The Gallagher Student Center Theater (GSCT), its equipment and technical services exist as a resource for the entire Xavier University community as well as the Greater Cincinnati community. It is operated in accordance with the University’s mission, with the intent to showcase the University’s performing arts groups to outside organizations and individuals and to support the operating costs of the facility. The governing principle in the use of the GSCT is that the facility is intended primarily for the performing arts. Exceptions to this principle may be made when the unique theatrical equipment of the GSCT is necessary to the success of a non-performance event. The following policies and procedures cover scheduling and use of the GSCT and its satellite areas (control booth, scene shop, orchestra pit, rehearsal studio, green room, dressing rooms, box office and coat room). They are provided for reference and planning of those groups interested in hosting an event in the GSCT, so that all groups using the facility are afforded optimal use of the spaces and technical amenities available.
EVENT SCHEDULING POLICIES Before requesting the GSCT for an event, please review the following scheduling policies: 1. The GSCT is not available for use as a classroom. 2. For a non-performance event, it must also be confirmed that other campus facilities that could support the event are not available. 3. Scheduling preference will be extended to performing arts programs and productions, including rehearsals, technical rehearsals and performances, which may limit the availability of the GSCT, especially during the month immediately preceding the run of such a production. 4. Use of the GSCT is limited to one (1) reservation per day unless otherwise approved by the Technical Director. If a second event is approved, there must be a minimum of one (1) hour between events to allow for changeover from one event to the next. 5. Labor fees for student technicians will be charged at the rate of $10.00/hour per student for both internal and external events (for the definition of “internal” and “external” events, see items 9 and 10 on page 2). 6. Groups using the GSCT for external events will also be charged a user fee for the space(s), and may be subject to additional fees as detailed in their individual user contracts. 7. Groups using the GSCT will be charged for repair or replacement of any damaged or missing equipment or furnishings in the theater or satellite areas for which they are responsible. 8. Any food or beverages served at the event must be consumed outside of the theater. 9. For scheduling purposes, “internal” events are defined as follows: · Booked by a Xavier department or office · Attended by an audience which is at least 50% Xavier faculty, staff, students or alumni · Funded entirely by a Xavier department or office (i.e., billed to a Xavier budget account which is NOT subsidized by charging admission or with funding from an outside organization) 10. For scheduling purposes, “external” events are defined as any events which do not meet all of the criteria above. External events are governed by user contracts which are negotiated on an individual basis.
EVENT SCHEDULING PROCEDURE 1. Groups wishing to reserve the GSCT, any of its facilities, or other technical support may inquire about availability of dates by calling the Operations Manager in the Office of Performing Arts at 513-745-3576. 2. To reserve a date, the group must complete the Request for Technical Support, available for download on the Xavier Players website. A hard copy may be obtained from the Operations Manager in room 12, Gallagher. 3. The original and 3 copies of the completed Request for Technical Support, including all event information, budget number (for internal groups) and signature of advisor or other authorized person, must be received by the Operations Manager in person or by mail at least two weeks prior to the event date. 4. For major events or a series of events (e.g., Music Dept Fall and Spring Festival weeks, Singers rehearsal/performance weeks, XU Music Series concerts, GSC Movie Series), the GSCT may be reserved in advance with a “generic” Request for Technical Support including as much information as possible (at least the range of dates). It is expected that the detailed schedule and technical needs for the event(s) will be submitted via additional Request for Technical Support form(s) at least two weeks prior to the event date. If the detailed information is not received by the two week deadline, the GSCT staff reserves the right to cancel the reservation(s). Notice will be given to the user via email or other written communication if a reservation is in danger of being cancelled. 5. If there is no conflict with availability of the facility and staffing of the event, the Operations Manager and Technical Director will sign the original + 3 copies of the form form and return a signed copy to the requester as confirmation of the event. No event may be considered confirmed until a signed copy is received by the requester. 6. Groups interested in using the Liberty portable sound system may reserve it by completing the same original + 3 copies of the Request for Technical Support form and indicating their desire for the system in the section regarding sound needs. The Liberty system comprises two speakers, a CD player and a wireless microphone. It is available on a first-come, first-served basis, and does not include the services of a technical staff person. Arrangements for pickup and return of the system by the requester will be made through the Technical Director or Operations Manager when the reservation is confirmed. It is not necessary to reserve the Liberty system two weeks in advance.
