Plano Stages - Online Inquiry

AVAILABILITY REQUEST FORM

Please note: All information is subject to the Texas Public Information Act.
Please read before applying:

· Courtyard Theater and Cox Playhouse calendars are available for reservations for dates through Dec 31st 2027.

· Courtyard Theater has very limited availability for weekend dates (including Fridays) for single day bookings. Events requesting multiple, consecutive dates will have priority.

· Red Tail Pavilion is available for reservations a year in advance from any specific date.
CONTACT INFORMATION
Full Name*

First NameLast Name
Are you a 501 (c)(3) organization?*

YesNo
Organization Name:*
Email:*
example@example.com
Phone:*

Area CodePhone Number
Address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Which venue are you interested in renting?*

Courtyard Theater (Audience Capacity: 321, Total Venue Capacity: 407)Cox Playhouse (Audience Capacity: 94, Total Venue Capacity: 127)Red Tail Pavilion (Audience Capacity: 2000, Total Venue Capacity: 2200)

EVENT INFORMATION
Event Title:*
Event Description:*
Event Type:*
eventType
calculated field for integration please do not remove
Estimated Attendance (per show/per event)*
Expected performance/event run time:*
Is this event public or private? If the event is advertised in any way, it is public.*

PrivatePublic
Event Website:*
Event/Box Office Phone:*
Please enter a valid phone number.
Public Event Synopsis:
Public description of event to be displayed on calendar.
Requested Rental Dates (include load-in, rehearsal and load-out days):*
Additional Rental Date Information:
For the following selections the venue may be booked only in 6, 9, and 12 hour increments. "Contract Time" is the time you need access to the venue for all activities associated with event such as:
- Load-in
- Load-out
- Set up
- Tech
- Rehearsal
- Show/event
- Clean up
Please request enough time for your event.
Base rental of Red Tail Pavilion includes up to 10 hours. Additional hours are $100 per hour. Must be scheduled in advance on the event contract. "Contract Time" is the time you need access to the venue for all activities associated with event such as:
- Load-in
- Load-out
- Set up
- Tech
- Rehearsal
- Show/event
- Clean up
Please request enough time for your event.

Important Notice

The Red Tail Pavilion operates under a noise ordinance limiting amplified sound to the hours of 7 a.m. to 11 p.m. Friday and Saturday, and 7 a.m. to 10 p.m. Sunday through Thursday. No exceptions.
Please provide a tentative event schedule (e.g. load-in/load-out dates/times, technical rehearsal dates/times, performance dates/times, dates/times of any ancillary activities):*
Will you be selling or serving alcohol at your event?*

YesNo
If yes, what time(s) will you begin/end alcohol service?*
If no, will you be allowing BYOB?*

YesNo
STAFFING INFORMATION
Would you like to utilize any of the following services:

Plano Arts & Events Light Board Operator ($20/hr, 4 hour minimum)Plano Arts & Events Sound Board Operator ($20/hr, 4 hour minimum)NONE
Light Board Operator Times:

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Sound Board Operator Times

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
If you will use your own light or sound board operators, we use an ETC Ion for lights and an Allen and Heath i-Live T-112 digital console for sound, please ensure your board ops are familiar with these consoles.
If you will use your own light or sound board operators, we use an ETC Element for lights and an Allen and Behringer X32 Compact console for sound. Please ensure your board operators are familiar with these consoles. If necessasary, we can schedule a brief training with your staff to teach basic operation of the light and sound consoles.
Unfortunately, we cannot offer light and sound board ops. Clients must provide their own. We use an ETC IonXE20 for lights and a Midas M32R console for sound. Please ensure your board operators are familiar with these consoles. If necessary, we can schedule a brief training with your staff to teach basic operation of the light and sound consoles.
Would you like to utilize the Plano Arts & Events AudienceView ticketing service ($100 per performance)?

YesNo
If yes, would you like to hire a Plano Arts & Events Box Office Attendant ($15hr, 4 hour minimum)?

YesNo
Would you like to use Plano Arts & Events Volunteer Ushers (no cost, but subject to availability)?

YesNo
EQUIPMENT INFORMATION

Please indicate any of our optional technical equipment you would like to rent:
Hazer $50/Day
Follow Spot $75/day
Front Projector $150/day
For Digitial Backdrops
Rear Projector $150/day
For Presentations
Steinway Model B $150
Piano Tuning $200
Marley Dance Floor $300
Wireless Handheld Mic $30/day
2 are complimentary with Rental
Wireless Lapel Mic $30/day
Theatrical Lighting System
Will you be using the Venue's or bringing your own lighting equipment?
Main Sound System Speakers
Red Tail Pavilion’s sound system consists of 6 EAW NTX210L line array speakers ground stacked, 2 EAW RSX208L front fills, 2 EAW SBX118 subwoofers, and an Allen & Heath Dlive audio system: C1500 Console, CDM32 Mixrack with two ethernet 168 DX expanders. We do not carry an inventory of mics or cables. Most clients need to rent supplemental audio from an outside company, including technicians to run tech as we do not offer in house technicians. Will you be using the Venue's sound system or bringing an alternative?
SEVERE WEATHER POLICY
Inclement weather
- Wind gusts exceeding 65 miles per hour or sustained winds of 35 miles per hour or more
- Lightning within a 10 mile radius
- Persistent heavy rain
- Snow or Ice
- Excessive Heat
Cancellation of Events

Depending on the nature of the weather, there could be an option to halt activities to see if the weather will pass. This decision will be made by the highest ranking Plano Stages staff person onsite. If there is no chance of resuming activities, the event will be cancelled by the highest ranking Plano Stages staff person onsite.
- If the event has held more than half of its contracted time, it is considered to be a complete event and no make-up date will be scheduled.
- If the event has held less than half of its contracted time and the event is cancelled by the highest ranking Plano Stages staff person onsite, then every effort will be made to organize a make-up date. The rental costs will be transferred to the make-up date, but any additional costs will be passed on to the client. All other vendor costs and organizing of the event will be handled by the client.
- If the decision is made by the client to cancel the event due to weather, then the full cost of the event is considered the responsibility of the client.
I acknowledge that I have read the inclement weather policy and understand its contents.
Initial Here:*
SECURITY QUESTIONNAIRE
Please select which of the following items are permitted by patrons:*

Re-entryAlcoholFood or BeveragesLawn of Bag ChairsBlanketsBagsCoolers, Thermoses or Ice ChestsPursesSelfie SticksUmbrellasTarpsHover boards/Skateboards/BicyclesItems that may be deemed a safety hazard or annoyance to participants/guests (balls, Frisbees, horns, radios, laster pointers, etc.)Other
Other permitted items:
Photo Examples of any and all credentials:

Photos of: Standard Patron Gate Acces, Backstage Access, Stage Access, VIP, ALL ACCESS, Parking Passes, etc.
Cancelof
We require a direct contact for whoever manages an events social media. In the case of an emergency, we will need to work directly with the events social media team to push out relevant information. We need the following information:
Link(s) to all social media linked to this event:
Contact Person who has immediate access to all social media channels:

First NameLast Name
Signature
Should be Empty:

AVAILABILITY REQUEST FORM

CONTACT INFORMATION

EVENT INFORMATION

STAFFING INFORMATION

EQUIPMENT INFORMATION

SEVERE WEATHER POLICY

SECURITY QUESTIONNAIRE