatre are subject to a $1
Facility Fee per ticket, including all complimentary tickets. This fee is included in the
ticket price and will be deducted before settlement is made. Facility fees are
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f.
g.
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i.
j.
k.
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earmarked for capital improvements and maintenance to the over 100-year-old
historic building.
ii. Ticket Handling Fee – All tickets for events at the Englert Theatre are subject to a
$1 Handling Fee per sold ticket, and $.50 per complimentary ticket. This fee is
included in the ticket price and will be deducted before settlement is made.
Ticket Fees – not included in ticket price:
i. Sales Tax – Applicable state and local sales tax will be added on top of the
advertised ticket price and will be deducted before settlement is made. If your
organization is exempt from sales tax, you must provide a valid tax-exempt
certificate at the time of rental.
ii. Will-Call/Mail – All orders held for customers for pickup at the box office (will-call)
will be charged $2 per order; orders mailed to customers will be charged $3 per
order. These fees are not included in the ticket price and are not part of settlement.
They help cover the cost of staffing and operating a professional box office.
iii. Online Fees – Tickets sold online via MidwesTix will incur a $2 per ticket handling
fee, in addition to other fees as outlined above. This fee is kept entirely by
MidwesTix, is not included in the ticket price, and is not part of settlement.
Advertised Ticket Price – There must be only one advertised price for tickets, and it must
be agreed upon by both you and us. Facility Fee and Ticket Handling Fee must be included
in the advertised price of the ticket (sales tax is NOT included in ticket price – see above).
Coupons - All coupons and discounts must be approved by the Patron Services Manager at
least 24 hours before they are distributed to the public. In addition, hard copy samples of all
coupons must be given to the box office at least 24 hours before they are distributed to the
public. Please do not advertise or sell tickets at a price other than the agreed upon price; it
just confuses customers and makes things more difficult for everyone.
Complimentary Tickets – All complimentary tickets and guest lists must be arranged
through the Englert Box Office prior to the day of your event. Comp tickets shall not exceed
10% of the available seats for sale per show. As outlined above, a $.50 per ticket Handling
Fee will be charged to renter for comp tickets. NOTE: this fee is not retained by the Englert,
but passed directly through to our ticket provider.
Ticket Delivery – The Englert Box Office will mail customers’ tickets, upon request, for up
to 10 days prior to the event, for a charge of $3 per order as described above.
Day-of Sales – The Box Office will sell tickets 1 hour prior to curtain. If requested, tickets
will be sold 20 minutes into the show or up until the first intermission.
Doors – The Lobby/Front of House will open 1 hour prior to curtain, or as agreed upon. The
seating area will open ½ hour prior to curtain, or as agreed upon.
Event Settlement – A box office report detailing the number of tickets sold will be
available at the end of the event. We will settle the show and send you either a check for
your proceeds or an invoice within five business days of the end of the event, unless other
arrangements are made. All applicable fees as described above will be deducted prior to
payment.
Returned Checks – You as the renter will be responsible for paying the face value of any
returned checks received from customers for the your event, plus a $25 service fee per
returned check. This amount will be deducted prior to settlement.
5. Marketing/Publicity/Website
a. It is your responsibility to promote your own events at The Englert Theatre!
Unfortunately, with a tiny staff and a bunch of our own Englert Series events to promote,
we don’t have the resources to promote your events as well. If you need help, let us know
and we’ll be happy to point you in the direction of some local printers, ad agencies, etc. who
would be happy to give you a hand. That said, we will try to include your event in as many
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b.
c.
d.
e.
f.
g.
calendar listings as possible, which could include calendar posters, calendar handbills and
the occasional ad. No guarantees, but we’ll do it as time and space permit.
Approval of Materials – Please give us a copy of any press releases, posters, and ad copy
prior to getting things printed or distributing info to the public. We just want to doublecheck that all box office information, listed ticket price(s), and representation of the Englert
are correct.
Englert Logo/Name – Please do not use the Englert logo on your promotional materials
without our approval. Please note name spelling: The Englert Theatre
Posters – We will gladly put up posters for your event in our display boxes facing
Washington Street as space and time permit. Please make sure your posters are exactly 11”
wide by 17” tall (tabloid size, vertical orientation) so they fit in our boxes. If your posters
are not that size, they won’t fit in the boxes and may not be put up. Also – because we
have so many events going on, it’s best to get your posters to us as soon as possible so we
have plenty of time to try to get them up. Two or three posters should suffice.
Playbills/Stuffers – If you want to supply pre-printed programs or stuffers for us to insert
into our “official” Englert playbill for your event, we’ll be happy to do that. Please deliver
them to us at least 24 hours before the start of your event so we have enough time to do it.
We are not able to design or print stuffers for your event.
