Department of Theatre and Drama s University Theatre Space Rental Handbook

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1 Department of Theatre and Drama s University Theatre Space Rental Handbook Gilbert Hemsley Theatre Capacity 140 Ronald Mitchell Theatre Capacity 321 Date modified 3/1/12

2 TABLE OF CONTENTS Contact Information... Page 3 Eligibility & Sponsorship... Page 4 Availability & Booking... Page 4 Theater Pricing... Page 6 Base Rental Rates... Page 6 Labor... Page 7 Equipment... Page 8 Cancellation Policy... Page 9 Using the Box Office (Campus Arts Ticketing)... Page 10 Additional Rental Policies... Page 11 Hospitality... Page 12 Parking... Page 12 Setting rehearsal & day-of-show schedule... Page 12 Marketing Your Event... Page 13 Technical Information for the Mitchell Theatre... Page 14 Technical Information for the Hemsley Theatre... Page 16 Services for Patrons with Special Needs... Page 18 Theater User s Checklist... Page 18 Security Checklist... Page

3 Department of Theatre and Drama University Theatre Space Rental Contact Once you have looked over this rental guide, if you would like to investigate the availability of either theatre space for your event, please call the Department of Theatre and Drama Production Stage Manager

4 ELIGIBILITY & SPONSORSHIP The theater is available to the following groups: UW-Madison Registered Student Organizations o Note: See the Center for Leadership & Involvement website for detailed information about student organization policies regarding hosting events on campus: UW-Madison departments Government agencies Private organizations non UW or governmental organizations must have $1,000,000 liability coverage. Regarding Requests by persons or organizations not associated with the University. Such requests must be under the sponsorship of or at the invitation of a University department or organization, and must comply with UWS and the UW Madison Facility Use policies. (1) Under the sponsorship of shall mean an event sponsored by a University department with some level of University involvement. The University department sponsoring the event will be responsible for all administrative and financial obligations associated with the facility use. (2) At the invitation of shall mean an event that is sponsored by a non-university group at the invitation of the University. The Chancellor, Dean or Director may issue such an invitation after concluding that the event promotes the mission of the University. The sponsoring non-university group will be responsible for all administrative and financial obligations associated with the facility use. Non University groups using University facilities at the invitation of a Dean, Director or Chancellor (or his/her designee) may sponsor a revenue-producing event. Authorization to use University facilities for such an event must be approved by the Chancellor or his designee. The Dean, Director or Chancellor (or his/her designee) requesting use of the University facilities for such an event must explain how the event will further the mission of the University. AVAILABILITY & BOOKING The first step toward renting either University Theatre space is to determine its availability. Contact the Production Manager with specifics regarding the dates of rental and the type of event. Priority for Use of University Theatre spaces 1) UT Productions 2) Departmental classes 3) Department events 4) Internal (UW) rentals 5) External (other than UW) rentals Submitting a request does not guarantee space in the theater; a booking is completed once theater availability has been confirmed and a facilities use agreement has been signed*. When considering - 4 -

