8:020-AP4 Fine Arts Centre
8:020-AP4 Fine Arts Centre
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Scheduling Guidelines
Renter Classifications
The Batavia Fine Arts Centre (BFAC) prioritizes scheduling based on the following categories:
- Category 0
- Category 0.1: Administration and High School Arts users
- Category 0.2: Middle School and Elementary Arts users(in the order received)
- Category 0.3: Other district-affiliated organization users
- Category 1 – Affiliate Organizations Refer to board policy 8:090
- Category 2 – Partner Organizations Refer to board policy 8:090
- Category 3: Other renters and organizations within the state of Illinois Refer to board policy 8:090
- Category 3.2 Other renters and organizations outside the state of Illinois
In-District Requests
- Reservation requests must be submitted during the designated In-District Preference Week, held annually during the first full week of September.
- Example: For the 2025–26 school year, requests must be submitted between September 3 and September 6, 2024.
- Requests should be made using the online reservation request form at www.bataviafineartscentre.org. Requests are timestamped to determine priority when conflicts arise.
- In-District users may submit requests up to 45 days before the event but will not receive In-District preference after the In-District Preference Week.
- Availability responses will be provided within 10 business days. See the process map for details.
Confirming Reservations
- There will often be competing requests. Many circumstances must be taken into account when scheduling. Every effort will be made to accommodate In-District requests near their preferred dates, but this may not always be possible and alternative dates may need to be considered by users.
Re-Scheduling
- BFAC reserves the right to reschedule events with at least 24 hours’ notice to users.
- Should a user need to reschedule an event, this should be done no less than 45 days prior to the desired “new” event date.
Out-of-District Requests
- Rental requests must be submitted to the BFAC office at least 45 days before the first proposed use.
- Events are scheduled around the Centre’s official activities, which take precedence (see process map).
Tentative Holds
- Dates may be held tentatively for up to two weeks from the request date.
- A deposit and signed contract are not required during the tentative hold period.
- A tentative hold does not guarantee the date until a deposit is received.
- To confirm, renters must provide a 40% deposit within the two-week period; otherwise, the hold is released without notice.
Competing Requests
- If another party is ready to make a 40% deposit during the hold period:
- The original renter has 24 hours to confirm or release the date.
- Failure to confirm results in the hold being released to the second party.
Confirmed Reservations
- Reservations are confirmed upon receipt of a 40% non-refundable deposit and a signed rental agreement.
Re-Scheduling
- BFAC may reschedule events with a minimum of 24 hours’ notice.
Contract Modifications
Minor changes to a contract may be notated and adjusted without the issuance of a new contract. However, if the modifications result in a 20% or greater change in the renter’s total cost, a new contract must be issued and fully executed. All amendments should be documented and communicated to the renter to ensure clarity and agreement on the revised terms.
Price Matching
The Batavia Fine Arts Centre reserves the right to adjust rental rates to match competitive pricing for comparable contracts. Price adjustments may be made at the discretion of the BFAC manager when a renter provides documented proof of a lower rate for a similar venue, timeframe, and service package. All price matches are subject to approval and must align with the Centre’s operational capabilities. Similar venue is defined by the BFAC manager.
Base Rental/Use Inclusions
In-District Use Inclusions:
- Access to approved spaces (performance spaces, seating areas, lobby).
- Front of house services 30 minutes before event commencement.
- Prepared, climate-controlled facilities with house and stage work lights.
- Use of stage curtains, lighting, and sound system (console, amp, speakers).
- Access to electrical outlets.
Out-of-District Use Inclusions:
- Access to contracted spaces (performance spaces, seating areas, lobby).
- Front of house services 45 minutes before event commencement.
- Prepared, climate-controlled facilities with house and stage work lights.
- Use of stage curtains, lighting, and sound system (console, amp, speakers).
- Access to electrical outlets.
- One consultation with BFAC staff for planning (walk-throughs by appointment only).
Labor and Staffing
Out of District Event Staffing
Technicians:
- Arranged by BFAC Manager or designee; costs charged per the fee table.
- Technicians must arrive 30 minutes before and stay 30 minutes after renter’s departure.
Front of House Staff:
- Patron Experience Supervisor and/or Front of House Lead required.
- Staffing hours determined by BFAC Manager or designee; costs billed at final settlement (Refer to 8:020-AP2 Rental Rates for Community Use of Facilities).
- Additional Front of House Staff determined by BFAC Manager or Designee.
In-District Event Staffing
- BFAC will provide, at no cost to the program:
- Front of House (FOH) Staff: 3 staff members for up to 3 hours each, totaling 9 FOH staff hours.
- Technical Staff: Up to 4 staff members for up to 3 hours each.
