THE OLD FIRE HALL HANDBOOK 2017 - 2018
Your Flexible, Downtown Place. COMMUNITY EVENTS ARTISTIC PERFORMANCES VISUAL ART FILM SCREENINGS WORKSHOPS REHEARSAL SPACE MEETINGS & CONFERENCES WEDDINGS & OTHER CELEBRATIONS WEEKLY RATES ON EQUIPMENT STAGING TECHNICAL SUPPORT RIVERSIDE LOCATION
The Old Fire Hall Handbook 2016-2017
TABLE OF CONTENTS OLD FIRE HALL CONTACT LIST..................................................................................................................... 3 RENTING THE OLD FIRE HALL: KEY STEPS ............................................................................................... 4 OLD FIRE HALL: THE BASICS ........................................................................................................................ 5 HOURS OF OPERATION................................................................................................................................................................. 5 DISCRETION.................................................................................................................................................................................. 5 EQUIPMENT RENTAL AND USE OF ADDITIONAL STAFF ................................................................................................................. 5 INTERNET ACCESS ........................................................................................................................................................................ 6
OLD FIRE HALL BOOKING GUIDELINES ...................................................................................................... 6 OLD FIRE HALL STAFFING POLICIES ........................................................................................................... 7 HEALTH AND SAFETY .................................................................................................................................................................... 7 LABOUR ........................................................................................................................................................................................ 7 MEAL BREAKS ............................................................................................................................................................................... 7
RENTAL CLASSIFICATIONS............................................................................................................................ 8 NOT FOR PROFIT........................................................................................................................................................................... 8 COMMERCIAL............................................................................................................................................................................... 8 DONATIONS OF GOODS AND SERVICES ........................................................................................................................................ 8
OLD FIRE HALL FACILITY POLICIES............................................................................................................. 8 CAPACITY ..................................................................................................................................................................................... 8 PERMITS ....................................................................................................................................................................................... 9 S.O.C.A.N. FEES........................................................................................................................................................................... 10 RE:SOUND .................................................................................................................................................................................. 10 PERFORMANCE RIGHTS, ROYALTIES, TAXES AND LICENSE FEES..……………………………………………………………………………………………11 INSURANCE ................................................................................................................................................................................ 11 SECURITY AND YOUTH PROGRAMMING .................................................................................................................................... 11 BOX OFFICE AND TICKET SALES................................................................................................................................................... 11 TICKET SURCHARGES .................................................................................................................................................................. 11 PUBLICITY ................................................................................................................................................................................... 12
OLD FIRE HALL HOUSE POLICIES .............................................................................................................. 13 SOUND LEVELS ........................................................................................................................................................................... 13 BROADCAST & RECORDING ........................................................................................................................................................ 13 DISPLAYS .................................................................................................................................................................................... 13 CLEANING................................................................................................................................................................................... 13 RECYCLING ................................................................................................................................................................................. 14 PARKING..................................................................................................................................................................................... 14 SMOKING ................................................................................................................................................................................... 14
APPENDICES .................................................................................................................................................... 15 APPENDIX A: TECHNICAL EQUIPMENT LIST AND RATE …………………………………………………………………………………………………….......……16 APPENDIX B: VENUE PLAN .............................................................................................................................................................. 18 APPENDIX C: STAGE PLOT ............................................................................................................................................................. 19
