CAC Theater Guidelines & Procedures
CAC Theater Guidelines & Procedures
In its years of service to Rockland, the College’s Cultural Arts Center Theater has served as a focus for cultural and social events of interest to the students and public we benefit. As use of the facilities has expanded, many competing demands for scheduling and staff support have emerged. It is therefore necessary for the College to institute the following Cultural Arts Theater guidelines and procedures to ensure that we continue to maintain the highest level of service to all constituencies who are eligible to utilize this facility.
All requests for use of the Cultural Arts Theater shall include, but not be limited to, the following information:
1) A written request with a description of the organization (e-mail preferred to email@example.com).
2) The purpose and nature of the event.
3) Estimated total theater time required (including technical set up, restoration and rehearsal time). This will be finalized following a meeting with the Production Manager/Supervisor. Pre-event and post-event meetings with the supervisor and production manager are mandatory and hours are billed to the renter.
4) A complete list of technical crew or other support requirements to stage the event. This information will permit us to assist applicants in estimating the feasibility and costs of staging the event in our facility, and to determine an appropriate scheduling priority.
5) A complete press release detailing your event to be posted on the college’s website (with approval by Campus Communications).
6) A $400.00 non-refundable deposit is required with the signing of the contract and before any reservation can be completed. The remainder of the total rent is due upon arrival of the first day of use.
7) The entire rental fee for the length of the reservation is due prior to arrival on the first day of use. This is mandatory and payment must be made before use of the theatre can be allowed. Admittance to the theatre will be denied if payment for remainder of the rental fee is not received prior to client’s arrival the first contracted day of use. (See Schedule of Fees)
8) Proof of insurance (See Insurance Requirements).
Rockland Community College reserves the right to deny applications or cancel reservations for theater use where it is determined that the requirements exceed the technical or space capabilities of the facility. Applications may also be denied or reservation canceled should the College determine the event poses an unacceptable security risk. It shall be the responsibility of the producers of an event to consult with the theater director to determine feasibility. Procurement of and costs for any equipment or supplies not within the theater inventory shall be the sole responsibility of the producers of the event.
Please note that theater availability will be scheduled in the following order of priority:
RCC academic classes and programs, College organizations or other sponsored events.
a. College departments and student activities are required to request dates for use of the theater in the next school year prior to commencement of the prior year (no later than June 30). Community organizations are permitted to schedule events on July 1, and continuing availability cannot be guaranteed.
2. Rockland County not-for-profit [501(c)(3)] arts organizations and County of Rockland-sponsored official events.
3. Rockland County public educational institutions
4. Rockland County-based private or commercial institutions
5. Other interested parties.
Applications and Approvals: The College requires that applications be submitted at least five weeks prior to events and strongly recommends submitting them before September 1 to allow us to best accommodate your needs. All applications from non-college entities will need to be approved by the Director of the Theater and the Associate Vice President of Academic and Community Partnerships.
Minimal Number of Attendees: Any event that does not expect a minimum of 100 attendees may be rescheduled or relocated to a more appropriate site within the College at the discretion of the Theater Director.
Orchestra Pit Use: Requests, which include the use of the orchestra pit, require that applicants add two additional days (a day before and after your event) to open and close the pit. Additional rental fees and personnel costs will be required.
Staging Personnel Requirements: Technical and crew requirements should be determined in consultation with the production manager/supervisor at least 30 days before the event.
Security: Any organization having concerns about event security, are planning to hire security personnel, or intend to contact law enforcement agencies must contact the College’s Director of Security, William Murphy, at 845-574-4362 and coordinate those arrangements through him.
Supervisor: The responsibilities of this individual are limited to supervision of the theater staff and to ensure compliance of all theater and College guidelines. This position is mandatory and must be included in the labor rate for any renter. The supervisor’s fee is different than that of the theater crew. Pre-event and post-event meetings with the supervisor are mandatory and hours are billed to the renter.
House Manager: The responsibilities of the house manager are limited to managing the audience and personnel in the house and ensuring that all attendees of an event comply with theater and College guidelines. This position is mandatory during events and whenever renters have personnel in the house.
Designers: Theater technicians who operate the sound and lighting are not hired as designers. If any organization wishes to use one of our staff as lighting or sound designers, they must be hired separately. If any renter has their own designers, they must consult with the theater technicians in order to have the requested design implements in place, in terms of lighting and sound, before the date of the event.
Capacity: The maximum capacity of the Cultural Arts Theater is 500 people. Audiences will not be allowed to exceed this number under any circumstances.
- Green room: The capacity of the green room (dressing and rest rooms) is 49 people. If any renter’s needs exceed that number, they must contact Dennis Callinan to request rental of the cafeteria at 845-574-4481. If that space is unavailable, any application for use of the theater will be denied.
- Stage: The capacity of the stage varies depending on the stage plot/layout of set pieces or other obstructions (chairs, etc.). However, no more than 200 people will be allowed on the bare stage at any time. The production manager/supervisor will explain the tiered capacity policy during the initial production meeting.
