Lancaster Performing Arts Center RENTAL FEES and Policies

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1 Physical Address: Mailing Address: City of Lancaster 750 West Lancaster Blvd ATTN: LPAC Rental Office Lancaster, CA Fern Ave LPAC Rental Administrator (661) Box Office (661) APPLICATIONS for use of the (LPAC) can be obtained at the box office Mon Fri from 12:00 pm 6:00 pm, or can be downloaded off the LPAC website. FOR AVAILABILITY OF DATES AND APPROVAL ON TITLE/ARTIST/EVENT, please contact the Rental Administrator through the contacts above. TO HOLD A DATE Renters will submit: $50.00 NON-REFUNDABLE PROCESSING FEE $ HOLD FEE The HOLD FEE will be applied to the total rental charge LPAC rental application If the renter changes their hold date, they forfeit their $ HOLD-PROCESSING FEE. To get new dates they must pay a new $50 PROCESSSING FEE PLUS $ that will also be applied to the new rental date. The hold-processing fee and application can be delivered to LPAC physical address or mailed to mailing address above. RENTAL PROCEDURES First confirm availability for requested date(s) with Technical Office. Rental applications must be submitted a minimum of three (3) months prior to the requested date. Only company owners or authorized officials can reserve dates and sign contracts. Submit hold-processing fee and rental application together Attend an advance meeting with Rental Coordinator. This will determine full rental costs specific to your event. Your rental estimate and contract agreement will be drafted and sent to you. You will return to within ten (10) business days of receiving your contracts: 1.) Three (3) signed copies of the contract agreement Page 1 of 8

2 2.) Payment of non-refundable 25% deposit for the full rental amount 3.) A signed W-9 form Deposit payment, signed contract agreements and a completed W-9 will guarantee booking. Ticket information will be entered into the box office computer system with the on-sale date to be approved by the Theatre Manager. Consignment tickets require two (2) business days advance notice to prepare. There is a $60.00 change fee for each ticketing change that is made after prices, etc. have been entered into our ticketing system. One (1) copy of the fully executed contract will be mailed to you. If website listing and ticketing is requested, renter must provide salient information/photos no less than five (5) business days prior to scheduled ticket on-sale date. Balance of 75% rental fee is due ten (10) business days prior to the start date of the rental contract. GENERAL OPERATING POLICIES: Please refer to Glossary of Terms for additional backstage policies. The following are an annotated list covering basic information: LPAC reserves the right to book other events in proximity to renter's event. Renting of the main stage does not guarantee the availability of the Black Box for rent. The intention to serve food must be included in the LPAC Rental Application. Food cannot be prepared on site without all necessary Health permits, proper equipment, sanitary food prep areas and certified food-handling staff provided by Renter. It is not desirable that rental and City events should directly compete (i.e. identical or similar events, titles, or artists) close to same dates. Therefore, rental events must be approved by LPAC s Rental Administrator prior to the rental application. To qualify as a Nonprofit, applicant must provide a copy of its IRS Determination Letter under Internal Revenue Code 501 (c)(3) and related sections as now or hereafter amended. LPAC is a non-smoking facility. All smoking, flame effects, pyrotechnics on stage must have an approved permit from the Los Angeles Fire Safety Officer and LPAC Technical Director. Please refer to the LPAC Technical Director for specifics on smoking, flame, and pyrotechnic effects. Illegal drugs are not permitted. Persons under the influence of intoxicating liquors and/or illegal drugs shall be denied the opportunity to participate in any manner and escorted from the building. Page 2 of 8