- Box office: Box office staff provided the night of the performance 30 minutes prior to lobby doors through Intermission. Performances with ticket sales are entitled to daytime ticket sales based upon the following.
- Events with 1-2 ticketed public ticketed performances may request up to two (2) days of 3rd block lunch ticket sales.
- Events with 3 or more public ticketed performances may request up to three (3) days of 3rd block lunch ticket sales.
- Additional staffing needs beyond these allocations will be provided at the program’s expense, as outlined in the BFAC fee schedule.
Cleaning Services:
- Cleaning duration based on event hours and as determined by BFAC Manager or designee:
- 8-hour event: 5 hours.
- 10-hour event: 7 hours.
- 12-hour event: 8 hours.
- BFAC Manager or designee may adjust based upon anticipated volume of anticipated patrons.
Security:
- Required for high-volume or celebrity events at BFAC’s discretion.
Staff Meal Packages for Extended Rentals
For rentals with durations exceeding 10 hours in one day, one (1) staff meal package will be added to the final bill. Rentals exceeding 15 hours will incur an additional charge for a second (2) staff meal package.
Staff meal packages are billed at market rate plus 20% for mid-level restaurants or above.
Administrator Guidance: Administrators are advised to ensure that appropriate meals are provided for staff based on the rental duration. If the total rental time exceeds 10 hours, one meal package should be ordered, and if the duration exceeds 15 hours, two meal packages should be arranged. The meal packages should reflect the guidelines of ordering from mid-level or higher restaurants, factoring in the 20% markup. Ensure a vegetarian and gluten free option is available.
Out-of-District Financial Requirements
Deposits and Payment Schedule:
- 40% Deposit: Due at contract signing to confirm reservation.
- 40% Deposit: Due 30 days before event load-in.
- Remaining Balance: Due 30 days after the event’s conclusion.
Legal Requirements
Out-of-District Legal Requirements
- Liability Insurance: Minimum $1,000,000; $2,000,000 for high-risk events.
- Copyright Compliance: Renters must license copyrighted materials and indemnify BFAC for claims.
- Smoking/Alcohol: Prohibited on premises.
- Indemnity: Renters responsible for claims, losses, and damages related to their event.
In-District Legal Requirements
-
- Smoking/Alcohol: Prohibited on premises.
- Code of Conduct: Users must comply with the district’s Student Code of Conduct and ensure appropriate supervision for activities involving minors.
Ticketing and Patron Experience
- Tickets go on sale 10 business days after submission of ticketing forms.
- Online tickets must be $2 less than phone or box office prices.
- When communicating ticket prices, the Renter/User must use the ticket price reflecting the highest applicable price including fees followed by the statement: “$2.00 discount when tickets are purchased online.”
- Comp or zero dollar tickets – A minimum of 72 business hours must be given for the issuance of complementary tickets.
- Seat surcharge (paid by guests):
- As indicated in the renters fully executed contract. Current ticketing fees.
- Extended ticket sales hours: $23/hour per person.
- BFAC retains authority to refund patrons based upon the Patron Payback Program.
- Out-of-District Ticketing Buyout Requirements:
- Address on tickets: “1250 West Wilson Street.”
- “Late arrivals are seated at the discretion of BFAC staff.”
- Hold 10 tickets in Row “H” for box office purposes.
Patron Satisfaction
Patron Payback Program
The BFAC is committed to exceptional customer service. The Patron Payback Program addresses and resolves dissatisfaction to maintain patron loyalty.
- Patrons may receive refunds, complimentary passes, or other remedies for unsatisfactory experiences.
- Refer to the Patron Payback Program documentation for details on refund/comp pass authorization and acceptable reasons.
Accessible Seating Reservation
Purpose:
To ensure that all patrons, including those with disabilities, have equal access to seating at general admission events while allowing for advance reservations for accessible seating when requested.
Scope:
This procedure applies to all general admission events and ensures compliance with the Americans with Disabilities Act (ADA) while providing a welcoming and inclusive experience for all patrons.
General Admission Accessible Seating Availability
- A designated accessible seating area will be set aside at all general admission events.
- These seats will be available on a first-come, first-served basis unless reserved in advance.
- Each accessible seating space will include room for one companion seat. Additional companion seating will be accommodated as space allows.
Advance Reservations for Accessible Seating
- Patrons requiring accessible seating may request a reservation at least 72 hours before the event.
- Reservations will be honored up to 15 minutes before the scheduled event start time, after which unclaimed seats may be released to other guests.
How to Reserve Accessible Seating:
Patrons may reserve accessible seating by:
- Calling: 630-937-8930
- Emailing: boxoffice@bataviafineartscentre.ort
When making a reservation, patrons should provide:
- Name
- Event name and date
- Number of accessible seating spaces needed
- Whether they require companion seating
Event Day Procedures
- Check-In: Reserved accessible seating will be held under the patron’s name at the designated area.
