Art Beat Management
East County Performing Arts Center
Cost Recovery Schedule
Effective July 11, 2007
The following are the costs for the use of the East County Performing Arts Center space, which may include any or all of the following: theater auditorium, stage, lobby, and certain dressing room space.
New Rates
Non-Profit Organization Base Charge
(Proof of Non-Profit status is required before contracting)
The following base charges include the rental facility fee, Technical Director, House Manager, trash and utility fees.
Fri, Sat, Sun Mon - Thurs
08:00am - 05:00pm $1,800.00 $1,500.00
03:00pm - 12:00am $1,920.00 $1,500.00
08:00am - 12:00am $2,400.00 $2,100.00
12:01am - 07:59am $ 240.00 per hour
Non-performance day (stage and backstage use only) $1,600.00 $1,300.00
Meeting rate 8:00am - 12:00pm (lobby only) $1,000.00 $ 700.00
Commercial Organization Base Charge
Fri, Sat, Sun Mon - Thurs
08:00am - 05:00pm $1,980.00 $1,800.00
03:00pm - 12:00am $2,100.00 $1,800.00
08:00am - 12:00am $3,000.00 $2,700.00
12:01am - 07:59am $ 300.00 per hour
Non-performance day (stage and backstage use only) $1,780.00 $1,600.00
Meeting rate 8:00am - 12:00pm (lobby only) $1,000.00 $ 700.00
*** If you book three or more events a year with us, take advantage of our frequent user discount of 10% off base charge and custodial fees.***
Charges accrue for all time used, including load in, load out, and entire time period facility is used.
Payment on contract estimate must be received in full prior to load in. Contracts will not be considered complete until all parties have signed and payment has been received. A non-refundable deposit of $500.00 made payable to Art Beat Management will be required before the contract is begun. Should any schedule changes occur (i.e. time changes, cancellation of extra days, etc.) once the contract process has begun, client may be responsible for additional charges. All contracts should be completed and signed by both parties no later than 45 days prior to scheduled rental date. Contracts not signed and completed are subject to cancellation of date.
Payment on the contract estimate is due, in full, prior to load-in. Various payment plans are available. For information on these payment options, call 619-440-0372.
Staffing
All staffing needs will be determined by ECPAC management based on the specifics of each individual rental.
ECPAC Personnel
Due to liability issues, all personnel will be provided by ECPAC.
Overtime: After 8 hours on call - 1.5 x Rate; over 12 hours, between 1:00am and 8:00am, and during holidays - 2 x Rate.
Technical Staff - determined by the ECPAC Production Manager
Technical Director Included in base cost
Production Crew $ 18.00/hour
Sound Engineer $ 250.00/day
Events with requirements for a crew size exceeding ECPAC's in-house capabilities will be supplemented and staffed with local theater professionals. Rates range from $18.00 per hour to $30.00 per hour. The ECPAC Technical Director will mandate production crew size and source for each event.
House Staff
Front of House crew $ 15.00/hour
Ushers/Ticket takers $ 250.00/flat fee
Box Office staff (days of event only) $ 15.00/hour
Security - per guard $ 25.00/hour
Custodial Staff
PER DAY OR EVENT $ 350.00
WEEKLY $ 1,000.00
Please be aware that ECPAC maintains a strict "no food or drink" policy backstage, and that an additional cleanup charge of $420.00 per day will result if this policy is disregarded. Renter may use third floor dressing rooms at an additional charge of $210.00 by advance written request.
ECPAC Equipment - determined by Technical Director
Lighting
Basic house lighting system Included in base cost
Additional lighting instruments $12/day per instr.; $36/week
Follow spots $90/day; $120/week
Sound
House PA System (including 2 microphones) Included in base cost
Additional microphones $12/day; $36/week
Wedge monitors (6 available) $18/day; $54/week
Stereo cassette deck (2 available) $30/day; $90/week
CD Player (2 available) $30/day; $90/week
DAT Player (1 available) $30/day; $90/week
Mini-disk Player (1 available) $30/day; $90/week
Audio/Visual Equipment
Video projector (Sony 1042Q) w/Projection Screen $480/day; $960/week
Musical Equipment
Steinway concert grand piano* $144/day; $432/week
Baldwin upright piano* $60/day; $180/week
*Piano tuning (required for each use) $150 per tuning
Orchestra shell $240 per set up
Orchestra or choral risers $12 per set up per unit
Miscellaneous
Rear projection screen (only) $90/day
Marley dance floor $240 per set up
White Cyclorama $84/day; $252/week
Company Switch/Auxiliary tie-in $60/day
Lectern $24/day; $72/week
Tables $12 each
Speed drape with pipe & base $60 per set up
Equipment Available for Front of House
Front of house power service to Plaza $60.00 per set up
Art/Merch./Signage Display Walls (8' x 6') $30/day; $72/week
Tables (6 ft.) - 2 Included in base cost Additional Tables (6 ft.) $18 each
Belly Bars $12 each
Table linens (blue) 2 Included in base cost
Additional Table linens $ 6 each
Easels $ 6 each
Dressing Rooms
ECPAC has one star dressing room, a secondary dressing room (for five to six people) and a Green Room all at stage level. They are included in the basic rental cost. The star dressing room and Green Room are for adult use only. The green room may not be used as a dressing room. Also included in the rental cost is the use of two chorus-style dressing rooms on the second floor. A chorus-style room on the third floor is also available by advance written request for an additional clean-up charge of $210.00.
