RENTAL INFORMATION FORM (Click Here for .pdf Acrobat Reader Version)
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INTRODUCTION AND DESCRIPTION OF SPACES
In order that the Capitol Arts Center may properly serve the community, the Capitol Arts Alliance may grant the use of the building at a predetermined cost to responsible associations for rehearsals, lectures, entertainment and recreational purposes which are deemed proper by the Capitol Arts Alliance.  The facility may be used only after all procedures and policies are followed and signed off on by Capitol Arts Alliance and association representatives through written contract.  The Capitol Arts Alliance reserves the right to refuse rental based on the appropriateness of the attraction as it would relate to the mission of the Capitol Arts Alliance, Inc.  Any infraction of rules governing the rental or use of the Capitol Arts Center will be considered sufficient cause for cancellation of the contract and/or any future contracts at the discretion of the Capitol Arts Alliance Executive Director

The follosing spaces at the Capitol Arts Alliance are availabel for rent:
Theatre:    556 seats on main floor and 285 seats in balcony [for performance date(s) only, this includes the lobby, Mezzanine and balcony; for non performance date(s) use, this includes main floor and stage area only].
Balcony:    capacity of 285 (only available with Mezzanine)
Gallery: capacity of 50 (only available with Lobby)
Lobby: capacity of 75
Mezzanine: capacity of 45
Conference Room: capacity of 25

The following was compiled by FSP after discussion with the Capitol Arts Technical Director and staff:

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• Upon receipt of the application, deposit and insurance certificate, the requested date(s) will be penciled on the Capitol Arts Center calendar if available.
• Wiithin 10 business days, notification will be forwarded concerning the status of the application.
• Deposit will be applied to rental fee if application is approved, or returned within 10 business days if application is denied.
• Upon approval, a rental packet will be forwarded.  The date will be cancelled and deposit forfeited if Rental Information Form is not returned within 10 business days of receipt.
• Upon receipt of Rental Information Form, contracts will be executed and forwarded for final signatures.  This contract must be returned within 10 business days of receipt or rental dates will be cancelled.
• Payment of facility rental fee is due 15 business days prior to date of rental.  All other fees associated with the rental will be due 10 business days after receipt of final invoice.
• Estimates for production costs fees will be determined in a production meeting of the renter and the Capitol Arts Alliance Technical Director.  This meeting should be scheduled within 14 days of receipt of contract.

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SCHEDULING POLICIES

1. Priority for scheduling is given in the following order:
2. Capitol Arts Alliance-presented events
3. Affiliate organizations who use the facility multiple times during the year
4. Affiliate organizations who use the facility once a year for a full week or more
5. Affiliate organizations who use the facility once a year
6. Non-affiliate groups who use the facility multiple times per year
7. Non-affiliate groups who use the facility occasionally
8. Theatre space rental receives priority over other facility spaces

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1)  The Capitol Arts Alliance Technical Director will determine the number of crew persons needed to work each show during the production meeting.

2)  Only Crew approved by the CAA Technical Director shall be permitted to operate lighting, sound and rigging equipment or enter the control room.

3)  Crew calls to set lights, sound, rigging or other  show related person will be set by the CAA Technical Director.

4)  Crew will assist and renter in the load-in, set-up, strike and load-out based on availability and the discretion of the CAA Technical Director and the renter.

5)  Renters may be allowed to provide non-paid volunteers to act as crew at the discretion of the CAA Technical Director.  The renter must accept full responsibility for injury, theft, breakage and subsequent cost for repair or replacement if non-Capitol personnel are used.

6)  The CAA Technical Director reserves the right to refuse stage access to any volunteer if said volunteer is acting in an unsafe or hazardous manner that may jeopardize personnel or equipment.

7)  During non-performance use of the theatre,  all renters must enter and exit through the stage door in the rear of the building.

8)  A listing iof technical information is available in the contract packet or may be obtained from the CAA Technical Director.

9)  For lighting design, a plot must be presented to the CAA Technical Director no less than 10 business days prior to the performance date.  The renter will be charged technical personnel time for any moves made to the Capitol Arts Alliance Standard Light Plot.  This includes time spent moving the lights back to the standard plot.  Unless otherwise determined in the production meeting, all light plots will be hung and focused prior to move in or renter.

10) Any moving of Capitol flown goods must be approved vy the CAA Technical Director with the understanding that any items moved or changed must be returned to their original location.  The cost of these moves will be added to the rental fees.

