RENTAL RATES AND FACILITY SERVICE FEES

Transcription

1 RENTAL RATES AND FACILITY SERVICE FEES For date availability and rental arrangements contact Jayne Basse, Venue and Accounting Manager (direct) or Please Read This Information The Music Hall at Fair Park is a 3420 seat Theatre venue owned by the City of Dallas and Managed by DSM Management Group, Inc. Theatre Rental Rates: Damage Deposit: $1, Refundable within 10 business days after event if there is no damage to the venue and all facility services fees are paid. Commercial Rate: $5, per performance Non-profit Rate: $3, per performance (to qualify for this rate, a copy of your IRS 501(c)(3) determination letter is required). The rental rate for both Commercial and Non-profit, includes the four walls, House Manager, utility costs, in-house sound system, 3 in-house spot lights, janitorial and engineering staffs, and use of box office in lobby. Building rent is required to be paid in full at least 30 days in advance of event and is non-refundable if event is cancelled. The damage deposit and rental fee will be paid in advance of the event / performance. Also, a deposit of up to $5, against building fees may be requested in advance of the event / performance. If these fees are not received as defined by the Lease Agreement the event / performance will be canceled. Non-performance Rate: $2, This is a flat rate for a 10-hour period for load-in, technical, rehearsal, dark days, etc., in which there is no public performance. Additional hours: $ per hour The additional hours may be charged for time beyond the 10-hour non-performance day and for additional time beyond the 12-hour performance day. There will be no additional time charged for a multi-performance day. Required Theatre Service Fees: Ushers: $ Through two hours after announced starting time. Additional time: $8.00 per hour, per usher in one-half hour increments. Security: $ per hour with 4-hour minimum, per guard Two guards are required for every performance beginning with load-in at front-of-house and backstage, unless load-in is during regular business hours Monday Friday, during which the front-of-house security is normally on duty until 6:00 p.m. however, backstage security will be scheduled and billed according to your load-in time. Additional guards can be scheduled per event at the same rate of $16.00 per hour for a 4-hour minimum, per guard. Music Hall staff will handle scheduling security guards. Stage Technicians: $ TBD The Music Hall is a Union House. A minimum of 3 union stagehands are required for shows however, the number of stagehands will be determined by the requirements of each individual show/performance. If rigging is required, the Music Hall union rigger will be scheduled. The stagehand crew will assist with load-in, load-out, power needs, rigging, stage set-up, operation of in-house sound and operation of lighting and in-house spot lights, etc. The renting organization is required to provide show production management personnel. Please provide a technical rider to Music Hall staff as soon as possible. If anyone is on the stage for any reason, stagehands will also be present and on the clock. There will be a 32% Service Charge added to the final stagehand payroll sheet which covers taxes, Workman s Comp and the payroll preparation service, etc. Hourly rates for stagehands are determined by their rank in the union. Time and One-Half will prevail after 8 hours of work. Double Time will be paid between 12:00midnight and 8:00a.m. To discuss stagehand requirements and to get labor estimates contact: Bill Bingham, House Electrician at (469) Other Required Fees:

