Grand theatre center for the arts rental guide

Rental

Guide

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GRAND THEATRE CENTER FOR THE ARTS

RENTAL GUIDE

CONTENTS

HELPFUL INFORMATION FOR YOUR VISIT ...................................................................................................... 2

CENTER OVERVIEW ................................................................................................................................................. 3

CENTER FLOOR PLANS ....................................................................................................................................... 5-6

1ST FLOOR ........................................................................................................................................................................................ 5 2ND FLOOR ...................................................................................................................................................................................... 6

AVAILABLE SPACES .......................................................................................................................................... 7-18

ELENI TSAKOPOULOS-KOUNALAKIS THEATRE ........................................................................................................................ 7 Stage Dimensions ................................................................................................................................................................ 8 Seating Chart ........................................................................................................................................................................ 9

STUDIO THEATRE ....................................................................................................................................................................... 11 Stage Dimensions .............................................................................................................................................................. 12 Seating Chart ..................................................................................................................................................................... 13

GRAND LOBBY SPACES .............................................................................................................................................................. 14 GRAND GALLERIES .................................................................................................................................................................... 15 CLASSROOMS ............................................................................................................................................................................... 17

PROFESSIONAL STAFF & SERVICES ................................................................................................................. 19

BOOKING POLICIES ....................................................................................................................................... 20- 28

EVENT TIMELINE ................................................................................................................................................... 30

HINTS FOR A SUCCESFUL EVENT...................................................................................................................... 31

APPROVED VENDORS .......................................................................................................................................... 32

RENTAL FAQ ........................................................................................................................................................... 33

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Helpful information for your visit.

Box Office Hours

Monday – Friday: 10:00 AM – 6:00 PM

One hour prior to ticketed performances.

Concessions

For most events the Don Cosé Arts Café is open,

offering for purchase: PEPSI soft drinks, BARISTA'S

coffee, iced tea, water, popcorn, cookies, nuts, and

assorted candies.

At many weekend events, select wines and beers will

also be available for individuals 21+ with a valid ID card

to purchase.

Ticket Sales

All ticket sales are final, no refunds or exchanges.

A $1 - $3 ticket processing fee is charged for all purchased

tickets.

Prohibited Items

The Grand Theatre Center for the Arts is a non-smoking and

drug-free facility.

Large bags, balloons, large bouquets of flowers, and tripods will

not be allowed into the theatre, but may be checked with front

of house staff.

During most events video recording is NOT ALLOWED.

Directions

From the North:

Heading South on I-5,

Exit at 205 West towards San Francisco.

Exit at MacArthur Blvd., head South.

Right onto 11th Street.

Left onto Central Ave. to 715 Central Ave.

From the South:

Heading North on I-5,

Exit at Grant Line Road, head West.

Left onto Holly Dr. Proceed South on Holly Dr.

until it turns into Central Ave.

Proceed South on Central Ave. to

715 Central Ave.

From the Bay Area:

Heading East on 580, proceed until it turns into 205.

Exit at 11th Street, head East.

Right onto Central Ave. to 715 Central Ave.

Parking

Free parking is available on nearby streets and public

lots at 6th Street and Central Avenue. Patron drop-off

and pick-up is available at the loading zone on Central

Avenue. Please call ahead to address special needs.

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Eleni Tsakopoulos-Kounalakis

Theatre Built in 1923, this once vaudeville/movie house has been remodeled

and now features…

584 reserved seating or 400 general admission seating.

Orchestra pit with fill for extended apron space.

28 digitally controlled motorized line sets.

100+ lighting instruments with state-of-the-art control.

VRX line arrays and 7.1 Surround Sound.

18,000 Lumen high definition digital projector.

On-stage dinner seating for up to 100.

Rental Fees include…

Eight hours.

One Technician.

Repertory lighting and sound.

House Manager and Ushers.

Perfect for…

Concerts, large plays, musicals, and dance performances.

Movie screenings.

Variety and comedy shows.

Large meetings, seminars, and employee appreciation events.

Memorials and celebrations of life.

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Studio Theatre

This intimate and easily accessible community space features…

56 to 104 general admission seats.

“End stage” or “thrust” stage setup.

Always ready repertory light plot with 35 instruments.

On-stage dinner seating for up to 50.