5 rental, it is recommended to check about availability no less than 3 month s prior to your desired event date. Eligibility: Consideration for groups that have outstanding invoices with the University Theatre or Wisconsin Union Theater will be deferred until past due balances are paid off. Registered Student Organizations must have current RSO status in order to sign a contract. Sponsored groups must provide the appropriate sponsorship letter prior to signing a contract. *the F.U.A. includes specific requirements regarding user s obligation to provide proof of liability insurance. THEATER PRICING Theater usage varies widely and thus so does the price of using the theater, depending on the type and complexity of your event. Theater usage fees fall into four categories: Base rental rate (see page 6): This is the basic fee for access to the space and varies depending on whether the organization is a private entity or not. Labor (see page 7): Staff such as stagehands and front of house staff for your event. Equipment (see page 8): Use of the lights, sound system, and additional equipment. Box office fees (see page 10): For paid admission events or free ticketed events, these are the set-up and ticketing fees for using Campus Arts Ticketing Service. There are no package deals for using the theater. Your ultimate event price will depend on your actual usage of theater space, labor, equipment, and box office services. Pre-event meetings with theater staff can help you come up with a realistic picture of the technical & rehearsal needs for your show and a reasonable estimate for the event. Your success in sticking to pre-arranged rehearsal times and equipment usage and in meeting ticket sales targets will play an important role in how closely your final invoice matches the estimate. NOTES FOR REGISTERED STUDENT ORGANIZATIONS: RSOs that are hosting events to raise money for charity must comply with university policies. At the contract signing meetings, RSOs should provide detail about how the event will be paid for, including information about co-sponsors. If grant funds are being used (ASM, MCC or other), a copy of the grant award letter needs to be provided to theater staff. It is the responsibility of the RSO to comply with the terms of any grants, to complete all steps required to apply grant funding to theater costs, and to pay any outstanding balances on theater events

6 BASE RENTAL RATES Theater rental rates vary according to whether the organization is a public (UW or RSO) group or a private group. For the Ronald Mitchell Theatre A full stage performance/rehearsal includes full use of the stage, wings and dressing rooms. Most music, dance, and drama performances use this format. A tech day includes a run-through of sound and/or light cues, without performers. For the Gilbert Hemsley Theatre A full stage performance/rehearsal includes full use of the stage and dressing rooms A tech day includes a run-through of sound and/or light cues, without performers. Base Rental Rates Ronald Mitchell Theatre Internal Org (UW or RSO) event External Org (Private) event Administrative $100 $150 Performance/Rehearsal $500 $750 Technical day $250 $375 Fee for exceeding 12 hours on 1 day $300 $450 Gilbert Hemsley Theatre Internal Org (UW or RSO) event External Org (Private) event Administrative $100 $150 Performance/Rehearsal $350 $525 Technical Day $175 $ Fee for exceeding 12 hours on 1 day $300 $

7 LABOR Stage Labor (tech crew, including stagehands, projectionists, sound & light operators, etc.) Operational Labor (front of house staff including door staff and ushers, and box office staff for night-of-show sales) $15.00/hr (4 hour min) $15.00/hr (4 hour min) Stage Labor/Tech crew includes: Students The production manager will schedule an appropriate number of stagehands to meet the needs of each event. A typical show in either theatre has a minimum crew of 1 stagehand (with more needed depending on the complexity of the event). University Theatre stagehands are not stage managers or production managers. For a successful event, groups who use the theater for live performances should provide their own stage manager and/or production manager. If you re not sure what your needs are, or if you re unsure about the role of stagehands at your event, discuss with theater staff at the contract signing or production meeting. Scheduling crew breaks. Daily rehearsal and performance schedules should include one half-hour break after five hours of work. During break time, nothing can be happening on the stage. Prior to performances, break time must be scheduled before the doors are open to the public. Operational Labor includes: House Manager: One University Theatre trained house manager is required for all Mitchell or Hemsley audience events. Ushers: required for all reserved seating events in the Mitchell Theater (a minimum crew of 4), but are not required for general admission events. Groups may supplement door staff with volunteers to greet audience members and hand out programs. Box office staff: scheduled to work ticketed, paid admission events from the close of normal box office hours through to ½ hour past the show start time. If you would like the box office to remain open for a longer period of time, please let us know during your production meeting