- Late Arrivals: If a patron with a reservation has not checked in 15 minutes before the event, their seat may be released. However, we will make every effort to accommodate late arrivals.
- Assistance: Ushers or staff members will be available to assist patrons in locating accessible seating and ensuring a smooth experience.
Sale of Goods and Concessions
- Merchandise Sales: 20% commission on gross sales or a buyout package (see Fees)
- Out-of-District Food & Beverage Sales: Defined as selling food & beverage for a Rental or other performer from out-of-district – Exclusive to BFAC, 20% commission. BFAC retains the ability to sell additional concessions and merchandise.
- In-District Food & Beverage Sales: Defined as selling food & beverage for an event where performers are In-District. – 100% of sales remain with the club, activity, performance, or booster organization selling.
- Permitted Items: Only 16 oz disposable water bottles allowed in the house; popcorn is prohibited.
Videography
- BFAC is the exclusive videographer. Outside videographers require a buyout package.
- BFAC retains media rights unless a media sales buyout is purchased. (see Fees)
- Individual and Company Digital Downloads available (see current Fees)
In-District Live Streaming, Digital Downloads, and On-Demand Streaming
- Free In-District Performances
All free In-District performances will be provided with live streaming at no charge. The on-demand streaming for these events will also be available for free for up to 30 days or until the on-demand streaming minutes reach 5,000 hours, whichever comes first. After this threshold is reached, on-demand streaming will incur a charge of $10.00. Digital downloads for free In District performances will be available for a fee of $15.00.
All revenue from on-demand streaming and digital downloads for free In-District performances will remain with the Batavia Fine Arts Centre to cover event staff time and streaming equipment. - Paid In-District Performances
Live streaming for paid In-District events will be offered at a rate of 1.5 times the in-person ticket price set by the user, with standard ticketing fees applying. Revenue from live streaming for paid In-District performances will remain with the presenting program. On-demand streaming for paid events will be charged at 1.5 times the in-person ticket price or a min of $10.00. Digital downloads will be available for 50% more than the on-demand streaming charge or a min of $18.00. When rounding is needed, always round up to the next dollar.
Revenue from on-demand streaming, and digital downloads for paid In-District performances will remain with the Batavia Fine Arts Centre to cover event staff time and streaming equipment. - Rights and Privacy Considerations
It is the responsibility of individual departments or programs to verify and obtain the necessary rights to stream, record, or distribute any performances. Additionally, individual teachers and event organizers must ensure student privacy is respected, in accordance with the instructions provided by each student’s parent or guardian. Teachers should communicate appropriately with BFAC staff to confirm that these privacy requirements are being met.
Digital Signage
The Batavia Fine Arts Centre (BFAC) offers digital signage for event promotion or informational purposes. Each rental/user with ticketing includes one digital signage slide to be used for advertisements or important event-related information a maximum of 30 days prior to public event and three Informational notices on the day of performances.
- Content Requirements:
The digital signage slide may be used for:- Event advertisements – max 30 days prior to the performance
- Informational notices (e.g., schedule changes, sponsor recognition, running time) – During the run of a performance only
- View tech specs
Slide Submission
- Users must submit their digital signage slide at least 10 days in advance of their event to allow adequate time for review and posting. View tech specs.
Design Standards
- The BFAC reserves the right to refuse any digital signage submission that does not adhere to the Centre’s design standards.
- Submitted slides should be of professional quality and align with the BFAC’s visual guidelines. If necessary, the BFAC may request revisions before approval.
Submission Process
- Slides should be submitted in an acceptable format (JPG, PNG, or similar) and can be sent to the BFAC Manager or designee for review at rental@bataviafineartscentre.org.
Administrator Guidance:
Administrators should remind renters that all signage must be submitted by the 10-day deadline and that failure to meet design standards may result in the signage not being displayed. If a renter requests additional signage or revisions, they must allow sufficient time for those adjustments.
Care of Facilities
- Renters/Users must maintain premises in original condition or incur maintenance fees.
- Defacement of property, including nails, screws, and tape, is prohibited without prior approval.
Move-In Forms and Preparing for Your Event
To ensure that all logistical details for your event are handled properly, users are required to submit appropriate Move-In Forms to prepare for the event. These forms must be submitted at least 21 days before the event in order to accommodate any changes or adjustments to the event logistics.
Submission Timeline
- Move-In Forms should not be submitted more than 45 days in advance or before all details about the event are finalized.