- Backstage: The capacity of the backstage area is 50 people. At no time will any renter be allowed to exceed this number.
Any renter who exceeds the maximum capacity of the stage/backstage/green room will not be permitted to use the space. Attempts to circumvent this policy will result in the event being shut down and public safety alerted.
Equipment and Consumables: Renters shall be charged for use of any of the theater’s equipment and consumables (such as gaffer’s tape, batteries, etc.). A list and cost of consumables will be included with the application packet sent from the director.
The theater director’s decision shall be final concerning matters pertaining to the appropriate use of the theater including, but not limited to, use of equipment, safety-related issues, schedule for opening the theater to the public and seating procedures.
No organization will be allowed to reserve dates in the space if any outstanding fees/payments exist. Furthermore, if any organization does not pay its bill in a timely manner, the director has the right to deny future use of the facility.
$1,600 per day
$1,200 per half-day
Rockland County Non-profit organizations receive 25% reduced rate on the above stated fees.
- One-day rental is defined as any continuous 12-hour period between 8 am and 11 pm. Any time over 12 hours or outside that time frame will be billed at the rate of $100 per hour or any portion of an hour.
- Half/day rental is defined as any continuous period of six hours or less between 8 am and 11 pm. Any time over six hours will be billed as a full day rental. Splitting the day (for billing purposes) is not permitted. For billing purposes, the renter shall be considered in possession of the theater from the time crew call/load-in commences through completion of load-out/crew exit.
A $400.00 non-refundable deposit of the total requested rental fee is required with the signing of the contract and before any reservation can be completed. The remainder of the total rent is due prior to arrival of the first day of use.
Additional Costs for Non-Profits Receiving a Waiver of the Rental Fee
Any non-profit organization based in Rockland County may apply for a waiver of rental fees. However, if granted, the waiver will be limited to a maximum of one use per academic year. Any Rockland County NPO whose needs exceed one use per year will be subject to the standard rental fees minus 25%. All equipment costs as well as any additional fees still apply. If a non-profit organization wishes to rent the theatre for more than one day at a time, the lesser of the time used will be waived. (i.e. - If one half day is used followed by one or more full days, only the half day is waived after successful application request to the Director.)
Rockland County non-profit organizations will receive a 10% reduction of fees for all labor costs.
All applicants (except official County of Rockland agencies) must produce an insurance certificate issued specifically to Rockland Community College and the County of Rockland as co-insured, in the following minimum amounts:
Property damage, $50,000
Damage and/or Debris
During the pre-event meeting, the renter shall walk through the space with the supervisor and conduct a visual appraisal of the facility. The renter shall also walk through the facility following their rental period. If anything in the theater or green room areas is not as it was during the pre-event walk through, the renter shall be liable for any damage to the facility or its equipment. If there is excess debris, the renter shall also be liable for custodial fees associated with the clean-up of the facility. The custodial fee is $150. However, excessive debris and damage made by any organization will result in additional fees/charges. Those charges will be reflected on the final bill or following a quote from the agency consulted to conduct repairs or maintenance.
Use of Piano
A charge of $250 will be billed for the use of the concert grand piano and $225 for use of the upright piano per performance. No charge will be made for the use of pianos during rehearsals. The College-approved technician must perform piano tuning. Renters are responsible for all charges for tuning (at the time of this writing, $150 per tuning).
Consumable Supplies & Special Equipment
Renters will be charged for use of special equipment (such as the projector, stage and spot lighting, sound equipment, etc.) or consumable supplies (such as gaffer’s tape and batteries, etc.) A list with prices is included in your packet along with your contract.
Use of Orchestra Pit
The additional cost for use of the orchestra pit is estimated at 4 crew for 6 hours (total – opening and closing of pit) for a total of 24 man-hours at current rate of $30 per hour, or a total of $720. This is in addition to any other crew requirements, and the time required for this operation will be considered as rental time.
Technical Personnel Schedule of Fees
When the number of technical staff required to stage your event is determined, renters will incur the following charges per-person hired:
$30 per hour (base rate)
$45 per hour (premium rate)
$35 per hour (base rate)
$52 per hour (premium rate)
“Premium rate” is charged for any time before 7:30 am or after 11 pm and for all hours exceeding 10 hours in a day.
For billing purposes, the renter shall be charged for the employment of technical personnel from the time preparation for your event commences through completion of “load-out.” (Not including meal breaks as required by NY State labor laws).
Pre-event and post-event meetings with the supervisor are mandatory and hours are billed to the renter.
“Load-out” includes the man-hours required to restore the theater to its condition before load-in such as restoring our basic light plot or replacing the orchestra pit cover.
There can be no splitting of work time in a given day (other than allowing for meal breaks). The College complies with all NY State labor laws – as such, renters need to make provision in their schedules for required meals and breaks. These breaks must be discussed well in advance with the production manager. Failure to do so will force us to insert these breaks at our discretion.
