To ensure the success of your event, please complete this form to the fullest extent possible. If additions, deletions, or changes become necessary, please immediately contact the Hamilton Fine Arts Center Coordinator to convey your adjustments.
Charges will be assessed for services according to the rates set by the Hamilton Fine Arts Center
A House Manager is provided to assist with the safety and security of the building and your guests. These fees are included with the rental of the building. Further house support will be discussed prior to your event or determined by the Policies and Procedures. Please see the Hamilton Fine Arts Center Fee Schedule for rate information.
The renter is responsible for all set-up, and complete clean-up of this area (including wiping down counters and emptying trash). There is absolutely NO food or beverages allowed in the theatre at any time—NO EXCEPTIONS! The renter is responsible for any additional cleaning that is incurred due to concession sales. For more information, please see Concession and Catering.
Promotion of any event is the sole responsibility of the Presenter. No signs may be taped, tacked, nailed or affixed anywhere on HFAC property (including concessions signs). Sign stands are available for use (8 ½ X 11 portrait size). All signage must be printed in a professional manner: no handwritten signs are allowed.
System operators for sound and lighting systems, riggers and stage crew are the responsibility of the Presenter. All operators must be pre-approved by the HFAC House Coordinator. If you do not have the appropriate tech crew, the HFAC is able to provide the appropriate crew at an additional charge. Additional information regarding Sound Equipment, Light Equipment, and the HFAC Tech Rider, please see Production Information.
Equipment Needs (Please check those that apply). Please refer to Rental Fees for pricing:
RULES AND REGULATIONS FOR FINE ARTS CENTER USE AND/OR RENTAL APPLICATIONS OF USE REQUESTS A. Requests for use of the Fine Arts Center (FAC) shall be filed on the appropriate district form available at all school offices. The FAC will be scheduled on a first-come, first-served basis after the district’s yearly calendar has been prepared. The following is the order of priority that will be given to FAC use requests. 1. All school-sponsored activities approved by the building principal. 2. School district use. 3. School-related use (Hamilton Education Foundation, Cultural Exchange Group, Booster Club, Home and School, etc.) 4. Local government. 5. Other non-profit organizations. 6. For-profit organizations. School-sponsored activities shall be scheduled per the FAC calendar with the priority order being: 1) high school; 2) middle school; 3) elementary school. Applicants shall give sufficient lead time so that the various school personnel involved with the request can analyze the needs, respond to the request, and make all necessary arrangements. Once an event is scheduled, one group generally shall not be able to pre-empt another. However, in an unanticipated emergency, school events may pre-empt other non-school events. The Fine Arts Center Coordinator shall keep a calendar of all scheduled activities and shall add to this other approved users as notified by individual requests. B. The Board authorizes the use of the FAC by outside groups subject to the limitations herein. The building principal or designee shall deny a FAC use request if he/she determines that: 1. The proposed use will interfere with the educational mission or extra curricular programs or activities of the school; 2. The proposed use poses an unreasonable risk of harm to school age attendees or participants; 3. The proposed use poses a substantial risk to school security; 4. The proposed use poses an imminent risk of illegal activities; 5. The proposed activity involves subject matter that is legally obscene, determined by reference to any activity’s intended audience or participants; 6. The proposed use will result in unusual wear, damage or depreciation of FAC facilities or property; or 7. The individual or organization requesting access to the FAC has not been a responsible caretaker of school facilities and property when using school facilities or property in the past. The FAC facility is not available for use at certain times during the year due to scheduled maintenance or cleaning activities. If the building principal or designee denies access to the FAC for any of the above reasons, the individual or organization denied use of the FAC may appeal the principal’s/designee’s decision to the district administrator by filing a written request for the same within 10 business days from the date of the denial of the request. C. The district administrator or designee is authorized to determine the following related to FAC use: • Number of personnel needed to support each activity. • The hours of opening and closing the FAC facility and the specific times that the FAC will be available for use and rental. • The general rules and regulations to be observed while using the FAC facility, property and grounds, in addition to the rules and regulations outlined below. D. Payment of a rental fee security deposit must be made at the time the FAC use agreement is signed and full payment must be made two weeks before the scheduled event. For-profit organizations are encouraged to make additional donations to the