- Any changes or adjustments to the event, such as changes in technical requirements, staffing, or scheduling, can only be accommodated if the Move-In Forms have been submitted at least 21 days prior to the event. Designee has the authority to adjust hours prior to this 21 day deadline within a 20% threshold of the original contract.
- A final run sheet will be sent to users no less than 10 business days after the submission of Move-In Forms. Should there be any errors, users should notify BFAC staff immediately.
Submitting Move-In Forms within the appropriate timeline allows the Batavia Fine Arts Centre to properly coordinate staffing, resources, and facilities to ensure a smooth event experience. Failure to meet these deadlines may result in the inability to make last-minute changes or requests.
Administrator Notes
- Timely Submission: Administrators should ensure that users are aware of the 21-day submission requirement for any changes and remind them to finalize event details before submitting forms.
- Form Submission Window: Remind users not to submit Move-In Forms too early (greater than 45 days in advance) to prevent unnecessary delays or confusion with event planning.
- Late Changes: If a user requests changes after the 21-day window, administrators should review the request to determine if the change can be accommodated, keeping in mind that last-minute adjustments might not always be feasible.
- Communication: Administrators should maintain clear communication with users, offering assistance in completing forms correctly and on time to avoid potential issues.
Rehearsals and Productions
- Publicity: Renters/Users handle their own marketing.
- Address posted: “1250 West Wilson Street.”
- Rehearsal Access: Rehearsals must be reserved separately. (Out-of-District users, standard rental rates apply)
- Children Performers: Events involving children under 13 must have one adult chaperone per 15 children
Safety Requirements
Out-of-District Scene Shop
- Scene shop is not a rentable location for renters. Renters may load through the scene shop but are not permitted to actively build in the BFAC scene shop.
In-District Scene Shop
- Personal Protective Equipment (PPE) must be worn when operating tools or lifts.
- Tools and equipment must be returned to their designated locations after use.
- Cleaning protocols require all debris and materials to be cleared at the end of each work session.
Catwalk and Lighting
- Full-body harnesses must be worn when operating on the catwalk. Fall protection training is required.
In-District Capacity Guidelines
| Space | Minimum Capacity | Maximum Capacity |
| Mainstage | 400 | 870 |
| Black Box | 20 | 150 |
| Courtyard | 100 | 300 |
| Dressing Rooms | 30 Each | |
| Lobby Only | 30 | 100 |
Cross-References
- Policy 8:20 – Community Use of School Facilities
- 8:20-AP3 – Community Use Procedures
- Policy 4:60 – Purchases and Contracts
Legal Disclaimer
The Batavia Public School District reserves the right to amend, modify, or discontinue any fees, policies, procedures, or conditions outlined in this document at its sole discretion. Any changes will comply with applicable district policies, state and federal laws, and will be communicated to stakeholders in a timely manner.
Notes for Administrators
- Review all rental agreements for alignment with district policies.
- Ensure compliance with payment schedules and insurance requirements.
- Ensure compliance with district policies.
- Escalate disputes or exceptions to the BFAC Director or designee.
- Consistency in Application: Administrators should apply all procedures, timelines, and policies consistently to ensure fair and equitable treatment for all In-District users. This includes adhering to the scheduling hierarchy, financial requirements, and the submission timelines for Move-In Forms and other event-related requests.
- Clear Communication with Users: Clear, timely, and courteous communication with event organizers is key to ensuring successful event planning. Administrators should respond promptly to inquiries, clarify any ambiguities in procedures, and offer assistance when needed.
- Flexibility and Problem-Solving: While adherence to deadlines and policies is crucial, administrators should also maintain a problem-solving mindset when unforeseen issues arise. If a user is unable to meet a specific requirement (e.g., Move-In Forms submission), administrators should explore alternatives or solutions that still allow the event to proceed smoothly, whenever possible.
- Collaboration with Other Departments: Administrators should work closely with other departments (e.g., technology, maintenance) to ensure that all aspects of an event are coordinated. Cross-department communication ensures that no detail is overlooked and that users’ needs are met efficiently.
- Documentation and Record-Keeping: Administrators should ensure that all communications, submissions, and changes are documented and stored for future reference. This will help ensure smooth transitions between events and provide a reliable record in case of future issues.
- Training and Familiarization: Administrators should regularly familiarize themselves with updates to procedures, forms, and event-related technology. This knowledge will help administrators address any questions or challenges users may face with confidence and clarity.
- Escalation Procedures: In cases where a user is dissatisfied or an issue cannot be resolved according to the guidelines, administrators should know the escalation process. Administrators should escalate unresolved issues to the BFAC Manager for resolution.
- Feedback for Continuous Improvement: Administrators should actively seek feedback from users after events to identify potential areas for improvement in the process. This feedback should be reviewed regularly and used to refine and improve the scheduling, event preparation, and user experience at the Batavia Fine Arts Centre.
