Chanute Memorial Auditorium

Contract Information
Schedule of Events

Contract Information:

Operating Policies, Regulations and Charges

           This manual contains general operational and rental information about the Chanute Memorial Auditorium.  More specific terms and conditions may be set out in the Use Permit Agreement to be completed prior to the contracted event according the policies outlined below.    Definitions   Wherever used in this manual, the terms below shall be defined as follows:  

“City” – The City of Chanute, its employees, agents and representatives.

“Permittee” – The individual or organization sponsoring the contracted event.

“Facility” – The Chanute Memorial Auditorium.

“Merchandise” – Any product offered for sale to the general public in conjunction with said event.

Scheduling

           Reservations and date(s) may be held up to 36 months in advance.  The Auditorium Staff will maintain a 3-year scheduling calendar.

           Fifty percent (50%) of the daily rental fee is required to be paid as a down payment to the City no later than 30 days prior to the first date of usage.  The balance of the daily, hourly, equipment and labor fees is due immediately following the event.  Box Office receipts (in situations where the City is responsible for ticket sales) may be used to pay the balance of the fees due if a balance exists.  If Box Office receipts do not cover the fees, full payment will be required before Permittee vacates the facility.  Settlement of Box Office receipts will take place during or immediately after an event. All down payments are non-refundable.

             Dates may be held without a contract until another potential user challenges or requests the same date.  In such a case, the first user holding the date(s) will be given the opportunity to sign a contract and make a deposit with two working days OR the date(s) will be released to the second user who must sign a contract and make the appropriate deposit.   Rental Fees and Ancillary Charges  

Basic User Fees

A. Professional Touring Performers – individuals or groups who present themselves as

Professional Entertainers: $750.00 per day

Minimum $1,500 damage deposit fee (refundable if no damage is sustained).

B. Commercial Use – Event held primarily to promote business or provide gains for participants, promoter or sponsor:

$100.00 per day plus $15.00 per hour service charge (including rehearsals.).

Minimum $100.00 damage deposit fee (refundable if no damage is sustained).

C. Non-Commercial Use – Event held primarily for non-profit, charitable, religious, local benefit or public service purposes:

$25.00 per day plus $15.00 per hour service charge (including rehearsals).

Minimum damage deposit fee (refundable if no damage is sustained).

D. Service and Public Group Use – Veterans of Foreign Wars, American Legion, other war service organizations, USD 413, Neosho County Community College, Chanute Recreation Commission and City sponsored use will be without charge.

Minimum $100.00 damage deposit fee (refundable if no damage sustained).

E. Pit Filler - $100.00 service charge per event to remove and reinstall pit filler upon request.

F. IMPORTANT REMINDER: A down payment equal to 50% of Permittee’s daily rental charge(s) is required no later than 30 days prior to the date of intended use.  All remaining daily and hourly rental charges, labor, equipment and other charges must be paid prior to the Permittee vacating the Facility.  Damage deposits must be paid no later than two weeks prior to occupation of the Facility.

Theater Package Rates

        Package rental rates are available for community-based productions requiring extensive rehearsal and set-up time.  Qualifying organizations may rent the Facility on a space-available basis for up to two weeks (14 calendar days) for $500.00.  Rentals that exited beyond two weeks will be assessed additional fees at the applicable prorated theater package rate.  Rentals utilizing the Facility for less than two weeks but more than one day may be eligible to receive a prorated reduction in the theater package rate.  

Damage Deposits

        Permittee may be required, at the discretion of the Auditorium Manager, to post a damage deposit of $100.00 or more no later than two weeks prior to occupancy of the Facility.  The deposit is separate from and in addition to applicable rental fees.  The deposit will be refunded in full on the first business day after the event if an inspection by the Auditorium Manager determines that no damage was caused to the Facility or its equipment by the Permittee or anyone acting in behalf of or with the authority of the Permittee.  The cost of any repairs to the Facility or its equipment resulting from negligent actions of the permittee or any of its representatives, invitees or licensees will be assessed to the Permittee.  Permittees planning on renting the Facility more than once a year may choose to have their damage deposit retained by the City for future performances.  

