TERMS OF AGREEMENT
RIGHTS & ROYALTIES
USER certifies that all requisite approvals and clearances have been obtained from the copyright owners for all musical and other works to be performed and/or livestreamed as part of the rental event, and that USER has been granted authority to perform such musical and other works. USER is responsible for payment of any and all royalties to be paid as a result of receiving authority to perform music, theater, and all other works.
RECEPTIONS, CONCESSIONS, SALES
USER shall obtain from the THEATRE written approval (at least 30 days in advance) for any onsite item sales (programs, T-shirts, etc.) USER’s Promotional Materials will adhere to the Facilities Use Agreement (page 5). A $200/day fee to sell merchandise will be charged.
STAFF BREAKS
A minimum 1-hour crew meal break must be scheduled for every 5 hours of work unless you are providing staff meals, in which case it
becomes 30 minutes.
REQUIRED STAFFING
THEATRE staff will have sole discretion in determining staffing needs for every event as well as the criteria for the safe and suitable operation of all events. USER shall follow the directions of the THEATRE staff at all times. USER must provide a company stage manager, ushers, adult supervisors for children (see LARGE GROUPS), and additional security personnel as needed. USER must provide a minimum of 6 ushers, 18 years of age or older, who will be available at least one hour prior to performance time for a safety briefing and during the entire performance. Non-compliance may result in additional charges.
MANDATORY PRE-PERFORMANCE/TECHNICAL MEETING
One person must be designated to be the contact between USER and the THEATRE staff (ORGANIZATION REPRESENTATIVE). This main contact and any other production staff are required to meet with the THEATRE staff 60 days in advance of your event.
OPENING & CLOSING THE THEATRE FACILITY
The arrival and departure times indicated on the APPLICATION should accurately reflect USER’s start and end times in the THEATRE. The THEATRE staff will only open the facility at the arrival time indicated on the application. If USER wishes to make changes to the arrival time listed on the application, please do so by written notice to THEATRE management. Delayed departure from the THEATRE, or early arrival at the THEATRE will incur additional costs to USER’s final bill.
HOUSEKEEPING
After your rental, the THEATRE must be in good repair, order and clean condition, with reasonable wear and tear expected. No alterations may be made to the facility without the express written approval of the THEATRE. Charges will be made to USER for any damage to equipment or facility.
FOOD & DRINKS
Absolutely no food or drinks are allowed in the lobby, house, or on the stage. During all rehearsals, USER is responsible for the enforcement of this rule. During performances, USER’s ushers must ensure audience members are aware of this rule. Secure permission from THEATRE staff for food backstage or in the basement (see RECEPTIONS).
SIGNAGE
The USER is welcome to add signage to THEATRE facility, so long as the signage can be removed without damage to the THEATRE after completion of the USER’s event. Signs can ONLY be taped to concrete walls backstage, bulletin boards, and room doors in the downstairs areas. Do not tape or pin signs to any walls or doors in the lobby and audience areas or to any hanging curtains on stage. No signs (other than those posted by THEATRE staff) are to be taped to any glass surfaces of the theatre lobby. Please remove all signs that you hang. A charge of $100 will be assessed for failure to comply with this rule.
SMOKING
Hawaiʻi state law (SB 134, Act 160, SLH 2018) now prohibits the use of tobacco products on all University of Hawaii campuses.
STORAGE AT THE THEATRE
Prior arrangements must be made for storage of USER inventory. THEATRE does not encourage storage of personal items in the THEATRE. The THEATRE, Leeward Community College, the University of Hawaii, its officers, agents, employees, or any person acting on its behalf will not be responsible for items stored at the THEATRE. USER waives all claims for anything left on the premises.
RECEPTIONS
Receptions, both formal and informal, require prior written approval from the THEATRE 30 days prior to the event. USERs: please note your request clearly on the application form and go over requirements with the Theatre Manager during your pre-performance/technical meeting. This includes food backstage for the performers.
EQUIPMENT/TECHNICAL
The THEATRE has a limited number of folding chairs and tables stored in the building. THEATRE staff will have the appropriate number of chairs and tables available based on USER’s request. THEATRE may not be able to add more tables and/or chairs at the last minute. USER acknowledges that lighting and sound control rooms, lighting beams, box boom areas, loading galleries and the grid are OFF LIMITS to everyone. These are dangerous areas and are marked Authorized Personnel Only. The THEATRE does not provide miscellaneous supplies, such as tape and scissors. USER must ask permission to use anything not assigned to the event (chairs, tape, etc.). Return everything to its original state or location.
LOBBY
The USER acknowledges that the lobby is off-limits during all rehearsals. The lobby is open only before, during, and after performances unless the user requests for specialized lobby setup. Any displays and all lobby arrangements must be discussed with the Theatre Manager at the pre-performance/technical meeting. Due to the nature of the lobby mural, nothing is to be placed on the lower ledge in front of it and absolutely nothing propped up against it. A charge of $250 will be assessed for failure to comply with this rule.
MINORS ON CAMPUS
To ensure the safety and well-being of minors on campus, the following rules apply: 1. Minors must be under adult supervision at all times, which is the responsibility of the USER. 2. Drop-off and pick-up procedures mandate that parents either bring their children to the backstage door or have a USER/Company representative present in the parking lot. Minors must not walk alone to the theatre. 3. The theatre loading dock parking area is strictly prohibited for drop-off/pick-up activities at any time. These regulations are implemented to maintain a secure environment for minors participating in activities on campus.
FAILURE TO COMPLY
Failure to comply with any of the above-stated rules and restrictions may result in a penalty fee of up to $1000. All individuals involved must adhere to these guidelines to ensure the safety and security of minors on campus.