MANAGED BY THE COLUMBUS RECREATION AND PARKS DEPARTMENT

Please read over all of the enclosed information carefully. These Guidelines should be thoroughly understood and agreed upon from the onset.

Initially, you might choose to call Linda Lorenz  645-6968 at the Columbus Performing Arts Center, also referred to as CPAC. Please call during our regular business hours; Tuesday thru Friday 8:30 a. m. to 4:00 p.m. to inquire about available dates and times, the facilities and equipment, or to arrange a general tour of the facilities.

Bookings will not be made over the telephone. All firm requests for bookings must be made in writing to:
                                    Linda Lorenz, Facility Manager
                                    Columbus Performing Arts Center
                                    549 Franklin Avenue
                                    Columbus, OH 43215

Your written request for space should include:

• Date(s) and Time(s) of actual performances.
• Date(s) and Time(s) of rehearsal(s).
• A brief description of event including number of performers and anticipated number of audience participants
• Any anticipated additional space needs, i.e. hallways, dressing rooms, etc...
• A stage floor plan, including any special technical needs that are necessary for the event: for example, special lighting, sound reinforcement, etc.

When your written request is received, it will be acknowledged with a telephone call. At that time a thorough inquiry will be made regarding the booking. The space rental and labor costs will be prepared for you. A non-refundable 25% deposit will be required for first time renters.  A  copy of the permit will be returned to you for your records. The rental payment
is due seven working days prior to the event. Should the permit holders fail for any reason to take possession of or to use the premises after the balance has been paid, no rent refund shall be made and any disbursements or expenses incurred by CPAC shall be payable to the permit holder. Payment may be made by certified check, money order or organizational check; neither cash nor personal check will be accepted. All checks are to be made payable to: City Treasurer, Recreation & Parks Department

When your contract is returned, the name of the CPAC technical director (TD) and contact numbers will be included. It is your obligation to contact the TD and confirm load-in times.

If you at any time have questions regarding the rental process, please feel free to call the CPAC staff at 645-7469.

GUIDELINES

THEATER CAPACITY
The Shedd Theater will accommodate 335 individuals; the Van Fleet will accommodate 188. Due to fire and safety laws additional seating or “standing room” is prohibited in both theaters.

THEATER ACCESS
Access to the building is only permissible Monday thru Friday 8:00a.m. To 5:00p.m. Arrangements for after hour or week-end access to permit holders’ personnel for set-up rehearsals, deliveries, etc. must be made at the time of the booking. It is crucial that the applicant makes an accurate assessment of the hours needed at the time of booking. Any over-runs will be charged to the permit holder on a prorated basis. Access to the theater is through the main lobby area. On performance days the building will be accessible one hour prior to curtain time unless previously agreed upon by the permit holder and the TD. Access to the backstage areas for delivery of equipment and set materials is on the west side of the building. A CPAC staff member must meet the delivery person(s) at the door and accompany them to the backstage area. Load-in times must be agreed upon prior to the delivery of materials.

RESTRICTED AREAS
Backstage areas, catwalks, control booths, etc., are off limits to the public. The CPAC staff or those hired on their behalf will take care of any of the needs that permit holders may have in these areas. There is no food drink or smoking permitted in the Theater at any time, during rehearsal or performance. To arrange group tours of the facility contact Linda Lorenz, 645-7469.

THEATER EQUIPMENT
Both theaters are equipped for both lighting and sound. The permit holder needs to provide operators to run the boards for their performance, as well as any backstage help. The TD will train the board operators at a time agreed upon with the permit holder.  Acquisition, transportation, set-up and payment for non-CPAC equipment to be used by the permit holder is the sole responsibility of the permit holder. A CPAC staff member must be present upon delivery and set-up of any such equipment. No equipment may be tied into any of the Theater’s system without prior approval by CPAC staff and any tie-ins must be handled by CPAC staff. All equipment and set-up must be returned to its original positions at the end of the rental.

PERMIT FEES
There is a fee for the use of the Van Fleet/Shedd Theaters. Contact the CPAC for a rate schedule.
Production personnel are paid by CPAC: however, charges for personnel are assessed to the permit holder. A CPAC staff member is required to be on duty anytime house equipment is being used during rehearsals and/or performances.

PAYMENT for DAMAGES
The permit holder agrees that during the term of this agreement, if any portion of the building should be damaged by the act, default or negligence of the permit holders agent, employees, volunteers or audience, the permit holder will pay the CPAC, upon demand such a sum as shall be necessary to restore any damages to the building or equipment to the state and condition that it was at the commencement of this agreement.

MARQUEE USAGE
The Marquee, located in the front of the theater, will be available for promotional purposes for groups renting the facility. Promotional materials must be approved by the CPAC and provided by the permit holder. The promotional materials will be placed in the kiosk one week prior to the event. The permit holder will have, at minimum, one panel (60”h x 48”w) during this period. In the event of multiple events during the same period, placement will be at the discretion of the CPAC staff.

TICKET OFFICE
The ticket office space will be available on the day(s) of the event; exact dates and times should be scheduled with the CPAC staff prior to the issuance of a permit the permit holder must provide their own personnel. CPAC staff will at no time be involved in the handling of any groups, money, tickets or assume any responsibility associated with the operations of the ticket office. In the event of multiple bookings, the Ticket office will be used by the Van Fleet Theater, and the concessions booth will be used by the Shedd Theater.