FAC. E. No FAC use agreement is transferable. The identity of the user and the nature of the actual FAC use is determinative of the classification of rentals. F. If the event is canceled, the Fine Arts Center Coordinator should be notified before the day of the event. Refunding of rental fees will be allowed if cancellation is at least two weeks prior to the event. INSURANCE REQUIREMENTS As a precondition for use of the FAC, entities or persons requesting use of the FAC may be required to provide a certificate of insurance covering bodily injury liability, property damage liability, and products liability (when food, beverages, etc., are dispensed), pursuant to administrative guidelines established by the district administrator or his/her designee. Such administrative guidelines shall include, but are not limited to, a schedule of required liability limits and procedures to be followed in carrying out Board policy and this rule. All certificates of insurance must identify the Hamilton School District as a named insured. The district administrator or designee will determine when such certificates shall be required and the amount of coverage required for the event(s) requested. SUPERVISION AND RESPONSIBILITY A. Entities or persons requesting use of the FAC must provide sufficient supervisors to satisfy the administration that the event will be controlled. B. Users are responsible for safekeeping and protection of their equipment, supplies and materials. The person who represents the user and/or the using organization shall be held responsible for enforcing all rules and regulations under which FAC use is granted, for payment of any damages to school property, and for payment of all financial obligations that may incur as a result of FAC use. C. The organization and its supervisors shall be liable for any damage done to school property. Responsibility for personal injury is assumed by the organization using the FAC. A security deposit is required prior to the event. D. The organization and its supervisors shall abide by the policies, rules, and regulations established by the district that may pertain to facilities and grounds usage. E. All activities staged and operated in the FAC shall be attended and monitored by the Fine Arts Center Coordinator or assistant. The Fine Arts Center Coordinator shall be responsible for monitoring the cleanliness and security of the building and shall provide those functions that will ensure the comfort and well being of persons in the building, but shall not serve as a supervisor for the organization or activity using the facilities. FACILITY, GROUNDS, AND EQUIPMENT USE RULES A. Smoking or use of smokeless tobacco will not be allowed on district property at any time. B. Use of or the sale of intoxicants or controlled substances will not be permitted on school grounds at any time or under any circumstances. Users who violate this rule shall run the risk of having future applications for facilities usage denied and face possible legal intervention. C. The sale, distribution or consumption of soft drinks or any kind of food is prohibited unless specifically approved in writing by the Fine Arts Center Coordinator. No food or drink will be allowed in the house. D. The FAC use agreement includes the use of district equipment as approved in the FAC use request form. Arrangements to use any equipment must be made with the Fine Arts Center Coordinator five days prior to the use of the FAC. A security deposit fee may be required. E. The Fine Arts Center Coordinator is responsible for the operation of all lighting facilities and operation of equipment in the auditorium. He/she will be expected to delegate some of these responsibilities to his/her assistant, lighting crew, and/or to a school faculty member who has knowledge and talent in the area of assignment. Use of lighting and sound equipment requires permission of the Fine Arts Center Coordinator and participation in training and/or demonstrated competency in working the lighting and sound equipment. F. Individuals or entities wishing to place signs on district property advertising an event at the FAC must have permission from the building principal or designee prior to placement of said signs. The high school electronic sign will not be available for promotion of events sponsored by organizations outside of the district unless prior approval has been granted by the high school principal and the event is co-sponsored by the Hamilton School District. G. Violations of these rules will result in immediate removal from the premises, termination of the FAC use agreement and denial of future use of the FAC. FEES A. Fees are established to require those who use district facilities to share in the cost of operating school facilities. The Board believes use of school facilities by outside groups should not be a financial burden to the taxpayers of the district. Custodial and/or facility rental fees are charged according to the established fee schedule. The fees charged are based on the amount and type of facility or outdoor space used, time of use, and number of support staff needed to service the use. B. The Board retains authority to establish fees on an independent basis for long-term continuous use of the FAC based upon the special consideration associated with such use. I agree to the above rules and regulations.
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