Free-flowing party capacity up to 110.


Five hours.

One Technician.

Repertory lighting and sound.

House Manager and Ushers.

Custodial personnel/services.

Perfect for…

Plays, small musicals and performance art.

Rehearsals and teaching space.

Business meetings, trainings, and luncheons.

Birthday and retirement parties, wedding and baby showers.

Memorials and celebrations of life.

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Lobbies

The Center has several public spaces that

can be rented. Lobbies are typically

rented in conjunction with other spaces in

order to extend event space or to connect

multiple rooms. The Lower Lobbies are

often rented when theatre rentals would

like extra vendor or merchandise space.

Since the lobbies are often open to the

public, exclusive rentals are rare and

usually only available if the whole center

has been reserved for an event.

The Soucheck Loggia is an open air lounge

on the second floor. This is the only public

space that can be closed off to a private

rental any time. It is perfect for meetings,

small parties and gathering before or after

performances.

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Grand Galleries

The Exhibitions Program offers combinations of professionally

produced exhibitions and fine arts-based events. Exhibitions feature

local, regional, national, and international artists, as well as arts

organizations, in all disciplines and genres.

The gallery spaces are available to rent. Availability and scope are

subject to the Exhibition Programing. Exhibitions that feature large

objects and/or a substantial amount of 3D work will restrict capacity,

flow, and layout options for proposed events.


One hour.

Gallery Supervisor with expert knowledge of current exhibit.

Table and chair setup.

Perfect for…

Small meetings, receptions and book signings.

Educational event for art students and clubs.

Business and social mixers.

Used in conjunction with other rented areas.

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Classrooms

The Center has 4 classrooms, 4 music rooms, and a dance studio all

used by the multi-disciplinary Arts Education Program. When not in

use by the program these spaces are available. Details on next page.

New this year, we offer the “Art Party” – a complete package that

combines a room rental with instructional art activities. These

activities can be customized and includes instructor and materials.

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Visual Arts 1 Features…

840 square feet.

Capacity for up to 50.

Classroom or dinner up to 30.

Easels and drawing tables.

6ft folding tables and chairs.



Perfect for…


Service groups.

Birthday and retirement parties.


Visual Arts 2 Features…

740 square feet.

Capacity for up to 20. (Dedicated Print Lab)

Easels and drawing tables.



Perfect for…

Small meetings and training seminars.

Book clubs and teaching space.

Dance Studio Features…

950 square feet.


Sprung wood floor.

Two mirrored walls.

Built in sound system.



Perfect for…

Vendor fairs and conference breakouts.

Performance art.


Children’s Studio Features…

670 square feet.


Child sized tables, chairs, and easels.

6ft folding tables and chairs available.



Perfect for…


Service groups.

Birthday and retirement parties.


Musco Olive Music 1 Features…


Music chairs and music stands.

Knabe baby grand piano.

Perfect for…

Auditions.

Small meetings.


Music 3 & 4

Features…

Capacity for up to 3 persons.

Upright piano.

Perfect for…

Practice and teaching space.

Music 2 Features…


Drum kit.

Upright piano.

Digital recording station. (Spring 2013)

Perfect for…

Small meetings.

Auditions.

Recording/Editing.

Practice and teaching space.

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Professional Staff & Services The City of Tracy employs skilled professionals with experience

and skills specific for each program in the Center. The Staff treats

every rental like it’s our own to ensure success.

We are a full service venue and offer in-house lighting, audio

engineering, and house management. Our Box Office features in-

person, telephone, and online ticketing with secure credit/debit

card processing and barcode scan verification on all tickets.

Our concession stand, operated by our non-profit Grand

Foundation, offers snacks, fountain beverages and, for select

events, beer and wine. Combined with our dedicated volunteer

ushers we can offer an upscale theatre experience to all of our

patrons.

Center staff has extensive experience working with professional

agents, producers, directors, and designers, and we are always

happy to provide advice and/or assistance in any area needed

while you are planning your event.

Additional Information Resources. . .

Technical Specifications. (Available online or from staff.)

Helpful hints on Page 31 of this guide.

Spreadsheets, forms, and guides to event planning

available on our website. (March 2013)

Annual Workshops given by staff.

Schedule a meeting with the Theatre Manager.