Technical Personnel and Professional Services

Permittee will be responsible for securing and contracting with all technical personnel and professional services needed for the event.  An approved list of local technical and professional personnel is available from the Auditorium Manager.  Technical personnel may include but are not limited to: sound and lighting technicians, spotlight operators, stagehands, wardrobe assistants, ushers and ticket takers.  Professional service may include but are not limited to: piano tuners, Emergency Medical Technicians and security officers.  The Auditorium Manager will establish the number of personnel to be contracted.           All personnel hired by Permittee to operate the Facility’s lighting or sound equipment must either be secured from the approved list of local technical and professional personnel or must be approved in advance by the Auditorium Manager. (Exhibit B)   Policies and Procedures  

Services and Equipment

        The City shall assume responsibility for the following: utilities, routine clean up and Facility maintenance.  Use of the facility’s existing staging, lighting and sound equipment will be provided to Permittee without charge.  Any costs associated with adapting said equipment to the technical requirements of the Permittee would be assessed at the rate outlined above.  The cost of any additional equipment rented by the City to meet Permittee’s technical requirements will be assessed at rates negotiated at the time the rental is arranged. (Exhibit C)  

Alcohol, Tobacco Products, Food and Beverage

        The consumption of alcoholic liquor or cereal malt beverage is prohibited by ordinance throughout the entire Memorial Building.  Use of tobacco products or consumption of beverages, food or chewing gum of any kind is prohibited within the Auditorium and shall be restricted to designated areas.  Permittee is responsible for ensuring adherence to these restrictions by its employees and guests.  

Occupancy Limits

        Permittee is responsible for ensuring that the number of audience members admitted to its event is within the legal occupancy limit of the Facility, as determined by local fire officials.  The number of tickets sold to Permittee’s event will not exceed the permanent seats available.  No “standing room only” tickets will be sold.  The seating capacity of the Memorial Auditorium is 1243 fixed seats (856 main floor seats, 397 balcony seats) plus 16 wheelchair parking spaces for a total capacity of 1259.  

Hours of Operation

Permittee will have access to the Facility according to the following schedule:

Sunday through Thursday – 8:00 am to 11:00 pm

Friday and Saturday – 8:00 am to 12:00 midnight

Holidays – 8:00 am to 11:00 pm

Arrangements must be made in advance to accommodate activities planned prior to 8:00 am or after scheduled closing times.  A member of the Auditorium Staff may request to be present during Permittee’s event.  All keys to the Auditorium, dressing rooms and equipment cabinets will remain in the custody of Auditorium Staff except by previous arrangement.   

Clean-up Costs

        Any clean-up of the Facility not considered by Auditorium Staff to be routine Janitorial service is the responsibility of the Permittee.  All necessary clean up will be conducted immediately after the event unless other arrangements are made in advance.   The cost of any non-routine clean up performed by Auditorium Staff will be assessed to the Permittee.   

Americans with Disability Act

        Permittee is responsible for compliance with Title II provision of the federal legislation known as the Americans with Disabilities Act of 1990.  Title II guarantees access to all public programs and services for persons with disabilities.  Permittee agrees to provide, upon request, special considerations for its disabled patrons, including but not limited to sign language or oral interpreters, large-print or Braille programs, assisted listening devices and reserved seating.  

Scenery and Equipment Removal

        All theatrical scenery, staging, props, musical instruments, costumes and other equipment brought into the Facility for Permittee’s event must be removed immediately following the event, unless other arrangements are made in advance.  

Security Personnel

        The Auditorium Manager may require the presence of sworn law enforcement officers to act as security personnel during Permittee’s event and to specify the number of officers and their qualifications.  If security personnel are deemed necessary, Permittee must secure them from an approved list of local security personnel provide by the Auditorium Manager.  Firearms, knives and other weapons of any kind may not be carried, displayed or used by any person other than security personnel authorized by the City.  All costs associated with acquiring security personnel for Permittee’s event will be the responsibility of the Permittee.  (Exhibit D)  

Liability Insurance

The following insurance requirements are mandatory.         The policy must include MINIMUM LIMITS of $500,000.00 each occurrence combined single limit for bodily injury liability and property damage liability, $500,000.00 each occurrence bodily injury liability, $500,000.00 each occurrence property damage liability.

           Permittee (user group or renter) is REQUIRED to name the City of Chanute, Kansas as an additional insured party.  A fully executed proof of insurance certificate must be in the City offices no later than one (1) day before occupying the Facility.

