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Also please note that the Plaza MUST charge for rentals. We can not donate the use of the facility, as regardless of the cause or charity your event serves, the Plaza still has to pay the heating, cooling, electrical, water, gas, salaries, maintenance, custodial services / supplies and all other costs associated with operating the theatre during your event.

The Plaza does not produce events. We are a presenter, which means that we either book acts to perform in our theatre that we think will do well and handle the sales and promotions of the event, and pay those groups / artists, OR we rent the facility to other groups to produce their own shows. We do not have a scene shop or scenic inventory, or a costume shop and costume inventory, so all prep work and construction needs to be completed off site.


Deposits
There are three categories of deposits here at the Plaza Theatre. The first is optional, the second is not, and the third is required under certain circumstances.

$50 NON-REFUNDABLE DEPOSIT - - Due to the large number of groups and individuals that are asking that rental dates be held at the Plaza, and then never fully complete the rental application and end up not using the theatre, we have instituted a $50.00 NON-REFUNDABLE application deposit to secure a hold on not more than three consecutive dates. It is important to note that this deposit is NOT mandatory to rent the Plaza Theatre. But unless it is paid, any other group can rent the theatre out from under you if they select the same date(s) and pay the $50.00 application deposit before you get the other refundable deposits and the Rental Contract turned in to the Plaza. The date is not held until the application deposits and this contract are in the hands of the Director of the Plaza Theatre in the form of cash or certified check or money order. Use this deposit if you want to lock down a date for your event but know you will not have the other paperwork and deposits prepared soon.

SPACE RENTAL & CLEANING DEPOSITS - - These deposits are NOT optional and must be paid in full at the time you submit your signed and completed rental contract, or your date will be released. These deposits vary from event to event and can be found on your final rental contract. These deposits are fully refundable, pending the condition the theatre is left in upon completion of your event. If damages more than normal wear and tear occur during your event (by your staff or your patrons) then these deposits may be held to pay for repairs, and you may be billed for repairs as well if the deposits are not sufficient to cover damages.

ADVANCE DEPOSITS - - Should the Plaza Executive Director determine, an advance deposit may be required as a percentage against all estimated bills. This deposit is levied at the sole discretion of the Plaza Executive Director to provide security for the Plaza's assets. Many first-time renters will be assessed such deposits. Repeating clients with a proven history of prompt payment and completeness will seldom be required to pay these deposits.


Insurance
All groups and individuals renting the Plaza Theatre must supply liability insurance for the duration of the event. This is done by obtaining a Certificate of Insurance naming the Plaza Theatre as an insured entity from an insurance provider.

The Plaza Theatre does not carry insurance to cover you, your staff, your equipment, or your Patrons and guests during your event. You must supply this insurance. This is not a negotiable contract point. No insurance means no rental.

Please see your contract for exact insurance requirements - but in general $1 million in liability coverage is required. The Certificate of Insurance must be presented to the Plaza Theatre at least ten (10) business days in advance of your event. If it is not received, your event will be cancelled.


Minimum Staffing
All rental events at the Plaza require that the Plaza Technical Director be present for the entire duration of the event - from the load in of the very first piece of equipment to the load out of the last piece of equipment or departure of staff / patrons. The Technical Director will assist you throughout your rental of the Plaza, and you will be billed for his/her time according to your rental contract.

All rental events must supply a House Manager and an Ushers, regardless of whether an event is reserved seating or general admission. An audience can not be left unattended. The number of Ushers needed will be determined based on the anticipated size of your audience. You may supply your own Ushers and House Manager at no cost. However, if you do not supply them, they will be supplied by the Plaza and you will be billed for those services according to your rental contract. The House Manager and Ushers are vital to the safety of the patrons in the case of an emergency and MUST be provided. It is up to you whether you wish to pay for the Plaza to provide them or if you will provide them yourself.

If you supply your own House Manager and Ushers, your House Manager must meet with the Plaza Executive Director at least five (5) business days prior to your event (but NOT on the day of your event) to go over Plaza policy and procedures, which your House Manager will then be expected to share with your Ushers.


Quick Check List
Here is a quick checklist of what you will need to rent the Plaza:

• TWO (2) completed copy of the Application For Facility Rental Form (included in the contract packet)
• TWO (2) completed copy of the Box Office Services Request Form (if the Plaza is handling your ticket sales - included in the contract packet)
• TWO (2) completed AND SIGNED copies of the Plaza Theatre Rental Contract
• Proof of 501(c)(3) nonprofit status (if applicable)
• Certificate of insurance naming Plaza as an insured for your event (see Plaza Rental Contract, Section III)
• All deposits paid in full

IT IS YOUR RESPONSIBILITY TO ASSEMBLE, COMPLETE, AND TURN IN ALL OF THESE ITEMS AND DOCUMENTATION ACCORDING TO THE TIME LINES INDICATED ON THE FORMS AND IN THE PLAZA THEATRE RENTAL CONTRACT. FAILURE TO DO SO CAN RESULT IN CANCELLATION OF YOUR RENTAL AND FORFEITURE OF ALL DEPOSITS.


Local Media Information
Here is a listing of local media contact information that you can use to help publicize your event. Please note that these media outlets are under no obligation to promote your event and the Plaza makes no warranty as to whether these agencies will work with you in promoting your event. Information listed here is basic and a starting point. Please do not call the Plaza for more information - use the web links to look it up.

