John Paul Theatre
General Information Contract
Addendum to the Facilities Use Agreement
Revised 3/9/2016
Phoenix College John Paul Theatre Operating Policies and Equipment Information
3/9/2016
POLICIES, FACILITIES RENTAL GUIDLINES AND FEES
1: DEFINITIONS
A. Theatre, as used herein, means the John Paul Theatre, and all facilities therein.
B. Coordinator, as used herein, means the Performing Arts Coordinator for the John Paul Theatre,
C. Manager, as used herein, means the Facilities Technical Coordinator or Managers for the John Paul Theatre,
D. Student Workers, as used herein, means any student working as over hire for load in, run crew, board ops, or strike.
E. Contract, as used herein, means the written agreement for the use of the Theatre as issued to an-applicant by the Coordinator,
F. Lessee, as used herein, means any person, firm, association, company, organization, partnership or corporation that applies for
and is granted a contract to use the facilities of the Theatre,
G. Concessions, as used herein, means the sale of all food, beverage, merchandise and convenience items or the renting of items
or equipment in connection with an event at the Theatre.
2: AUTHORITY
A. the Coordinator of the Theatre shall have full responsibility for the establishment of the rental agreement for the Theatre and
shall act for and on behalf of Phoenix College in governing the use of these facilities.
B. the Facilities Manager of the Theatre shall have full responsibility for the operation of the Theatre and shall act for and on
behalf of Phoenix College in management, supervision and control of these facilities.
3: CONTRACTS
A. All contracts shall be in writing and executed for and on behalf of Phoenix College by the Coordinator,
B. A lessee, by entering into a contract, shall thereby waive any claim against and shall indemnify, save and hold harmless, The
Theatre, Phoenlx College and its agents and employees for any damage to the premises, fittings, equipment and furnishings of
the facilities, during the time the premises are used or occupied under said contract, and against claims of any and all persons
for injury to persons or damage to property occasioned by or in connection with the use of the Theatre by the lessee, except
for injury or damage caused by the willful misconduct or failure to exercise responsible care in the performance of duties by
the Theatre, its agents or employees.
C. The lessee may be required to furnish in writing ten (10) days before an event, any information requested by the Coordinator
to determine arrangements, special services, labor and equipment necessary to the staging and proper management of the
event, Failure to provide such information may result in additiona1 charges; as incurred by the Theatre.
4: GENERAL RENTAL POLOCIES
A. All rental fees, Facilities Manager fees and student over hire fees shall be paid in full on the Monday following the weeks run.
Load in will be paid long with the first weeks run on the Monday following the first weeks run. All fees are to be given
directly to the Coordinator or Facilities Manager. Checks should be written out to Phoenix College.
B. The rental includes; The Lobby, The Theatre, Control Room, Men's and Women's Dressing Rooms. Rental may not include
Greenroom (T-101) for that facility is used as a classroom space and can not be interrupted.
C. The rental does not include use of Scene shop and Costume shop nor any tools and equipment within both shops.
*The theatre will not supply set pieces, hardware, lumber, tools, and paint or painting supplies. All Items must be furnished by
lessee.
D. Custodial services include cleaning of Lobby and restrooms, as well as restocking the bathrooms. The Dressing Rooms and
Control Room are not considered a part of the Custodians clean up area. To that end, there is to be no food or drinks allowed
in the Dressing Rooms and Control Room. If you make a mess you will be expected to clean it up. A fee of $125 per day will
be assessed if the facility is not kept clean
E. The Dressing rooms are also used as classrooms during the day. To that end, it is expected that the Leesee will take on the
responsibility of making sure that no property (whether personal or related to the show), or other items are left behind or
unsecured after every performance.
5: RENTAL FEES
Contact Gary Imel at 602-285-7301 or gary.imel@pcmail.maricopa.edu for further information.
6: RENTAL CONDITIONS
A. Rental of Theatre includes Stage, Dressing Rooms, Lobby, Box Office, and Control Room. Rental of Theatre does not
include Scene shop, Costume Shop and equipment therein.
*The theatre will not supply set pieces, hardware, lumber, tools, and paint or painting supplies. All Items must be furnished by
lessee.
B. For load in and strike conditions, the Theatre can be used from 9:00 am to 10:00 pm. Times need to be arranged between the
Facility Manager, Coordinator and Lessee. The Theatre is not generally staffed on a regular basis. Theatre will only be
opened during the times that have been approved by the Facility Manager.
C. For rehearsal conditions the Theatre can be used between the hours of 5:00 pm to 11:00 pm. These times also must be
coordinated between the Facility Manager, Coordinator, and Lessee.
