Ashland University Theatre Usage Application/Agreement

Ashland University Department of Theatre

Theatre Usage Application/Agreement
Name of Event*
Contact Person*

First NameLast Name
Event Sponsor
Name of company/department/organization
If a campus-sponsored event, the account number to be used for charges
Contact Person's Phone Number*
Contact Person's e-mail*
example@example.com
Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Event Information
Event Type
Theatre Requested
Expected attendance for this event
Event Date & Time*

MonthDayYear
Date
Hour MinutesAM/PM Option
If the event will run for more than one day, please list additional dates here
Load-in Date*

MonthDayYear
Date
Load-in Start and End Time*

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Strike Date*

MonthDayYear
Date
Strike Start and End Time*

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Rehearsal Dates/Times (if needed)

MonthDayYear
Date
Hour MinutesAM/PM Option

Role of the Technical Director
The Technical Director is responsible for ensuring that all activities within Ashland University theatres maintain the highest safety standards. This includes the amount of time the venue is available to the event sponsor prior to a performance. The venue will be accessible to the event sponsor for a maximum of 8 hours prior to a performance, and must be clear of all personnel by midnight each night. The Technical Director has the authority in all areas of safety in the University’s theatre spaces.

Technicians
After reviewing the event’s technical needs, the Technical Director will assess whether additional crew members are needed to meet the event’s requirements. The Technical Director is responsible for the hiring of any additional technicians. Technicians are paid minimum wage.

Don Coburn Gallery policy
It is a requirement that the gallery director be informed of and sign-off on any non-department of theatre event in the Hugo Young and Studio Theatres for the purpose of scheduling one employee to represent the gallery at all events. More staff may be required depending upon anticipated attendance of the event. It is the event sponsor’s responsibility to maintain the gallery in a safe and secure manner. The event sponsor is liable for any damage to artwork that may occur at their sponsored event.

Please keep in mind that Coburn Gallery is also an educational tool, and may, at times, display artwork that may be offensive to your audience. It is your responsibility to check the schedule, which can be found at http://www.ashland.edu/coburngallery.

Miscellaneous Information
No outside food or beverage is to be sold on campus.
No food or beverage in the performance space except for water.
Nothing is to be taped or tacked to the walls without prior consent.
No glitter permitted in the venue.

Fees and charges
For Campus-sponsored events:
There is no rental fee to use the space. However, all sponsors other than the Theatre or Music Departments are required to pay the Technical Director, House Manager (to supervise front of house operations), and an art gallery employee. Also, when additional technicians are needed, the event sponsor is charged for the time worked. Further charges may apply following the technical director’s post-event assessment. All charges will be assessed to the University account provided by the event sponsor.

For Non-AU events:
Rental Fees* are $750 per day. Further charges including those listed for campus-sponsored events may apply following the technical director’s post-event assessment. All charges will be billed to the event sponsor.

*Rental fees include the use of the venue and event planning with the technical director. Additional charges will be recorded in the post-event assessment.

By signing this application/agreement:

You agree that all of the aforementioned information is accurate according to your knowledge.

You acknowledge that your department/organization is liable for any damage caused to the theatre or its equipment during your time in the theatre, which includes rehearsals as well as the actual event.

You also acknowledge that you are liable for any damage to the Don Coburn Art Gallery or itscontents including artwork during these times.

You understand it is required that a representative from the Ashland University Department of Theatre be present at all times during your event, from the moment of arrival to the moment of departure. It is also required that an employee from the Don Coburn Art Gallery be present at the event. THERE ARE NO EXCEPTIONS TO THESE REQUIREMENTS.

You understand the fee and charges structure and agree to pay all charges documented in the Technical Director’s post-event assessment.

You understand and agree with the role of the Technical Director and the position’s authority for operating the space.
Your name (the person filling out the form)*

First NameLast Name
Date

MonthDayYear
Date
Please verify that you are human*
Should be Empty:

Event Information

Technical Requirements