3 PROOF OF INSURANCE Renters must provide insurance for the time of their event, starting from the time they enter through the time to end of contract. Insurance needs listed on the LPAC Insurance requirements page. RENTER S PROMOTIONAL/ADVERTISING MATERIALS As a Rental event, LPAC and City of Lancaster do not provide any marketing/advertising for rental events Must be approved by the Marketing Coordinator before they are distributed or displayed LPAC and City logos cannot not to be used No promotional materials can be posted or distributed until City Manager has signed your contract. Please us a proof BEFORE sending to the printer to avoid re-print fees and delays should we require changes before approving CANCELLATIONS Must be made by calling LPAC Box office and sending written notification at least 30 days prior to the event to avoid increased cancellation charges BOTH $50.00 processing fee and 25% deposit are NOT REFUNDABLE Expenses incurred as a result of renter cancellation will be charged to the renter. LPAC s expenses include but are not limited to: administrative labor charge for ticket refunds and audience notification, ticket set up fees, ticket printing, credit card charges, website listing, ticketing and postage. REFUNDABLE DEPOSITS A refundable cleaning/damage deposit will be levied for all rentals. The refundable cleaning/damage deposit will be returned if the facility and its equipment is left in the same condition as it was received at the beginning of the lease period, and providing there has been no damage and/or abuse above normal wear. If City property has been damaged or abused by renter or renters patrons, you are responsible for reasonable costs to replace, repair or clean such property in addition to the withholding of refundable deposits. WINE OR CHAMPAGNE BEVERAGES Wine and champagne only may be served at LPAC by rental users if being provided as part of a catered event, dinner or private party, and if approved by the City Manager or his designee, with the payment Page 3 of 8

4 of $50.00 Liquor License fee. No alcohol may be sold by a rental organization. The LPAC reserves the exclusive rights for all sales on food and beverage concessions. MERCHANDISE LPAC may permit the sales of books, novelties, tapes, CD s programs, T-shirts, photographs, etc. by the applicant or their agent in accordance with established operating policy within the LPAC Lobby only. TICKETING SERVICE OTHER FEES All merchandise sales will be assessed as follows if renter provides sellers: Commercial - 80% gross sales to renter - 20% of gross sales to LPAC Nonprofit 90% gross sales to renter - 10% of gross sales to LPAC All merchandise sales will be assessed as follows if LPAC provides sellers: Commercial - 75% gross sales to renter - 25% of gross sales to LPAC Nonprofit 85% gross sales to renter - 15% of gross sales to LPAC A sales tally sheet listing total gross sales must be signed and submitted by the applicant or their agent to LPAC house manager each night of the close their event. Any event selling tickets will be required to use LPAC s ticketing system. ASCAP/BMI/SESAC are music licensing fees required if renter requires any recorded or live music played before, during, or after any event on LPAC premises. A Holding Fee applies only when the Black Box (BBX) venue is used as a holding/storage area for performers, props, and/or sets when used together with a main stage rental. Certain BBX dates may not be available to MS renters ADDITIONAL CHARGES Additional charges for services encountered beyond scope of contract will be retained out of ticket proceeds. If the amount of proceeds is insufficient to cover additional charges, applicant will be billed with payment due within ten (10) business days of close of event. MAIN STAGE (MS) SPECIFICS The main stage is used for large concert events, comedy/variety shows, dance recitals, dramas and musicals, graduations, large parties, corporate and business presentations, lectures and group meetings. Audience seating capacity: 742 Stage capacity: 248 Stage floor size: 80 feet wide x 38 feet deep, 2,560 square feet Four dressing rooms - Total capacity: 22 Building rental rates and labor rates are separate costs and dependant on the rental needs. Page 4 of 8

5 Minimum backstage crew call is four people for four hours each. Main stage rental space includes main stage, auditorium, stage left dressing rooms and shop areas. Concurrent shows that run in Black Box theatre are allowed access to downstairs green room and trap room, and are given the chorus dressing rooms for their use. LPAC USHER REQUIREMENTS FULL = 16 LPAC ushers are required for Main Stage events. SUPPORT = 5 LPAC ushers for BBX events. MAIN STAGE EQUIPMENT Included: House light plot, house PA sound system. Microphones, stage monitors, lighting instruments, chairs, risers, tables, etc. are dependent upon availability and must be requested through the Technical Director. For complete info on Seating, Rigging, Audio System, Soft Goods, Additional Equipment, and Support Facilities, refer to LPAC Technical Specifications. BLACK BOX (BBX) SPECIFICS The BBX is available to groups for uses such as art shows, rehearsal space, small performances, receptions, workshops, classes, meetings, weddings, parties, dances, etc. Variable seating capacity: seats based on layout and occupancy Stage floor space: 60 feet long x 38 feet wide; 2,280 square feet Two dressing rooms total capacity: 40 Minimum LPAC crew requirement is two crew people for four hours each For rehearsal rates usage is confined to the theatre rented and area only. The lobby is closed during rehearsals. Restrooms are available backstage. Rental of the BBX refers to the BBX stage/seating space, stage right hallway, and possible use of downstairs chorus dressing rooms, green room and trap room. Concurrent shows on the MS are also allowed access to downstairs green room and trap room, and are given the upstairs dressing rooms for their use. VENUE EQUIPMENT Includes: Black Box lighting plot, portable sound system with PA speakers. Any extra microphones, lighting instruments, chairs, risers, tables, etc. are dependent upon availability and must be requested through the Technical Director. For complete info on Seating, Rigging, Audio System, Soft Goods, Additional Equipment, and Support Facilities, refer to LPAC Technical Specifications. Page 5 of 8

