Flamenco Latino 250 West 54th Street, Ste. 404, New York, NY 10019 Website: www.flamencolatino.com Tel: 212/399-8519 Fax: 212/333-5635 Email: flamlat@verizon.net FLAMENCO LATINO STUDIO THEATER EVENT RENTAL AGREEMENT 1) INTRODUCTION The Flamenco Latino Studio Theater Rental Agreement (the "Agreement") outlines the terms for the exclusive rental of Flamenco Latino Studio Theater (the "Theater") by owner and operator Flamenco Latino, Inc. ("Flamenco Latino") to an outside party (the "Producer") for the purpose of presenting a public Theater performance (the "Production"). The Agreement provides for the full-time use of the Theater by the Producer within the business hours of Flamenco Latino, within a limited time-frame. This Agreement serves to outline and describe the functioning of the relationship between Flamenco Latino and the Producer. With the objective of effective and collaborative communication between both parties, this Agreement will detail the conditions of the rental, alongside the obligations of both parties to one other. 2) PARTIES AND CONTACT INFORMATION Flamenco Latino shall be represented by: Basilio Georges, Exec. Director Flamenco Latino 244 West 54th Street, Ste. 404 New York, NY 10019 212-399-8519 212-333-5635 fax flamlat@verizon.net www.flamencolatino.com The Producer is: Address: Telephone email
Page 2 3) RENTAL OVERVIEW This Agreement provides for the use of the Theater by the Producer, for the purpose of mounting and presenting a public performance on: Date: 4) FEES, LIABILITIES AND INSURANCE Fees: $350.00 for a five-hour package, plus any optional services @ $50/hr Total estimated fees: $ Payment Schedule 50% deposit due with signed contract no later than. Balance of 50% to be paid in full no later than date of event. Flamenco Latino accepts cash, company checks and all major credit cards. Cancellation Policy Above listed payments are considered NON-REFUNDABLE DEPOSITS. a) Production Staff Options Flamenco Latino provides one Space Manager with the above fees. The Flamenco Latino Space Manager will be in charge of setting up the Studio Theater, including chairs, lighting, and sound. Any staff provided by the Producer must adhere to instructions and advice provided by the Space Manager, with all set-up, technical production needs, tear-down and clean-up of the Theater. Flamenco Latino does not have any affiliations with IATSE or any other technician's union. The following technical help, equipment and facilities is included with the 5-hour Package: House lighting, as focused for general wash of East end of Studio Theater, approximately 18 W x 15 D. Six instruments including 4 Source Four Junior 550 watt lights and two reflector spotlights, and an 8-channel board, to be placed mid-audience on the South side of the Studio Theater near the perimeter. folding chair seating for up to 80 House Sound system with Mackie 8-12 channel mixer, 2 Ramsa speakers. Folding table for box office use within the north side of the Studio Theater ADDITIONAL SERVICES Portable curtains, mics and monitors, use of Studio C as a green room, use of Flamenco Latino credit/debit card and PayPal merchant services for box office, all at additional charges as defined on www.flamencolatino.com/studio2.shtml b) Concessions The Producer may not sell food or beverage concessions. The Producer may sell promotional items such as CDs, videos or t-shirts, through prior arrangement with Flamenco Latino. Flamenco Latino will not be responsible for collecting fees or making change for the sale of any of the Producer s promotional items. Exceptionally, food and beverages may be distributed free
Page 3 of charge, by the Producer, at the Production with prior arrangement and approval of Flamenco Latino. c) Damaged, Lost or Stolen Property Any property of Flamenco Latino that is damaged, lost or stolen due to the negligence of the Producer will be replaced and charged to the Producer. d) Insurance, Unions & Guilds Flamenco Latino s general liability insurance only covers damage to building property made during the Production. It is the responsibility of the Producer to provide event insurance for any cast, crew or audience members, and the Producer is responsible for any damage to Flamenco Latino property as a result of the Production. If the Producer does not carry liability for the Production, Flamenco Latino can help facilitate a referral through Flamenco Latino s liability broker to arrange insurance for the Production. The payment of the premium for this insurance is the exclusive responsibility of the Producer. The broker has advised Flamenco Latino that the premium will be based on the nature of the Production and the anticipated audience. Negotiation of contracts, terms, dues or premiums with any guilds or unions (AEA, SAG, IATSE, etc.) are the exclusive responsibility and prerogative of the Producer. e) "Acts of God" and Building Services Flamenco Latino does not own 244 West 54th Street. Therefore, Flamenco Latino is not responsible for electrical failure, the failure of building services (such as plumbing and elevator service), water damage, or other unforeseen problems that are considered "acts of God" or situations otherwise beyond Flamenco Latino' control. f) Loss of Producer's Property Flamenco Latino is not responsible for the loss, theft or damage of property belonging to the Producer or any of the Production participants. 