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1991/07/23 City Council Resolution (2)RESOLUTION N0. 91- 154 A RESOLUTION APPROVING RENTAL RATES FOR FISCAL YEAR 91-92 AT THE DOROTHY R0HWERT 5PRECKELS PERFORMING ARTS CENTER AND APPROVING ADDITIONAL RENTAL POLICY TERMS WHEREAS, a rental use policy has been drafted by staff which outlines Certain policies, procedures, and fee structures for the operation Of the Dorothy Rohnert Spreckels Performing Arts Center; and WHEREAS, the original policy was approved under Resolution No. 90-21 adopted on January 23, 1990; and WHEREAS, the Director of the Performing Arts Center recommends certain changes be made to the rental rates for fiscal year 1991-92; and WHEREAS, the Director of the Performing Arts Center also recommends additional policy changes be made to those outlined in the original policy statement; and WHEREAS, the Council has reviewed those recommended policy Changes and rental rates at its meeting of July 23, 1991; and WHEREAS, the Council has directed the Director of the Performing Arts Center to distribute this rental policy with changes and new rates to all organizations, groups, corporations, companies, and individuals who may desire to use Said facility. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Rohnert Park that the rental policy for the use of the Performing Arts Center dated January 1990 as approved by Resolution Mo. 90-21 is amended t0 include those rental rates for the 1991~92 season as outlined on the attached "Exhibit A" and that the rental policy changes and additions as outlined On the attached "Exhibit B" become an integral part of the rental policy for the Dorothy ROhDert Spreckels Performing Arts Center. BE IT FURTHER RESOLVED that all Of the Other terms and conditions of the original rental policy for use of the Performing Arts Center dated January 1990 as approved by Resolution No. 90-21 shall remain in full force and affect. BE IT FURTHER RESOLVED that the City Manager and Director of the Performing Arts Center are hereby directed to implement said policy terms, rates, and conditions upon those users of the Dorothy Rnhnert Spreckels Performing Arts Center. BE IT FURTHER RESOLVED staff is directed to periodically review and make recommendations on any changes that may be necessary t0 update said rates and/or policies. DULY AND REGqN1.A-1,'RLY ADOPTED this 23rd day of July, 1991. Mayor AYE B � AYE AYE AYE AYE _.�.H�P�|��-R�[y_�PO���___ ��' 5 O 0 0 �� AYES: ---L NOE�___' ABSENT___. ABSTAIN --L SECTION VI RENTAL RATES 1. MAIN STAGE: EVENT/ PERFORMANCE, FIVE (5) HOURS MAXIMUM MON -FRI TUE -THURS FRI -SUN CATEGORY 8AM -4PM 4PM -12AM 1 $225.00 Zvv $385.00 0 $485.00 yaS 2 355.00 f 425.00 `� 3� 620.00 3 450.00 q00 630.00 5�S 755.00 7Z 4 560.00 Sao 680.00 2 S 860.00 5 785.00 7oc, 850.00 c "'� 990.00 6 850.00 1000.00 1350.00 7 1650.00 1850.00 1975.00 8 1975.00 2100.00 2500.00 2. MAIN STAGE: SET -UP /REHEARSAL, FOUR (4) HOURS MAXIMUM MON -FRI TUE -THURS FRI -SUN � a CATEGORY 8AM -4PM 4PM -12AM �OA1-Y Wi _ 1 $70.00 $150.00 $260.00 1- 2 110.00 -7 175.00 !Z�� 290.00 3 135.00 ° 190.00 ! ��� 325.00 = S 4 165.00 ;z.5'- 255.00 z 385.00 ? Z 5 185.00 290.00 7- 2- 395.00 ?�7 6 350.00 425.00 650.00 7 475.00 675.00 975.00 8 550.00 775.00 1200.00 13 3. SECOND STAGE: EVENT /PERFORMANCE, FIVE (5) HOURS MAXIMUM RATES ARE PER SEAT - 50 SEAT MINIMUM MON -FRI TUE -THURS FRI -SUN CATEGORY 8AM -4PM 4PM -12AM 1 $0.50 31 $0.75 �r ° $1.35 1,00 2 0. 65 `� �� 0.95 S" 1.55 1. z 3 1.00 , } r 1.25 �' 1.65 b l� 4 1.25 1,-')0 1.50 ' �'� 1.85r 5 1.50 ;. 2 )' 1.75 I' ?