City Hall Theatre

Download: 

rental-forms-city-hall-theatre-2011.pdf

cityhallseatingchart.pdf

lighting-plan-theatre.pdf

rigging-plan-theatre.pdf

Terms and Conditions

A. RENTAL FEES

1. A non-refundable booking deposit of 50% of total rental is due with the submission of this application.
2. Rental rate for daytime meetings, seminars, slide shows, etc.
1. Half day $500 (up to 4 hours)
2. Registered charity rate $400
3. Full day $800 (between 8am and 5pm)
4. Registered charity rate $500
3. Rental rate for shows, productions etc. = $800 (8am – midnight) Registered charity rate $500
4. Rental rate for rehearsals $100 per hour with a minimum of 2 hours (props/set restricted to behind the curtain, otherwise full day rental fees will be incurred)
5. There is a $200 per day minimum charge whether or not the theatre is used during a booking period.
6. Full payment of rental fees is due prior to the first booking date. Any balance after the event is invoiced at the end of each calendar month.

B. PROCEDURES FOR BOOKING THE THEATRE

1. Upon application, the Event Project Manager will ascertain the availability of the theatre for the requested dates.
2. Assuming the theatre is available for the dates requested; the user must complete this application form, and submit together with the non-refundable booking deposit, to the City of Hamilton at the earliest possible time.
3. No booking will be confirmed until the items in B.2 above has been received by the City of Hamilton. Post-dated cheques will not be accepted.
4. Due to an exceptionally heavy demand for bookings, theatre renters are restricted to booking the City Hall Theatre for a rehearsal period that cannot be longer than the production period, to a maximum of 10 days prior to the actual show dates. Set building in the theatre prior is strictly prohibited.
5. Any organization with an outstanding balance with the City of Hamilton will not be given a confirmed booking in the Theatre until the balance has been paid. Further, any organization that has a booking, but whose account goes into arrears, will have the booking withdrawn. Amounts owing, together with the appropriate deposit, must be paid in full to qualify for a new booking.

C. POSTPONEMENTS, CANCELLATIONS

1. Deposits will be refunded if a theatre booking is cancelled up to 6 months prior to the requested dates.
2. If a decision is made 3 months prior to the scheduled date to postpone a booking, and the booking is re-scheduled within a 6 month period, the deposit may be credited toward the rescheduled booking.

D. WHAT THE CITY OF HAMILTON PROVIDES

1. Lighting Equipment: The theatre is equipped with basic theatre lighting that should be adequate for most shows. The lighting is controlled by a Colortran Encore 48/96 console, with 192 dimmers. Lamps can be obtained from the Corporation technical staff.
2. Audio Equipment: There is a basic audio system including a hearing impaired loop installed into the Theatre for use under the direction of the Theatre Technician. Renters may add to the system or choose to use their own system at their discretion.
3. Technical Staff: The City of Hamilton does not have any contracted technical theatre staff; however we do have a regular theatre technician, John Waddell of Stagedoor Productions that we recommend for audio visual support. He can be contacted at 534-8965 or 293-4146.
4. Dressing Rooms: There are men’s and women’s dressing rooms with toilet and shower facilities available.
5. Box Office: The Box Office may be used by prior arrangement with the Event Project Manager.
6. Mayor’s Box: The Mayor’s Box is for the use of the Mayor, Aldermen, Councillors, City of Hamilton Management and their guests as a priority. Requests for use of the Mayor's Box will only be accepted by the Event Project Manager from theatre renters two weeks prior to the production date. The facility will be secured by on site security and will not be available without advanced booking approval. No food or beverages are provided and the Mayor’s Box must be left in a tidy condition. Regular cleaning will be handled by the City Hall Custodians.
7. Seating and stage plans are available upon request.

