Conditions of Use and Occupancy for Performing Arts Venues Policy
Expresses the campus' commitment to preserving and protecting its performing arts venues, technical equipment and the health and safety of the public.
|Policy Number||Policy Owner|
- 1.0 Purpose
- 2.0 Revision History
- 3.0 Units and Persons Affected
- 4.0 Policy
Conditions of Use and Occupancy
To preserve and to protect our performing arts venues, technical equipment and the health and safety of the public, house and technical staff are required to be present for all events and rehearsals.
Expenses for said personnel, venue and equipment rental (when applicable) are the sole responsibility of the Licensee. An estimate of production expenses will be made available upon consultation with the Production Manager.
Requests for venues are to be made in advance; however, all requests must be finalized 21 days prior to show date. If at that time programming is not finalized to the satisfaction of management, the reservation may be cancelled.
Licensee agrees that at all times appropriate conduct and activities will be carried out with full regard to public safety, and will observe and abide by all applicable regulations and requests by duly authorized agencies responsible for public safety and with Licensor to assure such safety.
Licensee agrees not to bring onto the premises any material, substance, equipment or object which is likely to constitute a hazard to the property thereon. The Licensor shall have the right to refuse any such material substances, equipment or object to be brought onto the premises and the further right to require its immediate removal.
All rehearsals and performances are "closed events". Only Licensee's staff and authorized personnel may be admitted. Any other entry is deemed trespassing and State University of New York College at Plattsburgh staff is authorized to take appropriate actions.
Licensee will assume all costs, liabilities and claims arising from the use of patented, trademarked, franchised, or copyright music, materials, devices, processes or dramatic rights used on or incorporated in the event. Licensee agrees to indemnify, defend and hold harmless.
No program shall be allowed in the auditorium that would constitute an infringement of copyright, wherever it is applicable, of any individual or institution. Should any such program take place before the knowledge of infringement comes to light, the applicant infringing the copyright shall be responsible for all the consequences, legal or otherwise.
For any public performance, if a license / permit has to be obtained, the Licensee is responsible to obtain and furnish the same in original before the performance commences. Such performance shall not be allowed to commence unless such license / permit is produced.
All programs must contain the following announcement and appear no smaller than a font size of 12:
- The use of any recording device is strictly prohibited.
- Please turn off pagers, cell phones and other electronic alarms.
- For your safety and protection, please take a few moments to locate the nearest exit, and in the event of an emergency, please follow the instructions of the ushers.
The Production Manager and staff of State University of New York College at Plattsburgh are responsible for all activities both back stage and front of house during load-in, rehearsal(s), performance(s), strike, and restoration.
Technical Staff shall be comprised of a minimal number to adequately execute any technical requirements of an event. This number shall be determined during the initial meeting with the Production Manager.
Auditorium House Manager and Usher Staff are responsible for activities in the lobby and house. This includes the enforcement of prohibitions against smoking, eating, drinking, the use of prohibited recording devices and cameras, and disruptive behavior. In addition, the House Manager is charged with restricting access to the house to ticket holders and authorized event staff and house personnel.
Required minimal house staff shall be comprised of:
- Giltz: 1 Front of House Manager, 2 ushers main floor, 2 for balcony (The balcony is used only when arrangements have been made at the initial meeting.)
- Hartman: 1 Front of House Manager, 4 ushers (one at each door)
- Krinovitz: 1 Front of House Manager, 1 usher, 1 equipment technician.
Unless otherwise requested, the venue is available one hour prior to a performance and one half hour before a rehearsal.
- All activity will cease 30 minutes prior to opening the house doors to allow the house staff to make final preparations.
- House doors open 20 minutes before a performance. Again, at such time no activity may occur on stage.
- The house will is to be vacated 20 minutes after a performance to allow staff to service the venue.
- Scheduled times are strictly adhered to.
- The auditorium shall be used only for the purpose for which it is made available.
- The licensee shall not use fasteners (including nails, screws, etc.) in any part of the auditorium, nor do any other act or acts which would spoil or disfigure the auditorium in any way. Further, no pins, tape or string will be allowed on curtains, seats or walls.
- No food or drink is permitted in the venue at any time.
- There are no circumstances under which occupancy may exceed available seats. Attendance must be regulated as not to exceed capacity. Standing in the aisles and the addition of folding chairs is not allowed; this is a violation of fire code.
- Proper clearance must be maintained at all times. Aisles, designated wheelchair areas, and lobby area are not to be blocked at any time with tables, chairs or other set-ups.