Merchandise
All merchandise sold at ECPAC will be subject to inventory control and 15% commission. ECPAC staff will confirm beginning and ending inventory of all items to be sold. Renters may choose to sell merchandise, using its own personnel and cash box. At settlement, all funds will be accounted for and sales tax and commission will be charged to Renter. Renter selling its own merchandise may account for sales tax by providing a Federal tax ID number. The Renter may choose to have ECPAC personnel sell merchandise on Renter's behalf, with commission and sales tax being collected at time of settlement.
ECPAC reserves the right to sell its own merchandise at any event.
Concessions
ECPAC has the sole right, but not the obligation, to sell food and beverages at ECPAC with no participation by the Renter. The Concessions area, storage areas and refrigerator spaces are NOT part of Rental package. Please do not plan to store anything in these areas.
Ticket Services - determined by Box Office Manager
Comprehensive Box Office services are available from Art Beat Management for organizations renting the theater. The following fees apply for ticketing through Art Beat Management:
Set-Up/Sales
Ticketed Events (non-profit) $120 for first performance
+ $60 per addnl. performance
Ticketed Events (commercial) $240 for first performance
+ $90 per addnl. performance
For Reserved Seating set up, for non-profit or commercial rentals, add an additional $60 per event. The fee includes initial set-up of tickets in the computer system, plus ticket sales by telephone and at the window during regular daily hours. The $60.00 reserved seating fee will be waived if you utilize one of five programmed seating charts.
Ticket Fees
*Patrons are charged additional fees upon ticket purchase.
Web orders and phone orders
$4.00 per order handling fee
Walk ups
Handling fee waived
ECPAC Maintenance Fee
* All tickets sold or consigned to the renter are subject to the ECPAC maintenance fee of $2.00 per ticket. The fee is used toward the maintenance of ECPAC. The rental client must inform the Director of Operations if they wish to have this charged as an additional fee to patrons or if the price already accounts for the fee.
* For free or non-ticketed event, the maintenance fee is 20% of final rental cost.
Box Office Hours and Policies
The Art Beat Management Box Office located at 1545 Pioneer Way, El Cajon, California 92020 is open Monday through Friday from 9:00am - 5:00pm for telephone and walk-up sales. The Box Office at ECPAC will open to the public prior to the performance and will remain open until 30 minutes after the performance begins. Renter may request that Box Office remain open longer than ½ hour after performance start with additional labor incurred at the Box Office Manager rate. This request must be made no later than one (1) week prior to the event.
The Box Office accepts payment by cash, check (with proper ID), Visa, MasterCard, and Discover. We do not issue tickets on a "reservation" or "COD" basis; all payments must be made at the time of purchase. All sales are final. Exchanges can be made up to 48 hours prior to the event. There are no refunds.
Due to safety concerns, the number of audience members allowed in the building at any one time shall be carefully monitored by House Management. For ticketed events, any person over the age of two years (sitting in the auditorium) must be issued a ticket.
Consigned Tickets
Only one authorized representative from your organization may take tickets on consignment for direct sale by your organization. This representative must sign for the consigned tickets. Allow 5 working days for ticket set-up and printing. All box office fees will be assessed to Renter at settlement, except for non-ticketed or free events, which require advance payment.
It is recommended that organizations selling on consignment use General Admission (non-reserved) tickets. If reserved seating is required for your event, consigned tickets should be taken by entire rows of seats. The ECPAC Box Office is responsible only for tickets sold by its own staff. The Renter is responsible for all tickets, monies and accounting for any consigned tickets. Only the maintenance fee will be payable to ECPAC from the sale of consigned tickets.
Return all unsold consigned tickets (in seat number order) to the Art Beat Management Box Office at least one (1) working day prior to the event so they can be sold at the event. Tickets not returned on time may not be available for sale at the door and any unreturned tickets will be charges the $ 2.00 maintenance fee.