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The Old Fire Hall Handbook 2016-2017
OLD FIRE HALL CONTACT LIST MAIN CONTACT Office Phone Email Website
668-FIRE (3473) firehall@yac.ca www.yukonartscentre.com/firehall
VENUE COORDINATORS Brenda Pilatzke-Vanier Kasey Rae Anderson
bpilatzke@yac.ca Kasey.Anderson@yac.ca
Postal Address: Box 16 Whitehorse, Yukon Y1A 5X9
Street Address: 1105 Front Street Whitehorse, Yukon
Administrative services located at the Yukon Arts Centre – 300 College Drive YAC Office Hours: YAC Website: FAX:
Monday-Friday 9am-5pm www.yukonartscentre.com 393-6300
Box Office Manager Email Bookings Box Office
bookings@yac.ca 667-8484 667-8574
Technical Director Email Office
Josh.Jansen@yac.ca 667-8568
Client Services Coordinator Email Office
Matt.Poushinsky@yac.ca 667-8699
CEO Email Office
N/A 667-8577
Accounts Administrator Email Office
Melaine.fillion@yac.ca 667-8576
Marketing Email Office
Sarah.Frey@yac.ca 393-7108
Gallery Director/Curator Email Office
Mary.Bradshaw@yac.ca 667-8485
Becky Moffat
Josh Jansen
Matt Poushinsky
Casey Prescott
Melaine Fillion
Sarah Frey
Mary Bradshaw
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The Old Fire Hall Handbook 2016-2017
RENTING THE OLD FIRE HALL: KEY STEPS THIS HANDBOOK WILL BECOME PART OF THE RENTAL CONTRACT. 1. CONTACT OFH Venue Coordinators to inquire about availability 867-668-FIRE(3473) or firehall@yac.ca Placing any date on hold will require a non-refundable, non-transferrable deposit. 2. READ this handbook carefully, it outlines venue and equipment rental procedures, policies and rates. 3. DISCUSS specific details of event with OFH Venue Coordinators (schedule, room set up, capacity, technical requirements, box office needs, publicity, volunteers, etc). A site visit can be requested and scheduled. 4. COMPLETE Client Intake Form with OFH Coordinator. This forms the basis for contracts which will be issued by YAC’s Customer Service department. 5. CONTRACT will be issued by the Yukon Arts Centre Customer Service department and forwarded within 5 business days following completion of the Client Intake Form. The costs indicated in the contract are estimates based on discussions with the OFH Coordinator. The final invoice will reflect actual rental costs including equipment rental and labour. 6. REVIEW. SIGN. RETURN to Yukon Arts Centre with deposit amount indicated. Signed contract and deposit due within 5 business days of being sent. 7. CANCELLATION will result in the Licensee forfeiting the deposit and will further be held responsible for any costs (such as pre-printed tickets, offsite equipment rentals, etc.) incurred by the OFH on the Licensee’s behalf. Please see contract for full details. 8. EXPENSE ACTUALS will be tallied at the end of the event. OFH staff creates a report capturing all rental times, and rental items, available for your review. This document is forwarded to Accounting and is used to calculate the final billing. 9. BOX OFFICE fees owing for ticketed events employing the services of the Yukon Arts Centre box office, are deducted from the box-office receipts. A cheque or an invoice will be issued for the balance. By law, ticket sales are not complete until the event occurs: therefore, YAC cannot make advances against sales unless the tickets are non-refundable. Otherwise, Licensees are responsible for providing their own staff, float and for keeping track of room occupancy. 10. INVOICE will be issued by the Accounting Department. It calculates and sends out an invoice based on the event report and taking into account the deposit amount paid. Payment is due upon receipt of invoice. Interest at the rate of 1.5% per month (18% per annum) will be payable on all amounts owing, 30 days following the date when the sums are due. Contact Melaine.Fillion@yac.ca or 867-667-8576.
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The Old Fire Hall Handbook 2016-2017
OLD FIRE HALL: THE BASICS HOURS OF OPERATION: 8:00 AM - 11:00 PM The OFH booking includes the services of a Venue Coordinator to facilitate the safe and efficient setup, operation and strike of the event by Licensees and their staff or volunteers (i.e. chairs, tables, equipment, and staging). With advance notice, Licensees may request OFH staff to set up and/or strike the event. (Labour fees apply.) See Rates in Appendix A. OFH Staff are technically competent and will assist with the overall setup of sound, lighting and projection. Only qualified, competent, and approved technicians are permitted to handle OFH equipment. Additional technical staff such as sound engineers will be arranged, subject to availability, by the OFH in advance. Fees for labour will apply. See Appendix A. Time for set up and strike will be included in rental period. Should an event require access earlier than 8am, all labour will be billed at time and one-half until 8am as provided in our PSAC agreements. See Appendix A Out of respect for our neighbours, we ask that all events end at 11:00pm and that all patrons depart by 12:00am. All items must be removed at the end of the rental - this includes: CATERING • OFFSITE TABLE/EQUIPMENT RENTALS• RECYCLING • ALL DISPLAY MATERIALS
OFH will not be responsible for items left in the facility at the end of the booking. THE OLD FIRE HALL IS AN UNLICENSED FACILITY. Any liquor at OFH must be covered by either a special occasion or reception permit. See section on Permits. No alcohol is permitted on site without a proper permit. DISCRETION YAC staff reserves the right to decline a booking to any Licensee presenting material or undertaking activities contrary to YAC objectives or contrary to the public good, as determined by YAC. PERFORMANCE CONTENT YAC appreciates that audience development begins at an early age however; some performance material may not be suitable for all audience members. Please assess the content of the event and include in advertising whether it is appropriate for young audience members or not. YAC would be pleased to assist Licensees with appropriate wording in your promotional material. EQUIPMENT RENTAL AND USE OF ADDITIONAL STAFF OFH can make available use of its audio and lighting inventory as well as other technical equipment for the Licensee’s events. Certain equipment has additional charges for use. All equipment rental fees, in addition to those supplied by OFH, must be paid for by the Licensee. In the event that it is necessary to employ extra personnel it will be at the expense of the Licensee at the discretion of OFH staff. Actual and final rental fees and expenses including labour and equipment rental will be detailed in the final invoice. For a complete list of rates, please refer to Appendix A.