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GRAND THEATRE CENTER FOR THE ARTS

BOOKING POLICY

ELENI TSAKOPOULOS- KOUNALAKIS THEATRE

AND STUDIO THEATRE

The Grand Theatre Center for the Arts seeks to enrich Tracy audiences through enjoyment,

celebration and interaction with the arts. The Center is dedicated to providing entertainment

opportunities for its patrons, access to its 550 seat Eleni Tsakopoulos- Kounalakis Theatre (ETK) and

the 104 seat Studio Theatre for Licensees, plus education and outreach opportunities for the

community. The Center encourages all Licensees to participate in community outreach.

This booklet outlines the policies and general guidelines agreed to by booking a space at the Center.

If you have questions that are not answered here, please contact the Rental Manager at 209-831-6274.

DEFINITIONS

Event

An Event is any use, or series of uses, of a Center space.

Licensee

A Licensee is an organization or individual contractually responsible for an Event.

House

The theatre’s seating area and attached lobbies always managed by a Center staff member.

Performance Period

A Performance Period refers to the timeframe of any Event attended by the public or members of a

group, and/or any use for the purpose of broadcasting, televising, recording or filming an Event. The

presence of more than 30 non-performers in ETK Theatre and 15 non-performers in the Studio

Theatre constitute a public event and therefore a performance period.

Non-Performance Period

The Non-Performance Period is any time the Licensee occupies the Center, but the space is not open

to the public or audience, excluding usage for the purpose of broadcasting, televising, recording or

filming an Event. The Non-Performance Period includes rehearsals, technical rehearsals and loading

in or out of sets and equipment.

CATEGORIES OF LICENSEES

Nonprofit

A nonprofit organization, for Licensing purposes here at the Center, is any organization generally

recognized as a tax-exempt organization under Section 501(c) of the Internal Revenue Code, or an

organization conducting itself in a not for profit manner. These organizations must provide to the

Center with their rental request a copy of their current IRS 501(c) approval with the organization's

current address in order to receive any rate benefit associated with this category.

Commercial

A Commercial organization is any organization that does not qualify for nonprofit, noncommercial

status. This category also applies to individuals renting the theatres.

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GENERAL APPLICATION INFORMATION

Guidelines

To ensure a successful Event, please comply with the guidelines and procedures of the Center as

administered by Center Staff. Noncompliance may result in Event cancellation, forfeiture of deposit

and/or cancellation of future booking dates.

Advertising and Promotions

To ensure accurate Event information, and to avoid added expenditures by your organization, please

do not distribute advertising or publicize your booking request until you receive a copy of the Rental

Agreement signed by all parties. It is only after agreements are finalized that use of the Center is

confirmed. The Licensee agrees to read and comply with Center marketing requirements. Any use of

the Center's name, logo and telephone numbers (including references to, or descriptions of the Center)

must be approved prior to printing, display or other use/distribution. Misuse of the Center’s or City’s

logo, contact information or likeness will result in loss of deposit and/or cancelation of event.

Nonstandard Information

Your organization may be required to furnish in writing, before signing a Rental Agreement, any

information needed by the Center to determine arrangements, special services, labor, and equipment

necessary to the staging, management and success of the Event. Please provide this information to

avoid added expenditures, cancellation, loss of deposit and/or cancellation of future booking dates.

Nonstandard Guidelines

The Center may impose additional guidelines, or set special Rental Agreements, whether or not

expressly provided herein, which may be necessary to the operation of the Center.

Primary Booking

Primary Booking is conducted in January of each year for the following October through September.

All requests for Primary booking are due January 2nd

of each year.

Request Due Period Booked

January 2, 2013 October 2013 - September 2014

January 2, 2014 October 2014 - September 2015

All requests received after January 2nd will be processed as secondary bookings.

Secondary Booking

Requests are accepted year-round and must be received a minimum of eight (8) weeks prior to any

dates requested. Bookings made less than six (6) months in advance may not appear in printed

materials, and some calendar listings due to production deadlines.

Request for Booking

All requests for booking must use the online rental applications located on our website.

www.atthegrand.org/rentalinformation

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GENERAL POLICES

Theatre Rental Agreement

Rental Agreements and estimates will be issued once a completed Rental Application is received and

approved by Staff. Nonprofit Rental Applications will need to include a copy of the organization’s

501(c) with current address. To ensure services for a successful Event, all requests are dependent

upon staff availability.

