Renting the EPAC

  • Renting the EPAC

    Code: 836

     

    EDGERTON PERFORMING ARTS CENTER (EPAC)

     

    Philosophy

     

    It is the philosophy of the Edgerton School District (District) that the Edgerton Performing Arts Center (EPAC) will be available for school, community, and non-community activities. Although school activities take priority, the District is committed to making this facility available and “user friendly.” This will be balanced by an expectation that all users will be responsible and accountable for following the requirements of the EPAC use request form and User Responsibilities as described in Board Policy 836. The District Administrator must approve exceptions to this policy in writing.

     

    Permanent keys to the EPAC are not available and arrangements must be made in advance to check keys out. A $100 fee will be required if a building key(s) is/are lost or stolen. The person checking out the key is also responsible for supervision, damage, “respect” for the EPAC for performance and practice and locking and securing the doors after use. All damages incurred, accidents and/or injuries should be reported immediately to the District Administrator and/or EPAC Coordinator. Equipment that does not work properly such as sound equipment, lights, backdrops, electrical, etc., should also be reported immediately to the District Administrator and/or EPAC Coordinator.

     

    General assemblies are allowed and encouraged by staff and community members but the EPAC is not to be used as an alternative classroom for small group presentations, movies, tests, lectures, or other activities that can be accommodated in the classroom or in a smaller assembly area. Music, drama, or other rehearsals for a specific performance in the EPAC will be allowed and encouraged. Rehearsal dates and times are scheduled subject to EPAC use and availability. Spontaneous or short notice is allowed provided the EPAC is available, there is no set up or revision of what is already set up for the next performance and the District Administrator and/or EPAC Coordinator approves the EPAC Use Request Form.

     

    Approval of EPAC Use Request Form

     

    The EPAC is owned and operated by the District. The EPAC Coordinator and/or District Administrator must approve all activities and equipment being used in the EPAC prior to use. When scheduling events, priority will be given to school affiliated groups. Only dates/times that do not conflict with the school calendar will be considered for rental.

     

    The EPAC Coordinator and/or District Administrator will review applications. The District has the right to refuse any organization an EPAC Use Request Form. If approved, the user organization will receive an EPAC Use Request Form with the estimated rental charges and a bill for a deposit. If denied, a written explanation will be provided to the applicant. When an admission fee is assessed, an additional 5% of the gross over $50 shall be charged.

     

    The District reserves the right to require an advance deposit of up to $1,000. In the event of any damage to District facilities or equipment, failure to pay amounts due on other violations of the EPAC Use Request Form, the District may apply the deposit toward the costs incurred.

     

    No advertising may be posted until an EPAC Use Request Form, certificate of insurance (the District reserves the right to require the user organization to submit a deposit and a Certificate of Liability Insurance with the District named as co-insured and with a minimum coverage of $1,000,000), and deposit have been received by the District.

     

    If the applicant cancels the event, the District will retain a percentage of the total estimate of rental charges to cover costs. If cancelled at least seven days prior to the event, the District will retain 10% plus any actual associated costs due to cancellation. If cancelled within seven days of the event, the District will retain 30% plus any actual associated costs due to cancellation.

     

    All facility time, labor, and equipment required for an event must be identified on the EPAC Use Request Form. Meeting last minute requests for additional time, labor, and equipment may not be possible, nor is it guaranteed that additional equipment will be available. Please check the inventory of lighting, sound, and materials needed before returning the EPAC Use Request Form. Any equipment required for a scheduled event other than equipment listed in the EPAC inventory shall be the responsibility of the user organization. In the event that any equipment on the EPAC inventory should become unavailable, the EPAC Coordinator and/or District Administrator will inform the user organization and attempt to make alternative arrangements that will be mutually satisfactory.

     

    The District reserves the right to have a custodian or the EPAC Coordinator on duty when the EPAC is scheduled. Custodial or EPAC Coordinator costs including overtime will be billed to the user if determined necessary by the EPAC Coordinator and/or District Administrator. An estimate of anticipated costs is available on the EPAC Use Request Form.