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The Old Fire Hall Handbook 2016-2017
INTERNET ACCESS Wi-Fi connection is available. Please ask Old Firehall Staff for login and password information.
OLD FIRE HALL BOOKING GUIDELINES In order to book the venue, the LICENSEE will contact the Old Fire Hall Venue Coordinators at (867) 668-3473 or firehall@yac.ca and together they will complete a Client Intake Form. Details covered during this conversation should include the facility the LICENSEE will require and the dates and times they will be occupied. Any other details regarding technical requirements as well as scheduling and staffing should be discussed at this time as well, as the contract between the LICENSEE and YAC will be developed from this information. LIGHT HOLDS Interested parties may contact OFH staff in order to check on availability of dates and facilities. If the Licensee is unsure of plans a light hold can be requested on a date or dates that are more than 6 months in the future. If another party wishes to book the same date OFH will attempt to contact the initial party and give them the option of securing the date by paying the deposit or releasing the light hold. OFH will not make more than three attempts to contact the first party and that party shall respond within three days. If OFH cannot reach the first party, or they fail to respond, the date(s) will be released to the second party upon payment of a deposit. FIRM HOLDS Placing any date on firm hold will require a non-refundable, non-transferrable deposit of $50.00 per day for not for profit Licensees, and $100.00 for commercial Licensees. All bookings will be considered a Light Hold until the deposit is received. The deposit will be deducted from the final invoice issued to the Licensee. CONTRACTING Yukon Arts Centre Customer Service will prepare and forward a contract to the Licensee within 5 business days of placing a Firm Hold. Within 5 business days of receiving the contract the Licensee must return it directly to the Yukon Arts Centre with any additional payments that may be required. Failure to return the contract in a timely fashion will result in loss of the deposit and the dates. SETTLEMENT OF INVOICE For ticketed events, any fees owed to the Yukon Arts Centre are deducted from the Box Office charges. A cheque or an invoice will be issued for the balance. CANCELLATIONS In the event of a cancellation, the Licensee will forfeit the deposit and will be responsible for any costs (such as pre-printed tickets, offsite equipment rentals, etc.) incurred by the OFH on the Licensee’s behalf.
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The Old Fire Hall Handbook 2016-2017
OLD FIRE HALL STAFFING POLICIES HEALTH AND SAFETY The Yukon Arts Centre and its employees adhere to the policies listed within the Occupational Health and Safety Handbook as published by The Yukon Workers’ Compensation Health and Safety Board. These conditions also apply to the staff and volunteers of any Licensee while they are within the Old Fire Hall. The use of any open flame anywhere in the facility is not permitted. Please follow the advice and direction of OFH Venue Coordinators. The OFH Venue Coordinators will stop any activity that poses a safety risk or that may result in damage to equipment, the facility or harm to the public. The Old Fire Hall maintains the right to refuse entry to anyone that may pose a health and safety risk to the facility and/or the public. Please consult OFH staff for approval before bringing any animals in the venue. LABOUR Staff at the OFH are members of The Public Service Alliance of Canada and are governed by the terms of their collective agreement. A copy of this agreement is available upon request.
Other working conditions may trigger extra labour costs at the discretion of OFH staff. Please review your plans with the OFH Coordinators to ensure efficient and cost effective use of our staff. Special rates apply for use of the venue on statutory holidays. Statutory holidays are as follows: New Year’s Day Discovery Day Rendezvous Friday Labour Day Good Friday Thanksgiving Day Easter Monday Remembrance Day Victoria Day Christmas Day Aboriginal Day Boxing Day Canada Day Note: Please see Appendix A for details. MEAL BREAKS A schedule including breaks shall be created by OFH staff in collaboration with Licensees to ensure PSAC regulations are met. If meal breaks do not occur, financial penalties may be levied.