2 Parking Fee: $ 1.50 per ticket collected (should be included in ticket price.) Determined on the actual attendance (not tickets sold) for each performance except school or non-profit events for which no admission or ticket price is charged. This is a City of Dallas mandated fee. To avoid being responsible for paying this fee, it is strongly suggested that this fee be added into ticket price and then settled with DSM Management Group during settlement. Preservation Fee: $ 2.00 for Commercial (should be included in ticket price.) $ 1.50 for Non-profit (should be included in ticket price.) Determined on tickets sold to each performance except school or non-profit events for which no admission or ticket price is charged. This is a City of Dallas mandated fee. To avoid being responsible for paying this fee, it is strongly suggested that this fee be added into ticket price and settled with DSM Management Group at settlement. **For-profit organizations should include sales tax for the parking and preservation fees. Stage Lighting: Due to the historic nature of touring musicals and opera traveling with entire lighting packages, the Music Hall has limited lighting equipment. The lighting available at the Music Hall, at this time, includes: (8) 6 x 9, (8) 6 x 12 and (8) 6 freznels which can be rented through DSM Management Group. The renting organization will need to rent a lighting package, including lighting board and console for the performance(s), if your production does not travel with a lighting package. Gemini Stage Lighting & Equipment Company ( ) is very familiar with the Music Hall, but you are welcome to use any lighting company of your choice. Commission on Merchandise Sales: House Commission of 15% for Commercial and 10% for Non-profit organizations will be collected from each vender who sells merchandise during an event. 8.25% sales tax will also be collected from each vendor unless a written statement is provided by vendor stating their obligation to make payment of appropriate sales taxes on merchandise sales at the Music Hall and releasing DSM Management Group. For Merchandise arrangements contact: Ben Perrin, General Manager at (214) or bperrin@dsmmanagementgroup.org Insurance Coverage: General Liability - $1,000, and Worker s Compensation -100,000/500,000/100,000 is required (full description provided in Section 12 of the Lease Agreement). The renting organization must have their Insurance Provider send a Certificate of Insurance and copy of the policy that binds the certificate to DSM Management Group. The Certificate of Insurance should name DSM Management Group, Inc. as certificate holder and the City of Dallas, their officers, agents and employees as additional insureds. The Certificate of Insurance and copy of policy is required at least one week prior to event. Optional Services and Fees: To be paid by renting organization at settlement, occurring day/night of the event. Police Officers: $40.00 per hour with a 4-hour minimum per officer. Scheduling for Police Officers will be handled by Music Hall staff. Sound Enhancement: The Music Hall has an in-house sound system (see sound description included in tech package) but some events may require other or additional equipment which will be an additional rental cost for the renting organization. 40x27 Bounce Screen on Stage: The bounce screen can be used for rear and front projection but the screen is not white so projections may not be as crisp as a white movie screen. The Music Hall does not have a projector at this time. Tenants using the screen will be required to rent an appropriate projector. Phones and Wireless Connection Backstage: Wireless Internet Connection Backstage: Phone Lines Backstage (2): Additional phone lines Backstage Set-up fee: Front-of-House internet connection $ per day. $ per day each line. $ by special arrangement with Southwestern Bell. To Be Determined. Box Office: The Music Hall does not have an exclusive contact with any ticketing service so ticketing arrangements can be made with any reputable ticketing organization by the renting organization. The box office in the lobby of the Music Hall at Fair Park is not staffed during the day for advance sales. The box office is available for ticket sales 90-minutes prior to performances. If staffing is needed longer than 90-minutes prior to your performance, you will have to make special arrangements with the ticketing service company that you choose to use. Staffing for the box office should be arranged through the ticketing service by the renting organization. Optional ETix Ticketing Service: The Music Hall does not have a Ticketing Servicing Agreement available for Music Hall lessors, but DSM Management Group is affiliated with the Dallas Summer Musicals which operates The Box Office (TBO) located at 5959 Royal Lane,

3 Suite 542, Dallas, TX. TBO can provide ETix ticketing services for events at the Music Hall. Tickets will be available through the Dallas Summer Musicals Box Office, on-line and by phone. Services available are: Advance sale of tickets, Staffing for box office at the Music Hall before event, reports of daily sales, direct phone number answered by a trained Box Office Manager who can answer questions regarding the event, and mailing lists of information about patrons (additional fee). ETix can require up to one to two weeks to build and prepare ticketing for events in the ETix system, depending on the complexity of the ticketing. There will be no advances from ticket sales prior to event. The ETix Ticketing Agreement is a separate agreement from the Music Hall Lease Agreement and will be provided by TBO. For all Ticketing Service fees and information please contact: Simone Hogan at The Box Office shogan@dallassummermusicals.org Catering: The Music Hall restaurant, M Dining, is managed and operated by Culinaire International. The restaurant area is included in the Music Hall rental rate and can be used for a variety of needs. All food and beverage service for special events will be handled through Culinaire for all front-of-house events. For backstage catering, you are free to use any reputable catering or food service company of your choice for backstage catering needs, but we ask that you please give Culinaire an opportunity to bid for the catering needs. Lunch and Dinner is not automatically provided for guests prior to performances unless a specific number of reservations are guaranteed to the restaurant manager. The Music Hall restaurant is not a daily functioning restaurant so food is ordered on an as needed basis per the needs of events. The Bistro on the Mezzanine Level of the Music Hall will be open prior to all events, serving sandwiches, salads, soups and desserts. Cash Bars throughout the Music Hall lobby will provide beverages before and during all performances. The catering contract is a separate agreement from the Music Hall Lease Agreement and will be provided by Culinaire International. The contact for food and beverage service is: Jay Schulte, Restaurant Manager jschulte@ci .com Miscellaneous In-House Items or Services Available: 6-ft tables, non-skirted $ 5.00 each 6-ft tables, skirted $ 8.00 each Podium $ per event Portable Audio System $ per event Portable Partitions (3 available) $ per partition Install Banners (inside venue) $ per banner Move and reset Lobby Furniture $ minimum Lobby set-up for meetings $ $ depending on extent of set-up required Valet $15.00 paid by guest attending performance Other Miscellaneous Items: Any additional items required for events/performances such as, pianos, instruments, dance floor or Marley floor, decorations, sets, etc., will be handled by the renting organization. Advertising: It is strongly recommended that a good advertising campaign be included in your event budget. The Music Hall or DSM Management Group will not advertise or make any advertising arrangements for your event. However, if you provide artwork and event description, DSM Management Group will put your event on the Music Hall website at and the Music Hall Face Book page at If marketing and advertising assistance is needed, the Dallas Summer Musicals Marketing Department can assist you with advertising. A marketing/advertising agreement will be a separate agreement from the Music Hall Lease Agreement and will be provided by the Dallas Summer Musicals Marketing Department.