6 REHEARSAL RATES For either venue, rehearsal rates are set for events that require load in time, and/or rehearsal time. These times are set from the time the renter arrives until one hour before their event start time. PERFORMANCE RATES For either venue, performance rates are set for events starting one hour before their event start time through their load out/strike time. BUILDING CHARGES Building charges are divided into two major categories, either Non-Profit or Commercial rates for rehearsals or performances. Most charges vary based on whether the rental falls on a weekday (Monday through Thursday) or a weekend (Friday through Sunday) TYPE HOURLY DESCRIPTION Main stage REHEARSAL - weekday NON PROFIT $45.00 per hour Main stage REHEARSAL - weekend NON PROFIT $57.00 per hour Main stage PERFORMANCE - weekday NON PROFIT $90.00 per hour Main stage PERFORMANCE - weekend NON PROFIT $ per hour Main stage REHEARSAL - weekday COMMERCIAL $80.00 per hour Main stage REHEARSAL - weekend COMMERICAL $95.00 per hour Main stage PERFORMANCE - weekday COMMERCIAL $ per hour Main stage PERFORMANCE - weekend COMMERCIAL $ per hour Black Box REHEARSAL - NON PROFIT $12.50 per hour Black Box PERFORMANCE - NON PROFIT $25.00 per hour Black Box REHEARSAL COMMERICAL $21.90 per hour Black Box PERFORMANCE COMMERCIAL $43.75 per hour Black Box Holding FEE $70.00 per day Lobby hourly rental + $50.00 housekeeping fee $50.00 per hour Page 6 of 8

7 LABOR RATES Are based on the renter needs for their event. LPAC Technical Director will determine the best needs on a per-event basis. Minimum crew calls are four backstage crew for main stage events and two backstage crew for black box events. All performances will have LPAC House Manager, ushers and Parking Security based on time of day. TITLE RATE OVERTIME - AFTER 8 HOURS Assistant Technical Director $25.00/hour $37.50/hour Stage Manager $23.00/hour $35.50/hour Audio Technician $23.00/hour $35.50/hour Master Electrician $23.00/hour $35.50/hour Chief Rail Operator $23.00/hour $35.50/hour Follow Spot operator $17.00/hour $25.50/hour Deck crew $17.00/hour $25.50/hour House Manager $17.00/hour $25.50/hour Theatre Assistant $17.00/hour $25.50/hour Parking Lot Security $17.00/hour $25.50/hour LPAC ushers - FULL $55.00 per performance LPAC ushers - SUPPORT $25.00 per performance Maintenance Aide (Sat/Sun) $15.00/hour $22.50/hour OTHER CHARGES Depending on the equipment and rental needs, separate charges are listed as follows: OTHER CHARGES COST ADDITIONAL Hold fee $ Applied to full rental charge Processing fee $50.00 NON REFUNDABLE Ticketing set up fee $60.00 per performance $60.00 per ticketing change Website ticketing - online sales $25.00 Main stage cleaning deposit $ REFUNDABLE Black Box cleaning deposit $ REFUNDABLE ASCAP/SESAC/BMI license fee $30.00 per performance Grand piano rental with tuning $ Per event with one tuning Upright piano rental tuning $ Per event with one tuning Orchestra Shell $ per event Follow spot $40.00 per day Page 7 of 8

8 fog machine $35.00 per day Gel sheet $12.00 per sheet, 20" x 24" Gaffers tape $25.00 per roll, 2" wide x 60 yards Marley dance floor $ Per event Insurance rates people $38.00 per day people $55.00 per day people $72.00 per day people $ per day Liquor License $50.00 per event Box Office 1% of gross ticket sales to City per rental Credit card fees transaction fees 4% of gross credit card sales Ticket sales exceeding $25, % of gross sales to music license per day Ticket printing $0.65 per ticket card stock per ticket Restore FEE $ Per event if required Page 8 of 8