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The Old Fire Hall Handbook 2016-2017
RENTAL CLASSIFICATIONS There are two rental rate classifications for the Old Fire Hall: NOT FOR PROFIT This rate applies to all Yukon artists, arts organizations, charities and Not-for-Profit Societies. A Yukon artist is defined as a practicing artist residing in the Yukon, self-presenting, and self-promoting. A Yukon Arts organization is defined as a non-profit organization or business whose primary purpose noted in its documents of incorporation is related to art. COMMERCIAL Commercial rates apply to any individual or business that is not registered as a Not-for-Profit Society or Charity or is not a working Yukon artist. DONATIONS OF GOODS AND SERVICES As a venue operated by the Yukon Arts Centre, OFH is guided by the Arts Centre Act (1988) to “deal equitably with all arts groups in the Yukon”; OFH will not make an offer of reduced rates or donations of space or equipment that is not offered equally to all Licensees.
OLD FIRE HALL FACILITY POLICIES CAPACITY Capacity for the Old Fire Hall varies depending on type of event, and set up of the room. All events must adhere to local fire codes. The OFH Venue Coordinator will determine final occupancy during your Client Intake. Every person in the Old Fire Hall during an event will be included in the capacity calculation, including all volunteers, OFH staff, technicians, performers, videographers, photographers, as well as audience members. Raked Theatre Seating: 52 patrons with seating on risers Footprint: 16’ deep x 20’ wide Add 3’ deep per row on the floor and 10 patrons per row. Licensees supply 4 able-bodied persons for setup and strike of this configuration. Small Performance Stage: 120 patrons seated in chairs on the floor Dance: Performance Area w/ minimal seating around outside of room: 120 patrons Meetings: U-shaped table set up 35-40 patrons (more in row seating if needed) Round Tables 80 patrons Reception with a few tables: 100–130 patrons standing. With a ‘Special Occasion’ or ‘Reception’ Liquor Permit, the MAXIMUM capacity stands at 130 persons. This includes any and all patrons, volunteers and staff. This capacity has been set by the Yukon liquor control board. The OFH Venue Coordinator may set a lower maximum capacity due to room set up, seating arrangements, and type of presentation.
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The Old Fire Hall Handbook 2016-2017
PERMITS All permits and licenses are the sole responsibility of the Licensee. Permits must be in place and presented to the Old Fire Hall staff before the rental begins. Business Permit: Every vendor must have a business permit to sell products and items. Food permit: Every vendor must have a business permit to sell products and items. The OFH does not have a Food Safe kitchen; therefore, food may not be cooked or prepared within the facility. If a licensed food provider is not being used, all food served to the public must be approved by Environmental Health Services at #2 Hospital Road, (867) 667-8391. OFH will require proof of Temporary Food Permit prior to the start time of the scheduled event. Catering: Remember to include in event planning the caterer’s requirements for time and space in the facility. Load in and load out times must be arranged with caterer in collaboration with OFH Staff. *There is a Reception Surcharge applied to OFH rentals when food is served. Alcohol Permits: Special Occasion Licensees wishing to sell alcohol during their event must apply for a Special Occasion permit from the Yukon Liquor Corporation. This permit is only available to not- for-profit societies. Reception Permit Licensees wishing to give away alcohol may apply for a Reception Permit. Any individual may apply. Licensees must insure that minors are not served and that all necessary precautions are in place to provide a safe and healthy event. All liquor must be pre-ordered and picked up from the YLCB warehouse. This order is part of the permit which must be presented prior to any liquor being brought into the OFH. Restocking is not permitted from any source once event is underway. A letter of permission must be obtained from the Old Fire Hall prior to applying for either permit. Please allow two weeks to process your request. All events with liquor must have HOST LIQUOR LIABILITY INSURANCE. A copy must be presented to OFH staff. If no Host Liquor Liability insurance is in place, the bar will be unable to operate. *There is a Reception Surcharge applied to OFH rentals when there is a bar in service.
