Application for Rental of Gathering Space, Courtyard and Rehearsal ...

645 St. Nicholas Avenue
New York, NY 10030
Tel: (212) 926-4100
Fax: (212) 491-6913
Application for Rental
of Gathering Space, Courtyard and Rehearsal Spaces
Contact: Wayne Williams, Director of Facilities
212.926.4100, ext. 317
wwilliams@harlemschoolofthearts.org
Individual or Organization:
Corporate Nonprofit ndividual Government
Registered in the State of:
Primary Contact:
Address:
Office Phone:
Fax:
Cell Phone:
E-Mail:
Primary Technical Contact:
Office Phone:
Cell Phone:
Is this space being rented for a religious or political cause? Yes
No
If yes, please explain:
Event Title:
Date of Event: Time: From Until:
Anticipated Audience:
s this a ticketed event? Yes
No
Is there an admission charge? Yes No Anticipated Sales:
Will there be merchandise sales? Yes No If so, anticipated sales:
Types of items being sold:
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FAC1001 Ver.8/07

Activity Schedule: Please attach an itinerary and agenda for HSA facility use including all activities,
dates, exact entry and exit times and number of persons requiring access to the HSA facilities.
Please note: Rental time includes all set up and strike times. Rental time is charged from the point
when renters enter the facility until the guests and personnel leave the facility.
Number of people involved: STAFF ARTISTS TECHNICAL
Attach proof of insurance covering guests and employees during rental period.
Technical Sound System
Are you providing any of your own sound equipment requirements: Yes
No
If yes, please list:
Which and how many of the following, if any are needed from HSA?
Number of Microphones:
Number of Inputs:
Number of Mic Stands: Number of Returns: Number of Monitors:
Check if you need any of the following:
Reel to Ree Cassette Tape Deck CD Player Mini Disc Recorder
PROHIBITED MATERIALS: Open flames, firearms and pyrotechnic devices are strictly prohibited.
Rental Fees
Gathering Space
Courtyard
Cafeteria
Large music room
Small music room
Large dance studio
Small dance studio
Practice room
HSA Theater
$350.00 first hour/ $125.00 each additional hour
$200.00 first hour/$100.00 each additional hour
$ 75.00 per hour
$150.00 (function/event); $65.00 per hour (rehearsal)
$ 50.00 (function/event); $40.00 per hour (rehearsal)
$150.00 (function/event); $65.00 per hour (rehearsal)
$ 75.00 (function/event); $45.00 per hour (rehearsal)
$ 40.00 per hour
$400.00 first hour/$100.000 each additional hour
Security and Maintenance Fees
All renters must engage a minimum of one (1) HSA security personnel at a rate of twenty-five dollars
($25) per hour during the performance. Maintenance fees are fifty dollars ($50) per day per use of
the theater for both rehearsals and performance.
How many security personnel would you like to engage?
Based on your stated space requirements and required security and maintenance fees,
your total rental fee is .
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FAC1001 Ver.8/07

Insurance
Renter is responsible for obtaining comprehensive general liability insurance in an amount not
less than one million dollars ($1,000,000) per occurrence for bodily injury and property damage
respectively.
The policy must include The Harlem School of the Arts, Inc. and its agents as additionally named
insured under the policy.
HSA must receive a copy of this insurance certificate one week before the event. Such policy shall
contain a rider requiring thirty (30) days written notice prior to cancellation or material alteration of the
policy for any reason whatsoever.
The term of the policy must cover the term of the requested use of the facility.
Renter hereby waives any claim against and promises to defend, indemnify, save and hold
harmless, The Harlem School of the Arts, Inc., its officers, employees, agents and representatives
from and against any liability or loss, of any nature whatsoever, arising out of or relating to any
misrepresentation or material alteration by Renter in connection with required insurance.
Payment Policy
A fifty percent (50%) nonrefundable deposit of the total rental fee amount is due at the signing of this
agreement. The balance of the rental fee is due no later than two (2) days prior to the opening of the
show. Payments may be made by cash, certified check, debit or the following credit cards: American
Express, Discover, MasterCard and Visa.
Reimbursement as Result of Real Property Damage
Renter agrees to reimburse HSA for any loss or damage to property arising out of their occupancy,
however caused. Such reimbursement must be paid within thirty (30) days of receipt of the invoice
from HSA for such expense. HSA reserves the right to repair such damaged property and bill the
renter for the repair.
Equity Policy
The Harlem School of the Arts abides by the policies set forth by the Actors Equity Association for
Off Broadway Theaters in New York City. As such, the renting producer agrees to engage all actors
pursuant to the rules and regulations proscribed by AEA, including, but not limited to, insurance,
program billing, dues deductions, hours of engagement, contracts and nature of works produced.
Indemnification
Renter agrees to defend, indemnify and hold The Harlem School of the Arts and its agents harmless
from and against all liabilities, damages, claims, demands, actions, proceedings, costs and expenses
asserted by a third party against HSA arising directly or indirectly out of the renters use of HSA’s
facility, including, but not limited to, bodily injury or death to any person or persons, damage to
personal property of others, and or violation of any local, state or federal laws.
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FAC1001 Ver.8/07

Compliance with Local, State and Federal Laws
Renter agrees to comply with all applicable municipal, provincial and federal government laws and
regulations, and assumes all liability for any claims against HSA in violation thereof as a direct or
ndirect result of renter’s use of HSA’s Theater.
Property Stored at HSA
The applicant assumes all responsibility for property left unattended at HSA.
Termination
HSA reserves the right to terminate this agreement without prior notice and without refund of booking
deposit if, in its opinion, the Applicant has provided false or misleading information in the application,
or the Applicant has defaulted in providing anything required by the application, or the Applicant is in
breach of any term or condition of this agreement.
Warranty & Representation
Applicant affirms that he or she has the right, power and authority to enter into this Agreement and to
fully perform all of its obligations hereunder; further, the performance of the obligations hereunder will
not violate any applicable laws or regulations; and
the applicant owns or controls all of the rights necessary to perform its obligations hereunder.
Additional Miscellaneous Terms
In order to validate this agreement, one signed copy of this agreement must be returned with the
required deposit to Jeffrey Flowers, Senior Accountant at The Harlem School of the Arts, 645 St.
Nicholas Avenue, New York, NY 10030; Telephone Number: 212.926.4100 ext. 301. Please make
check payable to The Harlem School of the Arts, Inc. Checks postdated after the date the agreement
is received will not be accepted.
AS UNDERSTOOD AND AGREED:
Applicant’s Printed Name
Applicant’s Title
Applicant’s Signature
Date
Yvette L. Campbell
President and CEO
The Harlem School of the Arts, Inc.
Date
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FAC1001 Ver.8/07