Rental Agreements must be signed by a responsible party representing the organization, or group,

who has contractual authority for such an Application.

Licensee may designate in their Rental Agreement a staff member other than the contract signatory to

be in charge of Event(s). This person shall be in the Center during all rehearsals and performances,

and available to Center Staff until the Center is vacated. As an authorized representative, this person

will be allowed to make financial decisions that may impact the estimated fees.

Once the Center has received a signed Rental Agreement and a deposit check, the dates are

considered confirmed. Rental Agreements are due back to the Center within ten (10) business days of

the date they were issued.

Center Ticketing

The Grand Theatre Center for the Arts sells and distributes tickets for all Events where the public is

charged a fee or a ticket is required to attend. Grand Theatre Center for the Arts tickets produced by

the Center or though the Center’s print at home option will be the only tickets accepted for admittance

to an Event. Each person attending a ticketed Event, regardless of age, must have a ticket.

Additional ticket services provided beyond those included with your booking will be billed to the

Licensee with the final reconciliation.

Free Events

Any Event not using the Center’s ticketing will be considered a free Event. The public must be able

to enter the theatre without the requirement of money at any time. This includes charging fees in

advance (ie memberships). A private reception (see below) may be exempt, please consult with

Center staff.

Licensees may ask for, and may receive, donations from the public provided they do not use

entrances as a collection point.

Crowd control and maximum seating capacity will be maintained by Staff using counters. Once the

Theatre is at maximum capacity, public will be turned away. Failure to support this safety policy

could result in loss of deposit and/or event cancelation.

Additional Usage Hours

If you require additional stage access for setup, rehearsals or load in/load out on days that have not

previously been contracted, please contact the Theatre Supervisor at 209-831-6274 to request

additional bookings. If available, the Center will add this time to your existing Rental Agreement,

billable according to the Facility Fee Schedule.

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Staffing

Center Staff is responsible for determining staffing levels and assigning all staff for Events. The

presence of thirty (30) or more performers/Licensee personnel will always necessitate additional

Center Staff.

Center Staff will determine the need for security personnel for any Event, however if requested by the

Licensee it will be provided according to the Facility Fee Schedule.

All staff furnished by the Center, beyond those identified as inclusive, are billed to you according to

the Facility Fee Schedule.

The Technical Crew works under the following conditions

After 5 hours of work, a one hour break is called.

Between the second and third hour of work, a 20 minute break is called.

There is an 8 hour minimum interim between the end of a day's work and the beginning of the

next call.

There is a minimum of 4 hours paid for any call.

Calls canceled with less than 48 hours notice, shall incur the cost of a 4 hour call per crew

member.

Merchandise

Licensees may sell their own merchandise at the Center on the day of the Event, with prior approval

from the Center. Merchandise requests must be submitted a minimum of ten (10) day prior to the

Event. It may not be possible to accommodate last minute requests. For the safety and convenience

of our patrons, sales are limited to a specific area in the lobby.

The Center charges ten percent (10%) of gross sales, and of any money collected on the premises,

except donations.

Licensees should plan to provide their own sales staff. If requested, the Center may provide volunteer

sales staff when available. The Licensee is solely responsible for all sales activity and cash collected.

City of Tracy Business Licenses will be required of anyone selling within the Center. Be prepared to

show the license upon staff request.

Start Times

The House opens one half-hour before published curtain time, except for School Time performances.

For School Time shows, the House will open with the arrival of the first school bus. This is a hard

and fixed Center policy and cannot be changed for artists' considerations, especially during inclement

weather. Please understand that the children's safety and comfort will always over-ride almost any

other issue.

The actual starting time will be no later than 10 minutes after the published curtain time and will be

called by the House Manager, dependent on variables such as house size, weather etc. In addition, the

Theatre Staff may also hold a curtain due to safety factors.

The House requires a short pause after the first number for late seating in all Dance and Musical

Theatre events. The House Manager will give an all clear.

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Intermission

Please plan to provide an intermission of at least fifteen (15) minutes for any program that lasts one

and one half (1-1/2) hours or more. For an audience of 300 or larger the intermission will be a least

twenty (20) minutes.