8 EQUIPMENT Equipment fees are charged on a per day basis. All prices are subject to change. Some equipment usage requires additional labor hours in addition to the equipment fee. Specific equipment questions should be addressed to David Stewart Priority for Use for UT Equipment 1) UT Productions 2) Departmental classes 3) Department events 4) Internal (UW) rentals 5) External (other than UW) rentals Equipment List AUDIO Internal Rate External Rate Sound system, Mitchell Theatre $ $ Sound system, Hemsley Theatre $ $ Monitor $10.00 (per) $15.00 (per) CD or MD player (component unit) $15.00 (per) $22.50(per) Microphone Direct Input (DI) box $15.00 (per) $22.50 (per) Microphone (wired or wireless, handheld or lavaliere) $25.00 (per) $32.50 (per) Clear-Com, first day $50.00 $75.00 Clear-Com, successive day $20.00 $30.00 LIGHTING Internal Rate External Rate Lamp fee, Mitchell Theatre $ $ Lamp fee, Hemsley Theatre $ $ Followspot Mitchell Theatre (requires operator) $75.00 $ Cyclorama (cyc) requires labor 8 hours) $ $ Gobo spinner $30.00 $45.00 VIDEO Internal Rate External Rate VCR, VHS $20.00 $30.00 DVD player $20.00 $30.00 Video Monitor $20.00 $30.00 PROJECTION Internal Rate External Rate Data Projector $ $ Screen (4 x 8 ) Laptop (mac) $25.00 $ $32.50 $

9 COMPUTER/DATA/PHONES Internal Rate External Rate Computer, (mac laptop) $ $ CD-R $1.00 $1.50 Data Line $35.00 $42.50 PIANOS Internal Rate External Piano, upright $ $ Piano tuning $ $ STANDS Internal Rate External Rate Music Stand $0.00 $1.00 Music Stand light $2.00 $3.00 MISCELLANEOUS Standard Rate Lectern $0.00 $5.00 Laundry (washer & dryer-must bring own supplies) $20.00 $30.00 Wireless Campus Login ID $10.00 $15.00 Hazer $80.00 $ Masking-requires labor 4 hours) $ $ CANCELLATION POLICY For holds (no signed contract): Dates on hold may be released at any time without penalty. Held dates that have not been confirmed with a signed contract 8 weeks prior to the event will be released. For confirmed reservations (signed contract): Cancellation Timing Room Rental Labor Box Office Cancellation takes place at least 2 weeks prior to event, and the event is NOT on a Friday, Saturday or Sunday. None None If ticketed, customer is still responsible to pay box office set-up fee & per ticket printing fee. Cancellation takes place at least 2 weeks prior to event, and the event is scheduled for a Friday, Saturday or Sunday. Cancellation occurs less than 2 weeks out, but more than 1 week out. Cancellation occurs less than 1 week out. Customer is responsible for room rental charges. Customer is responsible for room rental charges. Customer is responsible for room rental charges. None Customer is responsible for labor charges equal to 2.5 hours of labor per person assigned to the event. Customer is responsible for full labor charges. If ticketed, customer is still responsible to pay box office set-up fee & per ticket printing fee. If ticketed, customer is still responsible to pay box office set-up fee & per ticket printing fee. If ticketed, customer is still responsible to pay box office set-up fee & per ticket printing fee

10 USING THE BOX OFFICE (Campus Arts Ticketing) We utilize the Campus Arts Ticketing service at physical locations on campus as well as on-line. The Box Office is used primarily for ticket sales, but free ticket distribution is also available. Renters of the Ronald Mitchell and Gilbert Hemsley theatres who use tickets are required to use Campus Arts Ticketing ticket offices as the primary ticketing outlet. To request box office services through Campus Arts Ticketing, please contact Bruce Ehlinger at or The following information is required in order to set up ticket sales: Title, Date(s) and time(s) of event Location of event (venue) Ticket prices Target date for tickets to go on sale Information about whether it is a general seating or assigned seating event Information about house scaling (if applicable) Information about any discounts, vouchers, or coupons that will be applied to sales (the box office must receive a physical copy of any voucher or coupon prior to tickets going on sale) Information about any ticket holds requested Depending on the event and venue, additional information may be required in order to set up the sale. Once all information has been received, most ticket sales can be set up within 2 business days. All events for sale will appear on the Campus Arts Ticketing website. See the Marketing Your Event section for information about what can be listed on the website with your ticket information. If you are doing ticket sales on the night of show, the standard policy is to keep the box office open until 30 minutes after the show start time. If you would like the box office to remain open for a longer period of time, please let us know during your production meeting. Permanent box office locations include: Memorial Union and Vilas Hall. On lines sales are available through the utmadison.com website, and a link can be provided to your website. Consignment: If you wish to sell some of the tickets to your event outside of Campus Arts Ticketing offices, please discuss with Cindy Schkirkie. A seating chart of the Ronald Mitchell Theater is available upon request

