• Theater Event Information Sheet (EIS)

    Form must be complete in order for Facility Use Agreement to be valid. Fields with an asterisk (*) are required to be filled for the form to be submitted. For questions about your upcoming event at Irving Arts Center or completing this form, please contact Iris Tovar, Booking Coordinator at 972-252-7558, ext 1262. If the form is partially complete, scroll to the bottom of the form and click "Save & Continue Later". The Main Contact email listed on the form will receive a unique link to access the form for completion. The link may also be forwarded to another person to complete and submit.
    • General Information 

    • General Information

    • Note: Doors must open at least 30 minutes prior to event start.
    •  - -
    • Format: (000) 000-0000.
    • Format: (000) 000-0000.

    • Format: (000) 000-0000.

    • Note:

      Not the time the doors open, but the actual time the performance/event will begin as printed on the ticket, if applicable.

    • Scene Shop Usage

      Availability determined by Assistant Technical Director. Call Ruben Rosas, 972-252-7558, ext 1244.

    • Space Reservation

      All space needed must be reserved in advance through IAC Booking Staff. Performance rentals include theatre, lobby, concession stand and dressing rooms. Use Agreement Performance listings include the theatre, lobby and concession stand. Dress or other rehearsals with audience members present in the theater require additional staff and will be charged at performance rates. Questions or changes to reservations? Call 972-252-7558, ext. 1262.

    • Labor Arts Center Provides:

      Theatre Technicians - house minimum labor charges will apply to all theatre rentals. Deviation from house minimums requires approval of Technical Theatre Director or Assistant Technical Director and will be determined after the required production meeting. Front of House – minimum requirement (Dupree – 1 front-of-house; Carpenter - 3 front-of-house)Theatre – minimum requirement (Dupree – 5 technicians; Carpenter – 5 technicians)

    • Labor Client Provides:

      Ushers/Ticket Takers (client must provide) minimum requirement (Dupree – 4 ushers; Carpenter - 8-12 ushers) depending on event capacity. If ticketx are cold, client must provide 1 volunteer one hour prior to event start to work Box Office "will-call" window.

    • Security

      Irving Arts Center has a uniformed Security Officer on duty during all events scheduled during normal operating hours. Additional security personnel required after hours or based on event demands will be scheduled at the client's expense and included in the Use Agreement. Arts Center will be responsible for hiring and payment of the officer(s). The number of officers required is determined by the staff in advance, based on projected attendance and event type.

    • Parking, Entrances, & Exits

      Cast and Crew: DO NOT ENTER THROUGH LOBBY AREAS! Please use Stage Entrance, NW corner of the building, by the loading dock. On performance days/evenings, staff, cast, orchestra and crew members are asked to park in the overflow parking to the North side of the building to reserve Arts Center spaces for patrons. Security is available at night to provide an escort to the overflow parking location.

    • Cleaning & Restoration

      Client and caterer are responsible for cleaning all areas used in food preparation & serving, lobby included. Client failure to enforce the “No Food or Drink in Theater” rule will result in extra charges. Dressing rooms used must also be cleaned of trash and personal items following use. Furniture set by the client must be restored after each use. Improperly restored spaces will result in additional charges.
    • Staging 

    • There will be additional fee(s) for fog/haze machines.

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    • Marley floor rental fee is:

      $430 for Rehearsal Hall, Suite 200 & Dupree Theater

      $450 for Carpenter Hall

    • Orchestra/Band 
      • Rental Clients must bring their own mallets for percussion instruments
      • A disposable container must be used to empty spit valves during rehearsal and performance.  Spit valves cannot be emptied on the floor. Containers must be disposed of off-site after use.
      • Pianos will inccur a rantal fee of $125 for the first day and $50 per day thereafter. Tuning is an additional $200 fee.
      • Instruments are available on a first come, first serve basis.
      • A client's failure to use requested equipment or piano may result in additional charges for tuning.

      NOTE: IAC Sound systems are designed for sound enhancement, not amplification. Four monitor mixes are provided. Additional mixes require extra labor and time for set-up. IAC does not provide band backline. Maximum DB level is 95 with clarity.

    • Use of Orchestra Shell will incur extra fees

    • Lighting 

    • Use of followspot will inccur a per performance usage fee of $50. ($30 for 501 (c) (3) contracted clients). Plus additional labor.