Scheduling Guidelines
Renter Classifications
The Batavia Fine Arts Centre (BFAC) prioritizes scheduling based on the following categories:
- Category 0
- Category 0.1: Administration and High School Arts users
- Category 0.2: Middle School and Elementary Arts users(in the order received)
- Category 0.3: Other district-affiliated organization users
- Category 1 – Affiliate Organizations Refer to board policy 8:090
- Category 2 – Partner OrganizationsRefer to board policy 8:090
- Category 3: Other renters and organizations within the state of Illinois Refer to board policy 8:090
- Category 3.2 Other renters and organizations outside the state of Illinois
In-District Requests
- Reservation requests must be submitted during the designated In-District Preference Week, held annually during the first full week of September.
- Example: For the 2025–26 school year, requests must be submitted between September 3 and September 6, 2024.
- Requests should be made using the online reservation request form at www.bataviafineartscentre.org. Requests are timestamped to determine priority when conflicts arise.
- In-District users may submit requests up to 45 days before the event but will not receive In-District preference after the In-District Preference Week.
- Availability responses will be provided within 10 business days. See the process map for details.
Confirming Reservations
- There will often be competing requests. Many circumstances must be taken into account when scheduling. Every effort will be made to accommodate In-District requests near their preferred dates, but this may not always be possible and alternative dates may need to be considered by users.
Re-Scheduling
- BFAC reserves the right to reschedule events with at least 24 hours’ notice to users.
- Should a user need to reschedule an event, this should be done no less than 45 days prior to the desired “new” event date.
Out-of-District Requests
- Rental requests must be submitted to the BFAC office at least 45 days before the first proposed use.
- Events are scheduled around the Centre’s official activities, which take precedence (see process map).
Tentative Holds
- Dates may be held tentatively for up to two weeks from the request date.
- A deposit and signed contract are not required during the tentative hold period.
- A tentative hold does not guarantee the date until a deposit is received.
- To confirm, renters must provide a 40% deposit within the two-week period; otherwise, the hold is released without notice.
Competing Requests
- If another party is ready to make a 40% deposit during the hold period:
- The original renter has 24 hours to confirm or release the date.
- Failure to confirm results in the hold being released to the second party.
Confirmed Reservations
- Reservations are confirmed upon receipt of a 40% non-refundable deposit and a signed rental agreement.
Re-Scheduling
- BFAC may reschedule events with a minimum of 24 hours’ notice.
Contract Modifications
Minor changes to a contract may be notated and adjusted without the issuance of a new contract. However, if the modifications result in a 20% or greater change in the renter’s total cost, a new contract must be issued and fully executed. All amendments should be documented and communicated to the renter to ensure clarity and agreement on the revised terms.
Price Matching
The Batavia Fine Arts Centre reserves the right to adjust rental rates to match competitive pricing for comparable contracts. Price adjustments may be made at the discretion of the BFAC manager when a renter provides documented proof of a lower rate for a similar venue, timeframe, and service package. All price matches are subject to approval and must align with the Centre’s operational capabilities. Similar venue is defined by the BFAC manager.
Base Rental/Use Inclusions
In-District Use Inclusions:
- Access to approved spaces (performance spaces, seating areas, lobby).
- Front of house services 30 minutes before event commencement.
- Prepared, climate-controlled facilities with house and stage work lights.
- Use of stage curtains, lighting, and sound system (console, amp, speakers).
- Access to electrical outlets.
Out-of-District Use Inclusions:
- Access to contracted spaces (performance spaces, seating areas, lobby).
- Front of house services 45 minutes before event commencement.
- Prepared, climate-controlled facilities with house and stage work lights.
- Use of stage curtains, lighting, and sound system (console, amp, speakers).
- Access to electrical outlets.
- One consultation with BFAC staff for planning (walk-throughs by appointment only).
Labor and Staffing
Out of District Event Staffing
Technicians:
- Arranged by BFAC Manager or designee; costs charged per the fee table.
- Technicians must arrive 30 minutes before and stay 30 minutes after renter’s departure.
Front of House Staff:
- Patron Experience Supervisor and/or Front of House Lead required.
- Staffing hours determined by BFAC Manager or designee; costs billed at final settlement (Refer to 8:020-AP2 Rental Rates for Community Use of Facilities).
- Additional Front of House Staff determined by BFAC Manager or Designee.
In-District Event Staffing
- BFAC will provide, at no cost to the program:
- Front of House (FOH) Staff: 3 staff members for up to 3 hours each, totaling 9 FOH staff hours.
- Technical Staff: Up to 4 staff members for up to 3 hours each.