           The City of Chanute, the Chanute Memorial Auditorium and its employees are not responsible for any claims of loss, injury or damage to persons or property, including claims of employees of Permittee or any contractor or subcontractor hired by Permittee arising out of the activities of the Permittee, its agents, members or guests.  

Access to Tool and Supplies

        A complete list of tools, sound, lighting and theater equipment available for Permittees’ use can be acquired from the Auditorium Manager. (Exhibit E)  

Box Office Access

        The central box office is located in the lobby of the Memorial Auditorium.  The box office shall be opened as needed prior to scheduled events.  When the central box office is not open, box office activities and /or phone ticket sales and reservations may be carried out in the Auditorium Manager’s Office on the third floor of the Memorial Building (620-431-5229 or 800-735-5229).

           All commercial Permittees will be required to use the Chanute Memorial Auditorium box office and tickets exclusively.  Additional charges may be incurred for these services by the Permittee.  Arrangements and charges will be shown in each contract.  Other box office services (such as Season Subscription ticketing) may be provided of additional service charges.

           Chanute non-profit groups and entities may request a waiver from the Auditorium Manager to forego using the Facility’s box office.  However, even if this waiver is granted, the Auditorium Manager may still retain control over number of tickets to be printed and other issues deemed important by the City of Chanute.

           Permittee must provide box office personnel with one (1) authorized representative as a contact person for the box office.  Permittee will furnish City Personnel with name, address and phone number of the representative.           Tickets may be purchased at the ticket window or by phone or mail.  All tickets that leave the box office must be (a) paid for; (b) complimentary or: (c) on consignment to the Permittee’s representative.

           Group sales are available by contacting the Memorial Auditorium Manager.

           The City of Chanute reserves the right to monitor the use and number of complimentary tickets issued by the Permittee.

           The City of Chanute will retain six (6) house seats for usage by the City.  If these seats remain unused five minutes prior to the performance, the Auditorium Manager may release them to the box office for general seating.

                 No refund or exchanges are permitted.

           The Auditorium Manager and the City of Chanute will retain the right to refund money to ticket purchasers if the event is cancelled or interrupted regardless of reason. The Permittee agrees to refund ticket purchase price to any patron at the request of the Auditorium Manager.

           It is the policy of the City of Chanute that no advance “draws” will be given any Permittee at any time.  Settlement will be done as mentioned above and only at that time.  

Performing Rights Licenses

        Permittee will assume all costs arising from the use of patented, trademarked, franchised or copyrighted music, materials, devices, processes or dramatic rights used in or incorporated into its event.  Further, Permittee agrees to indemnify and hold harmless the City of Chanute and the Chanute Memorial Auditorium, their agents, employees, and staff and approve contractors from any claims, losses or expenses incurred with regard to such costs, charges, authorization or license fees.

           Permittee may be required to provide its legal name, address and telephone number if demanded by a performing rights licensing agency.  This information will also be subject knowledge standards as are applicable to the City.  

Sales Tax Payments

        Tickets sold to any Facility event, regardless of the Commercial or non-commercial status of the Permittee, are subject to state and local sales taxes.  Permittee is responsible for ensuring that all applicable sales tax is paid for events to which admission is charged.  Sales tax is also applicable for concessions and merchandise sales and is the responsibility of the Permittee or organization authorized by the Permittee to conduct the operations.  

Merchandising Rights

        The sale of T-shirts, tapes and other merchandise is limited to certain parts of the lobby, unless the Auditorium Manager approves other locations in advance.  Permittee, or any merchandising company or agent acting in its behalf, may be required to pay a service charge to the City equal to a percentage of its gross sales, and to sign a form agreeing to this prior to conducting business.  The Auditorium Manager or his representative shall be allowed to examine sales records kept by the merchandising company and to monitor the accounting process at the conclusion of the event.  If the Auditorium Manager or representative manages the sale of merchandise, the Permittee will be allowed to examine sales records kept by the staff and to monitor the accounting process at the conclusion of the event.  

Public Safety

        The Permittee shall neither encumber nor obstruct the sidewalks on premises or entrances/exits, halls, stairs, lobbies and audience chamber, nor allow the same to be obstructed or encumbered in any manner.  Permittee further agrees not to bring onto the premises any material substances, equipment or object which is likely to endanger the life of, or cause bodily injury to any person on the premises or which is likely to constitute a hazard to property thereon without the prior approval of the Auditorium Manager.  The Auditorium Manager shall have the right to refuse to allow such material, substances, equipment or object to be brought onto the premises and the further right to require its immediate removal there from if found hereon.  