11 Campus Arts Ticketing Services Events at Wisconsin Union Theater Events at other locations (including Mitchell and Hemsley Theatres) Remote Box Office (day-of-show ticket sales) Paid admission events Free events $25 $.15 per ticket Paid admission Free events On-campus location (with access to oncampus internet backbone) Off-campus location (no campus internet access) Set-up Fee Per ticket fees Credit Card Processing $150 $.15 per ticket 4% of total credit printed or sold; card purchases $2.00 per ticket facility fee charged to ticket purchaser n/a printed or sold $60 for reserved $.15 per ticket 4% of total credit seating events printed or sold card purchases (including comps) $40 for general seating events $25 for general $.15 per ticket n/a seating events distributed $75 n/a n/a $125 n/a n/a In addition, ticket purchasers are assessed the following fees with their ticket order: $1.00 per ticket facility restoration fee to help offset cost up upkeep of equipment. $3.50 convenience fee per ticket for all tickets purchased through the on-line box office or via fax, mail, or over the phone. No convenience fee for tickets purchased in person at one of our campus box office locations. ADDITIONAL RENTAL POLICIES THEATER RENTAL/SERVICE CHARGES are based on rental for up to 12 hours on a given day. Exceeding this 12-hour limit will result in an additional Technical/Set-Up fee of $300 (internal) or $450 (external). MERCHANDISE SALES are allowed in the theater lobby 1 hour prior, during intermission and 20 minutes after the show. University Theatre will collect 20% of total receipts from merchandise sales. This can be settled on the night of the show or on the invoice. You must contact the front-of-house coordinator Michele Traband at least one week prior to the event if you plan to sell merchandise. WEATHER POLICY: Unless the University closes campus, all events take place regardless of weather. You are responsible for your event and associated expenses no matter what the weather. STORAGE: Because of limited space in the theater and the high volume of events, we cannot store set pieces, costumes, or other items following your event. Please strike all items immediately following your

12 show. A fee of $25.00 (internal) or $32.50 (external) per day will be assessed for items left behind; unclaimed items will be discarded after 5 business days. USE OF OPEN FLAME: Use of open flame on stage is strictly regulated and requires advance communication with the local fire department and additional trained staff on the stage crew. Groups that plan to light a candle, light a match, or use any other stage effects with an open flame must make arrangements at time of contract signing (at least 2 weeks out). There is a $500 fee for violating open flame protocols during an event. HOSPITALITY Union Catering and University Housing can accommodate all of your hospitality and catering needs (outside food is not allowed). For more information, visit their catering websites: Please note that catering orders must be placed a minimum of 2 weeks prior to your event. PARKING Convenient underground parking is available in the University Square lot, immediately adjacent from Vilas Hall. In addition, there are several city lots with hourly parking. Pre-paid Parking Permits: Permits are available for several UW parking lots, including Grainger Hall (University Avenue and Brooks Street) and Lot 46 (Johnson Street and Lake Street). Order them in advance directly from Special Event Parking ( ) for $12 each. Permits are good for an entire day (half-day permits are not available). Additional Parking Options for your Patrons: There are numerous parking options within close walking distance of Vilas Hall. Feel free to direct patrons to the look online at SETTING REHEARSAL & DAY-OF-SHOW SCHEDULE Rehearsal for a live performance event is an important time for establishing sound and light cues, helping performers familiarize themselves with the space, and preparing for your event. The rehearsal is also a critical time for our stage crew to learn what they need to know in order to make your performance a success. When thinking about how to schedule your rehearsal and performance times, please keep the following things in mind: Doors open 30 minutes before your show start time. Stagehands need a 30-minute break before the doors open, and activity on stage needs to be done before that break. In addition, another 30 minutes is required between the end of the rehearsal and the start of the stagehand break to handle any notes or changes that have come up during rehearsal

