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

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

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


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645 St. Nicholas Avenue<br />

New York, NY 10030<br />

Tel: (212) 926-4100<br />

Fax: (212) 491-6913<br />

<strong>Application</strong> <strong>for</strong> <strong>Rental</strong><br />

<strong>of</strong> <strong>Gathering</strong> <strong>Space</strong>, <strong>Courtyard</strong> <strong>and</strong> <strong>Rehearsal</strong> <strong>Space</strong>s<br />

Contact: Wayne Williams, Director <strong>of</strong> Facilities<br />

212.926.4100, ext. 317<br />

wwilliams@harlemschool<strong>of</strong>thearts.org<br />

Individual or Organization:<br />

Corporate Nonpr<strong>of</strong>it ndividual Government<br />

Registered in the State <strong>of</strong>:<br />

Primary Contact:<br />

Address:<br />

Office Phone:<br />

Fax:<br />

Cell Phone:<br />

E-Mail:<br />

Primary Technical Contact:<br />

Office Phone:<br />

Cell Phone:<br />

Is this space being rented <strong>for</strong> a religious or political cause? Yes<br />

No<br />

If yes, please explain:<br />

Event Title:<br />

Date <strong>of</strong> Event: Time: From Until:<br />

Anticipated Audience:<br />

s this a ticketed event? Yes<br />

No<br />

Is there an admission charge? Yes No Anticipated Sales:<br />

Will there be merch<strong>and</strong>ise sales? Yes No If so, anticipated sales:<br />

Types <strong>of</strong> items being sold:<br />

Page 1 <strong>of</strong> 4<br />

FAC1001 Ver.8/07

Activity Schedule: Please attach an itinerary <strong>and</strong> agenda <strong>for</strong> HSA facility use including all activities,<br />

dates, exact entry <strong>and</strong> exit times <strong>and</strong> number <strong>of</strong> persons requiring access to the HSA facilities.<br />

Please note: <strong>Rental</strong> time includes all set up <strong>and</strong> strike times. <strong>Rental</strong> time is charged from the point<br />

when renters enter the facility until the guests <strong>and</strong> personnel leave the facility.<br />

Number <strong>of</strong> people involved: STAFF ARTISTS TECHNICAL<br />

Attach pro<strong>of</strong> <strong>of</strong> insurance covering guests <strong>and</strong> employees during rental period.<br />

Technical Sound System<br />

Are you providing any <strong>of</strong> your own sound equipment requirements: Yes<br />

No<br />

If yes, please list:<br />

Which <strong>and</strong> how many <strong>of</strong> the following, if any are needed from HSA?<br />

Number <strong>of</strong> Microphones:<br />

Number <strong>of</strong> Inputs:<br />

Number <strong>of</strong> Mic St<strong>and</strong>s: Number <strong>of</strong> Returns: Number <strong>of</strong> Monitors:<br />

Check if you need any <strong>of</strong> the following:<br />

Reel to Ree Cassette Tape Deck CD Player Mini Disc Recorder<br />

PROHIBITED MATERIALS: Open flames, firearms <strong>and</strong> pyrotechnic devices are strictly prohibited.<br />

<strong>Rental</strong> Fees<br />

<strong>Gathering</strong> <strong>Space</strong><br />

<strong>Courtyard</strong><br />

Cafeteria<br />

Large music room<br />

Small music room<br />

Large dance studio<br />

Small dance studio<br />

Practice room<br />

HSA Theater<br />

$350.00 first hour/ $125.00 each additional hour<br />

$200.00 first hour/$100.00 each additional hour<br />

$ 75.00 per hour<br />

$150.00 (function/event); $65.00 per hour (rehearsal)<br />

$ 50.00 (function/event); $40.00 per hour (rehearsal)<br />

$150.00 (function/event); $65.00 per hour (rehearsal)<br />

$ 75.00 (function/event); $45.00 per hour (rehearsal)<br />

$ 40.00 per hour<br />

$400.00 first hour/$100.000 each additional hour<br />

Security <strong>and</strong> Maintenance Fees<br />

All renters must engage a minimum <strong>of</strong> one (1) HSA security personnel at a rate <strong>of</strong> twenty-five dollars<br />

($25) per hour during the per<strong>for</strong>mance. Maintenance fees are fifty dollars ($50) per day per use <strong>of</strong><br />

the theater <strong>for</strong> both rehearsals <strong>and</strong> per<strong>for</strong>mance.<br />

How many security personnel would you like to engage?<br />

Based on your stated space requirements <strong>and</strong> required security <strong>and</strong> maintenance fees,<br />

your total rental fee is .<br />

Page 2 <strong>of</strong> 4<br />

FAC1001 Ver.8/07

Insurance<br />

Renter is responsible <strong>for</strong> obtaining comprehensive general liability insurance in an amount not<br />

less than one million dollars ($1,000,000) per occurrence <strong>for</strong> bodily injury <strong>and</strong> property damage<br />

respectively.<br />

The policy must include The Harlem School <strong>of</strong> the Arts, Inc. <strong>and</strong> its agents as additionally named<br />

insured under the policy.<br />

HSA must receive a copy <strong>of</strong> this insurance certificate one week be<strong>for</strong>e the event. Such policy shall<br />

contain a rider requiring thirty (30) days written notice prior to cancellation or material alteration <strong>of</strong> the<br />

policy <strong>for</strong> any reason whatsoever.<br />

The term <strong>of</strong> the policy must cover the term <strong>of</strong> the requested use <strong>of</strong> the facility.<br />

