Richard E. Wildish Community Theater Rental Application (PDF / Word Document)

Technical Specifications

  1. 284 seats. There are two stair entries into the theater seating area and 2 accessible aisles at street level to the stage area on each side of the Foyer. Accessible seating is located at the stage level at the first row of seating.

  2. Width is 32’ and 31’ deep to the back wall. The stage is not raised but is a flat floor with cushioned sleepers and sheeting. The audience seating is raked.

  3. Two sets of doors in straight hallway lead to SL: They are 5’ wide and 10’ high. The alley behind is street level as is the stage.

  4. 1 – Grey flat cyclorama: Located: 6’ from back wall. Pull from Stage right. 1 – Black velour Traveler: Located: 12’ from the Back Wall, Up Stage. Pull from Stage right. 2 - Sets of Black velour Legs: Located: 16’6” and 21’ from the Back Wall and 13’ off stage from center line on each side. 1- Black velour Traveler: Located: 3’6” Up stage from Down Stage the Stage Floor Front and 27’6” from the Back Wall. Pulls from Stage right and can serve as main curtain.

  5. 46 - Leo -26 degree Ellipsoidel spotlights. 24 - Colortran 6” Fresnells with Barn Doors. 10 – 3 cell Selecon HUI “far cycs” lighting the Cyclorama. 2 – Chauvet 400G Follow-Spots. The Lighting board and sound board as well as CD, DVD, Tape, assisted listening, and other input devices are located at the back of the audience area at an open “tech. desk”

  6. 96 channel @ 2400w/channel Colortran dimming system. Control is by an “Innovator” console.

  7. Carvin 16 channel integrated Mixer/Amplifier. 4 – 300W amplifiers in the mixer. 2 – Carvin speakers L & R over stage area and 2 Carvin portable monitor speakers.

  8. 2 – wireless hand held. 2 – wireless Lavolier. 2 – Astatic 77 condenser mics. 2 - Shure SM 58 dynamic mics. 4 – Boundry mics. 4 – Hanging mics.

  9. Sony Video – SXRD single lens projection system. Unit is permanently mounted from the first gallery over the audience. The screen is 10’ high by 20’wide and is motor controlled in and out. Located 10’9” from the back wall. The up stage traveler can act as side masking for the screen.

  10. Located at center and 3 on each side of the stage. Center has VGA to projector. All have two Duplex Receptacles inside. Two have internet connections and two have Telex wired headsets for backstage communication to the Tech. Desk. Four have monitor outputs and three have pairs of Microphone inputs.

  11. There are 2 accessible restrooms in the Foyer and large men and women’s restrooms down stairs. There is also an accessible rest room located back stage left in the loading hallway.

  12. Concert Grand “D” (9’)

General Use Policies

  1. Except by specific agreement with theater management, NO FOOD, CANDY, OR BEVERAGE IS ALLOWED ON THE STAGE OR IN THE AUDITORIUM AT ANY TIME. All food and beverage items are restricted to the lobby, green room, and dressing rooms.

  2. Alcohol is only permitted within the theater with the approval of the Springfield Renaissance Development Corporation (SRDC) Board of Directors and under the rules and regulations of the Oregon Liquor Control Commission and the City of Springfield. Renters wishing to serve alcohol or charge admission for their event will be required to provide a $1,000,000 certificate of insurance naming SRDC and WPRD as additional insured. Alcohol cannot be served during events where guests are primarily children and families. In no case will alcohol or other beverages be allowed in the auditorium.

  3. THERE IS NO SMOKING AND NO OPEN FLAME PERMITTED ANYWHERE IN THE BUILDING AT ANY TIME.

  4. The Wildish Theater does not have a resident cleaning staff. Immediately following Renter’s event, Renter must promptly gather and load out all materials which Renter has brought in or allowed participants or audience members to bring in, including all decorations, scenery, props, posters, flyers, etc. Rental charges include time required to gather, pack, and remove all items. All food and beverage items and other trash must be placed in provided containers. Items that will not fit into provided containers must be removed from the building by Renter.

  5. THERE IS NO SMOKING AND NO OPEN FLAME PERMITTED ANYWHERE IN THE BUILDING AT ANY TIME.

  6. Renter is responsible for prearranging for the use of the theater curtain with Theater Management. Renter is responsible for any damage done to the curtains or rigging during rental period.