- Box office: Box office staff provided the night of the performance 30 minutes prior to lobby doors through Intermission. Performances with ticket sales are entitled to daytime ticket sales based upon the following.
- Events with 1-2 ticketed public ticketed performances may request up to two (2) days of 3rd block lunch ticket sales.
- Events with 3 or more public ticketed performances may request up to three (3) days of 3rd block lunch ticket sales.
- Additional staffing needs beyond these allocations will be provided at the program’s expense, as outlined in the BFAC fee schedule.
Cleaning Services:
- Cleaning duration based on event hours and as determined by BFAC Manager or designee:
- 8-hour event: 5 hours.
- 10-hour event: 7 hours.
- 12-hour event: 8 hours.
- BFAC Manager or designee may adjust based upon anticipated volume of anticipated patrons.
Security:
- Required for high-volume or celebrity events at BFAC’s discretion.
Staff Meal Packages for Extended Rentals
For rentals with durations exceeding 10 hours in one day, one (1) staff meal package will be added to the final bill. Rentals exceeding 15 hours will incur an additional charge for a second (2) staff meal package.
Staff meal packages are billed at market rate plus 20% for mid-level restaurants or above.
Administrator Guidance: Administrators are advised to ensure that appropriate meals are provided for staff based on the rental duration. If the total rental time exceeds 10 hours, one meal package should be ordered, and if the duration exceeds 15 hours, two meal packages should be arranged. The meal packages should reflect the guidelines of ordering from mid-level or higher restaurants, factoring in the 20% markup. Ensure a vegetarian and gluten free option is available.
Out-of-District Financial Requirements
Deposits and Payment Schedule:
- 40% Deposit: Due at contract signing to confirm reservation.
- 40% Deposit: Due 30 days before event load-in.
- Remaining Balance: Due 30 days after the event’s conclusion.
Legal Requirements
Out-of-District Legal Requirements
- Liability Insurance: Minimum $1,000,000; $2,000,000 for high-risk events.
- Copyright Compliance: Renters must license copyrighted materials and indemnify BFAC for claims.
- Smoking/Alcohol: Prohibited on premises.
- Indemnity: Renters responsible for claims, losses, and damages related to their event.
In-District Legal Requirements
- Smoking/Alcohol: Prohibited on premises.
- Code of Conduct: Users must comply with the district’s Student Code of Conduct and ensure appropriate supervision for activities involving minors.
Ticketing and Patron Experience
- Tickets go on sale 10 business days after submission of ticketing forms.
- Online tickets must be $2 less than phone or box office prices.
- When communicating ticket prices, the Renter/User must use the ticket price reflecting the highest applicable price including fees followed by the statement: “$2.00 discount when tickets are purchased online.”
- Comp or zero dollar tickets – A minimum of 72 business hours must be given for the issuance of complementary tickets.
- Seat surcharge (paid by guests):
- As indicated in the renters fully executed contract. Current ticketing fees.
- Extended ticket sales hours: $23/hour per person.
- BFAC retains authority to refund patrons based upon the Patron Payback Program.
- Out-of-District Ticketing Buyout Requirements:
- Address on tickets: “1250 West Wilson Street.”
- “Late arrivals are seated at the discretion of BFAC staff.”
- Hold 10 tickets in Row “H” for box office purposes.
Patron Satisfaction
Patron Payback Program
The BFAC is committed to exceptional customer service. The Patron Payback Program addresses and resolves dissatisfaction to maintain patron loyalty.
- Patrons may receive refunds, complimentary passes, or other remedies for unsatisfactory experiences.
- Refer to thePatron Payback Program documentation for details on refund/comp pass authorization and acceptable reasons.
Accessible Seating Reservation
Purpose:
To ensure that all patrons, including those with disabilities, have equal access to seating at general admission events while allowing for advance reservations for accessible seating when requested.
Scope:
This procedure applies to all general admission events and ensures compliance with the Americans with Disabilities Act (ADA) while providing a welcoming and inclusive experience for all patrons.
General Admission Accessible Seating Availability
- A designated accessible seating area will be set aside at all general admission events.
- These seats will be available on a first-come, first-served basis unless reserved in advance.
- Each accessible seating space will include room for one companion seat. Additional companion seating will be accommodated as space allows.
Advance Reservations for Accessible Seating
- Patrons requiring accessible seating may request a reservation at least 72 hours before the event.
- Reservations will be honored up to 15 minutes before the scheduled event start time, after which unclaimed seats may be released to other guests.
How to Reserve Accessible Seating:
Patrons may reserve accessible seating by:
- Calling: 630-937-8930
- Emailing: boxoffice@bataviafineartscentre.ort
When making a reservation, patrons should provide:
- Name
- Event name and date
- Number of accessible seating spaces needed
- Whether they require companion seating
Event Day Procedures
- Check-In: Reserved accessible seating will be held under the patron’s name at the designated area.