     

    User Organization Responsibilities (school or community inclusive and practice or performance inclusive)

     

    -         The EPAC lobby shall be free of any obstructions and must conform to fire code regulations. The EPAC Coordinator and/or District Administrator shall approve any tables or displays placed in the lobbies prior to setup.

    -         The user organization is responsible for all licensing rights for the performance and novelty sales.

    -         Third party sponsors will not be allowed to distribute materials, place objects bearing sponsor’s name, or highlight their product or service without prior approval from the EPAC Coordinator and/or District Administrator.

    -         It is the responsibility of the user organization to pay any state and county tax on sales, and to report all income to the Internal Revenue Service.

    -         The user organization is responsible for the conduct of all persons associated with the event, including audience members. Minors involved must be supervised at all times, including practices or rehearsals.

    -         No one is allowed to operate any equipment without training and approval of the EPAC Coordinator and/or District Administrator.

    -         No one is allowed on the catwalks, balcony areas, and/or rigging stairs without training and approval of the EPAC Coordinator and/or District Administrator.

    -         Stage chairs are to be kept locked in chair storage and returned to storage after use. Stage chairs require prior approval from the EPAC Coordinator and/or the District Administrator and are to be used for their intended purpose, not for standing on or to paint scenery, etc.

    -         All staging, electric, and sound plots must have prior approval by the EPAC Coordinator and/or District Administrator. Any setup deemed unsafe by the EPAC Coordinator and/or District Administrator shall be modified to the satisfaction of the District. The cost of any such modification shall be borne by the user organization.

    -         Any broadcasts, telecasts, recordings, etc. require prior written consent from the EPAC Coordinator and/or District Administrator. Any recorded or live music shall be limited to an output of no more than 85 db at the sound console. EPAC Coordinator may monitor final output and shall have the authority to change levels during a performance, if required.

    -         It is the responsibility of the user organization to clean the dressing rooms and check the hall to secure all property belonging to the user. Any items left behind will be disposed of unless requested within 48 hours of EPAC use.

    -         The user organization shall not post signs or affix banners to the building without prior consent from the EPAC Coordinator and/or District Administrator.

    -         No items may be attached or mounted to the physical structure without prior approval.

    -         Scenery, which must be affixed to the stage floor, must be affixed with approved fasteners and restored to the satisfaction of the EPAC Coordinator and/or District Administrator.

    -         No painting is allowed on fixed surfaces such as walls, partitions, floors, etc.

    -         No removal, relocation, and/or alteration of any stage curtains. Requests regarding the curtain must be made in advance to the EPAC Coordinator and/or District Administrator.

    -         No feet or shoes are allowed on the EPAC seats and/or seatbacks.

    -         No climbing over or jumping off the stage lip (the front edge of the stage).

    -         Only local calls are permitted from EPAC phones.

    -         Report all problems in the EPAC to the EPAC Coordinator and/or District Administrator.

     

    District and User Organization Responsibilities

     

    The District will provide a clean and unobstructed area for the event. It shall be the responsibility of the user organization to maintain and restore the area to its original condition. Any lighting, masking, or sounding plot that as been used for an event must be removed and the house plot must be restored at the cost of the user organization. If the acoustic shell is used for an event, the cost of removal and installation will be billed to the user organization.

     

    EPAC Capacity

     

    All performances open to the public may be required to be ticketed to prevent exceeding the capacity of the EPAC (599). For free performances the EPAC will be filled on a first-come basis and the capacity may not be exceeded.

    Policies Regarding Use (See Chapter Code 830-Use of District Facilities)

     

    Per school board policy 832-Dangerous Weapons in School if any type of toy or real weapon will be used, a Dangerous Weapons in School Form must be completed prior to the toy or real weapon being brought on to school grounds.

     

    This policy and the EPAC Use Request Form shall serve as the final contract for rental. Each document shall be considered conditions by which the user organization will be bound after agreeing to rent the facility.

