WOODROW WILSON HIGH SCHOOL AUDITORIUM OPERATIONS POLICY

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1 WOODROW WILSON HIGH SCHOOL AUDITORIUM OPERATIONS POLICY Policies for programming, operating, and administering the Woodrow Wilson High School Auditorium are established in order for the Auditorium to serve students and the public with quality educational and cultural programs and events year round. The Auditorium provides Raleigh County Schools and the community with the highest quality cultural programs and educational presentations. The 1101-seat facility, with its state-of-the-art technical capabilities, provides the ideal setting for all types of stage presentations that otherwise could not be considered. The Raleigh County Board of Education recognizes its responsibility to the students and citizens to insure the Auditorium located at Woodrow Wilson High School be used to enhance the quality of educational and cultural life in our area. Groups will be requesting services and technical support, which will require a person with the following skills to serve users of the facility: ability to operate the sound and lighting equipment knowledge of house management coordinate and facilitate all use of the building Thisperson shall be employed to perform the duties of Auditorium Manager by the Raleigh County Board of Education under an extra-curricular contract. The Auditorium Manager will keep a written record of all hours to be charged to the user for services and will submit a copy of this record to the bookkeeper of Woodrow Wilson High School. This record will be submitted to the Raleigh County Board of Education for pay purposes in order to meet appropriate tax and retirement considerations. The Raleigh County Board of Education will employee a Custodian III/Electronic Technician at Woodrow Wilson High School whose primary duties will be to maintain the Woodrow Wilson High School Auditorium with additional duties to be assigned by the Principal. The responsibility for scheduling the Woodrow Wilson High School Auditorium will be the duty of the Auditorium Manager of Woodrow Wilson High School working closely with the Assistant Superintendent. Day-to-day management of the Auditorium will be the responsibility of the Auditorium Manager based on the following conditions: A. An Auditorium Advisory Committee has been created to advise, assess and facilitate operations of the Auditorium. The Auditorium Advisory Committee will recommend to the Raleigh County Board of Education changes in policies and procedures when necessary. B. The Raleigh County Board of Education will approve the operating policies of the Auditorium. 1

2 C. Raleigh County Schools will have priority to schedule all school programs presented in the Auditorium. D. After all Raleigh County School programs have been scheduled, scheduling other events in the Auditorium will be the responsibility of the Auditorium Manager. E. The Raleigh County Board of Education will approve a scale of fees for the use of the Auditorium. 1. Use of the facility by Raleigh County Schools will be free of charge unless the school is using the Auditorium for the purpose of a fundraiser (fees for the Auditorium Manager and stagehands apply) 2. Other users will rent the Auditorium at the rates contained in the lease agreement. F. The Assistant Superintendent will contract for the use of the facility. The contract shall contain stipulations regarding the following: 1. The Raleigh County Board of Education will mandate public liability insurance by non-school users of not less than $300,000 for any one occurrence and property damage insurance of not less than $50,000. The Raleigh County Board of Education shall be an additional insured in all policies. It is understood that the policy will not be canceled or reduced or modified in any way adversely affecting the coverage provided with respect to the Auditorium. A certification of insurance shall be filed by the Lessee with the Auditorium Manager. G. In keeping with normal operating procedures, the Principal of Woodrow Wilson High School will submit to the Business Office a report on the financial records of the Auditorium at the end of the fiscal year. Any additional funds that may be generated from the fees collected will be used for maintenance, purchase of equipment, and improvements to the Auditorium. 2

3 WOODROW WILSON HIGH SCHOOL POSITION DESCRIPTION Title: Reports to: Coordinates with: Custodian III/Electronic Technician Principal of Woodrow Wilson High School Auditorium Manager Primary Responsibility: Secondary Responsibility: Woodrow Wilson High School Auditorium Assigned by the Principal as needed Specific Functions/Duties: 1. Maintain a clean facility at all times 2. Advise Principal and Auditorium Manager of needs and assistance required 3. Understand smoke vents and use (alarm activated if opened) 4. Understand and be responsible for Genie (mobile scaffold) 5. Responsible for maintaining all House and Lobby light fixtures 6. Understand hardware functions 7. Understand hardware use and removable mullions 8. Understand exterior rolling door 9. Understand and operate the following: a. Boiler room and site mounted air-cooled chiller b. HVAC room #54 (AC-1) heating and cooling for Stage c. HVAC room #58 (AC-2) heating and cooling for front third of Auditorium d. HVAC room #61 (AC-3) heating and cooling for center third of Auditorium e. HVAC room #51 (AC-4) heating and cooling for rear third of Auditorium f. HVAC room #47 (AC-5) heating and cooling for lobby 10. Maintain plumbing fixtures 11. Understand use and controls for sanitary disposal (not a gravity system) 12. Understand lighting and power panels 13. Understand switching throughout the building 14. Understand and operate Kent KX-140 Power Extractor 15. Understand and operate Kent KT-500P Cleaner 3