Marquee – The historic marquee overhanging the sidewalk on Washington Street is one of
the most iconic landmarks in downtown Iowa City, and some of the best advertising in
town. Most of our rental packages include the marquee in the rental price. Because the
marquee is in such high demand, here are a few ground rules to make things fair for
everyone:
i. Your event will get one line on the marquee, listed in chronological order with the
other events up there.
ii. You have 25 characters available (including spaces) on your one line, not including
the date.
iii. You have to tell us what you want your line to say. The best place to do this is in the
space provided on your contract.
iv. We can’t promise your event will be on both sides of the marquee – we’ll do it
whenever possible, but we can only guarantee one side.
v. Your event will be on the marquee for 5 consecutive days, including the day of your
event. Occasionally some events will get a few more days, depending on what else is
going on. Rarer still, an event may get fewer than 5 days. We will let you know well
in advance if this is the case.
vi. Englert Series events always have priority. This doesn’t mean we won’t display your
event – it just means that we may display some of our events for longer than 5
days.
vii. If for some reason your rental package comes with the marquee but you don’t want
it, let us know and we may be able to lower the rental fee.
viii. None of these rules apply to weddings or wedding receptions. Please see our
Wedding Rental Packet for more information.
Website – Most of our rental packages include a listing on our website at www.englert.org.
Here are the details:
i. You know your event better than anyone, so it’s up to you to tell us what to put on
the website. After your event is contracted and the deposit is received, you will need
to email us the following:
2-3 sentence short description for the home page.
2-3 paragraph full description for the event detail page.
One graphic, measuring 150x150 pixels at 72dpi, saved as a JPEG. No other
sizes/formats will be accepted.
ii. We will get your event online within five days of receiving the contract and deposit.
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iii. Featuring your event on our homepage is at our discretion, based on availability of
space, number of Englert Series events, and other factors.
iv. (All renters that have purchased the box office package will be featured on our home
page)
h. Email – A couple of times a month we send email messages to our subscriber list to
promote upcoming events. At the bottom of these messages is a calendar of all upcoming
events. If your event is on our website, it should appear in this calendar with a link back to
the event’s page on our website. However, we can’t guarantee a “featured” spot in our
email messages.
BUILDING POLICIES
6. Maximum Capacity
a. The Englert Theatre will accommodate a seated audience of up to 502 on the orchestra level
and 230 in the balcony for a total seated capacity of 732 people. The Gallery area will
comfortably accommodate up to 50 people. Dressing room area capacity is 30 people. It is
unlawful to exceed the maximum capacity limits.
7. Individuals with Disabilities
a. The building is compliant with the Americans with Disabilities Act (ADA). The areas of the
theater that are accessible include the lobby areas, the gallery, theater, stage, and
restrooms. An on-stage dressing facility is available on request. An elevator located in the
west side of the entrance lobby enables transport to the second and subsequent floors, and
a lift gains access to the stage and gallery areas.
b. Metered handicapped parking is extremely limited in front of the theater; however, dropoffs are convenient on Washington St. in front of the theater entrance with ramps for
wheelchair and walker access from the street to the sidewalk.
c. Patrons using a wheelchair will find excellent seating available in the back of the orchestra
section. This area is suited to allow the wheelchair to be accompanied by companions.
Persons with visual impairments can get assistance in finding seating by calling the Englert
Box Office, preferably in advance of the performance. Assistive listening devices are offered,
subject to availability. They can be obtained from the Englert Box Office Manager, House
Manager, or an usher. If your party has a wheelchair or other special needs, please alert the
staff so that proper arrangements can be made.
8. Admission of Children Under 12
a. One adult chaperone is required for every ten children congregating.
9. Smoking and Fire Policy
a. The Englert Theatre is a smoke-free facility. People caught smoking will be escorted out of
the building and will not be allowed re-entry.
b. If the fire alarm goes off due to a violation of Englert policies, you will be charged $2500 to
cover the fines. If the fire alarm goes off, the building will have to be evacuated
immediately and re-admittance will not be allowed until the fire department gives its
approval. Failure to evacuate promptly may result in additional charges based on any fines
from the fire department. It takes between 30-60 minutes to get back in the building. Time
spent in an evacuation will not be compensated.
c. We have a very sensitive fire and particle detection system. Open flames, steam, hairspray,
and the like all may set off the fire alarm. For that reason, please seek approval before
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using any of these items. A fire permit, provided by the fire department, is required for any
use of fire including candles, lighters, and/or matches.
10.Cancellations
a. Deposits are nonrefundable if your event is canceled. Any cancellation notices must be
made in writing.
11.Packages & Shipments
a. We will accept packages/deliveries via USPS, UPS or FedEx with prior arrangements made
through the Production Manager.
b. Parcels will not be accepted on pallets or skids, and the shipper will be responsible for the
loading and unloading of the packages into the Englert.
c. The Lobby may not be used for storage of surplus equipment before, during, or after an
event.
d. All packages must be marked with
Name of Group and Date of Function
Contact Name
The Englert Theatre
221 E. Washington St.
Iowa City, IA 52240
12.Concessions and Merchandise
a. The Englert Theatre shall be the sole provider of any food or drink concessions sold on the
premises. All alcoholic beverages consumed in the building shall be supplied by The Englert
Theatre.
b. Concessions offered include wine, beer, and the following Coca Cola products: Diet Coke,
Coke, Sprite and Dasani Water.
c. Arrangements for other products may be made if an agreement with the Patron Services
Manager is made at least two weeks in advance of your event.
d. Cookies may be sold at family-friendly shows, or by request.
e. Food and beverages sold by the Englert are allowed into the theater at the discretion of the
theatre. Outside food and beverages are not allowed. You may request that patrons not
take glass bottles into the seating area. You must notify the Production Stage Manager at
least 7 days prior to your event.
f. Catering for public events must be provided by a certified caterer, while catering for a
private event may be provided by the Renter.
g. The Englert Theatre reserves the right to sell concessions at any event.
h. For any merchandise sold within the Englert Theatre during the rental period, the renter
agrees to return a percentage (as assigned below) of the renter’s net profit to The Englert
Theatre.