�f 2.00 6 2.00 2.25 g a 2.50 2 �° 7 2.00 2.35 2.50 8 2.35 2.50 3.00 4. SECOND STAGE: NON - PERFORMANCE, THREE (3) HOURS MAXIMUM MON -FRI TUE -THURS FRI -SUN CATEGORY 8AM -4PM 4PM -12AM 1 $30.00 �� $45.00 V- $60.00 2 40.00 55.00 75.00 3 50.00 30 65.00 'ff 85.00 4 60.00 �� 75.00 6� 95.00 5 70.00 �° 85.00 i� 105.00 o 6 80.00 100.00 135.00 7 100.00 125.00 150.00 8 175.00 200.00 250.00 14 5. SECOND STAGE: SET -UP /REHEARSAL, THREE (3) HOURS MAXIMUM FRI -SUN MON -FRI CATEGORY TUE -THURS FRI -SUN 4PM -12AM CATEGORY 8AM -4PM 4PM -12AM $30.00 7�0 $45.00 1 $30.00 t-° $45.00 �� $60.00 60.00 2 40.00 25� 55.00 �� 70.00 75.00 3 50.00 3' 70.00` 70.00 80.00 GT 4 60.00 80.00 SSA 95.00 100.00 5 70.00 Jan 85.00 100.00 100.00 S'v 6 85.00 95.00 125.00 120.00 150.00 7 100.00 125.00 //0 145.00 X33 8 125.00 ✓ 165.00 /K 200.00 ! Sr 6. EVENTS ROOM /KITCHEN /SERVICE BAR, THREE (3) HOURS MAXIMUM 15 MON -FRI TUE -THURS FRI -SUN CATEGORY 8AM -4PM 4PM -12AM 1 $30.00 7�0 $45.00 3 ° $100.00 2 42.00 3' 60.00 4b 120.00 3 55.00 YO 75.00 51J 145.00 4 70.00 S'n 85.00 �g 180.00 5 85.00 100.00 0 225.00 Jan 6 100.00 -70 135.00 V.(' 250.00 7 125.00 910 150.00 //0 300.00 8 150.00 cep 185.00 /2-} 500.00 15 7. CATEGORY 1 2 3 4 5 6 7 8 8. A. B. C. D. E. F. G. H. SERVICE BAR AND LOBBY, THREE (3) HOURS MAXIMUM MON -FRI TUE -THURS FRI -SUN 8AM -4PM 4PM -12AM $30.00 20 $45.00 '�° $100.00 40.00 3° 55.00 125.00 50.00 `FO 65.00 S° 145.00 60.00 75.00 165.00 70.00 85.00 '?0 200.00 80.00 70 95.00 � r 250.00 90.00 W 110.00 1610 300.00 100.00 jo 125.00 /"/ 500.00 / 5z;' THE BASIC RENTAL AGREEMENT DOES NOT INCLUDE THE FOLLOWING: HOUSE, TECHNICAL,OR PRODUCTION PERSONNEL. SET, LIGHTS, OR SOUND DESIGN (BASIC PLOTS ARE PROVIDED). PRODUCTION, PUBLICITY, OR MATERIAL COSTS. SET -UPS OR LOAD IN /LOAD OUTS. TOOLS. PROGRAMS OR TICKET STOCK. LIGHTING FILTER GELS NOT CURRENTLY IN STOCK. ANY ITEM, SERVICE, OR AMENITY NOT INCLUDED IN RENTAL AGREEMENT. 16 k i 6i�- 101 9_x City of Rohnert Park's Dorothy Rohnert Spreckels Performing Arts Center RENTAL INFORMATION AND AGREEMENT ERFORMING ARTS CENTER STAFF fichael Grice, Director Andall Presswood, Technical Director /Production Manager fancy Doyal Cope, Business Manager /Rental Scheduling Ack Kuhn, Marketing administrative Office pox Office and Event Information Mailing Address MISSION STATEMENT (707) 586 -0936 FAX (707) 586 -9060 (707)584 -1700 Dorothy Rohnert Spreckels Performing Arts Center 5409 Snyder Lane Rohnert Park, CA 94928 'he Rohnert Park Performing Arts Center is a city owned and operated facility dedicated to providing cress to the finest and most comprehensive performing arts programming possible for the residents of :ohnert Park, Sonoma County and region, while ensuring access to Center facilities for presentations by )cal arts and civic organizations. :ENTAL RESERVATION PROCEDURES The Performing Arts Center (PAC) is scheduled on a first come first serve basis by contacting the Business Manager. The reservation for the rental date(s) will be accepted upon receipt of a non - refundable filing fee of $20.00. This fee will be applied to the Rental Balance Due. The final confirmation of rental and rental date is secured upon receipt of the 25% rental deposit, all required PAC Forms, and a signed PAC Rental Contract. The Technical Director should be contacted to discuss any and all Event requirements and needs. Cancellation of the rental date(s) must be submitted in writing at least two (2) weeks prior to the rental date(s) or all funds are forfeited. All below mentioned items must be completed at least 30 days prior to the rental date (or at the signing of the Rental Contract); otherwise the rental date is subject to cancellation at the discretion of the Performing Arts Center Director. A. Payment of all rental, equipment, staff fees and deposit. B. Written proof of liability insurance naming the City of Rohnert Park insured up to $500,000. on City provided forms. C. All Technical, Box Office and information forms filled out completely (six weeks prior to rental date). D. All required and timely Technical Orientations. .ENTABLE SPACES AND INCLUDED AMENITIES Nell Codding Mainstage (511 seat proscenium theatre) • Facility