  7. Renter may not rearrange, relocate, or tamper with any curtain, screen, stage rigging, or theater lighting equipment, as doing so can create serious risks to the safety of personnel and cause expensive equipment damage. Wildish Theater staff must perform any such operation or changes of the equipment. Additional charges may apply.

  8. Reservation and use of space is not confirmed until receipt of advance payment and acceptance of Rental Agreement by WPRD. Signed agreements and advance payments must be received by WPRD as described below under RATES.

  9. Additional hours, personnel, and services not included in original contract will be invoiced following rental. Renters agree to pay charges within 15 days of invoice.

  10. Each Renter will be required to sign a Hold Harmless Agreement provided by SRDC and WPRD.

  11. SRDC will prohibit uses that do not meet the mission of the theater as a performing arts community theater. Furthermore, activities that are overtly violent and/or sexual in nature, offensive to public morals, or detrimental to the image of SRDC will also be prohibited.

  12. SRDC reserves the right to cancel any event scheduled within the Theater that does not comply with established rules or threatens public health and safety.

Facility Rental Fees

  1. Each reservation application will be assessed a $10.00 administrative fee payable within

  2. 5 business days of the time the reservation request is received. In addition, the first hour of the rental fee must be received within this same time period. This fee is non-refundable and will be applied to the rental fee.

  3. The minimum hourly rate for use of the theater (entire facility) is $25.00 per hour. All hourly fees include an on-site building attendant to assist the Renter with logistics within the theater and to monitor building use. Additional fees will be assessed for use of equipment (sound, lighting, piano) to cover the cost of technical staff and equipment replacement costs.

  4. Mid-week evening rental rate after 3:00 p.m., Monday through Thursday: a. $25.00 per hour for non-profit organizations and public agencies. b. $35.00 per hour for all others.

  5. Friday evening after 3:00 p.m. and all-day Saturday rental rate: a. $55.00 per hour for all organizations with a 4-hour minimum.

  6. Sunday rental rate: a. $40.00 per hour for non-profit organizations and public agencies with a 2-hour minimum. b. $50.00 per hour for all others with a 2-hour minimum.

  7. Green Room w/o theater auditorium: a. $20.00 per hour (Except TEAM Springfield agencies, who must provide an approved building attendant and may use the green room for free.)

  8. Facility rental fees must be paid in full within 30 days of the scheduled event. If a reservation is received less than 30 days before the scheduled event, the reserving party must pay in full all the facility rental fees within one business day after the reservation is made.

  9. Renters wishing to appeal assessment of fees must submit their request in writing to the SRDC President at least 45 days in advance of their scheduled event. The President will consider the request and forward a recommendation to the SRDC Board for final approval.

  10. WPRD will send out a reservation confirmation to the reserving party. The SRDC Treasurer will make all deposits and send a receipt to the reserving party.

  11. Refunds of facility rental fees will not occur unless the Renter cancels their reservation at least 60 days in advance of the scheduled event.

Equipment Rental Fees

  1. $10.00 per hour whenever stage lighting system is in use. If Renter requires lighting configuration not available within the preset control panel, Renter shall be required to pay an additional $15.00 per hour for a Lighting Technician. A two-hour minimum per day will be assessed.

  2. Sound System - No charge for microphone and stand (only one available) or CD player, both operated only from control panel at rear of auditorium. Use of the sound system beyond this basic preset will be assessed $10.00 per hour. If Renter requires a sound system configuration not available within the preset control panel, Renter shall be required to pay an additional $15.00 per hour for a Sound Technician. A two-hour minimum per day will be assessed.

  3. Grand Piano - TBA

  4. All equipment rental fees will be invoiced after the event and are due within 15 days of being mailed to the renter.

Cleaning and Deposit Fees

  1. A $150 cleaning/damage deposit will be assessed for groups over 50 in expected attendance. The deposit will be due at least 14 days before the scheduled event. The building attendant will be responsible for checking the facility after use by the Renter to determine the eligibility of returning the deposit to the Renter.

  2. Each Renter will be responsible for litter and trash removal from all rooms and areas of the theater. The Theater will provide waste receptacles and liners.