Our venues maintain a standard set-up of sound and lighting equipment. Only Plattsburgh State staff may repair, replace, or substitute University equipment. Only staff technicians or contract employees will operate or move University equipment. Licensee will be held liable for equipment damage.
The Licensee will be billed labor and equipment charges for any alterations or additions to the standard set-up as well as for restoration of same at the conclusion of said residency. Any additional equipment connected to the lighting or audio system must be tested and approved by the Production Manager prior to use.
The licensee must discuss all sets, lighting designs, and audio designs a minimum of four weeks prior to first usage. Any special effect involving potential risk to participants or to facilities must be approved in writing by the Production Manager prior to first use.
Notification must be posted at all house doors regarding the use of any special effects, including, but not limited to, theatrical fog, strobe lights or gunshots. Further, notification must also be posted if the event contains adult content. All signage must comply with standards set forth by the United States Institute for Theatre Technology.
New York State fire code prohibits the use of ornamental open flames and burning material such as candles and incense in areas of public assembly. The use of any pyrotechnical equipment, including but not limited to fireworks, firecrackers, flash pots, confetti cannons, and similar pyrotechnic devices or system is strictly prohibited.
The rigging of flying scenery must comply with the theatrical rigging standards set forth by the United States Institute for Theatre Technology. All rigging and operation of the fly system will be performed by a house technician. Only house personnel are allowed on the fly rail, loading gallery, bays, coves, light bridge and grid. Violation by the Licensee or Licensee's cast, crew, or organizational members is cause for event termination.
All production personnel (crew and performers) are required to use "back stage" entrances.
- Public access to any backstage area, costume room, dressing room, control room, stage, or other areas designated as "production areas" is strictly prohibited.
- As with the auditorium, the Licensee shall not fix fasteners in any part of the stage nor do any other act or acts which would spoil or disfigure the stage in any way.
- Nailing, lagging, or screwing into the stage floor of Giltz or Krinovitz is prohibited.
- The party shall also not remove props, equipment, or any articles from their original places. Further, no pins, tape or string will be allowed.
- Nothing may be pinned, stapled, sewn, taped or otherwise attached to curtains and "soft goods" owned by the University.
- Occupational safety, health, and fire regulations must be observed at all times. The stage floor and off stage areas must be kept free of debris at all times.
- At all times clearance must be maintained in order to permit clear and unobstructed deployment of the fire curtain.
- No entrances, exits, fire exits or gangways either on stage or backstage can be blocked by any items.
- All scenic materials must be "inherently flame resistant" or treated with an appropriate fire retardant. Documentation must be provided validating compliance.
- Spike marks are to be made with low-residue tape, such as spike tape, and be removed by licensee during strike. Paints, markers, and high-residue tapes such as duct tape and masking tape may not be used on the floor. Such usage will result in removal/restoration costs billed to the licensee.
Performing art venues at Plattsburgh State do not have storage facilities for properties and set pieces. The Licensee assumes all risk for portable equipment, set pieces, props, costumes, and equipment in the house, lobby, or adjacent classrooms or spaces.
Removal of Property
Licensee is required to remove all property from the premises following any event before the "Load-Out" time has expired unless prior arrangements made with the Production Manager. Plattsburgh State does not ensure the safety of, nor shall be responsible for loss, damage or claims to equipment, including but not limited to sets, props, costumes and personal effects. Licensor shall be authorized to remove, at the expense of Licensee, remaining materials in licensed space at the termination of the agreement.
Payment of Damages
Licensee agrees to pay costs of repair or replacement for any and all damages of whatever origin or nature caused by Licensee, its agents, employees, clients, customers or invitees which may have occurred during the term of agreement, to condition equal to that at the time agreement went into effect.
Additional Regulations and Conditions of Use
The Licensor reserves the right to impose additional rules or regulations and to set special use arrangements, whether or not expressly provided herein, which may be necessary for the best interests of State University of New York College at Plattsburgh, and such regulations shall be binding upon the Licensee. The College may deny any group or individual use of any performing arts venue when that usage shall in the opinion of the college administration directly and adversely compete with programs that are sponsored by and in the best interest of State University of New York College at Plattsburgh. All Licensees shall comply with the laws of the United States and the State of New York, and with all ordinances, rules and regulations of the State University of New York.
- 5.0 Definitions
- 6.0 Responsibilities
- 7.0 Procedures
- 8.0 Forms
- 9.0 Appendix
- 10.0 Distribution and Training
For additional information about this policy, please contact the Policy Owner listed above.