electrics, grids, fixtures, dimmers and control (All Colortran). • Standard 3 -color wash lighting hang. • Sound reinforcement - 16 channel mix. • Up to four(4) hand held microphones and up to two(2) monitors. • Clear -com intercom system throughout. • Up to 60 folding chairs for performance use. • Movie screen. • Two private and two chorus dressing rooms with lighted mirrors, showers, lavatories (all handicap accessible). • Array of curtains. • Loading dock and Actors Lounge. Bette Condiotti Experimental Stage (50 -150 seat black box space) • Audience seating and available seating risers (minimum capacity of 50 seats) in limited configurations (must confirm seating with T.D.). • Cyclorama, curtains, mirrors and dance bane. • Facility electrics: 48 circuit over -head lighting grid, fixtures, dimmers and control (All Colortran) • Standard 2 -color wash lighting hang. • Sound reinforcement - 8 channel mix. • Up to four (4) hand held microphones and up to two (2) monitors. • Clear -com intercom system throughout. • Up to 60 folding chairs for performance use. • Two small dressing areas or Mainstage dressing rooms if available. • Loading dock and Actors Lounge Events Room /Caterer's Kitchen * Available chairs, tables and lounge furniture. * Micro -wave oven, range and oven. * Commercial size refrigerator. * Dishwasher and sink. Lobby /Service Bar (Available only if Mainstage and /or Lobby is not in use) • Existing furniture layout. • Service Bar Area, sinks, counter space. ZENTAL CATEGORIES Zental fees are based upon the following categorization of user determined by the Performing Arts ;enter Staff. 1. City /Schools 2. Youth Art Schools, Churches, Service Organizations 3. Non - Profit Organizations - No Admission Charge 4. Non - Profit Organization - Maximum Admission Charge of $5.00 5. Non - Profit Organization - Admission Charge of more than $5.00 6. Private User 7. Profit Organization - No Admission Charge 8. Profit Organization - Admission Charge .ENTAL, TECHNICAL STAFF, EQUIPMENT FEES AND SERVICE (See also appendices A & B) .ental fees are established at the time of application by the Performing Arts Center Staff based on day, me, and space(s) requested. Taiver of any fees is prohibited by City Policy established by City Council. Technical Fees REQUIRED Stage Manager Orientation Stage Crew Orientation Sound Orientation Lighting Orientation . Equipment Fees (Subject to availability) Adjustment of Orchestra Pit Cover Marley Floor Cover and Installation Orchestra Shell and Installation Grand Piano (includes necessary tuning) Yamaha Upright Piano Music Stands Music Stand Lights Lectern Follow Spot (Ultra Arc HMI) Tables Chairs Staff Fees $20.00 per person $20.00 per person $30.00 per person $30.00 per person $200.00 per adjustment $300.00 per event $200.00 per event $150.00 per event $20.00 per event $.40 per stand $35 per light $20.00 per event $25.00 per use No Charge No Charge a t Pit &. L-- Those renters who choose to use the Center's technical staff (if available), will be charged for such assistance based upon assessment of Renter's event by Performing Arts Center Technical Director. Base Fee $15.00 per person /per hour Labor availability will not be guaranteed. Renter must request any and all labor assistance at the time the contract is signed. . Box Office Fees and Service Ticket Stock - Mainstage Ticket Stock - 2nd Stage Service Charge i. Refundable Security Deposit $60.00 per performance $30.00 per performance 10% Ticket Sales Sold at PAC Y ®i`- M A- lorothy Rohnert Spreckels Performing Arts Center .ULES AND REGULATIONS The renter is responsible for the general clean -up of the Center and disposal of any and all rubbish produced during the course of the rental period. The renter is responsible for any damages or theft of City property during rental period and will be charged accordingly. The Performing Arts Center and the