McIntire Department of Music

Rules of Old Cabell Hall

Old Cabell Hall Contract Addendum 2006 – 2007

NON-UNIVERSITY GROUPS—Must Be Sponsored by a University Department

To provide the best service possible to all users of our facilities, we ask for your cooperation in following these guidelines. Please be advised that these are general policies; more specific policies and guidelines will be discussed with you when you finalize your reservation. It is important to keep in mind that Old Cabell Hall is a historically significant building, containing valuable and important works of art and housing an irreplaceable historic pipe organ. The safety of the building, the art, and the pipe organ should be of primary importance to the renting Organization and any member, guest, agent or invitee of the renting organization. Any obstruction of the murals is prohibited. Old Cabell HallAuditorium’s mission is, in part, to support the academic needs of the McIntire Department of Music and to make ourselves available to other UVA departments and organizations. OCH is not available for private social functions. All events are subject to review for suitability to the physical structure of OCH, the academic mission of the McIntire Department of Music, and the academic mission of UVA. OCH may be used by a non-University group in accordance with these policies and guidelines if the group is sponsored by a University department. Individuals may not act as sponsors of non-University groups for the purpose of using OCH.

Alterations: Any and all changes, deletions, or additions to the contract reservation form must be approved in writing by the Production Manager no less than 45 days prior to event. Failure to comply with the conditions set forth above may result in the renting Organization being banned from future use of the facilities.

Billing and Payment: Rates are based on the attached fee schedule. The space will be considered reserved only when the non-refundable basic event fee and fully-completed contract has been received and approved. Approval may require on-site appointment with OCH management. Payment is expected within 30 days of the billing date. Late payments will be charged per month at a rate of five percent (5%) annualized monthly and may negatively impact future reservation requests. Rates are subject to change. Checks should be made payable to "McIntire Department of Music". Please put the event name and date in the memo field of the check. Send to: Production Manager, McIntire Dept. of Music, P.O. Box 400176, University of Virginia, Charlottesville, VA 22904-4176

Cancellations: For cancellations with written notification received at least forty-five (45) prior to the event, half (50%) of the payment will be refunded (minus any direct costs already incurred). Failure to give this notice will result in the sponsor being held responsible for all charges.

The University of Virginia reserves the right to cancel events due to unforeseen or extraordinary events, inclement weather, or other acts or circumstances which, in the judgment of the University, make proceeding with scheduled events dangerous, unreasonably difficult, or impossible. Such events will be reviewed on a case-by-case basis, and every effort will be made to notify the sponsoring organization’s representative 24 hours prior to the event.

Capacity:Seating capacity of Old Cabell Hall Auditorium is 846. This is the maximum number of people allowed to attend any event in the Auditorium. All exceptions must be approved by the Production Manager & Fire Marshal at least one week in advance of event. There are Fire Marshal restrictions to the number of people allowed on stage. Approval for more than fifty (50) performers must be granted in advance. Any infringement of these rules may result in the renting Organization being banned from future use of Old Cabell Hall.

Damages: In some cases a damage deposit may be required. The renting organization assumes the entire responsibility and liability for losses, damages, and claims arising out of injury, damage, or loss to the building, its contents, the grounds, University of Virginia employees, or to the Organization and/or Organization’s guests, invitees, other persons attending the function covered by this reservation, or the Organization’s equipment, displays or other property that may result from the use by the Organization and/or the Organization’s guests, invitees, or other persons attending the function.

Dance: When OCH Auditorium was built in 1899 it was never intended for anything as strenuous as dance performances. Old Cabell Hall Auditorium will continue to schedule dance events, but due to the increasingly delicate nature of the historically unique Skinner Pipe Organ and the aging of the stage floor, the McIntire Department of Music will no longer be scheduling high impact dance events, dramatically acrobatic dance events, or any event that, even in part, includes multiple people marching or stamping in unison. Nor will any performance be approved that involves hitting anything against the structure (floor or walls) of Old Cabell Hall. Any organization that presents a performance that, in our judgment, violates these restrictions will be banned from future use of Old Cabell Hall.