     

    By accepting an EPAC Use Request Form, the user organization accepts responsibility for the school building and assigned property while the permit is in effect and, to observe all applicable federal, state, and local laws and regulations, and all appropriate rules of the District. The user organization agrees to hold the District harmless from any and all liability that may result from use of the facilities.

     

    During inclement weather the school may close regardless of any EPAC Use Request Form. Any rental charges may be adjusted for that day. If the school is open during inclement weather, it is the responsibility of the user organization to determine their use of the EPAC. If required, rental charges will be billed to cover costs of equipment, labor, etc. The District shall not be liable for any loss of income due to inclement weather, public emergencies, or from any other reason whatsoever. In the event any fault or neglect by the District or its failure to satisfy any obligations under the EPAC Use Request Form, the liability of the District shall be exclusively limited to the refund of any amounts paid by the user organization.

     

    Parking for trucks or vans at the EPAC loading zone is limited to one vehicle at a time and must be coordinated prior to the event. No vehicle may stay in the loading zone unattended. Once the vehicle is unloaded, it must move to the designated parking lot.

     

    A percentage of all income derived from the use of the facility including, but not limited to, ticket sales, novelty sales, concession sales, royalties, registration fees, offerings, collections, etc., shall be paid to the District as determined by the current fee schedule. If the user organization wishes to charge for use of the District parking lots, permission must be obtained in advance and fifty percent of the parking revenue earned by the user organization will be paid to the District.

     

    Alcoholic beverages and/or tobacco are not permitted on the school premises (Wisconsin Statutes 120.12(20) and 125.09(2). Absolutely no food or drink is allowed inside the EPAC, including inside the back stage doors except that musicians, actors, directors, stage crew, lecturers, and all other production staff will be allowed to consume water and will take care when doing so. Food and/or drink will be allowed in the lobby if approved in advance by the EPAC Coordinator and/or District Administrator.

     

    The user organization shall follow all fire and code regulations regarding public performance, including the use of flame resistant materials for scenic or design purposes. Any use of open flame, pyrotechnics, smoke, or chemical fog may be prohibited. If any aforementioned materials are used, the EPAC Coordinator shall have the right to stop the performance until the items are extinguished and removed from the stage.

     

    The EPAC Coordinator and/or District Administrator have authority over the EPAC, its control rooms, dressing rooms, the music rooms, and studio rooms. Any rooms other than the above are outside the EPAC’s jurisdiction and must be requested through the Use Of District Facilities Form.

     

    Ushers are the responsibility of the user organization. If no ushers can be located by the user organization, the District reserves the right to hire an appropriate number of ushers for a two-hour minimum. The cost will be billed to the user organization.

     

    The District reserves the right to hire security for an event. The cost will be billed to the user organization.

     

    A District or District-certified technician may be required whenever the facility is being used by the user organization. Any costs will be billed to the user organization. The technician’s call will begin one half hour before the established call time. All labor charges will be for a two-hour minimum. All staff will receive overtime pay for any time above forty hours per week in a seven consecutive day period. Unscheduled labor may not be available. Meals and breaks must be scheduled into work calls.

     

    The District and/or any agent or employee shall not be liable for damage to, or loss of property belonging to, or in the care of the user organization using the facility.

     

    For profit organizations, novelty sales will be counted as income from the event and charged as part of the percentage fee. If an agent other than the user organization handles novelty sales, it is the responsibility of the user organization to inform the agent and the EPAC Coordinator and/or District Administrator.

     

    Upon written request from the EPAC Coordinator and/or District Administrator, the user organization will provide four complimentary tickets per performance to the District.

     

    Adopted by the Board of Education:        9/11/00

    Revised:                                                  10/20/09

    Revised:                                                  9/13/10

    Inquires for rental of the Edgerton Performing Arts Center may be made by contacting EPAC Coordinator, Paul M. Tropp at (608)561-6200 or via email paul.tropp@edgerton.k12.wi.us

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