13 Therefore, all rehearsing, tech set-up, sound checks, etc. must be completed 90 minutes before your performance start time. The stage must be cleared at that time. Please be aware that some events require an additional day of tech preparation before the performance. If you are producing a touring show, please provide the tech rider before you schedule your dates so that we can determine if an additional day of tech set-up will be needed. If you re not sure about the rehearsal requirements for your event, please contact David Stewart to discuss. If your performance requires cues of any kind, we require a script. The script is an outline describing each segment of the show in order with the required light and sound cues. MARKETING YOUR EVENT Accurate information for marketing When creating posters and other materials for your event, please be sure to use correct information about the theater: Theater Names: Mitchell Theatre Hemsley Theatre Theater & Box Office Address: 821 University Avenue, Madison, WI Information for ticket sales Campus Arts Ticketing phone: (608) 262-ARTS (2787) Website: Print Materials If you have handouts or flyers (8.5 x 11 or smaller) we can make them available in the brochure racks of both box offices. (Wisconsin Union and Vilas Hall). We can also display a poster (11x17 or smaller) in the window of the Vilas Hall Box Office. All materials should be given to Cindy Schkirkie. Website The University Theatre Website ( does include event listings for events taking place in the Mitchell and Hemsley Theatres. Information that you provide at your contract signing meeting will appear in these locations. You can enhance your listing with: A link to a website about your event A link to a You Tube video or My Space page A small photo or other image (in jpg format) Creating the web pages, You Tube videos, My Space pages, and images/photos is up to you (groups that do not provide an image will be listed with a generic photo of theater seats). Please web addresses and images to Michele Traband at and include the title and date of your show in the message. Please be advised that it may take up to a week to get these items posted on our site, so early communication is recommended. If your event is ticketed, please provide all web information to Michele at least 1 week before your tickets are set to go on sale. Note for Registered Student Organizations: If you wish to market your event to the general public, you must have full sponsorship from a university department. For more information, please see the Center for Leadership & Involvement website:

14 TECHNICAL INFORMATION Priority for Use for UT Equipment 1) UT Productions 2) Departmental classes 3) Department events 4) Internal (UW) rentals 5) External (other than UW) rentals RONALD MITCHELL THEATRE CAPACITY: 321 (can be reserved or general admission seating) Loading Facilities Loading door is on Park Street between Johnson Street and University Avenue. Stage Information Proscenium: width ; height 16 3 Stage depth: from proscenium to back wall 31 3 from apron to back 46 6 from orchestra pit to back wall 51 7 Height from floor to grid 23 8 Dressing Rooms 3 Dressing rooms (all with lavatory and shower) that seat 6. All dressing rooms have counter with lighted mirrors. Iron, ironing board, steamer, washer, dryer available. floor plan follows

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16 GILBERT HEMSLEY THEATRE CAPACITY: 140 (general admission only) Stage information Basic blackbox; seating flexible 3 small dressing rooms backstage (seat 2 comfortably) Height from stage floor to ceiling: 16 8 Room is a 67 6 x 36 6 long rectangle Loading door is 9 x 9 FLOOR PLAN FOLLOWS