Food & Drink: No food or drink (including bottled water) is allowed in OCH Auditorium at any time. No organization may bring food or drink into any other part of the building unless it is approved on their contract (this includes feeding performers at a rehearsal). Receptions may be held in the lobby with the permission of the Production Manager. Catering services must be pre-approved. No tables, chairs, trays or trash receptacles are to be placed near the murals. The renting Organization is responsible for removing all waste. Alcohol may only be served in the lobby in accordance with the UVA alcohol policy (this includes an Approval Request for Alcoholic Beverages on University Property form signed by the Vice President for Student Affairs) and with the pre approval of the Production Manager.

Instruments: Each musical instrument belonging to the McIntire Department of Music that is being used by the renting organization will add an “instrument use fee” to the renting organization’s final bill. The amount of the “use fee” will vary depending upon the instruments used. Moreover, the production office of the McIntire Department of Music must be informed, in advance of the event, of all intended instrument rentals.

Insurance: All non-university organizations shall providea certificate of insurance to the Production Manager showing General Liability Insurance with minimum liability limits for bodily injury and property damage of $1,000,000 per occurrence, to also include coverage for personal injury. "The Commonwealth of Virginia, and the Rector and Visitors of the University of Virginia, its officers, employees and agents" should be shown on the certificate as an additional insured.

Performers:Only the organization that has signed the contract may perform in Old Cabell Hall Auditorium. Any performance by a guest artist, group, or organizations who is not prominently listed on the original contract will result in a change of contract fee and may result in the contracted organization being banned from future use of Old Cabell Hall Auditorium. . There are Fire Marshal restrictions to the number of people allowed on stage. Approval for more than fifty (50) performers must be granted in advance.

Personnel:

House Managers (HM): are required for all public events, and for some rehearsals. The fee for one trained HM for 5 (five) hours is not included in the Basic Auditorium Fee. Additional HM's may be assigned to an event at the discretion of the OCH management, and will be billed to the sponsoring organization at a cost of $8/hr. HM and event contact are to remain until all guests / caterers / participants / audience members have left the building. For access during non-business hours, HMs are required.

Ushers:All non music department renters must provide ushers to enforce the rules specified in this agreement. A list of ushers must be provided to the HM one week prior to the event. Two ushers are required for the first 100 people expected and 1 for each additional 100. Ushers must report to the HM 45 minutes prior to the event. Ushers and the rental Organization must adhere to the instructions given to them by the HM and must enforce all the rules of OCH.

Police / Security: Police and extra security personnel may be required in the case of an elevated security status at the national, state, or university level, and will be billed to the renting Organization appropriately. The renting Organization must hire University Police for certain large events no later than one week prior to the event. Contact the Production Manger for additional information.

Additional Personnel:Forany events/performances that have personnel needs beyond the reasonable abilities of music department staff, the renting organization must furnish additional technicians who meet the department’s minimum standards for the safe and proper use of equipment. These outside personnel must be 21 years of age or older, and must be insured. It is understood that all crews will follow the guidance of OCH management. The renting Organization is liable for any damage caused by performers, renter’s staff, or others under their aegis.

Representative: The renting Organization must have one authorized representative in the facility at all times during the contracted period, including set-up and break down, to speak for the user in any liaison with facility management, technicians, or other personnel. This representative may be required to sign a time card at the beginning and end of each reservation period to attest to the actual hours used.