4 WOODROW WILSON HIGH SCHOOL POSITION DESCRIPTION Extra-Curricular Contract Title: Reports to: Coordinates with: Objective: Qualifications: Auditorium Manager/Assistant Managers Assistant Superintendent of Adolescent Education Principal of Woodrow Wilson High School Manage the activities of the Auditorium within the guidelines of the Raleigh County School District objectives and goals This person shall be responsible for completing all time and usage sheets, which shall be turned in to the Woodrow Wilson High School bookkeeper for invoicing. Basic Functions: 1. Control and direct personnel assisting in the operation of the facility 2. Control and direct school personnel groups and outside groups using the facility 3. Meet with the Auditorium users and review their needs 4. Relate to the user the Usage Policy for the facility 5. Advise Principal of needs and assistance required 6. Cooperate with and make available facility for all authorities having jurisdiction 7. Schedule all functions of the Auditorium Specific Functions: 1. Understand stage rigging 2. Understand orchestra stage lift 3. Understand acoustical isolation of designed spaces 4. Understand Genie (mobile scaffold) 5. Be responsible for opening and closing the facility at all times 6. Maintain the key case 7. Understand and operate the exterior rolling door and roll-up shutters to the projection and audio rooms 8. Understand and operate the HVAC units 9. Understand lighting and power panels 10. Understand switching throughout the building 11. Maintain storage for specialty lighting instruments 12. Understand and operate specialty lighting with dimmer panels (House and Stage), patch panel, catwalk lighting, stage lighting 13. Understand and operate Sound System and internal communication systems Working Relationships: Work closely with school departments and outside organizations. Provide liaison with other groups as required on assigned use of the facility Delegated Authority: The Auditorium Manager has the administrative authority to supervise personnel in the Auditorium on a use of facility basis. 4

5 Usage Policy A. This usage policy is part of the Standard Agreement for the Woodrow Wilson High School Auditorium and the Lessees of the Auditorium must adhere to the following rules. B. The Lease Agreement and the usage policy are the only agreement between parties relative to the use of the Auditorium. Lessee Accepts Building A. Upon moving into the Woodrow Wilson High School Auditorium, the Lessee accepts the facility and premises and all equipment within the building as being in good condition. B. Lessee may not sublet any rented spaces, or in any way assign rented spaces to any other person or organization. Lessee may not utilize the rented spaces for any purpose other than which is specified in the Lease Agreement. C. On the date the Lease is signed, the Lessee agrees to furnish Woodrow Wilson High School Auditorium the name, address, and telephone numbers of the Lessee s representative. The Lessee s representative will be the persons authorized to make decisions or to negotiate with the Assistant Superintendent. The Lessee or the Lessee s representative must be present at all rehearsals and performances to resolve problems and conflicts or negotiate any altercation in performance procedures with the staff of Woodrow Wilson High School Auditorium. The representative will be fully authorized to act for and execute documents on behalf of the Lessee. D. On the date the Lease is signed, the Lessee will furnish Woodrow Wilson High School Auditorium any lighting and sound requirements. Lessee will also furnish Woodrow Wilson High School Auditorium a stage setup listing any equipment and personnel to be supplied by Woodrow Wilson High School Auditorium at this time. Insurance The Lessee must possess liability waivers, workers compensation and indemnity assurances that hold harmless the Raleigh County Board of Education, the Advisory Committee and Woodrow Wilson High School Auditorium. The Lessee must file a certificate with the Auditorium Manager to show a liability insurance policy in the amount of $300,000 is in effect to protect the organization and the Raleigh County Board of Education. Public Safety The Lessee shall neither encumber nor obstruct the sidewalks in front, the entrances and exits, halls, lobby, premises, nor allow the same to be obstructed or encumbered in any manner. Lessee agrees not to bring onto the premises any materials, substances, equipment, or objects which are likely to endanger the life of, or cause bodily injury to any person on the premises, or which is likely to constitute a hazard to property therein. The Lessee understands there will be NO SMOKING, FOOD or DRINKS PERMITTED ANYWHERE inside the Woodrow Wilson High School Auditorium. Cancellation NOTIFICATION OF ANY CHANGE IN PROGRAM OR CANCELLATION WILL BE MADE TO THE AUDITORIUM MANAGER IMMEDIATELY. It shall be the responsibility of the Lessee to make reasonable announcements, at Lessee s expense, concerning the cancellation, as soon as possible following the cancellation, by all means commercially reasonable including newspapers, TV and radio carrying paid advertisements about the event. 5