11) Any equipment brought into the facility by the renter must be approved by the CAA Technical Director.

12) No major set design may be done on the Capitol stage.  Only touch up painting and assembly work is allowed, after  approval from the Technical Director.

13) Rehearsals/performance times shall be between 8:00 a.m. and 11:00 p.m.  Exceptions will be made at the discretion of the CAA Technical Director.

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TICKET SALES POLICIES
If the Capitol Arts Alliance Box Office is selling tickets:

1. Renter must return Box Office Information Form within 14 days of receipt of contract packet. No pre-show ticket sales will take place until fuly executed contract and box office paperwork is received.  The Capitol Arts Center name and phone number may not be used until all paperwork is complete.
2. If Box Office services are requested for the performance,  the box office will open 60 minutes prior to performance time and remain open until 30 minutes after the performance begins.
3. If Box Office services are requested for a performance, a fee of $7.50 per person per hour with a two hour minimum will be charged.  This fee will be charged on the final invoice.
4. All will call tickets must ve handled by the renter unless otherwise arranged with the Capitol Arts Alliance Box Office staff no less than 48 hours prior to the performance. The Capitol Arts Alliance reserves the right to require the Box Office to be staffed by two paid employees for reserved seating performances if more than 300 tickets have been sold prior to the performance date.  The renter will be required to pay for both staff members at the above mentioned rate.

If the renter is selling tickets:

The Capitol Arts Alliance phone number and address cannot be used on any publicity materials.
A ticket area in the CAA lobby will be available 90 minutes prior to performance time for use by the renter.  No CAA personnel will be provided to sell or disburse tickets.

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1. Renter must provide all ushers and ticket takers for performance.  Ticket personnel may be needed based on Ticket Sales Policies requirements.
2. A representative to act as House Manager for the performance must be designated by the renter.  This person is responsible for being the primary patron contact for any issues,problems which may arise before, during or after a performance.  The house manager should notify Capitol Arts Alliance personnel of any issues as needed, completing a FOH questionnaire (available from CAA Technical Director) after the performance.
3. Any selling of concessions shall be handled by the Capitol Arts Alliance and all proceeds retained by CAA.
4. Permission to promote, sell or distribute novelties or souvenirs must be obtained from an authorized Capitol Arts Alliance employee no less than 48 hours prior to performance.  The Capitol Arts Alliance shall receive 20% of the gross sales payable to the CAA Technical Director prior to load-out.

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1. Smoking is not allowed in any area of the Capitol Arts Center.
2. Eating and drinking are not permitted in the theatre or mezzaninnnne.
3. The renter may have their event advertised on the Capitol's marquee sign on the day of the event.  Any time prior to the event may be possible based on availability.
4. The area rented will be provided clean and prepared for the use of the Capitol Arts Alliance.  The cost of  any cleaning beyond normal routine will be charged to the renter on the final invoice.  A $50 cleaning deposit is required which will be returned if no additional cleaning fees are incurred.
5. Licensed securite is required for all events at the discretion of the Capitol Arts Alliance.  Proof of security will be required no less than 15 business days prior to the rental date.
6. Any damage to equipment, furnishings, etc. caused by rental group or its audience/attendees must be repaired or replaced at the expense of the renter within 30 days of the rental.

1. Expertise of Capitol Arts Alliance Technical Director.
2. Access to theatre (stage with pit cover on), support spaces and lobby on performance date.
3. Access to green room, dressing rooms and stage (with pit cover on) on non-performance rental dates.
4. Basic lighting equipment and plot as determined by Technical Director.
5. Music stands, piano and soft goods as determined by Technical Director.
6. Sound system as determined by Technical Director

1. Additional technical personnel.
2. Cleaning required beyond normal custodial routine.
3. Capitol Arts Alliance Box Office services.
4. Any services or equipment provided by the Capitol Arts Alliance beyond standard operating procedures.

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CAA EQUIPMENT RENTAL RATES

Use of all technical equipment during the rental will be charged to the renter unless otherwise agreed upon during the production meeting.  Please address any questions regarding cost of equipment use to the Capitol Arts Alliance Technical Director.

Note:  Should the Capitol Arts Center change  a policy, their change is effective regardless of what appears on this page.  This page will be updated as information is made available.  It is the Directors' responsibility to make sure he or she has the current information for their production.