Rental Policies

These policies are part of your Rental Agreement. They are necessary for the safety of all persons in the theatre and for the protection of the building and its facilities.

Please read all policies carefully and contact theatre management immediately to discuss any questions or concerns.

Renters Must Agree To And Adhere To The Following:

1. The Liberty Theatre is in the process of being innovated. Some facilities are incomplete. Some are very old and fragile. All areas and facilities not included in rental are off-limits and may not be entered or used.

2. Rental Agreements are between Liberty Restoration, Inc. and Renter. Renter is responsible for enforcement of these policies and for actions of all persons associated with Renter's use of the theater (performers, presenters, support crew, volunteers, guests, etc.).

3. NO FOOD, CANDY, OR BEVERAGE IS ALLOWED ON THE STAGE OR IN THE AUDITORIUM AT ANY TIME. Except for bottled water for performers on stage, all food and beverage items are restricted to the lobby, green room, and dressing room areas.

4. THERE IS NO SMOKING PERMITTED ANYWHERE IN THE BUILDING AT ANY TIME. The theatre has a very sensitive smoke and fire detection system which can not be turned off. HAZERS and SMOKE GENERATORS are NOT PERMITTED. Any requirement for OPEN FLAME (candles, special effects, etc.) MUST be pre-approved in writing by theatre staff.

5. Fresh flower petals will stain carpets when walked on and must not be used in carpeted areas (e.g. sprinkled in aisles for weddings).

6. The use of confetti or glitter greatly increases the cost and difficulty of cleaning and both are strongly discouraged. If used, Renter must pay all additional cleanup costs, including any extra time required in the building for Renter to do their own cleaning.

7. Performers/Renters should enter the theatre through the STAGE DOOR at 1250 Duane St. The Commercial St. doors are kept locked until time to admit the audience unless Renter obtains theatre approval in advance and arranges for additional personnel to continuously monitor doors.

8. The Liberty Theatre does not have facilities for scenery construction, yet. Ready-made scenery can be assembled on the stage but construction work which generates sawdust is not permitted in the theatre due to fire hazards and excessive cleaning costs. Time required for assembling scenery and other setup is charged at the same hourly rates as other occupancy.

9. Approval must be obtained from theatre management before attaching any item to any theatre surface. STAPLES and NAILS may NEVER be used for attachment to any theatre surface.

10. A single, lightweight backdrop (maximum weight 70 lbs) may be hung evenly distributed on a pipe near the rear of the stage. For safety and insurance requirements, theatre staff must be involved in rigging and flying any items on the stage.

11. Without specific approval by theatre management, Renter may not operate, rearrange, relocate, or tamper with any theater technical equipment including lighting, sound, curtain and rigging systems. Misuse of equipment can create serious risks to the safety of personnel and cause expensive damage. Operation or changes must be performed only by authorized personnel.

12. During setup and rehearsals, only those persons involved with and necessary to the function are permitted in the theatre - no guests and no public access.

13. Samples of event programs and other materials to be distributed to the audience must be provided to theatre management at least 48 hours prior to the event to assure that both the theatre and Renter are operating with the same understanding of the event and related activities.

14. During standard rental hours, one theatre staff member is available to operate stage lighting and basic sound equipment (e.g., one or two microphones) from the light booth at the rear of the balcony OR they can assist backstage OR with lobby activities, but that one person can not serve in multiple functions. When audiences are present, additional theatre staff are on duty to assure the safety of the building and occupants, but not to sell merchandise nor to serve as stage crew, furniture movers, decorators, etc.

15. Renters must provide their own staff and provide their own cash for making change for selling any merchandise. The Liberty Theatre will not provide personnel for this task.

16. Additional personnel will be required for complex or additional lighting, sound, or other technical requirements, stage crew, ushers, etc. Arrangements must be made thirty days in advance if the theatre is to provide additional personnel and additional charges will apply.

17. Renter should provide and designate one person to serve as Stage Manager, whose responsibilities will include interfacing with performers, controlling stage activities before and during the program, and communicating from backstage to the light booth so that the program can begin on time and run smoothly.

18. If performers or presenters have provided Renter with a Technical Rider or other description of their needs, please provide a copy as soon as possible and no more than thirty days prior to rental to assure that those needs can be met.

19. Information regarding renter's event can be displayed on the theatre's electronic reader board. Theatre management will determine display information, subject to technical and other limitations. Posters may be submitted to management for display in theatre windows. Banners, posters, flyers, etc. may not be attached to the outside of the building.

20. The theatre will not display or provide information regarding rental events until all required rental payments have been received (at least thirty days prior to rental date).

21. At present, there is no separation of sound and light between the lobby and the theatre auditorium. After discussion with Renter and performers, the Liberty's House Manager will determine when to unlock the main doors and admit audience members to the lobby and will further determine when the audience may be admitted into the auditorium. Audience members may not be seated until the house lights are turned on and the House Manager instructs ushers to allow seating.