CANCELLATION OR CHANGES 1. To cancel an event in the GSCT, any of its facilities or other technical support, choose one of the following: · Write the word “CANCEL” on your signed copy of the Request for Technical Support and return it to the Operations Manager in person or by mail. Other written notice of cancellation with an authorized signature that matches the one on the original Request for Technical Support is also acceptable. · The person listed as requester or advisor on the Request for Technical Support may email GSCTheater@xavier.edu with CANCELLATION in the subject line and the title, date(s) and time(s) of the event and a contact phone number in the message body. 2. Notice of cancellation of an event in the GSCT, any of its facilities or other technical support must be received at least seventy-two hours (3 days) prior to the start of the event. 3. Any group which fails to cancel its event or other technical support in a timely fashion will be charged a fee of $150.00 plus estimated student labor costs for the event. 4. To change a request for technical support, please return your signed copy of the original request with “CANCEL” written on it and submit a new original + 3 copies of the Request for Technical Support with the appropriate information.
ADDITIONAL POLICIES The following policies shall be in effect during any use of the GSCT, and the requesting group agrees that its members and guests shall abide by them: 1. All groups using the GSCT must be accompanied by a member of the GSCT staff while using the facility. 2. Access to the control booth and storage rooms is limited to GSCT staff only, unless authorization is given by the Technical Director. 3. Only authorized GSCT staff members may operate the equipment in the GSCT or satellite areas. Use or operation of such equipment by a non-staff person requires the permission of the Technical Director and supervision of a member of the GSCT professional staff (the Technical Director, Operations Manager or Director of Performing Arts). 4. Entrances and exits to the GSCT and satellite areas, as well as all electrical subpanels and dimmer racks must remain unobstructed at all times. 5. Food and beverages of any kind are prohibited in the theater at all times, with the exception of bottled water. 6. The GSCT, and the entire Gallagher Student Center, are non-smoking facilities. 7. Drop cloths are required when painting anywhere in the GSCT, with the exception of the scene shop. 8. Equipment or furnishings may not be removed from the GSCT or satellite areas without permission of a member of the GSCT professional staff. 9. Participants in events scheduled in the GSCT must vacate the area no later than thirty (30) minutes following the event end time listed on the Request for Technical Support. Efforts must be made to conclude events at the time specified to avoid incurring additional labor charges. 10. Arrangements for the delivery and removal of equipment not belonging to the GSCT (e.g., scenery, set pieces, musical instruments, etc.) must be made with the Technical Director or Operations Manager at least two weeks prior to the delivery date. Groups will be charged $25/day storage fee for props, set pieces or any other items that remain in the theater, shop, dressing rooms, etc. beyond the date of the reservation. The GSCT its staff are not responsible for damage, theft or loss of property. 11. Replacement and/or repairs costs will be assessed for any and all damages to Gallagher Student Center Theater spaces and equipment. 12. Any group needing transport of equipment in the Theatre Staff’’s personal vehicles will be charged $10/mile, rounded up to the highest mile. 13. Failure to cooperate and comply with any reasonable request of the GSCT staff may result in the restriction of the involved person(s) or group(s) from future use of the GSCT facilities or services. 14. Usage must be approved in accordance with the Xavier policy and protocol for campus public speakers and events. 15. Users must comply with all local, state and federal laws, rules and regulations, as well as those of Xavier University’s insurance companies.
GALLAGHER STUDENT CENTER CATERING POLICY
For events involving the sale of alcoholic beverages, Xavier’s food service contractor (Sodexho) has an exclusive catering contract for all faculty/staff/administrator/guest events held within the Gallagher Student Center. Please contact Sodexho Catering at (513) 745-3717 to make arrangements and place requests. Sodexho catering has many unique ways to reduce catering costs for the Xavier community. This exclusivity agreement ONLY applies to events in which NO alcohol is involved. If not contracting for food with Sodexho, the following guidelines must be followed:
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