4 Event Cost Estimation Worksheet Refundable Damage Deposit: $ _ Rental Fee: performance(s) x rate (Ex: 3 performances at non-profit rate is $3, x 3 = $11,175.00) (Commercial rate is $5,150.00, Non-profit rate is $3,725.00) Additional hours beyond 12 hours: hours x $ per/hr. (TBD) *Non-performance work day for load-in, technical, rehearsal, dark day, etc. (10 hours x $ per/hr. totaling $2, per/day) $ Additional hours beyond 10 hours: hours x $ per/hr. (TBD) $ Required Services: $ per performance Security: $16.00 per/hr each w/4 hr. minimum (Ex: for Load-in on 10:00am 8:00pm, Front-of-House Security = 2 hours X because guard is already on normal duty. Backstage security = 8 hours X because guard is called in for load-in. If load-in is on a weekend day, Front-of-House security will begin at 10:00am) Stage Technicians (from load-in to load-out) (Contact Bill Bingham, House Electrician at or Chris Bingham, Head Carpenter at ) Parking $1.50 per ticket collected TBD (Ex: 2330 tickets collected = $ ) Preservation Fee - TBD Commercial: $2.00 per ticket sold (Ex: 2500 tickets sold = $5,000.00) Non-profit: $1.50 per ticket sold (Ex: 2500 tickets sold = $3,750.00) $ Possible Additional Expenses arranged by and paid for by the tenant. Advertising Stage Lighting and Lighting Mix Board Rental Additional Sound Equipment Rental Catering for Front-of-House Backstage Catering Instrument Rental Wireless Internet backstage per day Event Insurance Other Total Estimated Costs

5 Hold / Challenge Policies and Procedures Placing a Hold on a Date: We will be happy to place a hold on any date you request for a 30 day period provided there is not a previous executed Lease Agreement for that date. The first hold will give you the first right of refusal so that we will not sell the date to another individual or company without first giving you the opportunity to execute a Lease Agreement and finalize the hold (provided all of the other conditions listed below have been met.) If a first hold has been placed on a date in which you are interested, we will be glad to place a second hold on the date. This gives you the option of executing a Lease Agreement should the individual or company with the first hold not finalize arrangement for the date. Hold Policies: Holds may be placed on any date for which a Lease Agreement has not been executed. We will hold your date for 30 days. At the end of 30 days, an executed Lease Agreement along with an initial payment of the refundable $ damage deposit and a non-refundable payment of at least ½ of the building rent will be required to finalize the hold. If multiple days are needed for your event, the initial payment will be damage deposit plus ½ of the first day of building rent with a suitable payment schedule as determined by DSM Management Group. The remaining building rent will be required to be paid in full 60 days prior to your event. If an executed Lease Agreement and initial payment is not received at the end of 30 days of when your date was put on hold, DSM Management Group, Inc. will release your hold without further notification to you and make the date available to any second holds or other interested parties. As per Section 11 of the Lease Agreement, if a cancellation is requested by the Lessee after the Lease Agreement has been executed all deposits and payments will be forfeited by Lessee, except for the $ refundable damage deposit. Challenging a Held Date: Should you wish to challenge a hold on a specific date: 1. Notify the event booking manager that you wish to challenge the organization or individual holding the date you desire. 2. The event booking manager will prepare a Lease Agreement for your signature and inform you of the total due to the DSM Management Group, Inc. under the terms of the Agreement. 3. Upon our receipt of both the signed Lease Agreement and either all deposits due or a suitable deposit and payment schedule for the remainder of the funds due, we will inform the individual or organization holding the date that they have five business days in which to secure the date through execution of the Lease Agreement and payment of deposits. The payment option to be utilized will be at the discretion of the DSM Management Group, Inc. 4. Should the individual holding the date decide to release the date, or not execute the Lease Agreement and provide payment within five business days, the date will become yours (under the provisions of the executed lease). Should the original party secure the date, we will refund your deposit in full. If you have any questions, please call Jayne Basse, Venue and Accounting Manager at or jbasse@dsmmanagementgroup.org

6 Lease Application Applicant Name: Organization: Address: City: State: Zip: Telephone: Fax: Are you a non-profit organization? No Yes If yes, please include a copy of your IRS 501(c)(3)Determination letter. If Corporation, list State of Incorporation: Name of Authorized Signatory for Lease Agreement: Title: If advertising is to be under any name other than that of Applicant, please state if name is registered under the Assumed Name: Previously Leased Theatres, Auditoriums, Arenas, Halls: City/State Lease Date Contact Name Phone Number Business References Contact name Phone Number Financial Information: Bank: Account Type: Address: City: State: Zip: Bank Officer: Telephone: Fax: Name of Event: Type of Event: Public Event Private Event Production Company: Production Manager: Production Manager Phone: LOAD-IN: Date: Time: Complete: LOAD-OUT: Date: Time: Complete: Will tickets be sold? Yes No Ticket Prices: $ $ $ **Please note that all public or ticketed events must be sold as Reserved Seating Events.