Emergency Exits and Secured Doors

To provide safe egress during an emergency Licensees must keep Emergency exits clear.

To provide safe conditions for performers and the public, Emergency Exits and Secured (Locked)

doors must remain locked and can not be propped open.

Licensees may not use ETK parterre fire exits for performer entrance and exit.

Performers and Licensee staff should enter the theatres through the Stage Door/Green Room located

at 25 West 7th Street. Minors should check in and out through the same area. Please, the public

(friends, relatives, etc) should not be backstage unless they are considered staff. Failure to support

this safety policy could result in loss of deposit and/or event cancelation.

Fire Codes

All fire codes must be followed at all times. Please remember theatres have many additional codes

that other buildings do not. If you have any question please contact the Rental Manager.

All Drapery and flammable materials used as set pieces must be properly treated and/or have a

certificate.

Tripods will not be allowed in the rowed seating areas while the public is present.

There is no standing room in either theatre. Patrons can not sit on any of the stairs.

At NO time will the House allow any equipment to be set up in the audience aisles. Any equipment

that needs to be in the audience must have seats pulled, and this must be arranged well in advance.

Scenic Construction and Painting

Please contact the Technical Theatre Supervisor for a list of additional guidelines concerning on-site

scenic construction and painting. This includes the painting of and/or the anchoring to center walls

and floors.

Sound Pressure Limitation

In accordance with OSHA guidelines and general health considerations, the management reserves the right

to control the maximum sound pressure levels generated by the sound systems in the venue. The Artist's

sound engineer will insure that the system under his control does not produce sustained sound pressure

levels in excess of 115 dB (A weighted) at a distance of 15 feet in front of any speaker cluster. It is

expected that safe sound pressure levels which will satisfy both the Artist's aesthetic considerations as well

as the Center's commitment to protecting patrons' hearing, can be mutually agreed upon during rehearsal or

sound check.

Music Licensing

The Center has clearance for playback “needle-drop” rights for recorded music licensed under ASCAP and

BMI and SECAM; no further rights need be obtained for music playback in public performance on our

premises. However live performance rights may still apply and it is the sole responsibility of the Artist to

obtain applicable clearances for music performed live as part of a public performance in our facilities.

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INFORMATION DUE DATES

Once the Rental Agreement is signed by both parties, the Center will ask that the Event information

be returned to the Center according to the parameters listed below. Please consult the due dates

assigned to your rental included with your rental agreement. Failure to meet these due dates may

result in cancelation of your agreement and/or loss of deposit.

Ticket Request Worksheet

Please return the completed Ticket Request Worksheet to the Center's Box Office a minimum of five

(5) weeks prior to the first performance.

Technical Information

To provide you with all the technical resources your Event will require, you must schedule a Pre-

Production Meeting with the Center's Theatre Supervisor a minimum of four (4) weeks prior to load-

in. The Technical Theatre Supervisor may be reached at 209-831-6274.

Technical staff requirements are estimated at the time of your booking. In your Pre-Production

Meeting, crew levels, equipment and call times can be adjusted. The Center has the final decision on

staffing requirements to ensure everyone's safety, the smoothest possible operation of Center

equipment, public safety, and the ultimate success of each Event.

Insurance Requirement

Licensee is required to provide the CITY a One Million Dollar ($1,000,000) minimum bodily injury

and property damage insurance policy. In the event the Licensee does not have such a policy, the

Center may recommend a CITY agent. A certificate of insurance must be received no later than

twenty (20) days prior to the first day of the Arrangement and must include coverage for all

performance and nonperformance periods noted in the License Agreement.

RECEPTIONS and MAJOR EVENTS

Receptions and Major Center-Wide Events require careful planning and coordination with caterers,

Center Staff, and other Licensees.

For our purposes, a "Reception" is a social gathering in conjunction with a Licensed Event, usually a

performance, which is hosted by, or on behalf of, the Licensee for patrons and guests. A Reception

may involve food and/or beverage (please see Food Service section). Permission to hold a Reception

may include a formal address or presentation. However, a social gathering that is the primary

function of the License, such as someone booking only the Gallery or the Loggia for a party, is an

Event, not a Reception. Please contact the Technical Theatre Supervisor for information on how to

book a separate Event.