Local/Community Rentals
0%
All Other Rentals
20%
Use of Englert Staff to sell add 10%
13.Loading In, Setting Up and Loading Out Your Event
a. Our Production Manager is your number one contact to help make sure that everything that
happens on stage and backstage before, during and after your event runs smoothly.
b. Please make sure you have contacted the Production Manager (noted on your contract) at
least two weeks prior to your event to go through any technical questions or issues. As with
most things, good planning helps ensure a good event. If you wait until the last minute (i.e.
less than two weeks from your event), we may not be able to accommodate all of your
requests.
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c. Large vehicles must make arrangements with the Production Manager prior to the load-in.
You are responsible for paying for any parking fees, including parking tickets should you get
them.
d. All load-ins must occur through the loading dock located at the back stage doors.
e. Load-In, Set-up and Load-out are your responsibility.
f. Load-in, Set-up, Performance, and Load-out must all occur within the amount of time you
have contracted for. If this is not possible (i.e. if you come early or stay late) you will be
charged overtime in the space at the appropriate hourly rate.
g. Load-out must occur immediately after the performance unless otherwise arranged.
h. No set pieces or equipment are to be left at the theatre for later pick-up.
i. You are responsible for clearing all areas of trash and personal belongings
j. Trash receptacles and trash bags are provided by the facility.
k. Janitorial services are included in your rental contract. However, if our facility has been left
in a condition such that the allotted time for said janitorial services is not sufficient to return
the facility back to the appropriate condition, then you will be charged for the additional
time needed.
l. Complete technical specs are available upon request or on our website.
14.Decorations
a. No decorations may be attached to the walls, windows, doors, tables, chairs, or light
fixtures without prior approval from The Englert Theatre.
b. The use of tape, push pins, rice, confetti, “silly string”, glitter, and the like is prohibited.
Don’t even ask!
c. Helium balloons must be weighted.
d. NO OPEN FLAMES ARE PERMITTED!!! Please refer to Smoking and Fire policy, section 10.
15.Damages and Lost or Stolen Items
a. You are responsible for any damages caused to the Englert Theatre, its facility and
equipment by you or your agents, staff, guests, or customers. You must comply with all
laws, ordinances and regulations applicable to use of the facility.
b. If excess cleaning is required after your event, or if damages or losses occur, you will be
invoiced for the amount.
c. INSURANCE: Please refer to Insurance Coverage in ‘Planning Your Event’.
d. The Englert Theatre and their employees shall not be held accountable for any items lost or
stolen at the facility from the rental groups or companies providing service for the rental
party.
e. If requested, the Production staff can provide keys to lock the entrance to dressing rooms,
as well as one lockable room for personal items.
f. If requested, The Englert Theatre can provide security personnel to monitor dressing rooms.
This would be charged at an hourly rate. Please see page 7 for current rates.
16.TECHNICAL POLICIES
a. NO OPEN FLAMES PERMITTED!!!
b. The Englert is not responsible for unforeseen technical difficulties/failures.
c. Safety is our first concern. You are responsible for providing the equipment necessary for
any rigging and/or set construction. All rigging and/or set construction plans need to be
approved by the Production Manager, at least two weeks prior to load-in. Our Production
staff has the right to refuse to allow any equipment, rigging or set construction plans that
have not been approved two-weeks prior to load in. It is your responsibility to make sure all
plans are approved and that you have provided the appropriate equipment and personnel.
d. Cutting of wood, painting or use of chemicals inside the theatre.
e. Use of ANY liquid or food items on stage is prohibited unless approved by the Englert.
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f.
The Englert Theatre has a very sensitive heat and chemical detection system. For that
reason, steam, hairspray or other aerosol type chemicals are not allowed in the dressing
rooms. Please ask if you are not sure.
g. Only water-based hazers may be used. Please see pg. 7 for current rental rates on our
hazer.
h. Because of the high degree of risk involved with flying people, we generally do not allow
people to be flown in the Englert. However if you provide professional manufactured
equipment installed and operated under the supervision of a qualified rigger contracted by a
company specializing in flying people, such as ZFX or Foy, then you may be able to fly
people. Such a request must be approved by the Production Manager and Executive
Director, and, if approved, you may be required to secure additional insurance and provide
additional liability waivers.
i. We reserve the right to refuse admittance to any animals aside from assistance animals.
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