SCHOOL AND COMMUNITY USE 

WINTHROP PERFORMING ARTS CENTER

Philosophy/Purpose

 

TheWinthrop Board of Education recognizes that the overriding purpose of theWinthrop Performing Arts Center is the enrichment of the K-12 curriculum.  This facility provides an extraordinaryopportunity to display the work and talent of the artistic disciplines.  Further, it promotes an educationalatmosphere that enhances knowledge and fosters an appreciation of the variedcultures of our society.

 

TheWinthrop Performing Arts Center, located at the Winthrop High School, wasdesigned for maximum utility and flexibility as both a center for theperforming arts and a teaching facility. Great care was taken in its design to ensure that artistic and academicendeavors can be optimized.

 

TheWinthrop Board of Education recognizes the investment of the community in theperforming arts center.  As such,the Winthrop Performing Arts Center will be available for non-profitorganizations and individuals who wish to sponsor civic, cultural, educational,recreational or political activities that do not conflict or interfere with theconduct of school programs or the best interests of the schools andcommunity.  When available, thefacility may be used by for-profit agencies that wish to sponsor events,programs or activities that support and promote civic, cultural, educational,recreational or political activities that do not conflict with the bestinterests of the school and community.

 

1.     School Use Policy:  The Winthrop Board of Education is the ultimateauthority in all matters relating to the rental of the Winthrop Performing ArtsCenter.

3.     Insurance:  The Winthrop Board of Education has the sole rightto determine the amount of insurance coverage required.  Lessees will provide a copy of theircertificate of insurance covering the period under contract, naming WinthropPublic Schools as an additional insured, if required by the superintendent orhis/her designee.  Generally, acertificate of insurance will be required if a fee is charged for publicentertainment and the event is provided by an organization not associated withWinthrop Public Schools or the Town of Winthrop.

4.     Deposit: A 25% rental deposit oftotal anticipated rental and service fees is required for non-profit andfor-profit organizations upon the signing of a contract with Winthrop PublicSchools.  The final balance is dueone week in advance of the first scheduled use of the performing artscenter.  Should the Superintendentor his/her designee determine that the Winthrop Performing Arts Center shouldclos            due to weather or other “act of god”, fees other than the deposit will bereturned.

5.     Additional fees:  The lessee will be financially responsible for anydamages to the facility and or equipment. The Winthrop Board of Education, in conjunction with the superintendent,reserves the right to collect a security deposit, damage deposit, or indemnitybond in an amount it feels, in its sole discretion, is appropriate for theevent.

6.     Custodial Services:  Custodial services are required for all events.  The basic service provided will be tounlock doors, turn on and set house lights, clean and secure the facility afteruse.

7.     Lighting/SoundTechnician:  If stage lights, elaboratesound, or other equipment is needed a light/sound technician may be required.

8.     Ushers:  The lessee must provide one adult head usher andother ushers in the ratio of 1 per 100 people anticipated in attendance.  Ushers must remain in the auditoriumduring the performance and intermissions. They will insure that members of the audience behave appropriately anddo not abuse the facility or detract from each performance and rehearsal.

9.     Contact Person and otherdesignated adult:  The lessee must provide aminimum of one adult contact person for arrangements prior to the event and whowill be present throughout each rehearsal and performance.  These may be the same or different people,but must be designated in advance of the event.

10.  Security:  The superintendent or his/her designee has the soleright to determine the level of security required for each event.  Security expenses are theresponsibility of the lessee.  Allsecurity must be contracted through the Winthrop Police Department.

11.   Fire & SafetyRegulations:  The superintendent orhis/her designee must approve the use of any pyrotechnical stage devices inadvance of all performances.  Whensuch devices are approved, the lessee is responsible for posting warning signsat all entrances for each performance. The superintendent or his/her designee reserves the right toinspect or approve any equipment that does not belong to the school.  Cost of this inspection will be theresponsibility of the lessee.

12.  Cancellationof an event:  The Superintendent orhis/her designee has the sole authority to determine whether the WinthropPublic Schools and/or the Performing Arts Center should be closed due toweather or other “act of god”.  Notification to the Lessee will be made assoon as possible.  Lessee understands and agrees that Lessee waives andreleases any and all claims that Lessee may have against any entity or personarising out of or related to the cancellation of a scheduled event and thatLessee's sole remedy in the event of cancellation will be a refund of fees,less any deposit.  Lessee further agrees to defend and indemnify theWinthrop Public Schools, Town of Winthrop, and Board of Education (and theirrespective employees, agents, or members) (hereinafter collectively referred toas "Winthrop and its Agents") in the event that any claims are madeagainst them as a result of or related to the cancellation of a scheduledevent.  This indemnity includes all costs, including attorneys’ fees.

