8:020-AP2 Batavia Fine Arts Center

1. SCHEDULING

a) RENTER CLASSIFICATIONS: Availability of the Auditorium shall be determined, in case of conflict, based upon the following prioritized categories of users:

i. Category 1: Batavia Public Schools Student Organizations

1. Interscholastic – Student groups and organizations that are sponsored by the school.

2. Clubs – Includes student groups and organizations which may or may not be sponsored by the school. This category may consist of groups and organizations which may be either created by the school and school personnel or by the students, with permission of the school.

ii. Category 2: School-affiliated organizations

1. School-affiliated organizations are those groups which are organized for the purpose of directly supporting the primary goals of the school district and the districts’ programs.

b) IN DISTRICT REQUEST: To guarantee district priority your reservation request must be submitted within district priority week which is the first full week of September for the following school year. For example a district priority week of September 6th – 10th 2010 is when a reservation request for the 2011-2012 school year should be completed using the online reservation request form at www. _________. Please note when submitting your request is time stamped, in the event of two requests in the same category for the same day and time, priority will be given to the first request received. You may complete and submit a reservation request up to a minimum of 45 days prior to your event; however, you will not be granted district priority. Within two weeks you will receive an availability response to your request. See process map.

c) RE-SCHEDULING: The Batavia Performing Arts Centre reserves the right to re-schedule. If rescheduling is required, the Batavia Performing Arts Centre shall provide notice in writing to the user at least 24 hours in advance.

2. FOOD AND BEVERAGE:

a) No food or beverage will be allowed in the auditorium. Consumables are allowed on stage.

3. LEGAL REQUIREMENTS:

a) COPYRIGHT MATERIAL: User warrants that all copyrighted material to be performed has been duly licensed or authorized by the copyright owners or their representatives and agrees to indemnify and hold BPAC harmless from any claims, losses, or expenses incurred with regard hereto including legal fees. User must provide proof of legal right to present such material.

b) SMOKING/ALCOHOL: Smoking is not allowed in any public building in the state of Illinois. Alcoholic beverages are not allowed anywhere on Batavia Public Schools property.

c) CODE OF CONDUCT: Any user using the Auditorium for activities, which include school-age children, will ensure compliance with the Student Code of Conduct. Any illegal behavior will be referred to proper authorities for appropriate legal action. The user’s contract may be terminated immediately if the user fails to comply.

4. REHEARSAL/PRODUCTION:

a) PUBLICITY: Those who use the auditorium must handle their own publicity. Press releases may be emailed to the theater manager for distribution to the Batavia Performing Arts Centre’s press list.

b) REHEARSAL: With use, rehearsal time is included for the same day. Rehearsal time any other day should also be reserved through a reservation request.

c) COMP TICKETS: The Centre requires 24 comp tickets per contract.

d) MORE THAN ONE SHOW: Only one show per-three-hour period of rental is allowed, both for crowd control and clean-up.

e) RESERVED SEATS: It is not required that all events at the Batavia Performing Arts Centre be by reserved seating. Seating diagrams are available for your use.

f) CHILDREN: Any performance with children under the age of 13 will require chaperones. One competent responsible adult for every 15 children, performers and/or crew cannot work as chaperones.

g) INTERMISSIONS: User agrees that for all programs lasting one hour or more, an intermission of not less than (15) minutes, and recommended to be (20) minutes, shall be provided, and BPAC shall be notified of the time of intermission.

h) SETS: All Set pieces must be built on casters or be movable until seven days prior to the first audiences viewing. Sets may be locked to the stage beginning the last week of rehearsal.

i) DAILY STORAGE: At the end of each rehearsal all props and set pieces must be stored in the shows designated storage location.

5. SCENE SHOP:

a) SAFETY of the actors, technicians, and audience members is top priority. If something doesn’t seem safe it probably isn’t. Common sense will be your best guide. When in doubt about the safety of something ask the District Theatre Manager. Remember, personal safety is first priority. Volunteers should never use the scene shop door as an entrance or exit to the building. Everyone should be careful walking out of the building at night. Volunteers should never use or play with scene shop, sound or lighting equipment without permission from a staff member and must be properly trained prior to using scene shop, sound or lighting equipment.

b) Any INJURIES to an actor, technician, audience member or any other person involved in the production whether it is during build, rehearsal, show, or strike should be noted in the rehearsal/performance report and an injury report form. The director should also be notified. If the injured refuses to be treated make note of it. Know where the First Aid kit is located. Call 911 in emergencies.

c) PROPER CLOTHING should be worn when loading-in, striking, and loading-out. No open toes or sandals. Personal Protective Equipment (PPE) such as safety glasses, goggles, earplugs, etc should be worn when using tools.

d) Report IMMEDIATE CONCERNS OR COMPLAINTS about the spaces as soon as they are noticed to the District Theatre Manager either by email or phone. The sooner issues or concerns are reported the sooner they can be addressed.

e) TOOL USAGE: Tools must be returned each day/night to the tool room. Do not leave tools in the theatre or scene shop overnight. Keep the tools in working order by using them properly. Keep up with basic tool maintenance. If a tool does not work properly, inform the District Theatre Manager as soon as possible. Proper safety training must occur prior to any individual’s use of power tools.

f) LIFT USAGE: Proof of fall protection training is required prior to any individual driving or operating any motorized lift.

g) PAINT USAGE: Paintbrushes are to be immediately cleaned after use. A paintbrush is cleaned by washing it with water until the water dripping from the brush drips clean. Paint cans are to be immediately sealed to prevent the paint from drying out.

h) CLEAN UP: The last 30-45 minutes of any workday or work call will be spent cleaning the shop and stage area. Clean up procedures include putting all tools away in their proper location. The floor should be swept and all loose debris, including sawdust, should be placed in a trashcan. Projects that are being worked on may be placed on the Scene Shop Tables; larger projects may be placed out of the traffic path on the scene shop floor. In the event of a set that takes up the entire scene shop floor space, one row of lights should remain on in the path of the blocked traffic pattern and the scene shop doors should be closed with a sign indicating that entrance is not permitted, this sign should also include the location of the nearest fire exit.

6. RIGHT OF REFUSAL: Guests or patrons not following an appropriate code of conduct may be removed at the discretion of the District Theatre Manager or designee.

7.  CAPACITY GUIDELINES

Space Minimum Capacity Maximum Capacity
Mainstage 400 890
Black Box 20 150
Courtyard 100 300
Balcony Lobby 10 50
Dressing Room(s) 30 each
Lobby Only 100

FLOW CHART NEEDS TO BE ADDED

Date Adopted:  04/11/2011