7 Ticketing Agency: Contact Name Phone: Will souvenirs/concessions be sold? Yes No If yes, what will be sold? Additional Building Services and Fees Needed for Stage and/or Front-of-House that is not included in building rent: Tables non-skirted $ 5.00 ea. No Yes If yes, how many Undecided Tables skirted $ 8.00 ea. No Yes If yes, how many Undecided Install Banners $ ea. No Yes If yes, how many Undecided Portable Partitions (3 available) $ ea. No Yes If yes, how many Undecided Podium $ No Yes Undecided Portable Audio System $ No Yes Undecided Move and Reset Lobby Furniture $ No Yes Undecided Lobby set-up for Meetings $ $ No Yes Undecided Catering (Contact Director of Catering) $? No Yes Undecided Other requests: PLEASE READ THE FOLLOWING CAREFULLY AND SIGN THIS APPLICATION: The above questions must be answered before consideration will be given to this application. It is understood that this is only an application for the use of the Music Hall at Fair Park and its acceptance is subject to approval by DSM Management Group, Inc. and does not make or imply any obligation to Applicant. Applicant warrants that all statements are true and correct. Signature Print Name Title Date Return Lease Application and Event Description to: Jayne Basse, Venue & Accounting Manager, Music Hall at Fair Park P.O. Box Dallas, Texas Telephone: (direct) - Fax: jbasse@dsmmanagementgroup.org Contact Information: Front-of-House Ben Perrin, General Manager Jayne Basse, Venue Manager O Shun Jackson, House Mgr. & Usher Coord. Jay Schulte, Restaurant Manager Phone: or bperrin@dsmmanagementgroup.org Phone: or jbasse@dsmmanagementgroup.org Phone: or ojackson@dsmmanagementgroup.org Phone: or jschulte@ci .com Backstage Bill Bingham, House Electrician Phone: Chris Bingham, Head Carpenter Phone: or Cbingham96@yahoo.com Mark Carlisle, Sound Phone: or doggiemama@sbcglobel.net

8 Pre-Event Check List Complete Lease Application and return to Jayne Basse, Venue and Accounting Manager. Return signed Lease Agreement by date specified in the agreement. Return Damage Deposit and 50% rent deposit by date specified in the agreement. If Lessee is a Non-profit organization, provide copy of 501c3 Determination Letter. Provide Certificate of Insurance and copy of Policy from insurance provider. Certificate of Insurance should name DSM Management Group, Inc. as the certificate holder AND The City of Dallas, its officers, agents and employees as additional insured. Load-in cannot begin without the certificate and copy of policy on file in the DSM Management Group office. If ticketing is to be handled through The Box Office (etix), contact Simone Hogan with ticketing information well in advance of your event. Phone: shogan@dallassummermusicals.org Building Lease Agreement must be signed and returned to the Music Hall before ticketing can begin. Return Form W-9 before event date if ticketing is to be handled through The Box Office. Contact Bill Bingham, House Carpenter and Backstage Coordinator, with your event information and contact information well in advance of your event. Arrangements for Stage Lighting rental and stagehand labor can be discussed with Bill Bingham - Phone: Contact Mark Carlisle, Sound Engineer, to discuss the in-house sound system and any equipment rental that may be needed - Phone: Remit remaining building rent by date specified in the Lease Agreement. Food and Beverage needs for the public and front-of-house/restaurant will be provided exclusively by Food Glorious Food, a division of Culinaire International. Contact Jay Schulte for catering arrangements - Phone: or jschulte@ci .com Catering for backstage can be provided by caterer of your choice. Have your Merchandise Vendors contact Ben Perrin, Music Hall General Manager, at or pberrin@dsmmanagementgroup.org to discuss merchandise sales. The Music Hall will collect 10% for non-profit organizations and 15% for commercial organizations. The Music Hall will also collect 8.25% for sales tax unless a letter is provided that the vendor will be paying the sales tax. Credit Cards are not accepted for building rent and building services. Checks are to be made out to: DSM Management Group, Inc. P O Box Dallas, TX 75315