Event Management and Supervision

        The City is not responsible for the planning, promotion and /or organization of the Permittee’s event.  Permittee will provide adequate staffing on the day of the event to coordinate all phases of its program.  Auditorium Staff may be available and on site to assist, but will not be expected to assume responsibility for the overall success of Permittee’s event.  Failure to adhere to these provisions may result in the termination of Facility privileges.  

Tax Exemption

        Non-profit, tax-exempt organizations shall submit to the City the necessary documents to prove such status. Such certificates will be kept on file with the City, although the City may require refilling from time to time.  

Interruption or Termination of Event

        The City shall retain the right to cause the interruption of any event in the interest of public safety and to likewise cause the termination of such event when, in the sole judgment of the Auditorium Manager, such act is necessary in the interest of public safety.  

Evacuation

        Should it become necessary, in the sole judgment of the Auditorium Manager, to evacuate the premises because of threatening conditions or for other reasons of public safety, the Permittee will retain possession of the premises for sufficient time to complete presentation of the activity without additional rental charge providing such time does not interfere with another Permittee.  If, at the discretion of the Auditorium Manager, it is not possible to complete the presentation of the activity, rental fee shall be forfeited. Prorated or adjusted at the discretion of the Auditorium Manager based on the situation, and the Permittee hereby waives any claim for damages or compensation from the City.   

Cancellations

        All prepaid fees are refundable for Facility reservations cancelled at least fifteen calendar days prior to the date reserved.  Cancellations made within fifteen days of the date reserved will result in forfeiture of all fees paid as of the date of cancellation.

Stage and Technical Information  

Stage and Performances Areas

        No nails, stage pegs, etc. may be used on any of the stage floors or any performance area floors under any circumstances.  

Load In/Out Facilities

        Since the Chanute Memorial Auditorium’s Load in/out facilities are located under the stage in the Chanute Fire Department’s truck stall, emergency circumstances may occasionally require that load in/out activities be temporarily suspended until fire department personnel have cleared the area for use by stagehands, technicians and/or other personnel under the direction of the Permittee.  Fire Department activities shall always take precedence over load in/out activities and Permittee must comply with all Fire Department or Auditorium Manager requests to vacate the area and/or suspend load in/out activities.  The existing freight elevator between ground level (Fire Department) and the stage area may not be used for general passenger traffic.  Passengers must use existing stairs or existing passenger elevators on the north side of the building.  

List of Performers

        Permittee shall provide a list of names of performers and support staff to be left at the stage door and box office. Only those persons on the list or authorized by the Permittee will be admitted.  

Recordings

        Permittees shall not make, contract for nor make arrangements for radio broadcasting, televising, filming, photography, taping, sound recording or other kinds of memorializing or reproduction of whatever nature for any program presented by Permittee, without prior written consent of the city, which the City may arbitrarily withhold and for which consent City may receive compensation agreeable to the City.  

Sound and Lighting Control Areas

        Permittee must use the sound and lighting areas provided at the Facility unless previous arrangements are made with the Auditorium Manager.  Regulations strictly limit the installation and operation of other sound and/or lighting control consoles.  

Technical Personnel and Operation of Auditorium Equipment

        Only authorized professional personnel are allowed to operate theatre, sound, lighting or any other needed equipment.

           Permittee may provide (at Permittee’s expense) technical or stagehand personnel.  However, the City reserves the right to approve individuals and supervise the services of such personnel, including the number, appearance and training.  

Delivery of Material

        Deliveries of sets, costumes and other materials belonging to the Permittee cannot be accepted by Auditorium staff prior to reserved time without previous arrangements and possible additional charges to the Permittee.  The City makes no guarantee that space would be available to receive materials arriving early.  

Backstage Parties

        Backstage parties and/or receptions are not allowed.  Spaces and facilities may be available elsewhere in the Memorial Building.  Arrangements for such facilities must be made with the Auditorium Manager prior to the event and additional charges may apply.  