• Newspapers
  • Glasgow Daily Times, 100 Commerce Drive, Glasgow, KY, 42141, (270) 678-5171
  • Bowling Green Daily News, 813 College Street, PO Box 90012, Bowling Green, KY, 42101, (270) 781-1700
  Television
• • The Amplifier, PO Box 90012, Bowling Green KY 42102, (270) 781-1700, x378
  • WBKO (ABC Affiliate), P.O. Box 13000, Bowling Green, KY, 42102
  • NBC40 (NBC Affiliate), 325 Emmett Avenue, Suite N, Bowling Green, KY, 42101, (270) 781-2140
  • Glasgow EPB (local cable), 100 Mallory Drive, Glasgow, KY 42141, (270) 834-8000
  Radio
  • WGGC, P.O. Box 70163, Bowling Green, KY, 42101, (270) 783-8730
  • WBVR, 1919 Scottsville Road, Bowling Green, KY, 42104, (270) 843-3333
  • WUHU, 1919 Scottsville Road, Bowling Green, KY, 42104, (270) 843-3333
  • WCLU, Glasgow, KY, (270) 651-9149
  • WDNS, 804 College Street, Bowling Green, KY, 42101
  • WLYE , 227 West Main Street, Glasgow, KY 42141, (270) 651-5290

Services offered
• Technical Services
We can offer you advice on how to design, build, and load in scenery, as well as provide design services in both scenery and lighting. We can produce all necessary documentation, including ground plans, front and rear elevations, detail and construction drawings, cost estimates, light plots, instrument schedules, and much more. We can coordinate materials ordering, shipping, and delivery. We can provide these services for shows held in the Plaza Theatre or any other venue. We can also provide up to Arch D size (24"x36") full color printing services.

• Box Office Services
We can handle all of your Box Office needs. We can sell your tickets at the Plaza Box Office, on the phone, or through our web site (or yours). We can accept all major credit cards as well as cash and checks. We can also arrange for tickets to be sold at other locations of your choice (Internet access required). We can handle your ticket sales for events here at the Plaza or at any other venue or theatre of your choice. We can handle a single event as well as full season subscriptions. We can sell general admission seating or reserved seating, or any combination. Click here (not yet online) to see a sample ticket. We can also provide ushering services and Box Office staff for your events held at the Plaza. We can not currently provide ushering staff for other venues.

• Poster Design & Printing Services
We can provide design and full color poster printing services. Standard poster size is 11"x17" - but we can accommodate up to 24"x36". To see some sample posters we have designed and printed for the Plaza and clients, click here.

• Playbill Design & Printing Services
We can provide design and full color playbill printing services. This includes collating and saddle stapling. Maximum page size is 5.5" wide x 8.5" tall. To download a sample PDF file of a playbill, click here (not yet online).

ADDENDUM C – ONE PAGE RENTAL CHECKLIST
Use this list to be sure you have completed all the required items and that you note some important items. All of these items are covered in detail in the rental agreement. This would be a good one-page handout to print out and distribute to all of your staff and volunteers.

PRE EVENT

___ Submitted your $50 non-refundable deposit AND your refundable space rental and cleaning deposits.

or

___ Submitted both your refundable space rental and cleaning deposit.

___ Submitted your certificate of insurance for liability insurance at least 10 business days prior to the event.

___ Submitted TWO completed copies of your Application for Facility Rental / Rental Agreement

___ Signed both copies of your Application for Facility Rental / Rental Agreement

___ Completed all information on all forms, particularly the yellow highlighted areas

___ Once a single ticket is sold, ticket prices and discounts cannot be modified, added, or deleted

___ Listed both load-in and load-out dates AND times on your rental application

___ Designated whether you are providing House Manager and Ushers or if Plaza is to provide for a fee

___ Notified all of your staff, volunteers, and others of the policies and procedures in this document

___ Followed all guidelines for use of the Plaza logo and contact information

___ Cleared all concession /merchandise selling issues with the Plaza Executive Director

___ You House Manager must contact Plaza Executive Director 24 hours in advance of show but NOT on the show date. Show date is too late.

___ During rehearsals, LESSEE limited to using dressing room restrooms and NOT main lobby restrooms

___ All scenery props, costumes and equipment must be loaded in through the stage doors of the theatre and NOT the front doors of the theatre

___ The Plaza Theatre is not responsible for your marketing and advertising

___ The Plaza Theatre has approved of all advertising and marketing materials using its name and logo

DURING EVENT

___ Outside of business hours, LESSEE cast, crew, staff, and volunteers must enter via backstage doors only on Water Street and NOT through the front doors of the theatre on Main Street

___ No eating or drinking by LESSEE except outside or in dressing room (not in auditorium, lobby, or on stage)

___ No outside food or drink allowed in theatre by patrons – ushers must confiscate

___ No use of tacks, tape, or other adhesive to hang signage or other material unless approved by TD

___ Duct tape is not allowed to be used anywhere in the facility for any purpose

___ No doors are to be ever propped or blocked open for any reason – results in fines

___ Theatre front doors (Box Office) must open no later than ONE HOUR prior to show time

___ Auditorium must open no later than 30 MINUTES prior to show time

___ Approve all lobby / table and display arrangements with the Plaza Executive Director or TD

___ Plaza Theatre staff have the right to set all final sound levels

___ Audience is to remain seated for the duration of the event. No mosh pits, etc.

___ The Plaza Staff has the right to stop an event without notice in case of an emergency.

___ No painting or construction in the theatre unless approved by the Technical Director

___ The LESSEE will arrive in schedule for all load ins and sound checks.

___ The Plaza does NOT supply bottled water or drinks to performers and others for rental events.

POST EVENT

___ Removed all belongings from all areas of the theatre

___ Cleaned up any messes beyond normal wear and tear (excessive food debris, packaging materials, lumber)

___ Provided Plaza all commissions for any concessions/merchandise sales done by you or your representative

___ All scenery props, costumes and equipment must be loaded out through the stage doors of the theatre and NOT the front doors of the theatre