13.  Injuries/Damages: Lessee understands andagrees to waive any claim that Lessee may have against Winthrop and its Agentsfor any injuries or damages that may be sustained by Lessee or Lessee's guestsas a result of or related to Lessee's use of the Performing Arts Center. Lessee also agrees to defend and indemnify Winthrop and its Agents in the eventthat any other person or entity asserts a claim against Winthrop and its Agentsfor injuries or damages sustained as a result of or related to Lessee's use of

the Performing Arts Center.  This indemnity includes all costs, includingattorneys’ fees.

 

The Winthrop Board of Education reserves the right toestablish user fees and to set requirements for insurance coverage.  Due to special circumstancessurrounding requests of profit and non-profit organizations, the Superintendentor his/her designee may waive or modify fees.

 

 

 

Guidelinesfor Use

The use of the Winthrop Performing Arts Center is guided bythe following rules and regulations

 

Ø  Priority for performing arts center use will be given to school sponsored programs.

 

Ø  The superintendent or his/her designee, in accordance with current school board procedure, will approve the use of the theater.

 

Ø  The Superintendent orhis/her designee reserves the right to prohibit general seating.

 

Ø  Unless otherwise approved,all programs shall be planned so as not to interfere with the regular schoolday.

 

Ø  The designated contact person for the activity shall be present before the activity is due to startand shall remain until all have left the premises.

 

Ø  The organization using the facility shall be responsible for moving its equipment into and out of the theater.

 

Ø  School authorities must have access to the theater at all times.

 

Ø  No smoking is allowed in anypart of the high school or on school grounds.

 

Ø  The use of alcohol and drugs is prohibited; individuals under the influence will be removed from thepremises.

 

Ø  Food and beverages are notallowed in any part of the theater, either during rehearsals or during performances.

 

Ø  Each approved activity shall be restricted to that area for which permission is granted.

 

Ø  Each approved activity shallnot extend beyond the hours outlined in the request.

 

Ø  In the absence of administrative personnel or the PAC director, the custodian is charged with the responsibility of the facility.

 

Ø  No changes or alterations may be made in any area of the theater unless authorized and supervised by the superintendent or his/her designee. These areas are specific: seats, lighting,P.A. system, drapery set-ups, electronic equipment, light dimmers and control board, light sources, piano, and heating/air conditioning equipment.

 

Ø  The high school principal or his/her designee must authorize movement of pianos to or from the stage.  Extreme caution must be used in rollingthem to and from the wings.

 

Ø  No school property orequipment is to be altered or removed from the premises.

 

Ø  Nothing may be nailed orscrewed into the theater’s stage floor without prior permission from the superintendent or his/her designee.

 

Ø  No painting of sets is allowed on the stage floor or in the theater without prior permission from the superintendent or his/her designee.

 

Ø  Signs or posters should beplaced in designated areas only.

 

Ø  All groups using the facility and/or rooms adjacent to the theater will be responsible for returning the rooms to their original condition.

 

Ø  All groups will be held responsible for damage to the facility.

 

Ø  All groups will be held responsible for the removal of any equipment, stage props, or other materialsnot belonging to the theater immediately following the use of the facility.

 

Ø  The school departmentreserves all concession rights unless prior agreement is made with thesuperintendent or his/her designee.

 

Ø  All non-school organizationsshall assume financial responsibility for any damage done to the building orits contents during said organization’s use.

 

Ø  Failure to abide by theserules may result in the revocation of future use of this facility.

 

Ø  No reservation (includingrehearsal) will be honored until an application is returned and approved by thesuperintendent’s office and a non-refundable deposit of 25% of the required feeis paid.

 

Ø  Cancellations of publicevents due to weather or emergency situations are the responsibility of theorganization reserving the facilities.

 

Ø  Public notification of thecancellation of an event is the responsibility of the organization reservingthe facility.

 

Ø  Organizations that havereserved the facility must provide a 30 day notice to cancel, except in thecase of poor weather or emergencies.

 

Ø  Any accident that occursduring a performance period must be reported to school officials and theappropriate accident report should be completed.

 

 

 

Revised:            4/02/02

Adopted:            7/10/02

Revised:                  9/24/03