Lodging Forbidden

        The Permittee or any person or persons claiming to be acting for the Permittee are prohibited from using the Memorial Building as a sleeping or lodging accommodation.   House and Performance Information  

Front-of-House Personnel

        Permittee may provide (at Permittee’s expense) ushers, coat check personnel or ticket takers.  However, the City reserves the right to approve individuals and supervise the services of such personnel including the number, appearance and training.  Personnel that Permittee may supply are:

Ushers
Ticket Takers
Door Persons
Coat Check Personnel
Miscellaneous Operational Personnel

It is required that Permittee use the City box office personnel, janitorial, security, First-aid and other personnel (as deemed necessary by the Auditorium Manager), at the expense of the Permittee.   

Time

        When tickets are being sold at the door, the lobby will be open to the public one hour prior to scheduled performance time.  The Auditorium Manager may waive this rule as necessary.  The program will begin at the time printed on the tickets.  If the program is two hours or longer, there should be at least one intermission, generally twenty (20) minutes in length.  Specific arrangements to the contrary can be made with the Auditorium Manager.  

Concurrent Use

        The City reserves the right to rent other parts of the Memorial Building for use at the same time as the Permittee’s event.  Use of the lobby, vestibules, hallways, box office, lounges and such other public rooms and facilities that may be made available to the Permittee at the discretion of the City concurrently as the City may determine.  The Permittee understands and acknowledges that the Permittee has no right whatsoever to enter or use the areas of the building comprising City Administrative offices, the mechanical rooms or any other areas except such as are specified by the City.  

Future Attractions

The City reserves the right to make announcements and/or distribute to the audience, literature concerning future attractions to be held at the Facility whether such attractions are under the auspices of the Permittee or not.

Open Rehearsals

        Any rehearsal attended by more than twenty-five (25) non-production personnel will be considered a performance and the Auditorium Manager must be advised thirty (30) days in advance in order to provide adequate staffing.  

Seating on Stages

        The Permittee will not permit or cause to permit seating on the stage, stage wings or in the aisles.  The sole exception to this restriction is when the audience is a planned and integral part of the performance and has prior approval.  

Collections

        No collections, donations or solicitations of money or goods of any kind, whether for charity or otherwise, shall be made or attempted on the Facility premises without first obtaining written permission from the City.   Marketing, Publicity and Promotion  

House Programs

        Permittees must supply their own printed performance programs.  Programs must be supplied in numbers that equal the maximum number of seats that could be sold.  

Advertising and Publicity

        The City reserves the right to approve in advance any and all advertising by the Permittee with respect to the Chanute Memorial Auditorium.  The City holds a public trust and intends to conscientiously guard this public trust by ensuring that all advertising and publicity with respect to the Facility are accomplished in a dignified, professional and quality manner and medium commensurate with the prestige and reputation of the City and the Auditorium.  

Ticket Advertising

        In all advertising, Permittee has the authority to use the Facility telephone number and “charge-by-phone” telephone numbers and/or mailing addresses only when, in the judgment of the Auditorium Manager, Permittee has made available for advance sale a sufficient number of tickets in all price categories so the Auditorium box office can properly accommodate and satisfy the demands of the ticket-buying public.  The City reserves the right to review and approve all advertising announcement copy that relates to the use of the Auditorium box office telephone number and/or mailing address.

Posters, Photographs, Etc.

         Permittee will display no posters, photographs, models, and etc. without written permission of the Auditorium Manager, only in such areas as specified and such matters as are approved in advance by the City.  Further, the Permittee is prohibited from driving any tack, nail or screw into the ceiling, walls or floors of the Facility.  

Performance Information

        Permittee will provide a description of the performance to enable the Auditorium Manager and other City staff to better inform the public about Permittee’s event.  This description should include the length of time for the total performance, acts or sections, plot synopsis, specified musical numbers and length of intermission and when they occur, time of final curtain, special sight line or acoustical variation, etc. or whatever, in Permittee’s judgment, a patron typically wishes to know about an event.  The Program Information Sheet must be filled out in its entirety.  Additional information about the Permittee, the program, etc. must be made available, at the Auditorium Managers request.  

Objectionable Material

        If the event contains any materials that may be viewed by any segment of the community as being morally objectionable or appropriate for adult viewing only, the City reserves the right to require the Permittee to include in all advertising a phrase, acceptable to the City, that alerts the potential ticket buyer to the maturity of the theme or actions.