PAUSD    Theatre Facilities

standard operating procedure

I. Introduction

PAUSD Theatre facilities are provided primarily for the education of students and are always given first priority. District facilities are available for community use when the activity is consistent with the best interests of the District and does not interfere with the regular conduct of the educational program; along with the following additional guidelines:

1) Applicant Renters are required to attend an Application Interview prior to submitting an Application For Use Permit.  Agenda items:

     a.  Technician support staffing, i.e. PAUSD Technician availability and mandatory at "critical areas", i.e. fly-rail, loading-rail, FOH rafters, ladders, etc.

     b.  On-stage and off-stage protocol and boundaries.

     c.  House and lobby use protocol and boundaries.

     d.  House rep lights plot.

     e.  House Rules.

2) Production emphasis encouraged for "youth-involved" events, i.e. wherein youth are the primary talent and focus.

3) Events with catered food must negotiate with the High School or small concessions only, e.g. water, cookie and napkin.

4) Reservations are restricted / limited when backstage greenrooms are not available.

5) Applicant Renter is required to attend a Production Evaluation no later than 60 business days prior to load-in.

 

The use of the term Applicant Renter serves to designate PAUSD and all private or community organizations, and the term House serves to designate The Theatre proper.

All Venues CLOSED FOR PUBLIC BUSINESS 2016/2017 theatre season.

II. Reservation Process

 

PAUSD Applicants:

1. Confirm date/time availability on Theatre Facility production calendar.

NOTE: reservation requests may not be considered if submitted less than 10 business days prior to requested date.

2. Submit Equipment/Materials Request Form along with final stage, house and front-of-house plans to Theatre Facilities Supervisor no later than fourteen (14) days prior to first day of event.

NOTE: ANY modification to the house is subject to Palo Alto Fire Department "Special Permit" requirements.

3. Pay invoice for House Rules violations and/or labor charge as per PAUSD facility use guidelines:  “Users in this group may use district facilities, other than pools, without a fee for meetings, recreational activities and fund raising activities that benefit students of the district; however, a fee may be imposed for the use of equipment, supplies, custodial requirements, utilities or any personnel overtime”, if applicable.

 

NOTE: Spangenberg Theatre equipment and materials are exclusively for the use of Applicant Renters within the confines of the Spangenberg Theatre facility. In the event that it is possible for the Spangenberg Theatre to provide equipment and material support “off-site”, which will be determined at the complete discretion of the Theatre Facilities Supervisor, an Equipment/Materials Request Form is required not-less-than seven days prior to requested date.  Also, any student's use must be accompanied and supervised by their Staff representative at all times while occupying the facility.

 

 

Non-profit Corporate Applicant Renters:

1. Confirm date/time availability on Theatre Facility production calendar.

2. Attend onsite Admissions Interview with Theatre Facilities Supervisor to determine venue and event compatibility.

3. Submit Application For Use Permit and U.S. Treasury Letter of Non-profit Status.

 

NOTE: Reservation requests may not be considered less than 60 business days prior to requested date.

4. Pay deposit in full within 10 business days from date of Estimate of Expenses ( see fee schedule ).

5Attend onsite Production Evaluation with Theatre Facilities Supervisor no later than 60 business days prior to event date to determine whether or not House and Renter are both on-track to accomplish expected production values.  If either party is unsatisfied with the progress-to-date, then a cancellation with full deposit refund will go into effect. 

 

NOTE: Renter is ultimately responsible for staffing their event with qualified personnel with first call to PAUSD Theatre Technicians.  PAUSD offers no guarantee that a PAUSD Theatre Technician will be available for any event.  PAUSD Theatre Technicians must be secured for critical areas, e.g. fly-rail, loading rail, rafters, etc.

 

6. Submit Insurance documents for District review as per Application For Use Permit no later than 25 business days prior to  event date.

NOTE: Certificate of Insurance and Endorsement acceptable to the district, must be on file with the Theatre office no later than 20 business days prior to the event date or the Application For Use Permit may be revoked and event cancelled.

7. Submit Equipment/Materials Request Form and Rental Addendum along with final stage, house and front-of-house plans to Theatre Facilities Supervisor no later than seven (7) days prior to first day of event load-in date/time for evaluation.

NOTE: ANY modification to the house is subject to Palo Alto Fire Department "Special Permit" requirements. 

8. Pay final invoice when applicable ( see fee schedule ).

 

 

For-profit Corporate Applicant Renters:

 

1. Confirm date/time availability on Theatre Facility production calendar.

2. Attend onsite Admissions Interview with Theatre Facilities Supervisor to determine venue and event compatibility.

 

3. Submit Application For Use Permit.

NOTE: Reservation requests may not be considered less than 60 business days prior to requested date.

4. Pay deposit in full within 10 business days from date of Estimate of Expenses ( see fee schedule ).

5Attend onsite Production Evaluation with Theatre Facilities Supervisor no later than 60 business days prior to event date to determine whether or not House/Renter are both on-track to accomplish expected production values.  If either party is unsatisfied with the progress-to-date, then a cancellation with full deposit refund will go into effect. 

 

NOTE: Renter is ultimately responsible for staffing their event with qualified personnel with first call to PAUSD Theatre Technicians.  PAUSD offers no guarantee that a PAUSD Theatre Technician will be available for any event.  PAUSD Theatre Technicians must be secured for critical areas, e.g. fly-rail, loading rail, rafters, etc.

 

6. Submit Insurance documents for District review as per Application For Use Permit no later than 25 business days prior to event date.

NOTE: Certificate of Insurance and Endorsement acceptable to the district, must be on file with the Theatre office no later than 20 business days prior to the event date or the Facility Use Permit may be revoked and event cancelled.

7. Submit Equipment/Materials Request Form and Rental Addendum along with final stage, house and front-of-house plans to Theatre Facilities Supervisor no later-than seven (7) days prior to first day of event load-in date/time for evaluation.

NOTE: ANY modification to the house is subject to Palo Alto Fire Department "Special Permit" requirements.

8. Pay final invoice when applicable ( see fee schedule ).

III. House Rules and Applicant Behavior Expectations

PAUSD Applicants acknowledge thru signature and Non-profit and For-profit Applicant Renters are contractually bound to “read, understand and will comply with the House Rules and Client Behavior Expectations upon penalty for violations thereof; and fully understand that this Permit may be revoked whenever there has been a violation of the aforementioned House Rules”.

House Rules

click PDF link above to open in newwindow

 

Please distribute and review with your entire Production Crew, Front-of-House Staff, Volunteers, Talent, etc. Complete familiarity is necessary for anyone working or performing in the Theatre facilities. Do not hesitate to contact Theatre Facilities Supervisor for all questions and concerns, (650) 444-712.

IV. PAUSD Theatre Facilities Supervisor

In addition to facility supervision duties and responsibilities, PAUSD Theatre Facilities Supervisor will act accordingly in the various roles necessary for event hosting:

A. Theatre Manager:

1. Process all reservation requests.

2. Assist Applicants with all pre-production matters and issues, especially as they relate to the uniqueness of each venue.

3. Troubleshoot any administrative issue and process final invoice.

B. Facilities Manager:

 

1.  Maintain facility and equipment in good working order.

 

2.  Liaison with public and private entities.

 

3.  Provide PAUSD events with technical support when needed.

 

C. House Manager:

1. Supervise the use of the facility during an actual event.

2. Monitor for fire and safety violations.

3. Tend to audience care and concern.

 

contact

homepage

 

 

All Venues CLOSED FOR PUBLIC BUSINESS 2016/2017 theatre season.

spangenbergtheatre.org