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Approved by Executive Council on October 26, 2004
|Policy Number||Policy Owner|
|5013.1||College Auxiliary Services & Events Management|
To preserve and to protect our performing arts venues, technical equipment and the health and safety of the public, house and technical staff are required to be present for all events and rehearsals.
Expenses for said personnel, venue and equipment rental (when applicable) are the sole responsibility of the Licensee. An estimate of production expenses will be made available upon consultation with the Production Manager.
Requests for venues are to be made in advance; however, all requests must be finalized 21 days prior to show date. If at that time programming is not finalized to the satisfaction of management, the reservation may be cancelled.
Licensee agrees that at all times appropriate conduct and activities will be carried out with full regard to public safety, and will observe and abide by all applicable regulations and requests by duly authorized agencies responsible for public safety and with Licensor to assure such safety.
Licensee agrees not to bring onto the premises any material, substance, equipment or object which is likely to constitute a hazard to the property thereon. The Licensor shall have the right to refuse any such material substances, equipment or object to be brought onto the premises and the further right to require its immediate removal.
All rehearsals and performances are "closed events". Only Licensee's staff and authorized personnel may be admitted. Any other entry is deemed trespassing and State University of New York College at Plattsburgh staff is authorized to take appropriate actions.
Licensee will assume all costs, liabilities and claims arising from the use of patented, trademarked, franchised, or copyright music, materials, devices, processes or dramatic rights used on or incorporated in the event. Licensee agrees to indemnify, defend and hold harmless.
No program shall be allowed in the auditorium that would constitute an infringement of copyright, wherever it is applicable, of any individual or institution. Should any such program take place before the knowledge of infringement comes to light, the applicant infringing the copyright shall be responsible for all the consequences, legal or otherwise.
For any public performance, if a license / permit has to be obtained, the Licensee is responsible to obtain and furnish the same in original before the performance commences. Such performance shall not be allowed to commence unless such license / permit is produced.
All programs must contain the following announcement and appear no smaller than a font size of 12:
The Production Manager and staff of State University of New York College at Plattsburgh are responsible for all activities both back stage and front of house during load-in, rehearsal(s), performance(s), strike, and restoration.
Technical Staff shall be comprised of a minimal number to adequately execute any technical requirements of an event. This number shall be determined during the initial meeting with the Production Manager.
Auditorium House Manager and Usher Staff are responsible for activities in the lobby and house. This includes the enforcement of prohibitions against smoking, eating, drinking, the use of prohibited recording devices and cameras, and disruptive behavior. In addition, the House Manager is charged with restricting access to the house to ticket holders and authorized event staff and house personnel.
Required minimal house staff shall be comprised of:
Unless otherwise requested, the venue is available one hour prior to a performance and one half hour before a rehearsal.
Our venues maintain a standard set-up of sound and lighting equipment. Only Plattsburgh State staff may repair, replace, or substitute University equipment. Only staff technicians or contract employees will operate or move University equipment. Licensee will be held liable for equipment damage.
The Licensee will be billed labor and equipment charges for any alterations or additions to the standard set-up as well as for restoration of same at the conclusion of said residency. Any additional equipment connected to the lighting or audio system must be tested and approved by the Production Manager prior to use.
The licensee must discuss all sets, lighting designs, and audio designs a minimum of four weeks prior to first usage. Any special effect involving potential risk to participants or to facilities must be approved in writing by the Production Manager prior to first use.
Notification must be posted at all house doors regarding the use of any special effects, including, but not limited to, theatrical fog, strobe lights or gunshots. Further, notification must also be posted if the event contains adult content. All signage must comply with standards set forth by the United States Institute for Theatre Technology.
New York State fire code prohibits the use of ornamental open flames and burning material such as candles and incense in areas of public assembly. The use of any pyrotechnical equipment, including but not limited to fireworks, firecrackers, flash pots, confetti cannons, and similar pyrotechnic devices or system is strictly prohibited.
The rigging of flying scenery must comply with the theatrical rigging standards set forth by the United States Institute for Theatre Technology. All rigging and operation of the fly system will be performed by a house technician. Only house personnel are allowed on the fly rail, loading gallery, bays, coves, light bridge and grid. Violation by the Licensee or Licensee's cast, crew, or organizational members is cause for event termination.
All production personnel (crew and performers) are required to use "back stage" entrances.
Performing art venues at Plattsburgh State do not have storage facilities for properties and set pieces. The Licensee assumes all risk for portable equipment, set pieces, props, costumes, and equipment in the house, lobby, or adjacent classrooms or spaces.
Licensee is required to remove all property from the premises following any event before the "Load-Out" time has expired unless prior arrangements made with the Production Manager. Plattsburgh State does not ensure the safety of, nor shall be responsible for loss, damage or claims to equipment, including but not limited to sets, props, costumes and personal effects. Licensor shall be authorized to remove, at the expense of Licensee, remaining materials in licensed space at the termination of the agreement.
Licensee agrees to pay costs of repair or replacement for any and all damages of whatever origin or nature caused by Licensee, its agents, employees, clients, customers or invitees which may have occurred during the term of agreement, to condition equal to that at the time agreement went into effect.
The Licensor reserves the right to impose additional rules or regulations and to set special use arrangements, whether or not expressly provided herein, which may be necessary for the best interests of State University of New York College at Plattsburgh, and such regulations shall be binding upon the Licensee. The College may deny any group or individual use of any performing arts venue when that usage shall in the opinion of the college administration directly and adversely compete with programs that are sponsored by and in the best interest of State University of New York College at Plattsburgh. All Licensees shall comply with the laws of the United States and the State of New York, and with all ordinances, rules and regulations of the State University of New York.
For questions about the Campus Handbook, please contact:
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2538
Fax: (518) 564-2540