City of Rohnert Park, its employees, volunteers, and agents are not responsible for accidents, injury, or loss of individual or group property or damage. Each Renter must have property damage and public liability insurance in the amount of no less than $500,000. The City of Rohnert Park must be named as additional insured on the insurance certificate and endorsements. Evidence of insurance must be summited on City provided forms. NO OTHER FORMS WILL BE ACCEPTED. Set -up and take down must be included in the rental time; plan accordingly! In the event that the renter goes beyond the scheduled time, the renter will be charged. The Performing Arts Center is a NO SMOKING environment. There will be NO EATING OR DRINKING in the performance or dressing areas. No rental may last beyond 1:00 a.m. (this includes loading out). No signs, decoration, posters, or the like, may be tacked, taped, nailed or secured to the walls or other fixed furnishings. The Performing Arts Center reserves the right to all beverage and concession sales in and around the facility. IF the Performing Arts Center Staff elects to waive the concession rights, the Renter will be charged a commission fee of 12% of all gross sales on premises to be paid within one (1) week after the rental date. All refundable deposits and Box Office reimbursements are subject to a minimum of fourteen (14) working days for processing purposes. 0. It is the responsibility of the Rental Representative to inform all persons concerned of the Performing Arts Center Rules and Regulations. 1. All posters, flyers, and written publicity materials must list the Center in the following manner: City of Rohnert Park Dorothy Rohnert Spreckels Performing Arts Center CITY OF ROHNERT PARK'S DOROTHY ROHNERT SPRECKELS PERFORMING ARTS CENTER RENTAL ADDENDUM -- CONCESSION WAIVER ie Dorothy Rohnert Spreckels Performing Arts Center ( "RENTOR ") agrees to waive concession rights to the "RENTEE" ider the following terms and obligations. RENTEE agrees to pay a minimum 12% of gross sales to RENTOR for all items sold on the premises. The commission must be paid within one (1) week after the rental date and be accompanied by corresponding accounting sheets. RENTEE agrees to provide all supplies required for sale of its concession, including but not limited to, service containers, ice, and all beverages. RENTEE agrees to secure all necessary liquor /catering licenses, permits, and liability insurance. J WITNESS WHEREOF, the parties hereunto fixed their names and agree to the terms of this "CONTRACT" this day of , 1991. Director, Performing Arts Center, or (designee) Attest CITY OF ROHNERT PARK, A Municipal Corporation do hereby acknowledge that I have read the foregoing paragraphs and appendices and know and understand the intents thereof: CITY OF ROHNERT PARK'S DOROTHY ROHNERT SPRECKELS PERFORMING ARTS CENTER ie parties to this agreement are: CITY OF ROHNERT PARK 6750 Commerce Boulevard Rohnert Park, CA 94928 greinafter referred to as "RENTOR" and: NAME ADDRESS CITY TELEPHONE �) RENTAL CONTRACT STATE ZIP CODE MESSAGES INSURANCE COMPANY (All information above must be completed or contract is von areinafter referred to as "RENTEE ". IS MUTUALLY UNDERSTOOD AND AGREED BY BOTH PARTIES AS FOLLOWS: ARTICLE 1 — PREMISES AND TERMS RENTOR hereby rents to RENTEE the following portions of the Dorothy Rohnert Spreckels Performing Arts Center at the times and dates set forth: DATE SPACE TIME REH /PERF /OTHER The premises listed above include any and all facilities and amenities as listed for such portions of premises as stated in the Rental Information and Agreement. ARTICLE 2 — USE OF PREMISES RENTEE shall occupy the premises only in accordance to the above listed times and date(s), and as stated in the Rental Information and Agreement, its terms and conditions, and in accordance to any riders to this Contract. .2 