- Late Arrivals: If a patron with a reservation has not checked in 15 minutes before the event, their seat may be released. However, we will make every effort to accommodate late arrivals.
- Assistance: Ushers or staff members will be available to assist patrons in locating accessible seating and ensuring a smooth experience.
Sale of Goods and Concessions
- Merchandise Sales: 20% commission on gross sales or a buyout package (see Fees)
- Out-of-District Food & Beverage Sales: Defined as selling food & beverage for a Rental or other performer from out-of-district – Exclusive to BFAC, 20% commission. BFAC retains the ability to sell additional concessions and merchandise.
- In-District Food & Beverage Sales: Defined as selling food & beverage for an event where performers are In-District. – 100% of sales remain with the club, activity, performance, or booster organization selling.
- Permitted Items: Only 16 oz disposable water bottles allowed in the house; popcorn is prohibited.
Videography
- BFAC is the exclusive videographer. Outside videographers require a buyout package.
- BFAC retains media rights unless a media sales buyout is purchased. (see Fees)
- Individual and Company Digital Downloads available (see current Fees)
In-District Live Streaming, Digital Downloads, and On-Demand Streaming
- Free In-District Performances
All free In-District performances will be provided with live streaming at no charge. The on-demand streaming for these events will also be available for free for up to 30 days or until the on-demand streaming minutes reach 5,000 hours, whichever comes first. After this threshold is reached, on-demand streaming will incur a charge of $10.00. Digital downloads for free In District performances will be available for a fee of $15.00.
All revenue from on-demand streaming and digital downloads for free In-District performances will remain with the Batavia Fine Arts Centre to cover event staff time and streaming equipment. - Paid In-District Performances
Live streaming for paid In-District events will be offered at a rate of 1.5 times the in-person ticket price set by the user, with standard ticketing fees applying. Revenue from live streaming for paid In-District performances will remain with the presenting program. On-demand streaming for paid events will be charged at 1.5 times the in-person ticket price or a min of $10.00. Digital downloads will be available for 50% more than the on-demand streaming charge or a min of $18.00. When rounding is needed, always round up to the next dollar.
Revenue from on-demand streaming, and digital downloads for paid In-District performances will remain with the Batavia Fine Arts Centre to cover event staff time and streaming equipment. - Rights and Privacy Considerations
It is the responsibility of individual departments or programs to verify and obtain the necessary rights to stream, record, or distribute any performances. Additionally, individual teachers and event organizers must ensure student privacy is respected, in accordance with the instructions provided by each student’s parent or guardian. Teachers should communicate appropriately with BFAC staff to confirm that these privacy requirements are being met.
Digital Signage
The Batavia Fine Arts Centre (BFAC) offers digital signage for event promotion or informational purposes. Each rental/user with ticketing includes one digital signage slide to be used for advertisements or important event-related information a maximum of 30 days prior to public event and three Informational notices on the day of performances.
- Content Requirements:
The digital signage slide may be used for:- Event advertisements – max 30 days prior to the performance
- Informational notices (e.g., schedule changes, sponsor recognition, running time) – During the run of a performance only
- View tech specs
Slide Submission
- Users must submit their digital signage slide at least 10 days in advance of their event to allow adequate time for review and posting.View tech specs.
Design Standards
- The BFAC reserves the right to refuse any digital signage submission that does not adhere to the Centre’s design standards.
- Submitted slides should be of professional quality and align with the BFAC’s visual guidelines. If necessary, the BFAC may request revisions before approval.
Submission Process
- Slides should be submitted in an acceptable format (JPG, PNG, or similar) and can be sent to the BFAC Manager or designee for review at rental@bataviafineartscentre.org.
Administrator Guidance:
Administrators should remind renters that all signage must be submitted by the 10-day deadline and that failure to meet design standards may result in the signage not being displayed. If a renter requests additional signage or revisions, they must allow sufficient time for those adjustments.
Care of Facilities
- Renters/Users must maintain premises in original condition or incur maintenance fees.
- Defacement of property, including nails, screws, and tape, is prohibited without prior approval.
Move-In Forms and Preparing for Your Event
To ensure that all logistical details for your event are handled properly, users are required to submit appropriate Move-In Forms to prepare for the event. These forms must be submitted at least 21 days before the event in order to accommodate any changes or adjustments to the event logistics.
Submission Timeline
- Move-In Forms should not be submitted more than 45 days in advance or before all details about the event are finalized.
- Any changes or adjustments to the event, such as changes in technical requirements, staffing, or scheduling, can only be accommodated if the Move-In Forms have been submitted at least 21 days prior to the event. Designee has the authority to adjust hours prior to this 21 day deadline within a 20% threshold of the original contract.