22. All events at the Liberty Theatre reflect on the theatre's reputation and affect future attendance. The Liberty respects its audiences by presenting programs of high quality which start at the advertised time and asks Renters to support that policy. Starting time should not be delayed simply because 'more people might be coming' (late) or because of late rehearsals.

23. All ticketing MUST be processed using the Liberty Theater Box Office. All VIP seating or seats reserved for sponsors, special guests, etc. must be arranged in advance with theatre management.

24. The Liberty Theatre has a total of 667 seats (main floor and balcony combined). Additional locations in the balcony (4) and on the main floor (4) are designated for wheelchairs. When not needed for technical functions, a space in front of the light booth in the balcony can accommodate an additional 8 portable chairs. Standing room for up to 36 persons is available behind the last row of seats on the main floor.

25. Renter must accommodate all wheelchair requirements in designated wheelchair locations and may not exceed the maximum auditorium seating capacity of 675 plus 36 standing. Theatre staff and Renter personnel necessary for safety, services, and audience assistance are additional but may not be added to capacities inside the auditorium. Portable chairs, wheelchair, strollers, etc. may not be placed in any doorway. Note that seating capacity may be reduced by technical and production requirements for events. Be sure to discuss your needs with theatre staff well in advance.

26. BOX SEATS - SPECIAL REQUIREMENTS At all public events at the Liberty Theatre, seating preference is given to those major donors who contributed box seats. Donor agreements provide that those box seat 'owners' will be given first choice to reserve their particular seats when they purchase tickets for events. Liberty Box Office will facilitate communication with Box Seat holders for ticket sales to all ticketed events.

27. If Renter has people who wish to volunteer at their event those persons MUST attend a short fire and safety training session conducted by the Liberty House Manager and will be supervised by the House Manager. Please discuss these arrangements 30 days in advance with theatre management.

28. During intermissions at public performances, refreshment service is typically provided by the Liberty Theatre Guild to raise funds for theatre improvements. Do not plan any food or beverage service of your own before making specific arrangements with theatre staff. You must do so at least thirty days prior to the event.

29. If, with theater management approval Renter provides refreshment service, Renter must also provide a minimum of seven additional ushers and assure that no food or beverage is allowed into the auditorium at any time. Renter will also be responsible for complete cleanup of refreshment areas, including counters, coffee makers and pots, dishes, etc. Renter must pay for any additional cleanup required. See #27

30. Any sale of alcoholic beverages must be provided by licensed servers and only in the Lower Lobby (basement) or in the McTavish Room. Alcohol may NOT be sold in the main floor lobby.

31. All sales of merchandise, all lobby displays, and all outside vendors or presenters must be identified by Renter and approved by theatre management at least 48 hours in advance. In order to maintain safety requirements, no more than three tables may be setup in the main lobby. This includes all tables for tickets, refreshments, merchandise, auction items, displays, etc. All vendor, sponsor, and display items must be pre-approved by the Liberty Theatre. These should be set up before the doors are unlocked but not more than 90 minutes prior to the scheduled start time of the event.

32. All food and beverage items and other trash must be placed in provided containers. Trash (theater area) which exceeds container capacity must be removed from the building by Renter. McTavish Room trash must be removed completely.

33. Immediately following the event, Renter must clean up and remove all materials which were brought into the building, including decorations, furniture, scenery, props, posters, programs, etc. All trash must be placed in provided containers or removed from the building by Renter. Additional charges apply for storing Renter's materials before or after rental period and for reopening the building at a later time or date to clean up or to remove materials.

34. All additional occupancy, personnel, and services not prepaid will be invoiced following rental. Renter agrees to pay charges within 30 days of invoice.

35. Rental of the Liberty Theatre includes Renter's agreement to these RENTAL POLICIES, which are subject to change, without notice.

Alcohol Use And Sale On The Premises

The renter or their caterer must provide a copy of all applicable OLCC approved permits and licenses. Any pertinent licenses or permits must be posted in designated places in the Liberty Theater Complex at all events where alcohol is served.

Anyone serving alcohol must have liquor liability insurance, minimum of $300,000 with Liberty Restoration Inc. and Liberty Theater listed as additional insured. A copy of the policy showing Liberty Restoration Inc. and Liberty Theater as an additional insured shall be given to the Liberty Business Office 10 days prior to event. This includes events where alcohol is sold or served to guests.

If there are more than 75 people attending the event, then 2 people per every 75 attendees must be assigned to monitor that alcohol usage is meeting all applicable laws. The names of these persons shall be provided below.

• In Addition:
• • Anyone serving alcohol must have a valid serving permit.
• • Licensed/insured caterers must be used anytime a full bar is planned.
• • Liquor license laws do not allow alcohol to be stored on Liberty Theater Complex premises.
• • No open containers of alcohol shall be removed from the Liberty Theater Complex.
• • No person serving alcohol may consume alcohol on the premises for the duration of the contract/rental agreement.
• • No "kegs" are permitted anywhere in the Liberty Theater Complex.

When the event is finished, all alcoholic beverages must be removed from the Liberty Theater Complex in closed containers, such as cardboard boxes or bags.