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D. For performance conditions the Theatre will open two hours prior to curtain and will remain open until the end of the show.
These times must be pre arranged between the Facility Manager, Coordinator, and Lessee,
E. District policy prohibits anyone being in the Theatre after 11:30 pm. Everyone must be out of the building by this time.
F. All set pieces and props must be completed and 99% of it must be painted prior to load in. There will be an additional $200
dollar fee for any violation. Violations will include, but are not limited to, physical damage or paint on curtains, stage floor,
walls surrounding the stage, scene shop, etc.
7: GENERAL TECHNICAL POLICIES AND CONDITIONS
A. All performers and technical crew must enter the Theatre through the Stage Door on the North East corner of the building; all
other doors will remain locked throughout the Performance. Anyone who does not have a specific job or responsibility during
the performance will not be allowed in any area of the Theatre other than the Lobby and House Seating areas.
B. Lessee will be required to schedule a technical production meeting with the Facility Manager and Coordinator to determine
the production requirements for the scheduled event. At this meeting the lessee should be prepared to discuss equipment
needs, times for Load-in. Rehearsals, Technical Setup and Strike of the production. The production meeting should take place
at least 2 weeks prior to the load in.
C. Lessee must provide its own backstage operating crews, in some cases; Student workers may be available at a rate of $7.50 per
hour. This is subject to availability of students, and time constraints of their classes. Advanced notice 30 days prior to event
should be given for the use of students.
D: For protection of Phoenix College property Theatre equipment and the safety of everyone occupying the facility, the theatre
through its Coordinator and Facility Manager, reserves the right to request the removal of any member of Lessee's crew
whose conduct or procedures may be considered harmful to the equipment or hazardous to the safety of any person within the
facility.
E. Smoking is prohibited by law anywhere within the theater. Smoking must be done outside the Theatre and at least twenty feet
away from any entrance. The use of alcohol by law is prohibited on Campus. Any alcohol bottles used during shows must be
emptied of alcoholic contents prior to entering the Theatre and may be filled with non alcoholic substances. The use of
illegal drugs is prohibited at all times. Violators will be reported to appropriate authorities,
F. Gas, flammable liquids or any open flames are strictly prohibited in the Theatre. All scenery must be flame treated prior to
entering Theatre. Open flames matches, candles, and cigarettes are not allowed to be used on stage. Pyrotechnics may be
used only with prior approval of the Coordinator.
8: ELECTRICS
A. Upon loading into the theatre all Lessees will find lighting equipment hung and circuited according to our last production.
Lights may be moved and refocused by the Leesee to accommodate their incoming show. The lights do not need to be
returned to the prior condition during strike.
B. The board may be reconfigured but does not have to be restored.
C. Gel frames will be provided for all instruments. Small inventory of pattern holders are available for use.
*Gel, Patterns, Gaffers Tape, Spike Tape, glow tape, and Masking Tape must be supplied by Lessee. The Theatre will not supply
these items.
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9: RIGGING
A. Any use of the fly system must be pre-approved by the Facility Manager or the Coordinator. Fly system must be handled by
a competent knowledgeable technician.
B. There are three borders and one black Scrim available for masking. Prior approval for the use of the soft goods must be given
prior to load in by the Facility Manager or The Coordinator.
C. Hanging of any set pieces from catwalks as well as Fly System must be approved by the Facility Manager or Coordinator.
D. the Theatre is equipped with a hard plaster cyclorama wall which can be used for color wash.
10: REVOLVE
A. The Theatre is equipped with a thirty foot turntable that may be used with prior approval from the Facility Manager and
Coordinator.
B. A Qualified and competent technician must be provided by the Lessee to operate.
C. Training will be handled by the Facility Manager.
11: SOUND SYSTEM
A. The Theatre will provide a production intercom system for communications between backstage and control room during the
performances. The Lessee should provide the intercom needs to the Facility Manager prior to tech. For Security reasons all
intercom equipment must be locked up at the end of every rehearsal and performance in the appropriate storage place
designated by the Facility Manager.
B. Show program feed will be provided by the Theatre to all backstage areas including Dressing Rooms and hallway as well as
Lobby. This system will be independent of the Main stage sound system and will be turned on and off by the Facility
Manager.
C. the House Sound console may not be removed from the control room. Any changes made to the House Sound system must be
approved by the Facility Manager, and must be returned to original condition during strike.
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12: BOX OFFICE and LOBBY
A. the Lessee must provide its own box office staff ushers and House Manager.
B. the Box Office will be unlocked thirty minutes prior to house open by the Facility Manager.
C. the Lobby will remain locked until the House Manager or Stage Manager has given approval for the Facility Manager to open.