Renter hereby waives any claim against <strong>and</strong> promises to defend, indemnify, save <strong>and</strong> hold<br />

harmless, The Harlem School <strong>of</strong> the Arts, Inc., its <strong>of</strong>ficers, employees, agents <strong>and</strong> representatives<br />

from <strong>and</strong> against any liability or loss, <strong>of</strong> any nature whatsoever, arising out <strong>of</strong> or relating to any<br />

misrepresentation or material alteration by Renter in connection with required insurance.<br />

Payment Policy<br />

A fifty percent (50%) nonrefundable deposit <strong>of</strong> the total rental fee amount is due at the signing <strong>of</strong> this<br />

agreement. The balance <strong>of</strong> the rental fee is due no later than two (2) days prior to the opening <strong>of</strong> the<br />

show. Payments may be made by cash, certified check, debit or the following credit cards: American<br />

Express, Discover, MasterCard <strong>and</strong> Visa.<br />

Reimbursement as Result <strong>of</strong> Real Property Damage<br />

Renter agrees to reimburse HSA <strong>for</strong> any loss or damage to property arising out <strong>of</strong> their occupancy,<br />

however caused. Such reimbursement must be paid within thirty (30) days <strong>of</strong> receipt <strong>of</strong> the invoice<br />

from HSA <strong>for</strong> such expense. HSA reserves the right to repair such damaged property <strong>and</strong> bill the<br />

renter <strong>for</strong> the repair.<br />

Equity Policy<br />

The Harlem School <strong>of</strong> the Arts abides by the policies set <strong>for</strong>th by the Actors Equity Association <strong>for</strong><br />

Off Broadway Theaters in New York City. As such, the renting producer agrees to engage all actors<br />

pursuant to the rules <strong>and</strong> regulations proscribed by AEA, including, but not limited to, insurance,<br />

program billing, dues deductions, hours <strong>of</strong> engagement, contracts <strong>and</strong> nature <strong>of</strong> works produced.<br />

Indemnification<br />

Renter agrees to defend, indemnify <strong>and</strong> hold The Harlem School <strong>of</strong> the Arts <strong>and</strong> its agents harmless<br />

from <strong>and</strong> against all liabilities, damages, claims, dem<strong>and</strong>s, actions, proceedings, costs <strong>and</strong> expenses<br />

asserted by a third party against HSA arising directly or indirectly out <strong>of</strong> the renters use <strong>of</strong> HSA’s<br />

facility, including, but not limited to, bodily injury or death to any person or persons, damage to<br />

personal property <strong>of</strong> others, <strong>and</strong> or violation <strong>of</strong> any local, state or federal laws.<br />

Page 3 <strong>of</strong> 4<br />

FAC1001 Ver.8/07

Compliance with Local, State <strong>and</strong> Federal Laws<br />

Renter agrees to comply with all applicable municipal, provincial <strong>and</strong> federal government laws <strong>and</strong><br />

regulations, <strong>and</strong> assumes all liability <strong>for</strong> any claims against HSA in violation there<strong>of</strong> as a direct or<br />

ndirect result <strong>of</strong> renter’s use <strong>of</strong> HSA’s Theater.<br />

Property Stored at HSA<br />

The applicant assumes all responsibility <strong>for</strong> property left unattended at HSA.<br />

Termination<br />

HSA reserves the right to terminate this agreement without prior notice <strong>and</strong> without refund <strong>of</strong> booking<br />

deposit if, in its opinion, the Applicant has provided false or misleading in<strong>for</strong>mation in the application,<br />

or the Applicant has defaulted in providing anything required by the application, or the Applicant is in<br />

breach <strong>of</strong> any term or condition <strong>of</strong> this agreement.<br />

Warranty & Representation<br />

Applicant affirms that he or she has the right, power <strong>and</strong> authority to enter into this Agreement <strong>and</strong> to<br />

fully per<strong>for</strong>m all <strong>of</strong> its obligations hereunder; further, the per<strong>for</strong>mance <strong>of</strong> the obligations hereunder will<br />

not violate any applicable laws or regulations; <strong>and</strong><br />

the applicant owns or controls all <strong>of</strong> the rights necessary to per<strong>for</strong>m its obligations hereunder.<br />

Additional Miscellaneous Terms<br />

In order to validate this agreement, one signed copy <strong>of</strong> this agreement must be returned with the<br />

required deposit to Jeffrey Flowers, Senior Accountant at The Harlem School <strong>of</strong> the Arts, 645 St.<br />

Nicholas Avenue, New York, NY 10030; Telephone Number: 212.926.4100 ext. 301. Please make<br />

check payable to The Harlem School <strong>of</strong> the Arts, Inc. Checks postdated after the date the agreement<br />

is received will not be accepted.<br />


Applicant’s Printed Name<br />

Applicant’s Title<br />

Applicant’s Signature<br />

Date<br />

Yvette L. Campbell<br />

President <strong>and</strong> CEO<br />

The Harlem School <strong>of</strong> the Arts, Inc.<br />

Date<br />

Page 4 <strong>of</strong> 4<br />

FAC1001 Ver.8/07

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