Reservation: Reservation times must include all activities related to production, including rehearsal, load-in, set-up of auditorium, lighting, strike, and lock up. Set-up will not begin prior to reservation time. Any hours used by OCH management to facilitate the renting Organization’s event will be counted as part of the reservation time, even if the user is not in attendance. User will be charged for additional time. The OCH management reserves the right to use the facility between specifically contracted reserved times, therefore no items may be left in OCH at any time when rent is not being paid. OCH is not responsible for items brought in before or left after an event. Any time an audience is in Old Cabell Hall Auditorium, even if the event is called an “open rehearsal”, “masterclass”, or “invited dress rehearsal”, the event shall be construed as a performance requiring a separate contract and all associated fees. If a group overstays their contracted time they will be assessed a charge for venue time as well as a charge for the venue employees. The venue employees are charged at a pro-rated hourly rate. The charge for the hall is NOT pro-rated and is assessed at a flat hourly rate that is dependent on whether the extra time is between 8:00am and 5:00pm Monday through Friday, after normal business hours, or during UVA breaks

Responsibility: The renting Organization is fully responsible for all actions and activities of their performers, production personnel, ushers, security personnel, and any others associated with the presentation of their event in OCH. Renting Organizations are responsible for informing their employees, performers, volunteers, and all other people associated with the event of the rules and regulations of this contract. Members of the renting Organization, Organization’s guests, invitees, other persons attending the function covered by this reservation must follow the directions and requests of the OCH House Managers or the renting organization risks being banned from future use of Old Cabell Hall.

Restoration: The restoration of the space used to its original condition is included in the reservation time. All groups must leave the venue in the same condition in which they have found it, after every use. The Ushers provided by the renting organization must walk through the hall and pick up programs, ticket stubs and small trash left by the audience. All items brought into the venue by the group, or that have been caused to be brought into the venue by the group, must be removed after every use. The McIntire Department of Music cannot be responsible for the security of anything left on stage and does not have the ability to store anything for a group. Any items that are left behind in contravention of this policy shall be construed as an agreement to extend the rental contract and the group shall be billed for the venue time that is consumed by said items, however the venue shall not be held liable for the security of said items.

Restrictions: Any decorating, including display items, must be approved by the Production Manager. The use of nails, glue, thumbtacks, duct tape (or ANY kind of tape except Gaffer’s tape) on any floor, carpet, seat back or arms, wall, ceiling, doors, door frames, light fixtures, organ pipes, or columns is strictly prohibited.

The renting Organization may be required to protect the stage floor under stands, platforms, speaker stacks, and other equipment. This protection may be carpet or tarpaulin but may not be tacked or stapled to stage; duct or fabric tape is not allowed. Dance floors are required for any dance performance. Please use plastic floor tape with quick release adhesive.

There is no sound enhancement system in the Auditorium. Please call facilities management or an independent contractor.

Stage and house light panels are on the wall to the left of the stage ramp. Please turn off the lights when you leave. No one is allowed to touch the lighting cans/ fixtures/ controls or add gels to the lights. Only approved lighting technicians are allowed access to light board.

No smoking or lighting of any flammable substance (including candles or incense).

There are no dressing rooms available. The HMs can block off lower level restrooms to be used as dressing rooms.

Events that require additional/unusual clean up by custodial staff will be surcharged for custodial overtime.

A copy of the agenda/program must be provided to the Dir. of Promotions at least two weeks prior to the event.

Tickets: All events in Old Cabell Hall Auditorium occurring when fall or spring classes are in session, that will be selling tickets, must use the Old Cabell Hall Box Office as their primary box office. The basic box office fee is for general admission tickets. Selling tickets at other outlets or selling reserved seating tickets must be agreed upon in advance. Arts Dollars tickets can not be checked out for lawn sales, they can only be sold at the box office. Box office hours are noon until 5:00pm, Monday through Friday when classes are in session for the Fall and Spring semesters, and two hours before the event on the night of the show.

For Music Department and Music Department Affiliates only:

Publicity: Copies of ALL publicity materials and information must be submitted to the Dir. of Promotions at least 4 weeks in advance. All programs & publicity material MUST make note of the McIntire Dept. of Music affiliation.
Programs: Dept. groups / individuals must present program information to the Chair’s Assistant at least 2 weeks in advance.