Facility Use Information

7.10.1 – Westside Fine Arts Center

Facility Use Information

Please contact our Events Coordinator Justin Ramer at jramer@westsideschools.org or 870-935-7501.

Information and Usage Agreement

The Westside Fine Arts Center is proud to be a part of the Northeast Arkansas Community. We are glad that you have chosed to present your event in this facility and are here to provide you a first class venue for the presentation of your event. If you are a non-profit, civic, or educational entity, you are eligible to use this facility at a nominal cost. If you are a for-profit organization, or a non-profit organization not based in Jonesboro, see the following information for rental rates. In either case, there are a few consideration we request of your group or organization, when planning your event. 

The attached informatin is very important to you and to us. We ask that you take some time to fill our the rental application form. By completing this form, we hipe to assist you in preplanning your event. Thinking through and itemizing your needs can ensure the success of your presentation or event. As always in the performing arts, timing is everything. Therefore, we ask that you complete this form, as soon as possible but no later than four weeks prior to your event. We realize that for many organizations this much pre-planning  can be quite demanding. However our request is due, in part to the busy schedule of this facility, and in part from our desire to help assure that your event is everything you want it to be. With so many events pending, preplanning is crucial. Failure to complete this form on time could prevent your event from gaining our full support. We appreciate your full cooperation on this matter. We encourage your to carefully review all of the attached information. Please do not hesitate to call with any questions. 

Usage Priority

Because this facility is used extensively, and by many different types of groups, the following priorities have been established in order to fairly address the needs and desires of all users:

1.  Westside Fine Arts Center Presented and sponsored events

2.  Westside School District official student groups

3.  Westside School District affiliated organizations

4.  Community non-profit organizations

5.  Other non-profit organizations

6.  For-profit organizations

Keep in mind that this priority will be applied with common sense. If a higher ranked type of group attempts to book a date at the last minute, and that date was reserved much earlier by a lower ranking group, the higher ranking group should not assume that the lower ranking group will be bumped. Booking your event as early as possible is always desirable, and wil make it more likely that all groups will be able to have a suitable date. 

Should the event require unusual equipment, staffing, or time (as outlined herein), a charge for extraordinary services may apply. Should the staff feel that this is necessary; the organization will be contacted immediately so that a fee can be agreed to, the extraordinary needs reduced so that a charge is not necessary, or other mutually satisfactory arrangements made. 

Regular booking fees will cover normal equipment and staffing as detailed in the Techincal Usage Policies below. as well as normal custodial services, utilities, etc. If additional services are required, additional cost may apply. 

The FAC reserves the right to deny booking to any organization that is an inappropriate organization or propeses an inappropriate program in keeping with the FAC’s educational “Limited Open Forum” procedure of federal law.

Usage Policies

Personnel

After exanining an event’s requirements, the Event Coordinator will determine the minimum number of personnel required, and will be available to assist a User in making arrangements for all necessary personnel for load-in, set-up, rehearsal, performance and load-out.

All techincal personnel must be knowledgeable in the operation of FAC equipment as determined by the Event Coordinator. Only qualified personnel are allowed to operate the FAC equipment. The FAC reserves the right to designate technical staff personnel where safety or expertise is a consideration. User supplied technicians and volunteers may be allowed with prior approval from the Event Coordinator, if they are deemed to be qualified. An orientation will be scheduled, if needed. 

At least on qualified FAC staff member will be provided to facilitate the User’s event. This staff member will act as FAC’s representative regarding Usage Policies. When using the Westside Fine Arts Center, we ask that you recognize the competency of our staff. Any disagreement or complaints regarding you or your organization’s treatment while using this facility should be referred to our facility manager for resolution. 

Hours

General operating hours are from 4:00 p.m. to 10:00 p.m. Monday through Friday, Saturday 8:00 a.m. to 10:00 p.m.  and from noon to 6:00 p.m. on Sunday. Please also remember that this facility is part of an educational institution and that between the weekday hours of 8:00 a.m. to 5:00 p.m. classes are being held or faculty are holding office hours. We ask that you consider the fact that many of our staff and students have other educational obligations, and we prefer not to ask them to be out late on weekdays. Should your event require hours outside these general operating times, please contact us. 