- A final run sheet will be sent to users no less than 10 business days after the submission of Move-In Forms. Should there be any errors, users should notify BFAC staff immediately.
Submitting Move-In Forms within the appropriate timeline allows the Batavia Fine Arts Centre to properly coordinate staffing, resources, and facilities to ensure a smooth event experience. Failure to meet these deadlines may result in the inability to make last-minute changes or requests.
Administrator Notes
- Timely Submission: Administrators should ensure that users are aware of the 21-day submission requirement for any changes and remind them to finalize event details before submitting forms.
- Form Submission Window: Remind users not to submit Move-In Forms too early (greater than 45 days in advance) to prevent unnecessary delays or confusion with event planning.
- Late Changes: If a user requests changes after the 21-day window, administrators should review the request to determine if the change can be accommodated, keeping in mind that last-minute adjustments might not always be feasible.
- Communication: Administrators should maintain clear communication with users, offering assistance in completing forms correctly and on time to avoid potential issues.
Rehearsals and Productions
- Publicity: Renters/Users handle their own marketing.
- Address posted: “1250 West Wilson Street.”
- Rehearsal Access: Rehearsals must be reserved separately. (Out-of-District users, standard rental rates apply)
- Children Performers: Events involving children under 13 must have one adult chaperone per 15 children
Safety Requirements
Out-of-District Scene Shop
- Scene shop is not a rentable location for renters. Renters may load through the scene shop but are not permitted to actively build in the BFAC scene shop.
In-District Scene Shop
- Personal Protective Equipment (PPE) must be worn when operating tools or lifts.
- Tools and equipment must be returned to their designated locations after use.
- Cleaning protocols require all debris and materials to be cleared at the end of each work session.
Catwalk and Lighting
- Full-body harnesses must be worn when operating on the catwalk. Fall protection training is required.
In-District Capacity Guidelines
| Space | Minimum Capacity | Maximum Capacity |
| Mainstage | 400 | 870 |
| Black Box | 20 | 150 |
| Courtyard | 100 | 300 |
| Dressing Rooms | 30 Each | |
| Lobby Only | 30 | 100 |
Cross-References
- Policy 8:20 – Community Use of School Facilities
- 8:20-AP3 – Community Use Procedures
- Policy 4:60 – Purchases and Contracts
Legal Disclaimer
The Batavia Public School District reserves the right to amend, modify, or discontinue any fees, policies, procedures, or conditions outlined in this document at its sole discretion. Any changes will comply with applicable district policies, state and federal laws, and will be communicated to stakeholders in a timely manner.
Notes for Administrators
- Review all rental agreements for alignment with district policies.
- Ensure compliance with payment schedules and insurance requirements.
- Ensure compliance with district policies.
- Escalate disputes or exceptions to the BFAC Director or designee.
- Consistency in Application: Administrators should apply all procedures, timelines, and policies consistently to ensure fair and equitable treatment for all In-District users. This includes adhering to the scheduling hierarchy, financial requirements, and the submission timelines for Move-In Forms and other event-related requests.
- Clear Communication with Users: Clear, timely, and courteous communication with event organizers is key to ensuring successful event planning. Administrators should respond promptly to inquiries, clarify any ambiguities in procedures, and offer assistance when needed.
- Flexibility and Problem-Solving: While adherence to deadlines and policies is crucial, administrators should also maintain a problem-solving mindset when unforeseen issues arise. If a user is unable to meet a specific requirement (e.g., Move-In Forms submission), administrators should explore alternatives or solutions that still allow the event to proceed smoothly, whenever possible.
- Collaboration with Other Departments: Administrators should work closely with other departments (e.g., technology, maintenance) to ensure that all aspects of an event are coordinated. Cross-department communication ensures that no detail is overlooked and that users’ needs are met efficiently.
- Documentation and Record-Keeping: Administrators should ensure that all communications, submissions, and changes are documented and stored for future reference. This will help ensure smooth transitions between events and provide a reliable record in case of future issues.
- Training and Familiarization: Administrators should regularly familiarize themselves with updates to procedures, forms, and event-related technology. This knowledge will help administrators address any questions or challenges users may face with confidence and clarity.
- Escalation Procedures: In cases where a user is dissatisfied or an issue cannot be resolved according to the guidelines, administrators should know the escalation process. Administrators should escalate unresolved issues to the BFAC Manager for resolution.
- Feedback for Continuous Improvement: Administrators should actively seek feedback from users after events to identify potential areas for improvement in the process. This feedback should be reviewed regularly and used to refine and improve the scheduling, event preparation, and user experience at the Batavia Fine Arts Centre.