Downloadable forms: Temporary Food Permit:
http://www.hss.gov.yk.ca/pdf/foodpremises_app_temp.pdf Special Occasion permit application form: www.ylc.yk.ca/licences_permits.html www.gov.yk.ca/forms/forms/0500/yg780_e.pdf Reception permit application form: www.gov.yk.ca/forms/forms/0500/yg781_e.pdf Hosting events with alcohol: www.ylc.yk.ca/pdf/Hosting_an_Event_-_English_-_web.pdf
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The Old Fire Hall Handbook 2016-2017
S.O.C.A.N. FEES The Society of Composers, Authors, and Music Publishers of Canada (S.O.C.A.N) reserves and promotes the rights of music creators. Any group or organization presenting live or recorded music in public must obtain permission for the music controlled by S.O.C.A.N. and pay a license fee approved by the federal copyright board. If you have questions, please call the S.O.C.A.N. office at 1-800-937-6226. RE:SOUND Re:Sound, (formerly known as the Neighbouring Rights Collective of Canada), is the Canadian not-forprofit music licensing company dedicated to obtaining fair compensation for artists and record companies for their recorded performances. On behalf of its members, representing thousands of artists and record companies, Re:Sound licenses recorded music for public performance, broadcast and new media. In 1997 the Copyright Board of Canada gave a not for profit company, the Neighbouring Rights Collective of Canada (NRCC)(now known as RE:Sound), the power to represent the musical artists that perform for recorded music and the companies that make those recordings. The NRCC started by collecting fees on behalf of their membership from radio and television stations and companies that broadcast “elevator music”. These fees ensured that the performing artists get a small amount each time their recorded work was played, for profit, in public. More recently they have been authorized by the Copyright Board of Canada to collect fees for recorded music used in conjunction with live performance and dance The initial structure of the Tariff’s for the live performance venues was not manageable. Fortunately, the Canadian Arts Presenters Association (CAPACOA), in support of its membership, which includes YAC, negotiated new rates and process that are manageable. Unlike SOCAN, RE:Sound requires the host venue to collect the Re:Sound fees from those presenting in that venue. Therefore we will be including Re:Sound fees in our contracts and on our invoices. YAC and its clients are affected by the following tariffs. 1. 5.B - Receptions, Conventions, Assemblies and Fashion Shows: This we are assured also includes weddings. It does not include the reception at a Gallery Opening, or a pre or post theatre performance gathering. There are two rate scales applicable; one for events with guests dancing and one for events without dancing. Within those scales the rate is based on attendance. Clients should expect a license fee between $9.25 (up to 100 people, no dancing) and $26.63 (up to 300 people with dancing) 2. 5.A – Performance Use – Recorded Music Accompanying a live event a. Fortunately YACC is member of the Canadian Arts Presenters Association (CAPACOA) and CAPACOA has negotiated a very favourable rate scale for its members that is not listed on the Re:Sound web site. b. There are three sub classifications to consider under this Tariff. i. Recorded background Music which includes the tunes played pre and post show in the lobby and in the theatre that is not dictated by the presentation. This tariff is based on occupancy and will be paid by the Yukon Arts Centre on an annual basis. Our clients and partners will not be charged. ii. Recorded music that is incidental to the Performance (less than 10% or 10 minutes of the performance) - things like a radio playing in theatre performance, scene change music or production specific pre show music. For a single event/performance there is a minimum tariff of $15 for such use of recorded music and there is a minimum of $50 for two or more performances/events. However, YAC can pay on the aggregate of events in a year and use a per attendee rate that works out to be less. We will pass that savings on to our clients and partners and only charge $5.00 per event (3 performances in one day
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will be considered one event, 3 identical performances in 3 days will count as 3 events). iii. Recorded music that is integral to the performance (more the 10% or 10 minutes of the performance). This would include most dance performance unless the company was performing to live music; it would also include most comedy and magic shows. The minimum for this tariff is $15 per event or $50 for two or more events (3 performances in one day will be considered one event, 3 identical performances in 3 days will count as 3 events). YAC will invoice our clients accordingly. iv. Exceptions: 1. If the recorded music played at an event was commissioned for that production then the Tariff does not apply. 2. If the music is played live, the Tariff does not apply. It only applies to recorded music. PERFORMANCE RIGHTS, ROYALTIES, TAXES AND LICENSE FEES Composers’, authors’, and publishers’ fees, and all or any license fees, assessments or taxes imposed by any authority, shall be the responsibility of the Licensee. As copyright laws may be updated and adjusted, please make sure that licensing requirements are up-to-date. INSURANCE OFH advises the Licensee to carry a minimum of $1,000,000.00 in public liability and property damage insurance with respect to the Venues. The Licensee must have appropriate property insurance for items to cover against loss and damage. Any event serving alcohol must have host liquor liability insurance and present proof of same to OFH staff. Suggested $1M minimal coverage, $2M suggested liability with the Yukon Arts Centre Corporation listed as an additional insured party. The Licensee shall be held responsible for any damage or theft to the facility or equipment, including draperies and structures, due to the act, default, neglect, careless or unapproved actions of the Licensee, its agents, employees, patrons, guests and/or assistants. SECURITY AND YOUTH PROGRAMMING Licensees with youth programming will be required to engage a minimum of two security individuals to maintain a safe and healthy environment for the public and facility. Coat and bag checks will be required. BOX OFFICE AND TICKET SALES Yukon Arts Centre Box Office Licensees may engage the services of the Yukon Arts Centre Box Office. A $65 setup charge for a single event, with $15 each subsequent performance of the same event will be levied. Please see Appendix A and ticket surcharge notes below for additional clarification. Custom tickets may be ordered when booking the venue. These tickets will be available for sale at Arts Underground and YAC and online at www.yukontickets.com or through the Ticket Trove smartphone application. If using YAC ticketing, YAC box office will staff your event. TICKET SURCHARGES Tickets sold at the Yukon Arts Centre for events held at YAC or the Old Fire Hall includes a $2.00 box office service charge and a $1.00 Capital Reserve Fund contribution.