ECPAC House Seats, Wheelchair Seats, Tech & Videographer Holds
ECPAC shall have the exclusive use of twenty-four (24) house seats. These tickets may not be sold by the rental client, seats to be determined by Box Office Manager. Any unused tickets from the house "hold" will be returned to the system twenty-four (24) hours before each show and made available for sale at that time. At least six (6) seats from the house hold shall always be available to the House Manager as "trouble" seats. Ten (10) of these seats are held in row E seats 9 - 18 for city use for every performance / event.
The Americans with Disabilities Act requires that twelve (12) seats be held for wheelchair use only, up until fifteen (15) minutes prior to performance. ECPAC retains these seats, along with the same number of companion seats, until the required time.
A number of seats are held for technical purposes in Rows X, Y & Z. These seats may be available for release, if all other seats have been sold, upon consultation with Production Manager.
Seven seats will be held (rows V-25, 26, 27 & W-25, 26, 27, 28 ) for use by Client's Videographer. No other location is approved for the set up of video cameras by the Fire Marshall. Please inform the Box Office Manager if you will NOT be using the services of a videographer.
If you wish to do your own ticketing you must get permission from the Director of Operations. In order to be approved you must follow all ECPAC and city laws in terms of seating and place holds on the appropriate seats. You must also have a ticketing program that enables full reports to be given detailing sales records. Call the Director of Operations for approval.
Catering
Health code permits only food that has been prepared in a professional, commercially-licensed kitchen to be served at ECPAC. If the Renter desires to have a reception or party that would involve serving food, the kitchen or caterer must provide ECPAC with a copy of their business license, their health permit and a certificate of insurance as described in the section regarding liability insurance no later than two weeks prior to the event. ECPAC must be notified upon contracting that food will be served. Additional clean-up charges may be assessed at that time.
Indemnity and Insurance
The Renter shall at all times during the use of ECPAC maintain in full force, comprehensive, general (broad form), liability insurance covering potential loss or damage which may result from fire, theft, vandalism or negligence during use of this facility. Such insurance shall be in the face amount of not less the $1,000,000 (one million dollars) combined single limit (personal injury, bodily injury and property damage.)
The Renter will need to produce written proof of insurance coverage, naming ECPAC, Art Beat Management, and City of El Cajon as additional insured, as described above and signed by an authorized office of the insurance company, NO LATER THAN TWO WEEKS PRIOR TO THE MOVE IN DATE OF THE EVENT. FAILURE TO PRODUCE THE PROOF OF INSURANCE MAY RESULT IN CANCELLATION OF THE EVENT AND FORFEITURE OF ANY MONIES ALREADY PAID.
East County Performing Arts Center Art Beat Management City of El Cajon
210 East Main Street 1545 Pioneer Way 200 East Main Street
El Cajon, CA 92020 El Cajon, CA 92020 El Cajon, CA 92020
BMI FEES
BMI fees will be charged to all rental clients who use musical selections for any part of event. If you have a BMI account, please provide Director of Operations with account number so double billing will not occur.
Cancellations
In the event the Renter cancels, the following payment schedule will apply. Renter will be responsible for the portion of the Total Estimated Charges as stated below:
Within 60 days - 10% of Total Estimated Charges will be due;
45 days - 25% of Total Estimated Charges will be due;
30 days - 50% of Total Estimated Charges will be due.
2 weeks - 75% of Total Estimated Charges will be due;
1 week - 100% of Total Estimated Charges will be due.
Force Majeure
In the event that any rental under Contract by either party shall be prevented by force majeure including, but not limited to, Act of God, storm, fire, the acts or regulations of governmental agencies or public authorities or labor unions, labor difficulties, lockout, strike, civil disobedience, war, riot, fuel or power shortage, air raid alarm, air raid, act of public enemy, or epidemic, the parties shall be respectively relieved of their obligations under Contract and there shall be no claim for damages by either party against the other. Any costs incurred by ECPAC on behalf of the Renter, however, shall be the responsibility of the Renter.
Summary of standard charges that will be estimated before event:
•· Time Block
•· Hourly charges for personnel
•· Per piece charges for equipment
•· Special requests for dressing rooms or food backstage
•· Ticketing services
•· Security deposit
Summary of charges that may apply after the event:
•· Fees assessed for damage or additional clean-up
•· Additional equipment used
•· $2.00 per ticket Maintenance Fee ( or 20% rental costs for non-ticketed events)
•· 15% commission on any merchandise sold by Renter or Renter's artists
•· BMI fees (3% of ticket sales or flat rate fee for non-ticketed events)