6 Interruption or Termination of Show The Auditorium Manager shall retain the right to interrupt any performance in the interest of public safety and to likewise cause the termination of such performance when, in the sole judgment of the Auditorium Manager, such an act is necessary in the interest of public safety. Evacuation Should it be the judgment of the Auditorium Manager to evacuate the premises for the reasons of public safety, the Lessee will retain possession of the premises for sufficient time to complete presentation of the activity without additional rental charge providing such time does not interfere with another Lessee. If at the discretion of the Auditorium Manager it is not possible to complete presentation of the activity, rental shall be prorated at the discretion of the Auditorium Manager based on the situation, and the Lessee hereby waives any claim for damages or compensation from the Woodrow Wilson High School Auditorium. Bonding and Security Guards Auditorium Management, at its discretion, may require such bonding as is deemed necessary by it and may require additional security guards at its sole discretion, to be charged to Lessee. Damage and Clean-up Responsibility Lessee shall be responsible for any and all damages to Woodrow Wilson High School Auditorium premises caused by acts of Lessee or Lessee s agents, employees, patrons, guests and artists whether accidental or otherwise. Lessee further agrees to leave Woodrow Wilson High School Auditorium premises in the same condition as existed on the date Lessee took possession, with the exception of ordinary wear and use. Any additional charges incurred because of an unusual amount of post-event clean-up will be borne by the Lessee. Financial Rental Fees and Services: The Lessee will be provided with a rental fee schedule for all equipment, materials, and services requested. Charges for those items requested by the Lessee and supplied by the Woodrow Wilson High School Auditorium will be included in the Lease Agreement. Advance Payment: The Lessee agrees to pay the Auditorium a non-refundable deposit of $ to reserve the dates and times of performance. This advance payment shall be applied to the final billing. Time of Lease Agreement: The time for use of space as contained in the Lease Agreement shall not be extended for the occupancy or use of the premises or for the installation or removal of equipment without the written permission of the Auditorium Manager, and all such additional time shall be paid for according to the schedule of fees fixed by the Auditorium, if such permission is granted. Delivery of Goods: A. Sets, costumes and other materials belonging to the Lessee delivered prior to the contracted time will not be accepted by the Auditorium staff without written arrangements. The Auditorium cannot guarantee storage space will be available. B. The Woodrow Wilson High School Auditorium will not accept any goods shipped to the Auditorium that requires a fee to be paid for the carrier upon delivery. Stage Manager: Lessee agrees to furnish a qualified Stage Manager approved by the Auditorium Manager to run the show backstage or to accept the designation of a Stage Manager from Woodrow Wilson High School Auditorium. 6

7 Theater House Manager: Woodrow Wilson High School Auditorium will furnish at each performance a House Manager to supervise the overall operation of the Auditorium. The authority of the House Manager is absolute with regard to opening the house, start of the program, length of intermission, safety of staff and protection of the facility. ONLY STAGE HANDS AUTHORIZED BY THE AUDITORIUM MANAGER ARE ALLOWED TO OPERATE ANY AUDITORIUM EQUIPMENT. Piano Rental: Three types of pianos are available for rental Studio Piano: $25.00 Roland 3500: $50.00 Steinway Grand Piano: Must be contracted separately one month in advance Concessions: Woodrow Wilson High School Auditorium reserves the right to operate, license, or permit others to operate concessions during the period of this agreement. When permission in writing is granted to Lessee to operate a concession of any kind, Woodrow Wilson High School Auditorium will receive the amount of $15.00 per table. THE SALE OF FOOD OR BEVERAGE OR USE OF SUCH IS PROHIBITED ANYWHERE INSIDE THE AUDITORIUM. NEITHER SHALL THESE BE BROUGHT INTO ANY PART OF THE BUILDING. Collections: No collections, donations, or solicitations of money or goods of any kind, whether for charity or otherwise, shall be made at the Auditorium without obtaining written permission of the Auditorium Manager. APPROVED: December 16, 2003 REVIEWED: November 12,