E. TERMS AND CONDITIONS OF USE

1. Fire Regulations and Safety Issues:
1. All theater users must familiarize themselves and comply with the attached Fire Safety Procedures. House Managers and Ushers will be expected to act as marshals in case of emergency.
2. The maximum auditorium capacity is 378. If additional seating is brought into the auditorium, the performance will be shut down.
3. At no time can the aisles or exit doors be blocked by chairs, equipment, staging or people.
4. Patrons who bring children – regardless of the age of the child – must purchase a seat for that child, even if the child sits in the lap of the adult. This is to prevent the maximum capacity of the auditorium from being exceeded.
2. Stage Sets
1. No building or painting of stage sets (other than final touch-ups) is permitted in the theatre.
2. Screws, nails, staples, etc., must not be used to secure scenery to the stage floor, stage front, or proscenium arch.
3. The renter will be charged for the cost of any repairs, painting or heavy cleaning after a booking is over.
4. All sets, equipment and costumes (whether rented or owned by the renter) must be removed from the theatre by no later than noon of the day following the final performance.
5. The City of Hamilton reserves the right to dispose of everything left in the theatre by renters after the booking is over.
3. Prohibited Behaviors
   1. No food or beverages may be consumed at any time in the auditorium, on the stage or backstage. This applies to cast, crew and audience members. Absolutely no smoking is permitted anywhere in the City Hall Building, including on the front portico.
4. Security
   1. All doors leading into City Hall are locked after business hours. (Exception: the front door is open when a show is on). The theatre renter is required to hire G.E.T. Security to be on duty whenever the theatre is in use, to facilitate access. During rehearsals or set up access is preferable through the back kitchen door only and only one security guard is required. When the theatre is being used for shows at least two guards are required. CCTV cameras are installed at each entrance/exit but do not cover the car parks.
   2. The door leading from the dressing rooms up to the back car park must be locked from the inside at all times. Failure to keep the door locked may result in unauthorized persons entering the dressing rooms, and possible theft or damage. Cast and crew should enter the theatre through the front door, or the back door leading to the kitchen by prior arrangement.
   3. The City of Hamilton is not responsible for anything that goes missing from the theatre or car park.
   4. There is a room off the kitchen to store bar stock and other items, but it is not a secured room. The City of Hamilton is not responsible for any items brought into the theatre by users.
   5. The Security must remain on duty until the last person is leaving the building and the time sheets have been signed. If the last person to leave fails to notify the security, the renter may be charged an hourly rate until the security has left.
5. Goods and Refreshments
   1. No one is permitted to sell goods other than show memorabilia in the foyer of the City Hall.
   2. Only pre-packaged snacks can be sold in the foyer of City Hall.
   3. Caterers providing food/bar for intermissions and post-show receptions may not set up in the foyer until after 5:00 p.m. weekdays.
   4. Bar operators must display their occasional liquor license.
   5. Caterers and bar operators must take steps to protect the foyer floor, which scratches easily and stains when wet. Ice coolers are NOT permitted to be placed directly onto foyer floor. Plastic must be laid underneath all coolers to prevent water damage.
   6. Permission to use the kitchen adjacent to the theatre must be sought from the Event Project Manager in advance.
   7. The City Hall administration offices will not sign for, or secure any items, e.g. beverages, when they are delivered. If deliveries are made and the renter is not at City Hall to sign for them, the delivery will be refused and the items will be returned. The same is true when these items are collected after the show.
6. Parking
   1. No designated parking bays are provided for theatre users. All persons using the theatre must park in public parking areas and pay the requisite parking fee. Any vehicles that are illegally parked may be ticketed by Traffic Wardens or clamped by car park security.
   2. Trucks delivering sets and other supplies may unload at the scene dock entrance on the northwest corner of the theatre, or in the loading zone by the kitchen door, but must move on immediately after the unloading is completed. Time limit in the loading zone is 15 minutes.

NOTE: There will be times when the City of Hamilton requires the use of the theatre and/or the foyer, regardless of whether it has been rented out for that particular day or evening. This is most likely to happen when there is a City election and for two other City functions in late November and early December. Elections under normal circumstances happen every three years, but bye-elections also take place periodically. The City will do what it can to minimize inconvenience to a renter under these circumstances by giving notice as far in advance as is possible.

ALCOHOL POLICY
CONSUMPTION AND SALE ON CORPORATION PROPERTY

The sale of alcohol is permitted for registered charitable organizations or bona fide sporting or cultural organizations only. A letter from the charitable organization, on their letterhead, signed by a representative from that organization and the person holding the function, must be sent to the Corporation, together with a copy of the occasional liquor license, prior to the event.

Guidelines for Occasional Liquor License:

1. An occasional liquor license is required if admission is charged (even if drinks are free), or if there is a bar charge (even if admission is free).
2. Application must be made to the Liquor Licensing Authority no later than two weeks prior to the event.
3. An occasional liquor license will only be considered for (i) a charitable organization, (ii) a sporting organization, or (iii) a cultural organization.
4. The liquor license application should be submitted by the charitable organization, and the bar should be manned by the charitable organization to which the bar proceeds will be donated.
5. Full proceeds of the bar must go to the charity, or to the sporting or cultural organization that applied for the license.
6. The liquor license applicant and function organizers are responsible for ensuring that no alcoholic beverages are sold, served to, or consumed by minors under the age of 18.

Occasional Liquor License Not Required Under the Following Circumstance:

1. If there is no admission and no bar charge, then occasional liquor license is not required.
2. Examples of such functions are staff parties, private corporate functions, private parties, receptions, etc.
3. The function organizers are responsible for ensuring that no alcoholic beverages are served to, or consumed by minors under the age of 18.