Types of Receptions

Receptions at the Center fall into three categories:

Ticketed: admission to the reception is sold separately from the performance.

Private/non-ticketed: the guest list will be by invitation only.

Open: all members of the public in the Center may attend your Event.

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Booking a Reception

The Center is pleased to assist Licensees who wish to host enjoyable social Events for supporters and

donors in conjunction with their performances. Since the Center is designed primarily to serve as an

outstanding performance space, there are some special considerations when booking Receptions. We

appreciate your understanding on the following guidelines:

All receptions must be approved and booked by the Center.

The Center will attempt to honor last-minute reception requests; additional costs incurred

will be estimated at the time of the request.

Receptions booked after the Rental Agreement is executed are approved based on space,

staff availability and administrative time.

All fees associated with a reception are non-refundable within 14 days of the Event.

Use of Public areas may be limited based on other previously scheduled Events and/or

classes.

FOOD SERVICE

Food Sales

Sales of all food and beverage for performances at the Center must be provided by the Center’s

exclusive caterer.

Complimentary Food

Licensees and Licensee's agents may serve complimentary food or beverage in the Center with the

written consent of the Center.

The safety of our patrons is a serious concern in the serving and preparation of food at the Center.

For this reason, a caterer must prepare all food in a kitchen licensed by the Health Department. All

food must be cooked outside the Center building.

Only licensed caterers may handle Sterno. Open flame is allowed in the Center by permission of the

Fire Marshall only.

Storage

Please store containers, boxes, bags, dry supplies, bottles and glassware out of public view. Licensee

should plan to provide containers appropriate for all supplies, including ice, as the Center does not

provide these items.

Setup

Caterers may set up no earlier than the Licensee's contracted arrival time. For post-performance

receptions, caterers may set up after the last intermission. If there is no intermission, set up may

begin no earlier than fifteen (15) minutes after the contracted curtain time.

Clean Up

Caterers need to remove all food and supplies following the Event, no later than the contracted Event

period. Pre-performance receptions must be completely cleaned up before the first intermission.

Caterers need to clean up all food service areas both during and after service. Center areas must be

restored to the same general condition in which they were found.

ALCOHOL SERVICE

Licensees and their agents may not sell or serve alcoholic beverages in the Center except when

authorized. To sell alcohol, the Licensee must obtain a liquor license from the State of California,

and must provide proof of host liquor liability insurance. Food and nonalcoholic beverages must be

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served as well. To request approval, please contact the Arts Division a minimum of six (6) weeks

prior to the Event.

Please serve alcohol responsibly.

FEE STRUCTURE

The Facility Fee Schedule is proposed by Center Staff and approved by the Tracy City Council. Fees

are subject to change each July 1st or, for cost-based fees, at any time additional costs are incurred by

the Center. The Center charges your Event according to the Fees Schedule approved as of your

performance dates. As a result, estimates should be considered as guidelines only and are subject to

change.

Basic Facility Fees

Normal heating and air conditioning, janitorial and engineering service, stage draperies, loading dock

facilities, in-house stage lighting equipment, in-house sound equipment, dressing rooms and

backstage facilities are generally included. ETK Theatre and Studio Theatre use includes a House

Manager (5 hours) for all single performance periods. Box Office staff will be provided for all

ticketed performance periods (2 hours). Ushers will be provided at the Center's discretion. A Theatre

Technician will be provided at the standard stagehand rate whenever any Licensee staff or patrons are

on the premises.

Please note, the cost of all other services and equipment; including, but not limited to, additional

Center Staff, ticket office services, security and merchandising percentage, not listed in the Basic

Facility Fee section, are charged services.

Patron Fees

The Center charges all patrons a Facility Use Fee for each paid ticket purchased. Please consult the

Facility Fee Schedule for a listing of the amount charged.

Holiday Fees

When you book a space on a holiday recognized by the City of Tracy, additional facility fees and

staffing charges may apply.

Payment of Fees

There are other fees, charged by outside agencies, for which your organization may be responsible,

such as:

State, County or local taxes incurred from the sale of any merchandise (i.e., CDs, books,

souvenirs, etc.).

Royalties incurred by a performance in the Center.

Copyright applications.