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18 SERVICES FOR PATRONS WITH SPECIAL NEEDS Special assistance or seating can be arranged for patrons with special needs by notifying the box office when purchasing tickets. Patrons attending the Hemsley Theatre will need to take an accessible elevator to the Hemsley lobby. Patrons unable to transfer into an auditorium seat should reserve a wheelchair location in advance. An easy-access restroom is available in the lobby of both theatres. Hearing enhancements are available for the Mitchell Theatre from the door staff on the night of the show with picture ID. THEATER USER S CHECKLIST At least 12 weeks before event Set up meeting with David Stewart to finalize contract, go over event logistics, and receive a cost estimate. Discuss technical needs of event. Discuss rehearsal and day-of-show schedule needs. At least 8 weeks before event Provide promotional information to Michele Traband or Cindy Schkirkie Set up ticket sales with box office by contacting Bruce Ehlinger at Campus Arts Ticketing Services. or month before event Technical/Equipment Rental requests must be communicated to David Stewart (please a tech rider if applicable). For complex events, a production meeting may be required. Provide final rehearsal & day-of-show schedule and event script to David Stewart Order parking passes and/or request special event parking. Order catering if needed. RSO Free Events: Provide theater staff with copy of grant award letter, if receiving funding from ASM, MCC or another campus source. Please Note: Requests and changes that are communicated to theater staff less than 2 weeks prior to the event date cannot always be honored, and may require extra charges. It is highly recommended to communicate all event details in writing ( preferred) or face-to-face meeting with theater staff one month in advance of your event. After the event RSO Free Events with Funding from ASM/MCC: It is the responsibility of the student organization to provide ASM/MCC with a copy of the invoice and to complete all necessary follow-up in order to apply grant funds to theater costs. You will receive an invoice within 10 business days of the event date. Final payment is due within 30 business days after invoice date. Past due balances must be paid off before new events can be booked in the theater

19 RSO Pre-Event Risk Assessment For University Theatre This Risk Assessment tool is used as a guide to help determine the level of security, if any, needed for theater events sponsored by Registered Student Organizations (RSOs). RSOs are encouraged to use this guide as a self-examination tool early in their event planning process to give the RSO an initial idea of the security that might be required. This risk assessment will be used at the theater production/contract signing meeting to make the final determination of security. Remember that this tool is only a guide, University Theatre and/or UW Police may require security based on unforeseen circumstances. EVENT RISKS AND SUPPORT Please answer the following questions to assess risk factors for your event. Hemsley and Mitchell Theatre Performers have requested professional security? Yes (add 10 points) No (add 0 points) Type of performer(s): Performers are students (add 0 points) Performers are touring local artists (add 2 points) Performers are touring national/international artists (add 6 points) Tickets required? Ticketed, reserved seating (add 0 points) Ticketed, general seating (add 2 points) No (add 6 points) Problems at event sponsor events in last 2 years? * Yes (add 6 points) No (add 0 points) Problems at performers recent performances at other venues? ** Give last venue performed at, with contact information: Yes (add 6 points), last venue performed at: No (add 0 points), last venue performed at: Who will be invited to this event (check all that apply) UW Madison students, faculty & staff & guests Only (add 0 points) Open to the Public * (add 6 points) * Special Restrictions Apply; Ask CRO rep. Will this event attract unaccompanied minors? Yes (add 6 points) No (add 0 points) Expected Attendance? <100 (add 0 points) (add 1 points) (add 2 points) TOTAL RISK POINTS *Some examples of problems at prior events would include, but not be limited to, instances such as: physical altercations damage/vandalism to property, police calls to events, etc. ** Some examples of problems at prior performer events would include, but not be limited to, instances such as: physical altercations, damage/vandalism to property, police calls to events, events over fire

20 capacity for venue, performer behavior that is dangerous to patrons and/or facilities, failure to abide by local safety ordinances, etc. Security Requirements Based On Total Risk Points Security Risk Assessment Totals Certain security measures are standard for all events in either the Mitchell or Hemsley Theatre: All events require one paid technical staff person and one paid house manager. Under 16 points: No additional security required. 16 or more points: 4-8 volunteers from sponsoring group dedicated to event security 1-4 additional Theater staff for event SIGNATURES The undersigned have discussed and agreed to the event security items stated above. RSO Representative: Date: Theatre Representative: Date:

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