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Tickets sold at Arts Underground include a $3.00 service charge that is paid to Arts Underground and supports the operations of Arts Underground. For events sold by YAC but taking place elsewhere a $2.00 service charge will be applied. To avoid confusion YAC suggests that the advertised ticket prices be inclusive; i.e. include all surcharges and taxes. Credit card fees will be deducted from box office gross revenue. The Yukon Arts Centre Box Office is Visa and MasterCard compatible. Licensee’s Box Office Licensees of the Old Fire Hall may choose to sell their own tickets without using the YAC ticket service. All performances and paid events must have a means to keep track of patrons and to maintain a safe environment based on the occupancy load allowed. Tickets Sold At the Door This is the sole responsibility of the Licensee, including providing their own staff and float. PUBLICITY Events at the Old Fire Hall may make use of the marquis outside the front door for posters. Electronically, a copy of the poster along with a short description can be uploaded to our website (JPEG 323 x 495) and the SEDNA displays located at both OFH and YAC locations. The Licensee is permitted to use the Yukon Arts Centre and Old Fire Hall logos and wordmark in its advertising materials solely for the purpose of identifying the location of the events (and Box Office if applicable). OFH reserves the right to take photographs for its own records, provided such photography does not infringe on the rights of performers and artists, and to distribute or announce to the audience information concerning all future attractions and/or events within the Venues.
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The Old Fire Hall Handbook 2016-2017
OLD FIRE HALL HOUSE POLICIES SOUND LEVELS Overall sound levels may not disturb the surrounding areas or present harm to staff or audience members. Sound levels will respect the local bylaws and will be strictly enforced by Old Fire Hall staff. All audio levels are regulated to average level of 84 decibels with peak levels being no more than 90 decibels. The measurements will be conducted with YAC’s sound pressure level meter, using a weighting, slow response setting. BROADCAST & RECORDING OFH will facilitate sound and video recording at the Old Fire Hall and encourage broadcast of events through radio, television and internet. OFH will ensure that sound or video recording activities do not interfere with the use and enjoyment of the venue by presenters and audiences. Performances may only be recorded or broadcast with the written permission of the presenter and the performer. What the Old Fire Hall requires from the Licensee: Contact OFH. Discuss plans to record events and arrange for a liaison person to assist them while they are in the Old Fire Hall. Videographers or Sound Recorders must attend a pre-production meeting as requested by OFH. Ensure that all licences, permissions and releases are in order. Ensure that the media does not disturb the use or enjoyment of the Old Fire Hall by presenters or audiences by following these basic guidelines: o Do not block the view of audience members o Do not block aisles or fire exits o Do not have unsecured cables crossing aisles or fire exits o Do not cross in front of stage during performance o Complete set-up 60 minutes prior to the start of the performance o Do not strike equipment until a break in the performance program In the event that sound technicians or videographers arrive at the Old Fire Hall to record an event without prior discussion with staff, access may be denied. If access is granted, camera positions may be limited and access to audio feeds through the sound system may not be available. OFH will not guarantee the quality of any recording request made at the last moment. Note: There may be additional labour and equipment charges as a result of recording an event. DISPLAYS Discuss any display items or decorating with OFH Venue Coordinator prior to the event. OFH has limited wall space due to windows, acoustic treatment and curtains. The rental time must include time for placement of decoration and removal of these items. To protect our walls, stic tac is the only acceptable material for attaching things to the walls. If there is damage to the walls, the Licensee will be charged the cost of restoring them. All fabric and set pieces used on stage must be ‘flame proofed’ prior to load in. Failure to do so will prevent the material from being used within the facility. Painting is not allowed within the building. CLEANING Please remove all items before the end of the booking and leave the facility in a clean condition. Extra cleaning fees will be added to the final invoice should the facility be left in a disorderly state. OFH is not responsible for lost or stolen items.