The Center makes all payments to the organization that contracted the Agreement, and mails a check

to the address listed on the Rental Agreement, unless an authorized address change has been filed

prior to reconciliation. For nonprofit organizations, the Center must use the organization's name and

address listed on the 501(c). No second-party payments will be made by the Center.

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CANCELLATION POLICY

The cancellation of any Event, or portion thereof, must be made by the Licensee's Authorized

Representative in writing to the Center's Technical Theatre Supervisor at 715 N. Central Avenue,

Tracy, California, 95376.

Ticketed Performances

Notification of cancellation of the Rental Agreement once executed:

LICENSEE is responsible for (50%) percent of the base facility fees; additional expenses incurred by

the CITY in service of the License; and a minimum staff call of four (4) hours per employee

scheduled.

Notification of cancellation of the Event after the print deadline:



scheduled.

Notification of cancellation of the Event after the Event has been entered on the Center's ticketing

system:

LICENSEE is responsible for (100%) percent of the base facility fees; additional expenses incurred

by the CITY in service of the License; and a minimum staff call of four (4) hours per employee

scheduled.

Non-Ticketed Performances

Notification of cancellation of the Rental Agreement once executed:



scheduled.

Notification of cancellation of the Rental Agreement less than ninety (90) days prior to the Event:



scheduled.

Notification of cancellation of the Rental Agreement less than sixty (60) days prior to the Event:

LICENSEE is responsible for (100%) percent of the base facility fees; additional expenses incurred

by the CITY in service of the License; and a minimum staff call of four (4) hours per employee

scheduled.

Cancellation Costs

Costs for cancellation of the Rental Agreement for ticketed or non-ticketed performances may include

actual costs incurred by the Center as a result of the cancellation in addition to the total estimated

facility fees.

CITY will provide a statement of charges to LICENSEE, and LICENSEE shall pay in full for all

facility fees and charges within thirty (30) days of the original contracted Arrangement date. If the

CITY books the canceled date(s) to another party, LICENSEES will receive a rebate based on the

new facility fees paid, up to the maximum of the original LICENSEE'S paid facility fees.

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Hints for a Successful Event

There are many challenges to planning events and, realistically, many successful events have glitches. The key to an event’s overall success is to minimize the glitches. Here are some questions you should be asking yourself or your board/committee during the planning stages. THE PURPOSE

Most events are produced with one or more of these things in mind:

1. To entertain the public. 2. To educate the public. 3. To sell tickets and reach a “break even” point. 4. To sell tickets and raise or make money.

Knowing what your primary and secondary purposes are will help you to know which acts to book and how much money to spend.

THE NATURE OF THE EVENT

Keep in mind the nature of the event and your goals for the event.

1. Will this be a free show, or will you be selling tickets? 2. Will the event be private, or open to the public? 3. Is there a need to make money back, or is revenue not a factor? 4. Is there a need to do a certain type of show (comedy, rock, rap, etc.)? 5. Is there a need to appeal to a certain demographic?

SELECTING THE DATE

1. The more dates you can do, the better chance you’ll have to get the act (or venue) you want. 2. Go over potential dates with your board. 3. Get every date available and place a deposit to reserve the facility. 4. Make sure there are no potential conflicts (athletics, other programs, school vacations).

THE BUDGET

Make sure you take into account the following expenses:

1. The artist’s fee. 2. The middle agent’s fee. 3. Production (sound and lights and rider requirements). 4. Catering. 5. Advertising. 6. Security. 7. Ticket printing. 8. Space rental. 9. Your organization’s internal expenses (staff time, gas, office printing/copying, etc.). 10. Any other expenses you may incur (VIP event, cast party, food).

If you are uncertain about your ability to afford the show, obtain an advance copy of the rider.

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Approved Vendors

The Staff at the Grand Theatre Center for the Arts have worked with many local and regional vendors.

The following are some of the frequent providers that have proven consistency, understanding of the

facility, concern about our patrons’ experience, great value, and great customer service.

We will be happy to work with any vendor you choose. Catering vendors must have San Joaquin

County Health Department permits and set up a meeting with staff. Photographers and

Videographers must set up a meeting with the Technical Staff if they are working in the theatres.