D. A high volume of calls come into the school for information on times, dates, and tickets for outside events. Phone numbers
must be provided to the Facility Manager and the Coordinator by the Lessee for the purpose of directing the callers for the
correct information.
13: INSURANCE
A. The lessee must furnish evidence of public liability insurance. Lessee shall procure said insurance which limit shall not be
less than $1,000,000 for death or bodily injury to one or more persons and damage to or loss of property in one occurrence.
The insurance policy must remain in force during term of occupancy and be obtained from a reliable insurance company
licensed to transact business in the State of Arizona. A certificate of insurance or copy of the policy shall be filed in the office
of the Coordinator at least one month prior to the event.
B. The lessee shall assume responsibility for procuring any policies of public liability and property damage which, in the
judgment of the lessee, are desired for protection of its own interest during occupancy of the Theatre.
14: DAMAGE TO FACILITY AND EQUIPMENT
A. All parties using the Theatre shall be responsible for the payment of any and all damage to the building, furnishings, fixtures
and equipment, sustained from such use, whether caused by the lessee or his patrons, ordinary wear and tear excepted.
B. No decorative or other materials shall be attached to any part of the building so as to damage the building. All decorative or
other materials including stage settings or drapes shall be of a non-combustible type or be suitably treated with a flame
retardant. The use of fireworks, explosives or any open flame is strictly prohibited on campus.
15: SAFETY
A. It is the responsibility of lessee to familiarize themselves with the safety procedures and regulations governing all parts of the
Theatre facility. Lessees shall instruct their agents and employees in the building evacuation plan in the event of fire or other
disaster and formulate a specific plan to evacuate any disabled person among them.
B. the Theatre shall retain the right to interrupt any performance in the interest of public safety, and to cause the termination of
such performance when, in the judgment of the Coordinator or Facility Manager, such act is necessary in the interest of
public safety.
16: CONTROL OF PREMISES
A. the Theatre facilities shall at all times is under the control of the Facility Manager. Any questions, problems, or needs shall be
presented to the Facility Manager.
B. Any changes to the building and or equipment by Lessee must have prior approval from the Facility Manager
17: ABANDONMENT OF EQUIPMENT
Any equipment or effects of the Lessee remaining past the expiration of the lease period may be deemed abandoned and disposed
of by the Facility Manager.
18: LIABILITY FOR LESEE'S PROPERTY
A. Phoenix College, the Theatre and its officials, agents or employees, shall not be liable for any loss, damage or injury to
properties of any kind that are shipped to or otherwise stored in or on the premises.
B. Phoenix College, the Theatre and its officials, agents or employees, shall not be responsible for receiving properties unless the
Lessee has made proper arrangements for receiving handling and storing such materials.
19: LOST OR MISPLACED ARTICLES
A. the Theatre shall have the sole right to collect and have the custody of articles left on the premises by lessee's patrons and
invitees, and to provide for the disposition thereof. Such articles shall be kept on the premises for one month and then
disposed of as the Coordinator deems advisable.
B. the Theatre assumes no responsibility for losses suffered by the lessee, his agent’s patrons or employees which are occasioned
by theft or disappearance of equipment, articles, or other personal property.
20: OBSERVANCE OF LAW
All Leeses of the facility shall comply with all laws of the United States and the State of Arizona and with all ordinances of the
City of Phoenix and policies and regulations of Phoenix College and the Theatre. Violations by the lessee may result in
cancellation of the contract and discontinuance of use of the Theatre facilities unless satisfactory compliance is assured.
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21: COPYRIGHT INFRINGEMENT
Lessee must accept all responsibility for and absolve the Theatre from any liability or expense arising out of the use of any
composition, work or material covered by copyright.
22: PARKING
A. There are two Parking Lots for Lessee and its Patrons. One is on the Northeast corner of Campus off of Flower Street and
11th Avenue. The other is on the corner of 15th Avenue and Thomas. Parking is permitted in these two lots only. The
spaces with the yellow lines are for employees of Phoenix College. Lessee shall take on the responsibility of informing
patrons, agents and employees to park in designated stalls with white lines. Parking in the Lots is free.
B. There is a loading dock at the Theatre with an entrance off of 11th avenue. The drive is between the Music building and the
Dalby building (a tall classroom building). This drive goes up to the Theatre shop entrance. Only vehicles necessary for the
unloading and loading of materials will be allowed in this area. You must unload vehicle then move it to lot. Only one
vehicle may unload at a time. This drive is actually a walkway as well as the Fire Lane. There are to be no vehicles allowed
in this area during performances or at any such time that the house is occupied. Phoenix College reserves the right to ticket
any such vehicles parked in the dock or obstructing any path in that area.
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