The final bill, including any additional rental fees (overtime penalties), labor, equipment fees and consumables will be forwarded to the renter following the end of the rental period.
Final amounts for rent, labor, consumables and related equipment fees will be combined and must be made by credit card or check made out to “Rockland Community College Association.”
All payments must be submitted to the theater director within seven business days following the use of the theater and receipt of final invoice via e-mail.
Failure to submit final payment within the specified time frame will result in the organization’s disallowance of use of the theatre in the future.
If the renter does not supply adequate supervision of the audience at the entrances to and inside the theater, personnel will be called on from Campus Security to assist in this capacity. This will be done at the discretion of the Theater Director and Public Safety and the cost of the security personnel required would be billed to the renter in addition to all other rental fees. Currently the cost of a security aid is $45 per hour with a three-hour minimum. This includes all large groups and is to ensure safety when in the Cultural Arts Theater or its extended spaces, such as the green room.
Theater Use Regulations
The following list of regulations has been deemed necessary to ensure the personal safety of the public and the preservation of the theater facility for future users. Deviation from these regulations may result in the cancellation of an event and/or denial of subsequent applications for theater use.
- All hanging and running crew must be selected and approved by the theater director. This includes any personnel to operate the “fly” system, lighting or soundboards.
- No lighting instrument may be hung over the “house” or the stage without a safety cable.
- The theater director reserves the right to prohibit the use of any rigging, set piece or device that is deemed unsafe or has the potential to do damage to the facilities.
- The use of pyrotechnics or anything containing a flame such as candles or lamps is prohibited. Special consideration may be made if the company has personnel licensed to handle such devices, but only after approval by the theater management and the College’s safety officer.
- The theater does not permit the use of tripods or wires in the “house.” If you have contracted someone to officially video or film your event, you must let the theater director or supervisor know and have those individuals contact us well enough in advance to make special arrangements. Regardless of advance scheduling, if the video or film crew does not arrive in time to be completely set up before opening the doors to the public, they will not be permitted to set up their equipment. Only one official videographer will be allowed, and their space will be limited. You must contact us for details!
- The theater’s concert grand piano may not be altered in any way from its originally designed purpose (No “prepared” piano is permitted). Placing of food, drinks or other objects on the instrument is prohibited.
- No sets or props may be brought to the theater or stored within the facility prior to the scheduled dates of an event except by special arrangement with the theater director.
- All sets and props must be removed immediately following an event except by special arrangement with the theater director. Disposal of materials and any associated cartage is the responsibility of the renter. Use of the College’s dumpsters is prohibited.
- RCC prohibits the possession or use of alcohol on its campus. No alcoholic beverages may be served in any campus facility. This policy is in force for any public receptions or backstage events.
- Rockland prohibits the possession of firearms or ammunition on campus (even if properly licensed) except by peace officers. No firearm, intended for use as a stage prop, may be brought onto the campus unless it has been previously modified to prevent the passage of a projectile through the barrel.
- An adequate number of ushers must be provided to aid in seating the audience, and to assure compliance with all “house” guidelines. A responsible adult must be designated to act as “head usher.” The head usher will coordinate with our house manager and should be completely familiar with this document and empowered to enforce applicable portions of it. Ushers must remain on station throughout entire event, including intermission and the departure of the public.
- The “house” may not be opened to the public until clearance is received from the theater director or supervisor and the stage manager.
- No individual is permitted in the audience area when work is being done on the catwalks located over the “house.”
- All children, whether onstage or in the house, must be supervised by an adult. The theater contains many objects that may pose a hazard if caution is not exercised. The College must take prudent actions to limit its liability and expects cooperation by all concerned to ensure that events in the theater remain safe and entertaining.
- All aisles and stairways must be kept clear at all times. Seating in aisles and the placing of objects on stairs is prohibited. Strollers are not permitted in the theater.
- No additional chairs may be brought into the theater for overflow seating (the seating capacity of the theater is 500 and may not be expanded). Wheelchairs are permitted in the theater. If you anticipate wheelchairs please discuss appropriate areas for placement with the theater director or supervisor.
- No audience members are permitted on stage. The stage and the backstage area are strictly reserved for cast and crew. It is advisable to station ushers at the entrances to the stage during intermissions and at end of the program to prevent people from crossing the stage or entering the backstage hallway.
- Food and drink are prohibited in the theater.
- All theater users are responsible for cleaning the “house,” green room and dressing rooms following each event. (If using the theater over several days, clean-up is required each day. Review liability issues above in the insurance section.)
Security: Any organization having concerns about event security, are planning to hire security personnel, or intend to contact law enforcement agencies must contact the College’s director of security, William Murphy, at 845-574-4362 and coordinate those arrangements through him.
Smoke-free Campus: Smoking is prohibited in all buildings and grounds at RCC, including the Cultural Arts Theater.
If you have any questions concerning any of these requirements, or about your event, please contact:
Director, Cultural Arts Center Theater
Rockland Community College
145 College Rd.
Suffern, NY 10901