Failure to adhere to your scheduled usage time will result in an hourly penalty rate of $100 per hour. We realize that this overtime charge may seem extreme. However, this charge is designed to prevent the misuse of our staff and facility by keeping a fixed schedule. Experience has shown that special events tend to lend themselves to a gathering afterwords withour regard for removal of materials. This forgetfulness can cause our staff to work beyond designated hours at the expense of other obligations. 

Delivery and Storage of Goods

Any materials delivered to the FAC when the User is not on the premises will require prior arrangements to be made. The FAC cannot accept any goods shipped to the User if any sum is to be paid to the carrier upon delivery. Short term storage of User’s equipment many be provided by the FAC subject to space availability. No storage of flammables or chemicals is allowed. Trucks and buses will be parked in appropriate spaces. All vehicles are required to turn off their engines while in the Loading Dock area. Use of the FAC does not allow User parking for any vehicle in the Loading Dock area unless prior arrangements have been made. 

Fire Protection

The User is responsible for insuring that all costumes, sets, and soft goods are made of non-flammable materials or are treated with fire retardant chemicals. The fire curtain line must be kept clear. All scenery and soft goods brought by the User into the Center must be flameproofed. Fire regulations prohibit blocking asiles and exits. 

Fire Arms and Special Effects

All incendiaries, explosives, lasers, strobes, smoke effects involving fluids and gases must meet our fire and safety codes. The use of oil based chemicals in fog machines is not allowed.

Technical Work

Construction (except for the installation or removal of stage scenery) is not allowed. No facility wal or ceiling surface may have any item attached to it with glue, tape, screws, nails, tacks or staples. The stage deck (floor) may be nailed or lag bolted into for the installation of scenery. 

Duct tape is not allowed. No scene painting is allowed on the stage except touch up work with a drop cloth in place. 

Glitter is not allowed in any portion of the building at any time.

Following your performance, the building must be immediately and totally cleared of all of your property, including costumes, feathers, scenery, set pieces, trash not placed in appropriate containers, etc.

Technical Information Deadline

The following documents are due to the Event Coordinator at least four weeks prior to the User’s event:

1.  Listing of User’s technicians, if any

2.  Copies of set and lighting designs, if any

3.  Listing of any special User requirements

Failure to provide the Event Coordinator with technical information on your production may result in extra cost and/or equipment being unavailable. The Center’s equipment inventory is limited and scheduled on a first come, first serve basis.

Technical/Production/Equipment Inventory

Attached is an equipment list for the User’s directors and designers. No stage equipment of any kind shall be used or changed without the approval of the Event Coordinator or his designee.

Smoking

Smoking is not permitted in the building.

Dressing Rooms

Dressing rooms are available backstage if needed for your event. This includes the use of the makeup room.

Dressing Room Supplies

The FAC will provide restroom paper goods in all dressing rooms. User provides additional supplies such as those required for application and removal of makeup.

Food and Drink

No food or drink is allowed in any seating area or the stage area at any time. It is the respinsibility of the User to assure that all participants and all others associated with the event abide by this requirement at all times. 

Audience Members

For reasons of safety, audience members are not allowed on stage before, during or after performances. 

Orchestra Pit

The FAC has an orchestra pit available for use. The capacity is 24-28 persons.

Cast and Crew

All cast and crew members must enter the FAC at the stage door entrance located on the left side of the loading dock. Users must provide adequate adult supervision at all times and in all areas of the theatre for any event involving children.

Sound

User’s event shall not exceed maximum sound decibel levels as established by the Center (maximun 95db average – all frequencies). As sound levels are a major concern of our patrons, the FAC staff will have the final authority to adjust house sound levels as necessary.

Copyrights and Permissions

It is the responsibility of the User to obtain any required rights and permissions to perform copyrighted material. Generally, if coyrighted music is performed, either live or via recording, royalities are due to be paid.

Insurance Bond

Proof of an insurance bond at the minimum amount of $10,000, or higher amount as required by state law, is required to be submitted with the rental application. A copy of the insurance bond must be attached to the application.

Date Adopted: 9/15/2014