PARKING
Through the generosity of The Motorist Insurance Companies, free parking has been made available in the lot located to the north of the building. This lot may be used after 6:00p.m. weekdays and anytime on weekends. All vehicles need to be off of the lot by 6:30a.m. each weekday morning. Street parking must be used weekdays during business hours.

STORAGE SPACE
Storage space is limited to the dressing rooms and the stage wings. Prop tables may be used in the Green Room during performances. The Green Room is an open space and used by the CPAC staff and other renters. Permit holders can arrange with the TD for items to be stored during an extended run. CPAC holds no responsibility for lost or stolen items

AUXILARY ROOMS
The dressing rooms will be available to the permit holder during the periods that they have the Theater reserved. The kitchen area may be utilized by the permit holder except when activities are occurring within the Shedd Theater; however, this area must remain available to the CPAC staff at all times. Due to the difficulty of restricting unauthorized individuals’ access to the green room/kitchen, it is suggested that items of value not be left unattended in these areas.

CONCESSIONS
Concessions will be operated by The Friends of the Davis Programs. Items sold will be determined by the CPAC. Should the permit holder desire to sell items that are not available in our regular concessions inventory, arrangements must be made prior to the rental.

CATERED ACTIVITIES
Activities to be catered must be arranged in advance with the CPAC facility manager. Selection of the caterer is left to the discretion of the permit holder; however, those selected must adhere to Federal, State or local laws pertaining to the preparation and handling of food on said premises. Set up and clean up is the responsibility of the permit holder. The permit holder will not allow beer, wine or any liquors of alcohol content to be sold, given away or used in the building. The Columbus City Charter prohibits alcoholic beverages on City property.

ADVERTISING
The permit holder shall not circulate or publish any advertisement, ticket, placard, other written or printed matter wherein the Columbus Performing Arts Center is mentioned or referred to without first having obtained written consent and approval of the CPAC. The parties must also agree to the following:

• The permit holder may advertise the contracted event upon receipt of this agreement. The permit holder agrees that all advertising of the event will be honest and true and will include accurate information on event contents, times and ticket prices.
• The permit holder will not post , exhibit or allow to be posted or exhibited signs advertisements, showbills, lithographs, posters , cards of any description, inside, in front of or on any part of the CPAC except upon the designated spaces provided by the CPAC. The permit holder will exhibit only such signs, advertisements, showbills, lithographs, posters or cards upon said billboards as related to the performance or exhibition to be given in said premises.
• The permit holder shall take down and remove all signs, advertisements, showbills, lithographs, posters, or cards of any description objected to by the CPAC.
• The permit holder shall provide complementary space to the CPAC within the showbill for advertisement of the CPAC. The dimensions of the space will be mutually agreed upon by the permit holder and the CPAC.

PATENTS AND COPYRIGHTED MATERIALS
The permit holder shall assume all costs arising from the use of patented or copyrighted materials, equipment, processes, and dramatic rights used or incorporated in the conduct of the performance, attraction, or event. Additionally, the permit holder agrees to cover any penalties placed on the City of Columbus and its employees for all damages, costs, and expenses for or on the account of the use of patented or copyrighted materials, equipment, devices processes, and dramatic rights furnished or used by the permit holder in conjunction with this agreement.

AGREEMENT TO QUIT PREMISES
Permit holder agrees to quit said space no later than the end of this agreement, and further agrees to leave said space in the condition equal to that at the commencement date of this agreement, ordinary wear and use thereof only expected. Do not leave “gifts”. The contractor must make arrangements with the CPAC to donate set pieces, props, costumes or equipment,

FOOD STORAGE
If the use of food is part of your production, please let the TD know your needs prior to load-in so that arrangements for such storage may be made. The contractor may be required to bring in a small refrigerator or other cooling device.

TOOLS
A small tool kit is provided in each theater. All other tools must be provided by the renter. The renter’s workspace is the stage area, unless otherwise approved by the CPAC.

PROPS AND COSTUMES
Should the renter wish to borrow props, furniture, costumes or set pieces from the CPAC, they must provide, in advance, a list of needed items. These items are stored in a separate facility and will not be available the day of your event. The renter will be required to fill out an agreement form for all borrowed items.

PAINT
The renter must provide their own paint, paint brushes, rollers, extensions, trays, tarps and stencils.
The renter must return the stage to a basic black during their load-out.

THE SHEDD THEATER  335 seats
           

• The Shedd Theater is 44’ wide and 37’deep, from the lip of the stage to the back wall.

• The proscenium is 24’ wide and 12’ tall at the edges, 15’ tall at the center and 2’2” thick.

• The thrust is 17’ deep from the lip of the stage to the front of the proscenium.

• The Shedd has a removable 8’ x 8’ orchestra pit at the front of the thrust.

• There are two pipes designated for electrics, one directly behind the proscenium arch, and one for the cyc lights. Other electrics may be added in cooperation with the TD.

• The Shedd is equipped with an ETC Express 24/48 light board.

• The Shedd is equipped with a Yamaha MC802 8 input mixer.

• The Shedd is equipped with a Denon CD/Cassette DN T645 combi-deck.

• The Shedd has a monitor system to the booth, and to the green room and dressing rooms.

THE VAN FLEET THEATER  188 seats

• The Van Fleet Theater 36’ wide and 24’ deep.

• The Van Fleet is equipped with an ETC Express 24/48 light board.

• The Van Fleet is equipped with a Mackie 1202 12 channel mic/line mixer.

• The Van Fleet is equipped with a Denon CD/Cassette DN T645 combi-deck.

• The Van Fleet has a monitor system to the booth.