  3. SRDC reserves the right to charge damage fees over and above the cleaning/damage deposit.

  4. Staff from Springfield Public Schools will be responsible for general cleaning of the theater during the week.

  5. When needed, the Theater will contract for additional janitorial services to ensure the restrooms, showers, and public spaces are well kept.

  6. The Theater will supply and stock restroom supplies.

  7. The Theater does not supply towels, soap, shampoo, or other personal hygiene items for use by performers. All such items must be provided by the Renter or performers and must be removed from the theater at the end of the rental period.

Scheduling

  1. Between May 1, 2006 and September 30, 2008 the Willamalane Park and Recreation District will be responsible for scheduling the use of the theater including all rental arrangements and block bookings.

  2. Springfield Public Schools (SPS) will have first priority for use of the theater between 8:00 a.m. and 3:00 p.m., Monday through Friday during the school year. With the concurrence of SPS, other groups may rent the theater during these times as long as such use does not interfere with operation of the A3 program. SPS will also be allowed to reserve one Friday/Saturday per quarter. Such reservation must be reserved by July 1, 2006 for the period of September 1, 2006 through June 30, 2007. For the 2007-08 school year, SPS must reserve their Friday/Saturday use by November 1, 2006.

  3. All other Renters will be scheduled on a first-come, first-served basis until November 15, 2006 at which time WPRD will host a lottery and scheduling session to schedule times for groups needing to book the theater for up to 13 months in advance. After the scheduling session, all other rental times will be on a first-come, first-served basis.

  4. The Theater operating hours are from 8:00 a.m. to 12:00 a.m. daily.

Concessions

  1. The Theater does not provide concession services or staffing to assist with concessions. However, the concession facility is available to groups for the sale and/or distribution of food and beverages. The concession facility includes a small refrigerator, microwave, ice maker, coffee maker, and hot water dispenser. Renters must supply their own cups, dishes, and utensils.

  2. Renter is required to cleanup the concession area after each use, including cleaning of the equipment used for preparing the food and beverages, and removal of all trash.

  3. Events with attendance expected to be more than 50 attendees, the Renter will be required to pay a cleaning deposit of $100 which will be refunded if the Renters satisfactorily cleans concession area as required in paragraph 2 above. This deposit is in addition to the cleaning/deposit fee for use of the entire facility.

Security

  1. Renter shall evaluate their need for on-site security. Theater Management reserves the right to require Renter to provide security. If required, Theater Management will provide the Renter with a list of security firms to contact for service.

  2. If required, Renter must provide Theater Management with proof of security (letter, purchase order, invoice, etc.) at least 48 hours prior to the event.

Liability Insurance

  1. The Theater requires a Certificate of Liability Insurance for groups that meet at least one of the following conditions: a. Groups over 50 people in attendance; b. Groups serving alcohol; c. Groups that charge admissions.

  2. This insurance certificate shall include an endorsement naming the Springfield Renaissance Development Corporation and Willamalane Park and Recreation District as additional insured.

  3. Required Coverage: Comprehensive General Liability with minimum limits of $1,000,000 combined single limits per occurrence for bodily injury, property damage, and personal injury.

  4. A copy of the Certificate of Insurance is due 15 days prior to the scheduled event.

Staffing/Volunteers

  1. The Theater will provide one building attendant whenever the theater is rented. The building attendant fee will be incorporated into the hourly rate for use of the building.

  2. Renter may use volunteers to assist them with staffing the facility for their event (ushers, concession workers, ticket sales, exit monitors, etc). However, qualified staff designated by the Theater will do all equipment operation.

Tickets

  1. Tickets will be on sale at the Theater on the day of the event only unless other arrangements are made that will not conflict with use of the theater by other groups and do not require additional staffing by SRDC and/or WPRD. Renter must provide ticket agent at the theater. SRDC and WPRD will not provide staffing for ticket sales.

  2. Renter will be provided a seating chart of the theater that may be used for identifying and designating reserve seating and seat assignments for each performance. Renter is responsible for designing, printing, and distributing their own event tickets.

Advertising

  1. Your event/performance advertising documents (posters, flyers, print ads) must include the Wildish Community Theater logo. You can get a copy of the logo from Chris Pryor at chrisp@willamalane.org.

  2. Please provide copies of your advertising documents (posters, flyers, print ads) to Willamalane 15 days prior to event.