    • Format: (000) 000-0000.

    • Audio/Visual 

    • More than 4 monitor mixes will require additional labor and billing time.

    • Only 20 wireless mic units can be utilized simultaneously.  The total number of wireless hand-held AND lavalier mics can not exceed 20. 

    • Total number of wireless hand-held and lavalier mics combined can not exceed 20.
      You must reduce the total number of wireless mics before you can submit this form.
    • Format: (000) 000-0000.

    • Use of Prop Firearms 

    • • Only non-firing replicas and blank-firing replicas (blank guns) are permitted.
      • No firearm replica may be used that is capable of firing projectiles in any form.
      • There will be no use of blanks, caps, or any other explosive device.
      • Any and all gunshots must be accomplished through the use of sound effects.
      • If sound effects are used, notice must be given to the IAC Box Office prior to tickets being placed on sale and a notice placed in the program, lobby, at box office and on the website.
      • Weapon replicas must be locked away at all times between performances by the Stage manager who will control the key.
      • A professional armorer with credentials approved by IAC must inspect the weapon prior to each rehearsal and performance during which the prop weapon is in use.
      • While the prop weapon is in use, the user should never point the prop weapon at anyone or themselves. While staging, never aim a weapon directly at the face, head, or body of a performer or directly at audience members.

    • Dressing Rooms 

    •  Dressing Room capacity limits

      Carpenter Hall Chorus Dressing Rooms (x2)
      Dupree Theater Chorus Dressing Rooms (x2)
      Semi Private Dressing Rooms

      		 Max 33 persons
      Max 12 persons
      Max 3 persons

       

    • NOTE: Dressing rooms will be assigned based on production needs and availability. Large casts may require use of Suite 200 or Rehearsal Hall. Please reserve venue if needed. Rental charges will apply. Arts Center is not responsible for items left in dressing rooms. A lock box is available backstage for valuables. On request, client Stage Manager will be given custody of the key on site.
    • Box Office  

    • All clients renting Arts Center must use Irving Arts Center Box office for pre-event and night-of-show ticket sales and registration sales.

    •
    • Format: (000) 000-0000.

    • Applicable service charges are collected from the ticket buyer. Charges are assessed to the client for tickets pulled off the system for sales through other outlets (see Box Office Service Procedures). NOTE: The client must sign the Facility Use Agreement and submit a ticket order form before tickets can be placed on sale in IAC Box Office. Ticket sales will be suspended for failure to adhere to terms of Facility Use Agreement.
    • Front of House 

    • NOTE: House opens 30 mins prior to show start in Dupree Theater and 30 mins prior to show start in Carpenter Hall. NOTE: In the event merchandise sales are permitted, a 20% commission on all merchandise and vendor sales is collected by IAC payable at event end by cash or charge (no American Express). In the event that vendors & concession sales are permitted, IAC House staff must approve locations of vendors prior to event start.
    • Catering/Receptions 
    • Format: (000) 000-0000.


    • Format: (000) 000-0000.
    • Lobby Tables & Easels 
    • Alcoholic Beverage Policy 

    • Alcoholic Beverage Policy

      Clients must request permission to serve alcohol by indicating such intent on this form. Service of alcohol is limited to wine, beer & champagne.
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    • We will require the names of your alcohol servers and copies of their TABC certifications no later than 2 weeks before your event.

    • The client is responsible for upholding all laws and statutes concerning the serving of alcohol. Alcoholic beverages may not be sold now may donations, including voluntary contributions or tip jars, be used when alcohol is served. kegs and margarita machines are not permitted. Liquor may not be served under any circumstances. All alcoholic beverages must be served by a licensed TABC server in a professional uniform. Server's certification must be sent to IAC booking staff two weeks prior to the event. Event guests may not be used as servers of alcohol. Self-service bars are prohibited. Alcohol will be removed to a secure location by a Patron Services representative immediately following cessation of service or when not under the supervision of a TABC server.

    • Notes 

    • Use this area for any additional information or details regarding your event.
    • Client Signature Required 

    • I have read IAC Event Information Sheet and attachment and understand I am responsible for informing members and volunteers of my organization and vendors hired by me of the policies & procedures governing facility use.

      Following approval by IAC staff, the Event Information Sheet becomes part of the Facility Use Agreement, and a copy will be emailed to the Client.

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