5) EVENT SCHEDULE AND TECHNICAL NEEDS Set up, 1 to 2 hours, depending on optional services House open, 15-30 min. before performance (included as part of Set up) Performance 1 to 2 hours Reception, Tear-down, clean up 1 to 2 hours, depending on optional services 6) FRONT OF HOUSE AND BOX OFFICE a) Front of House Facilities Flamenco Latino has a preferred point of pubic entry which is the 244 elevator bank. For events which end after 11 pm, the 250 elevator entrance must be used, and people must depress a button to the left of the street doorway to release an electronic lock. The Producer is responsible for placing the Producer s staff or volunteers to guide any traffic in or out from the street at either the 244 or 250 entrances. The 250 entrance is not open to the public on weekends. If audience will arrive before, The Producer must coordinate the Producer s staff or volunteers with the Flamenco Latino space manager regarding ushering audience members into the reception area before and after the show, including during payment of any admission or waiting for the Studio Theater to open for seating. The reception area will become crowded with more than 15 people. The Producer s staff or volunteers must work under direction of the
Page 4 Flamenco Latino space manager to temporarily seat or direct excess audience into the hallways around the 244 and 250 elevator banks. Please Note: the use of the public hallways for temporary seating or waiting is not within the terms of Flamenco Latino s lease, and so disruptive, noisy or unorderly behavior by audience members may require the Producer s staff or volunteers to coordinate and bring audience members up from the street in groups of no more than 10 at a time until seated in the Studio Theater. b) Box Office Staff and Sales Unless through prior arrangement and agreement to use Flamenco Latino s credit card services (at additional fees), at the above stated fee, on the event date only, the engagement, coordination and supervision of Box Office staff is the exclusive responsibility of the Producer. Box Office management staff is required at each performance (responsibilities can be assumed by the Space Manager). Ticket sales, reservations, and promotion are the exclusive responsibility of the Producer. PROMOTION AND ACCREDITATION a) Promotion The Producer is welcome to leave postcards at the front desk for distribution among Flamenco Latino clientele. These privileges apply only within the rental period. The Producer is not permitted to affix promotional materials elsewhere at Flamenco Latino. b) Accreditation In any Production promotional materials, including posters, flyers, tickets, e-blasts, websites and so on, Flamenco Latino should be listed as: FLAMENCO LATINO STUDIO THEATER 244 West 54th Street, 4th Floor New York, NY 10019 8) GENERAL RULES, RESPONSIBILITIES AND CONDITIONS a) Occupancy Limit The total occupancy of the Theater is 90 people. This includes audience, performers and crew. There can be no more than 90 people in the Theater at the same time. However, it should be noted that 70-80 seats occupy nearly 75% of the total area of the Theater, forcing the Producer to have a very small playing area. Flamenco Latino will predetermine the seating capacity, based on the Producer s requirements regarding what portion of the dance floor will be used as a performance area. b) Fire Safety The Producer, in conjunction with Flamenco Latino, must be aware of the exact location of all fire extinguishers, fire exits, and evacuation procedures in the event of an emergency. c) Cleaning Flamenco Latino is responsible for the cleanliness of all rental venues prior to the first day of rental. This includes a clean Theater, dressing room(s), empty garbage bins, orderly equipment, and tidy front-of-house facilities. During the rental period, the Producer is responsible for providing staff or volunteers to work under the direction of the Space Manager to maintain the cleanliness and orderliness of the Theater, and the dressing room (s). While the Producer is