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Note: Nothing may be left in the facility without the prior consent of Old Fire Hall staff. Last minute requests may not be accommodated. OFH will not be responsible for items left in the facility at the end of the rental period. RECYCLING Licensees are encouraged to reduce their impact on the environment. Raven Recycling can provide portable containers to assist in this matter. Please consider the use of recyclable food containers and cutlery. All Recycling is to be removed from the building by all renters at the end of each event. PARKING There is metered and free parking in the surrounding areas. SMOKING The Fire Hall is a non-smoking facility. Smoking is not permitted anywhere within the facility or 5m of any entrance.
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The Old Fire Hall Handbook 2016-2017
APPENDICES APPENDIX A: TECHNICAL EQUIPMENT LIST & RATE SCHEDULE APPENDIX B: OFH VENUE PLAN APPENDIX C: STAGE PLOT TEMPLATE
APPENDIX A: OFH TECHNICAL EQUIPMENT LIST AND PRICING GUIDE NOT FOR PROFIT COMMERCIAL OLD FIRE HALL RENTAL 4 HOUR BOOKING (MINIMUM) 8 HOUR BOOKING
$125.00 $250.00
$250.00 $500.00
FESTIVAL RATE UP TO 15HRS (BETWEEN 8AM AND 11PM ) ADDITIONAL HOURLY RATE
$450.00 + OVERTIME LABOUR FEES $45.00
$900.00 + OVERTIME LABOUR FEES 90.00
DARK DAY HOLDS STATUTORY HOLIDAY
$55.00 $500.00
$110.00 $1000.00
LABOUR OVERTIME: ANY SHIFTS BEGINNING BEFORE 8AM (ANY PORTION THEREOF) @ 1.5 TIMES RATE OR MORE THAN 8 HRS @ 1.5 TIMES RATE OR MORE THAN 12 HRS @ 2 TIMES RATE
$35.00/HOUR
$70.00/ HOUR
$52.50/HOUR $52.50/HOUR $70.00/HOUR
$105.00/HOUR $105.00/HOUR $140.00/HOUR
EXTRA CLEANING FEES RECEPTION SURCHARGE FLOOR WAXING (TO REPAIR DAMAGE)
$50.00/HOUR $125.00 $150.00
$100.00/HOUR $250.00 $150.00
PSAC STAT HOLIDAYS: New Years Day, Rendezvous Friday, Good Friday, Easter Monday, Victoria Day, National Aboriginal Day, Canada Day, Discovery Day, Labour Day, Thanksgiving Day, Remembrance Day, Christmas Day, Boxing Day
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BOX OFFICE SERVICES Initial Set Up Fee (1st performance)
$35.00
$70.00
Set Up Charge - Subsequent Performances
$15.00
$34.00
Consignment Ticket Fee for Off-Site Sales
$35.00
$70.00
15% or $35 minimum
15% or $70 minimum
Credit Card Fees Approx. 5% Sales Commission
EQUIPMENT RENTAL FEES ALL LISTED RATES ARE DAILY 100 Stackable Chairs 16 Folding Tables - 2 x 4’; 16 x 6’ 12 Cabaret Tables – 30” Table Cloths – 16 Units, Black, Rectangle Step Ladders/Small Hand Tools/Tape BASIC SOUND FOR GENERAL EVENTS For Playback of CD/IPod, Mic, Speakers
NOT FOR PROFIT
COMMERCIAL
Free $4.00
Free $8.00
$6.00 Free $25.00
$12.00 Free $50.00
PROFESSIONAL SOUND GEAR FOR LIVE $70.00 EVENTS *Does not include an operator QSC RMX2450 Power Amps, 2 Units Soundcraft SI Impact Digital Board Denon DN-D4500 Dual CD/ MP3, 1 Unit Meyer UP Junior Powered Speakers, 2 Units Meyer UMS-1P Powered Subwoofer, 2 Units SM58 Vocal Microphone, 4 Units SM57 Instrumental Microphone, 4 Units SM 81 Condenser Microphone, 2 Units 15 Mic Stands, 10 Tall Units, 5 Short Units XLR Cables – 6 x 10’; 19 x 20’; 6 x 25’; 2 x 50’ Cable Factory DI`s, 8 Units – Various Styles QSC K-10 Powered Monitors, 5 Units