Security providers must have written permission to provide services from the Theatre Manager or the

City of Tracy Police Chief. All businesses working within the City should also have a City of Tracy

Business License.

Catering

Thyme to Eat Contact: Marie Graham 925.837.2246 Tracy, CA

Town & Country Contact: Mike Trotter 209.835.6751 Tracy, CA

Checkers Catering Contact: Sandee Munroe 925.968.1121 Livermore, CA

Hotel

Best Western Luxury Inn Contact: Amita Kotecha 209.765.7666 Tracy, CA

Party Rental

Central Valley Party Contact: Jerry or Archille 209.832.8890 Tracy, CA

Live Music

Main Street Music Contact: Ken Cefalo 209.835.1125 Tracy, CA

Marketing Design

Marcia Herman Design Contact: Marcia Herman 209.521.0388 Modesto, CA

Elee Design Studio Contact: Erica Dement 559.761.9975 Tracy, CA

Security

Twiford Security Contact: James Twiford 209.914.2934 Tracy, CA

Theatre Supplies/Equipment Rental

Sacramento Theatrical Contact: Kathy Rice 916.447.3258 Sacramento, CA

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Grand Theatre Center for the Arts Rental Frequently Asked Questions

1. What type of payment does the City of Tracy accept? We accept cash, check, money order, VISA, and Master Card. Please make checks and money orders payable to “City of Tracy” and include your rental number from your quote or rental agreement.

2. When is payment due? Deposits are due upon confirming the rental. Rental payment is due two weeks prior to your first rental date. If you have ticket sales, payment will be deducted from your ticket income. Please note it may take up to 30 days for the City to reconcile ticket income.

3. Do you offer any special discounts? Lower rates are available on midweek off-peak hours and to non-profit groups. Please check the Facility Fee Schedule for details.

4. Do I have to be a resident of Tracy to rent space? No. Our rental spaces are available to all groups. However, certain restrictions may apply. Be sure to mention your intended use of the space at the time you submit your rental request.

5. Can I run a workshop or class? Yes, provided that you have the appropriate business licenses and any necessary insurance.

6. Can my group sell food or drink at our event? No. The Grand Foundation runs all food and drink concessions at the Don Cose Family Arts Café. However, merchandise can be sold by renting organizations for a small fee (10% of sales). Please keep in mind, a City of Tracy business license must be held by the seller.

7. What parking is available? There are over 340 free public parking spaces within a short walking distance of the Grand. Many of the side streets offer parking as well, but we ask that you avoid using them so we don’t disrupt our downtown neighbors.

8. How early can I arrive at my rental space? Can I stay later if I need to? Your rental space will be available at the time for which it was booked. If you need access to the space earlier in order to load in, set up, etc., you will need to request that additional time when you book the space. Likewise, if you need additional time at the end of your event to load out or clean up, you will need to request that additional time when you book the space. Staying past your requested time will result in additional rental fees.

9. How do I get into the space? The space will be unlocked at the time you have booked.

10. Can I call or just show up and book space on the day I need it? No. While the Grand may be able to occasionally accommodate last-minute requests, we discourage anyone from trying to book space last-minute. The earlier you can submit a rental request, the better we are able to accommodate your needs.

11. Can my group break off and meet in areas other than the space we’ve rented? No. You need confine all of your group’s activities to the space(s) you have rented. Hallways, common areas, stairwells, or any other public areas are not to be used for rehearsals or meetings.

12. Can my kids wait for me in the hallway while I'm in rehearsal? No. Minors cannot be left unattended anywhere in the facility. Anyone that is connected to your event should remain in the rented space.

13. Where can I go for loading/unloading purposes? ETK Theatre productions may load and unload at the onstage loading door accessible from Jackson Alley. Jackson Alley is a through street and is for loading and unloading only, vehicles must park elsewhere. Studio Theatre productions may load and unload through the double loading doors near the 7

th Street entrance. This needs to be scheduled with the Technical Staff so that interruptions of other Center

activities are kept to a minimum. Classrooms and Gallery events may load from 7th

Street or the loading zone on Central Avenue. Please remember that vehicles left beyond the time allotted for loading will be towed.

14. What time are the rentals available? Our theatres are available as early as 7am. We prefer events be completed by 1am.

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Grand theatre center for the arts rental guide

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