Page 5 welcome to "feel at home", Flamenco Latino reserves the right to demand a higher standard of cleanliness should the rental venues not be maintained in a safe, hygienic and professional manner. The Producer s staff or volunteers will work under the direction of the Space Manager to remove all garbage receptacles (bags, bins, boxes) from the Theater, dressing room(s) at the end of the event and place them in the 250 hallway. Once garbage is in the hallway, Flamenco Latino is responsible for the disposal of it, provided it has been approved for disposal on the premises by Flamenco Latino. ALL FOOD AND DRINK GARBAGE MUST BE REMOVED from the Flamenco Latino facilities by the Producer at the end of the event rental. d) Hallways, Backstage and Entrances Rehearsing, performing or warming-up is NOT permitted in the hallways, the box office or any other common areas of the facility (including the restrooms). The Producer is not permitted to occupy the Small Studio unless it is booked and paid for ahead of time. e) Eating & Drinking Eating and drinking is not permitted in the Theater. It is the prerogative of the Producer to forbid or allow eating and I or drinking by the audience during performances. Through prior arrangement the Producer may use the reception area, or Studio C (at additional fees) for food or beverages after the performance. f) FLAMENCO LATINO IS A NON SMOKING FACILITY 9) PRODUCTION RULES AND CONDITIONS a) Configuration The Producer has the option of configuring Studio Theater in a horizontal direction (53 wide by 26 deep) or a vertical direction (26 wide by 53 deep). Requesting a vertical configuration may create more complicated technical demands regarding location of speakers and lighting, requiring additional rental hours. b) Dressing Room(s) This Agreement provides for the Producer's exclusive use of both men s and women s dressing rooms during the Production. It is recommended that all valuables be safeguarded by the Producer s staff or volunteers during active periods of the Production. NO valuables should be stored at Flamenco Latino during periods when the Producer is not on-site. c) Emergency Exits There is only one entrance to the Theater, and two exits from the Flamenco Latino reception area into building hallways for both the 250 and 244 elevator banks. There are stairways next to each elevator bank. It is the Producer s responsibility to convey this exit information to the Producer s staff or volunteers, and to the audience at the event, and to help direct all members of the Producer s staff, volunteers or audience to the proper exits in case of an emergency. d) Elevators, Parking and Transportation Flamenco Latino has no access to the freight elevator on the 4 th floor. Depending on the size and weight of any equipment intended to be brought in by the Producer, Flamenco Latino can arrange to use the building elevator at the 250 entrance. The Producer should not attempt to load
Page 6 in any equipment or hand trucks through the 244 elevators. Parking in the West Midtown area is limited to Munimeter spaces and commercial lots. The Producer is responsible for arranging all parking with the Producer s staff or volunteers. The Producer is responsible for conveying information about parking and public transportation to potential audience for the Production through advance promotion of the Production. 10) OPERATION a) Smoking, Fire & Special Effects No smoking, flammable special effects, candles or any other kind of open flame are permitted anywhere at Flamenco Latino, including the Theater. The use of smoke machines, hazers, dry ice and other atmospheric effects are not permitted. b) Strike and Load-Out The disassembly of all production materials (the "strike") must take place immediately after the performance in the Theater by the Space Manager with the help of the Producer s staff or volunteers. If through prior arrangement, the Producer holds a reception in the reception area of Flamenco Latino or the Small Studio, the audience members should not use the Theater to congregate during the Strike. Pursuant to this load-out, NO production materials may be stored or disposed of at Flamenco Latino. It is important to remember that production staff and vehicles will be required for the removal of ALL production materials from the property. NO PRODUCTION MATERIALS SHALL BE LEFT FOR DISPOSAL ANYWHERE AT THE 244 WEST 54TH STREET LOCATION. THIS INCLUDES THE FREIGHT AREA, THE BUILDING DUMPSTERS, AND THE SIDEWALK. At the closure of the rental period, the Producer will ensure that all Flamenco Latino facilities implicated by the rental and load-out process are returned to their original clean and well-ordered condition. CONCI.USION The undersigned have read and understood this Agreement and agree to abide by all the conditions, stipulations and restrictions herein. The Producer recognizes that the failure to comply with any part of this Agreement will entitle Flamenco Latino to enforce penalties, including the cancellation of this Agreement, forfeiture of advance payments, immediate eviction from the premises, or further appropriate legal action. The Producer agrees that Flamenco Latino will not held liable for any injury to participants, property damage or any other claims arising from use of Flamenco Latino facilities during the rental period set out in this Agreement. Producer Basilio Georges, Executive Director Flamenco Latino, Inc. Date Date