$140.00
Various Instrument Cables, AC Cables & Adapters Cable Factory Snake – 24 Inputs Page | 16
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Sennheiser Wireless Microphone, 1 unit BASIC LIGHTING FOR GENERAL EVENTS 22 Lighting Instruments - House Plot Position 3x12x1k Dimmers 16 House Lights Various Gels – Request Inventory SPECIAL LIGHTING FOR LIVE EVENTS *Does not include an operator
$15.00 FREE
$30.00 $50.00
$70.00
$140.00
$12.00 Each
$24.00 Each
$40.00 $10.00
$80.00 $20.00
$35.00
$70.00
Re-Hang and Focus Restore to House Plot at End of Rental 3x12x1k Dimmers Load Cannot Exceed 8,000 watts All Connectors are U-Ground ETC Insight 3 Memory Board WENGER STAGE RISERS Volunteers required! 4’ x 4’ stage risers, 5 Units 4’ x 8’ stage risers, 16 Units Handrails – Various Sizes Legs - 8”/16”/24”/32”/40” Various Quantities – Request Inventory Projection Epson PowerLite 14855WU Projector Projection Screens 14’ Dead Hung, or 6’ Tripod Sony Blu-Ray Player (BDD-5780) Various Cables/Adapters – VGA, HDMI, DVI Piano YAMAHA YUS5 Concert Acoustic
3 TIMES THE DAILY RATE WILL BE APPLIED TO THE 5 DAY WEEKLY USE OF OFH EQUIPMENT.
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The Old Fire Hall Handbook 2016-2017
APPENDIX B: OLD FIREHALL VENUE PLAN
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The Old Fire Hall Handbook 2016-2017
APPENDIX C: STAGE PLOT TEMPLATE EVENT:
DATE :
SYMBOLS: VOCAL MICROPHONES List Type/ Style
DI
INSTRUMENT MICROPHONE List Type/ Style
DIRECT INPUT
AMP
MUSIC STAND
T
MONITOR WEDGE
MUSIC AMPLIFIER TABLE DRUM KIT RISER
C
CHAIR
S
STOOL
PIANO
Centre Line
AUDIENCE
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The Old Fire Hall Handbook 2016-2017
INDEX A Administrative Services Contact, 3 Animals, 7
I Insurance, 11 Internet Access, 6 Invoicing, 4, 6
B Box Office, 4, 11 Contact info, 3 Renter's, 12 Yukon Arts Centre, 11 Broadcasting, 13
L Licensee basics, 4 Liquor, 5 Downloadable forms, 9 Permits, 9
M
C Meetings, 8
Cancellations, 4, 6 Capacity, 8 Catering, 9 Cleaning, 14 Client Intake Form, 4, 6 Contact List, 3 Contracting, 4, 6
P
D
Parking, 14 Performance content, 5 Permits, 9 Downloadable forms, 9 Photography, 12 Publicity, 12
Dance, 8 Displays, 13 Donations of Goods and Services, 8
E Equipment Rentals, 5 Expense Actuals, 4
R Receptions, 8 Recording, 13 Recycling, 14 Rental Classifications, 8 Commercial, 8 Not for profit, 8
S
F Food, 9
H Health and Safety, 7 Holds, 6 Holidays, 7 Hours of operation Old Fire Hall, 5 Yukon Arts Centre, 3 Hours of Operation, 3
S.O.C.A.N., 10 Scheduling, 5 Security, 11 Smoking, 14 Sound levels, 13 Staff Additional staff, 5 Labour, 7 Meal breaks, 7 Policies, 7 Staff hours
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The Old Fire Hall Handbook 2016-2017
statutory holidays, 7 Stage, 8 Stage Plot, 19
Rates, 17 Surcharges, 11
T Theatre Seating, 8 Ticket Sales, 11
V Venue Coordinators Contact, 3 Venue Plan, 18
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