_____RENTAL POLICIES_______________________________________________________________

RiverCenter
Bill Heard Theatre
RENTAL PROCEDURE

  1. AVAILABILITY – RiverCenter facilities calendar operates annually between July 1 and June 30 of the following year. RiverCenter accepts applications for third-party usage of the facility for the upcoming season from April 1 through June 1, only. This policy is necessary to insure that constituent organizations within RiverCenter have had ample time to complete programming for the upcoming season.

  2. INQUIRY – After a production company has established a target date for their event, RiverCenter’s Programming Administrator, Jim Rutland, should be contacted at 706/ 256-3607 regarding availability of specific dates on the RiverCenter master calendar. Dates will be discussed only for a specific artist or event.

  3. DATE ON HOLD – When space is available on the calendar, a 10-day hold will be placed.

  4. APPLICATION SUBMISSION – During the hold period, the organization has 3 business days to complete and return the RiverCenter Rental Application form. Completed forms may be faxed to 706/ 653-8664.

  5. APPLICATION REVIEW – RiverCenter’s Directors Group will review the application within 10 business days and either approve or deny the application.

  6. ADVANCE DEPOSIT – Once an application is approved, applicants are required to place a non-refundable rental deposit of $1,000.00 (one thousand dollars), which must be received by RiverCenter within 5 business days. If a deposit is not received during that time, the hold date will be automatically released. Please note that holds and deposits are valid only for the artist/event named on the approved rental application.

  7. ISSUANCE OF CONTRACT – Upon receipt of the rental deposit, a RiverCenter Rental Agreement will be issued. Countersigned copies by the producing organization are to be returned to RiverCenter within 5 business days.

  8. PRODUCTION MEETING – Requirements for pre-production meetings to clarify box office charges and define staging costs are outlined in each rental agreement. The renting organization is obligated to meet in pre-production planning within 10 days of contract issuance or the engagement may be cancelled by RiverCenter.

  9. PAYMENT – TICKETED EVENTS – For ticketed events, user must pay 50% of estimated rental fees and event costs at the time the contract is signed. Final rental fees and costs will be deducted from final ticketing settlement. The remaining surplus from ticket sales will be remitted by RiverCenter to the User, or a remaining deficit must be paid by the user prior to the date of the event. RiverCenter management may request that user have sufficient amounts on deposit to cover estimated rental and event costs if, in its determination, management believes that the user will not take in sufficient ticket sales revenue to cover estimate remaining rental and event costs. Whether by receipt of box office ticket income or by user’s payment, final rental and event costs must be received by RiverCenter no later than three business days prior to the event.

 

_______________________________________________________________________________________

RiverCenter
Legacy Hall & Studio Theatre
RENTAL PROCEDURE

  1. AVAILABLILITY – RiverCenter facilities calendar operates annually between July 1 and June 30 of the following year. The calendar will be opened for confirmed rentals on April 15 annually, for the upcoming year between July 1 of the current year and June 30 of the following year. This policy is necessary to insure that constituent organizations within RiverCenter have had ample time to complete programming for upcoming seasons. Users may place requests for dates prior to March 15, with confirmation of reserved dates following the annual March 15 season programming deadline.

  2. INQUIRY – For date and space availability fill out an application and fax to the Programming Administrator at (706) 653-8664.

  3. DEPOSIT – Upon event approval by the Joint Management Team, user may place hold on space pending $150 non-refundable deposit. Once deposit is received, date is held for thirty - (30) days pending consultation and contract. RiverCenter management reserves the right to move or cancel tentative rental dates until the contract is signed and the event is in the reserved status.

  4. CONSULTATION – RiverCenter’s Programming Administrator will consult with user to determine rental, labor, and supplemental equipment needs. All rental and event costs will be provided in a comprehensive written estimate.

  5. CONTRACT – Upon user’s acceptance of the written estimate, dates under deposit will be granted a rental contract with the appropriate event fee rider outlining estimated rental and event costs. Upon signing of the contract, events are considered reserved dates. Reserved dates may not be moved or cancelled by RiverCenter management without user’s agreement and written approval.

  6. PAYMENT – PRIVATE FUNCTIONS – For non-ticketed private functions in theatres or meeting spaces, users must pay 50% of estimated rental and event costs at time of contract. The remaining 50% of estimated rental fees and costs is due 14 days in advance of the event.

  7. PAYMENT – TICKETED EVENTS – For ticketed events, user must pay 50% of estimated rental fees and event costs at the time the contract is signed. Final rental fees and costs will be deducted from final ticketing settlement. The remaining surplus from ticket sales will be remitted by RiverCenter to the User, or a remaining deficit must be paid by the user prior to the date of the event. RiverCenter management may request that user have sufficient amounts on deposit to cover estimated rental and event costs if, in its determination, management believes that the user will not take in sufficient ticket sales revenue to cover estimate remaining rental and event costs. Whether by receipt of box office ticket income or by user’s payment, final rental and event costs must be received by RiverCenter no later than three business days prior to the event