The premises shall be surrendered in the same condition as existed immediately preceding RENTEE'S occupancy following each Rehearsal, Performance and /or Event. .3 RENTEE'S equipment or property remaining on premises shall be removed by RENTEE to space allocated by Performing Arts Center Technical Director or taken off Premises. .4 RENTOR agrees to keep the premises and the Performing Arts Center adequately heated and ventilated, and with sufficient audience comforts. .5 RENTEE agrees that no portion of the premises shall be altered, improved, or changed without prior written consent of the Director of the Performing Arts Center. All activities shall be under the supervision and approval of the Performing Arts Center Technical Director. .6 RENTEE agrees to provide and be responsible for all labor necessary for presentation of RENTEE'S events to include all janitorial /custodial needs and that RENTOR shall not be responsible for any amenity other than the use of space as cited above. 2 ARTICLE 3 — RENTAL, STAFF, AND MISCELLANEOUS FEES RENTEE shall be aware that the following rental category set by the Performing Arts Center will constitute the rental rates for RENTEE'S use of premises: CATEGORY: Description For the use, time, equipment and facilities provided by RENTOR to RENTEE; RENTEE shall pay RENTOR the following amount at the schedule set below: DATE SPACE /ITEM ental Balance Due and all additional fees will be paid in full by the following date: UNIT PRICE TOTAL TOTAL DEPOSIT PAID ( ) RENTAL BALANCE DUE Insurance Security Deposit ARTICLE 4 — INSURANCE RENTEE shall have at RENTEE'S expense, property damage and public liability insurance of no less than five hundred thousand dollars ($500,000.) with the City of Rohnert Park named as additional insured on the insurance certificate and endorsements on City provided form. RENTEE also agrees to indemnify and hold harmless RENTOR and its agents, employees, and officers against any and all loss, claims, damages, causes of action, suits, expenses, as a result of the negligent act or failure to act on the part of RENTEE. ARTICLE 5 — MISCELLANEOUS 1 This contract is not assignable, and no part thereof shall be transferred or used by anyone other than RENTEE. 2 All exhibits referred to herein are incorporated by reference and made a part hereof. 3 RENTEE agrees that sole representative of rental group for all business matters is stated below, and that this person shall be the only authorized representative regarding such matters to the Performing Arts Center Business Manager. NAME PHONE NUMBER That this person or named designee will a present at a times the facility is occupied by RENTEE an s a atten the regUired Stage Management Orientation. DESIGNEE PHONE NUMBER DATE OF STAGE MANAGER'S ORIENTATION .4 RENTEE agrees that sole representative of rental group for all Technical matters is stated below, and that this person shall be the only authorized representative regarding such matters to the Performing Arts Center Technical Director. NAME PHONE NUMBER .5 The Performing Arts Center reserves the right to all beverage and concession sales in and around the facility. All other sales in and around the facility are subject to written permission from the Performing Arts Center and are subject to a mimimum of a 12% commission charge. .6 THIS CONTRACT IS ISSUED IN ACCORDANCE WITH THE POLICIES AS ESTABLISHED BY THE CITY COUNCIL, CITY OF ROHNERT PARK. FAILURE TO COMPLY, BY ANY GROUP OR INDIVIDUAL, MAY CAUSE REASON TO REVOKE THIS CONTRACT. .7 MEMO J WITNESS WHEREOF, the parties hereunto fixed their names and agree to the terms of this "CONTRACT" this day of '1991. Director, Performing Arts enter, or (designee) Attest CITY OF ROHNERT PARK, A Municipal Corporation do hereby acknowledge that 1 have read the foregoing paragraphs and appendices and know and understand the ontents thereof: