Rental Information

SCHOOL AND COMMUNITY USE

WINTHROP PERFORMING ARTS CENTER

Philosophy/Purpose

The Winthrop 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 extraordinary opportunity to display the work and talent of the artistic disciplines. Further, it promotes an educational atmosphere that enhances knowledge and fosters an appreciation of the varied cultures of our society.

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

The Winthrop Board of Education recognizes the investment of the community in the performing arts center. As such, the Winthrop Performing Arts Center will be available for non-profit organizations and individuals who wish to sponsor civic, cultural, educational, recreational or political activities that do not conflict or interfere with the conduct of school programs or the best interests of the schools and community. When available, the facility 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 best interests of the school and community.

1. School Use Policy: The Winthrop Board of Education is the ultimate authority in all matters relating to the rental of the Winthrop Performing Arts Center.
2. Categories of users (in priority order)
   1. Winthrop Public Schools, all related programs, and Winthrop Town Council.
   2. Town of Winthrop municipal departments, Winthrop Education Corporation and Winthrop YMCA
   3. Non-profit organizations and for-profit educational services within Winthrop.
   4. Non-profit organizations located outside of Winthrop.
   5. For-profit organizations.
3. Insurance: The Winthrop Board of Education has the sole right to determine the amount of insurance coverage required. Lessees will provide a copy of their certificate of insurance covering the period under contract, naming Winthrop Public Schools as an additional insured, if required by the superintendent or his/her designee. Generally, a certificate of insurance will be required if a fee is charged for public entertainment and the event is provided by an organization not associated with Winthrop Public Schools or the Town of Winthrop.
4. Deposit: A 25% rental deposit of total anticipated rental and service fees is required for non-profit and for-profit organizations upon the signing of a contract with Winthrop Public Schools. The final balance is due one week in advance of the first scheduled use of the performing arts center. Should the Superintendent or his/her designee determine that the Winthrop Performing Arts Center should close due to weather or other “act of god”, fees other than the deposit will be returned.
5. Additional fees: The lessee will be financially responsible for any damages 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 indemnity bond in an amount it feels, in its sole discretion, is appropriate for the event.
6. Custodial Services: Custodial services are required for all events. The basic service provided will be to unlock doors, turn on and set house lights, clean and secure the facility after use.
7. Lighting/Sound Technician: If stage lights, elaborate sound, or other equipment is needed a light/sound technician may be required.
8. Ushers: The lessee must provide one adult head usher and other ushers in the ratio of 1 per 100 people anticipated in attendance. Ushers must remain in the auditorium during the performance and intermissions. They will insure that members of the audience behave appropriately and do not abuse the facility or detract from each performance and rehearsal.
9. Contact Person and other designated adult: The lessee must provide a minimum of one adult contact person for arrangements prior to the event and who will 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 sole right to determine the level of security required for each event. Security expenses are the responsibility of the lessee. All security must be contracted through the Winthrop Police Department.
11. Fire & Safety Regulations: The superintendent or his/her designee must approve the use of any pyrotechnical stage devices in advance of all performances. When such devices are approved, the lessee is responsible for posting warning signs at all entrances for each performance. The superintendent or his/her designee reserves the right to inspect or approve any equipment that does not belong to the school. Cost of this inspection will be the responsibility of the lessee.
12. Cancellation of an event: The Superintendent or his/her designee has the sole authority to determine whether the Winthrop Public Schools and/or the Performing Arts Center should be closed due to weather or other “act of god”. Notification to the Lessee will be made as soon as possible. Lessee understands and agrees that Lessee waives and releases any and all claims that Lessee may have against any entity or persona rising out of or related to the cancellation of a scheduled event and that Lessee's sole remedy in the event of cancellation will be a refund of fees, less any deposit. Lessee further agrees to defend and indemnify the Winthrop Public Schools, Town of Winthrop, and Board of Education (and their respective employees, agents, or members) (hereinafter collectively referred to as "Winthrop and its Agents") in the event that any claims are made against them as a result of or related to the cancellation of a scheduled event. This indemnity includes all costs, including attorneys’ fees.
13. Injuries/Damages: Lessee understands and agrees to waive any claim that Lessee may have against Winthrop and its Agents for any injuries or damages that may be sustained by Lessee or Lessee's guests as 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 event that any other person or entity asserts a claim against Winthrop and its Agents for injuries or damages sustained as a result of or related to Lessee's use of the Performing Arts Center. This indemnity includes all costs, including attorneys’ fees.

Rental Fee Schedule

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.

Rehearsal Fee Schedule

Guidelines for Use

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

• Priority for performing arts center use will be given to school sponsored programs.
• The superintendent or his/her designee, in accordance with current school board procedure, will approve the use of the theater.
• The Superintendent orhis/her designee reserves the right to prohibit general seating.
• Unless otherwise approved,all programs shall be planned so as not to interfere with the regular schoolday.
• 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.
• The organization using the facility shall be responsible for moving its equipment into and out of the theater.
• School authorities must have access to the theater at all times.
• No smoking is allowed in anypart of the high school or on school grounds.
• The use of alcohol and drugs is prohibited; individuals under the influence will be removed from thepremises.
• Food and beverages are notallowed in any part of the theater, either during rehearsals or during performances.
• Each approved activity shall be restricted to that area for which permission is granted.
• Each approved activity shallnot extend beyond the hours outlined in the request.
• In the absence of administrative personnel or the PAC director, the custodian is charged with the responsibility of the facility.
• 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.
• 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.
• No school property orequipment is to be altered or removed from the premises.
• Nothing may be nailed orscrewed into the theater’s stage floor without prior permission from the superintendent or his/her designee.
• No painting of sets is allowed on the stage floor or in the theater without prior permission from the superintendent or his/her designee.
• Signs or posters should beplaced in designated areas only.
• All groups using the facility and/or rooms adjacent to the theater will be responsible for returning the rooms to their original condition.
• All groups will be held responsible for damage to the facility.
• 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.
• The school departmentreserves all concession rights unless prior agreement is made with thesuperintendent or his/her designee.
• All non-school organizationsshall assume financial responsibility for any damage done to the building orits contents during said organization’s use.
• Failure to abide by theserules may result in the revocation of future use of this facility.
• 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.
• Cancellations of publicevents due to weather or emergency situations are the responsibility of theorganization reserving the facilities.
• Public notification of thecancellation of an event is the responsibility of the organization reservingthe facility.
• Organizations that havereserved the facility must provide a 30 day notice to cancel, except in thecase of poor weather or emergencies.
• Any accident that occursduring a performance period must be reported to school officials and theappropriate accident report should be completed.

WINTHROP PERFORMING ARTS CENTER

211 RAMBLER RD.

WINTHROP, ME 04345

207-377-2228 EXT 3010

DENNIS PRICE -- DIRECTOR