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Step 1
Define the specific purpose for which the space will be used. Examples would include performing arts productions such as theatre, dance and music concerts, awards ceremonies, lectures, seminars, workshops, receptions and school graduations.
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Step 2
Identify the dates and times the space will be needed for the event. In addition to the actual performance dates, you'll need to include all the dates required for rehearsals, as well as time frames needed to set up before each show and break everything down after each show.
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Step 3
Address in writing whether materials associated with the production (i.e., sets, costumes, props) will be stored on the premises or whether you will need to remove them between shows to accommodate other users. If they are going to be stored at the facility, identify in writing whether there are extra charges for this service or if it is included in the basic rental fee.
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Step 4
Identify all costs associated with the rental of the facility. These would include the space itself, utilities, insurance, damage deposits and security fees. If the facility has its own union, you'll need to factor in payroll costs to utilize the members' services during the production. In addition, the theatrical contract needs to specify whether the owner of the facility will receive a percentage of ticket sales or a flat rate regardless of box office totals. Due dates for all financial transactions need to be delineated in the contract, as well as remedies for breach of contract by either party.
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Step 5
Provide a list of names in the rental agreement of those individuals who will have access to the facility during the run of the event, as well as those who are authorized to make decisions regarding any disputes involving the use of the space or interface with facility staff.
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Step 6
Include complete contact information for both parties in the theatrical contract. Upon signing of the contract, both sides should be provided a copy for their files.
