PAC Rental Fees, Guidelines, and Agreement

Transcription

Community Use of the
Austin Independent School District
Performing Arts Center
Guidelines and Procedures
www.fineartsaustin.org
Mark Gurgel, PAC Manager
mark.gurgel@austinisd.org
512.414.4761
Greg Goodman, Director of Fine Arts
greg.goodman@austinisd.org
512.414.4760
TABLE OF CONTENTS
Click heading to go to page
FACILITY RESERVATION GUIDELINES
GKD LOCAL
GKD REGULATION
PAC RENTAL FEES
RENTAL BY AISD FINE ARTS GROUPS
RENTAL BY AISD DISTRICT GROUPS
RENTAL BY COMMUNITY GROUPS
PAC FACILITY USE GUIDELINES
PAC BUILDING USE APPLICATION
MAIN HALL STAGE INFORMATION
MAIN HALL STAGE LAYOUT
MAIN HALL SEATING
PAC FACILITY MAP
PAC PARKING MAP
Enactment of Revision of Policies
Welcome to the Austin Independent School District Performing Arts Center! We are thrilled you
have chosen our facilities to assist in making your event a success and believe you will find
working here the perfect blend of artistry and organization, as well as entertainment and education.
This handbook will familiarize you with the various aspects and events at the Performing Arts
Center. It is a valuable resource for understanding policies and procedures and is a useful reference
document for all persons working within the facility, as well as a means to promote fair treatment
for all employees and above all, the educational advancement of Austin ISD students.
The Austin ISD Performing Arts Center follows the rules and policies for all school district
employees and departments. This document is a supplement to the policies and procedures not
defined within School District Board policy. To avoid repeating Board Policy, this manual
contains only those policies unique to the Performing Arts Center.
This handbook and the policies contained herein do not constitute a contract of employment, and
the Performing Arts Center Staff reserve the right to modify, revise, amend, or revoke any and all
policies at any time. All employees will be notified if and when any changes have been made to
these policies. Every new policy or revision will be reviewed by the Performing Arts Center
Manager and the Austin ISD Director of Fine Arts for the approval by the Superintendent of
Schools.
1
The following information has been developed to assist groups/organizations considering rental of
the Austin ISD Performing Arts Center (PAC). The proper procedures/guidelines for submitting
and filling out paperwork as well as reserving the PAC facilities successfully are outlined in this
packet. Please read carefully and follow all guidelines.
Requests for non-school use of the PAC shall be considered on a first-come-first served basis.
Academic and extracurricular activities sponsored by Austin ISD shall always have priority.
Rental fees will be charged based on the group/organization’s classification (see page 3). The
PAC Management will notify the group/organization of final charges prior to the event. Payment
will be due a minimum of fourteen (14) days prior to the first rehearsal or performance. Any
additional expenditure incurred will be due immediately upon receipt of billing.
Sponsors (requestors) must SIGN where designated throughout this form and then return original
copies of the agreement, along with any and all relevant documents, including the Building Use
Application and fees, to the Austin ISD Facility Use Office, Baker Center, Room 205, 3908 Ave B,
Austin, TX, 78751.
Advance Performing Arts Center reservations will be prioritized as follows:
1. May 1, 2015 through September 1, 2015 – Austin ISD Fine Arts events
2. September 1, 2015 through October 1, 2015 – All other Austin ISD events
3. After October 1, 2015 – Available for reservations by non-AISD events
Any exceptions to this schedule must be approved by the PAC Management and/or Austin ISD
Director of Fine Arts.
Restricted Use Dates
There will be limited use of the Performing Arts Center during Austin ISD Thanksgiving Break,
Winter Break, and Spring Break.
2
FACILITY USAGE CATEGORY INFORMATION
Category A – Austin ISD Fine Arts classes, organizations and /or ensembles as well as Austin
ISD students and staff. For Category A there will be no rental fees or hourly labor costs.
Category B – School affiliated, youth oriented, non-profit groups such as PTA, PTO, Booster
Clubs, local professional educator organizations, AISD community-arts partners, and campus
registered clubs that benefit Austin ISD students and/or staff. For Category B there will be no
facility use rental fees, however, hourly labor costs may be applied depending upon the size and
scope of proposed use.
Category C – Non-profit, non-school affiliated youth oriented or youth service groups; if the
organization is community-wide in nature and offers a program of interest and benefit to the
general public. For Category C, qualified organizations will receive a 50% discount on facility
use rental fees. However, all associated hourly labor costs will apply.
Category D – Profit groups, private groups, or commercial enterprises not defined as any group
with non-profit status as long as an educational, civic, or charitable purpose shall be served, and a
substantial segment of the community shall be benefitted.
Churches and other religious organizations desiring to rent the Austin ISD PAC may do so for
“special events” only (depending upon schedule and availability). Extended use or long-term use
for non-school groups shall not be allowed.
3
RENTAL & PAYMENT TERMS
A 25% non-refundable deposit shall be secured at the execution of the contract made payable to
Austin ISD for rental and/or use of the facility. This charge will be based on an estimate of the
total charges and will be credited towards the rental charges. No rental date(s) will be locked in
until the deposit is secured. The fee balance for rental or use of the facility is due fourteen (14)
business days prior to the use of the facility. The group/organization understands that any
additional staff needed will be paid for one hour prior to each rental period to allow set-up and a
minimum of two hours following the termination of each rental for clean-up. The
group/organization must be punctual in adherence to the arrival and departure times designated on
the application form.
The Austin ISD Performing Arts Center is specifically designed for student performances and fine
arts showcases which are generally planned at the start of the school year. Therefore, the primary
planning calendar used is September through June. Non-school related groups may not schedule
events until after October 1 of each school year in order to allow schools and district groups first
access to scheduling and to ensure facility availability. Events cannot be scheduled more than six
(6) months in advance.
All non-school events must be over by 10:00 pm on weekdays (Monday – Thursday). All nonschool events must be concluded and the facility and facility vacated by midnight on Fridays and
Saturdays.
Signature of Sponsor Indicating Above Guidelines Have Been Read & Understood
Date
4
Hold Harmless & Indemnification Agreement
Austin ISD shall not be responsible for any accidents arising out of the contractor’s operations.
Contractor shall be fully responsible for the safety of its operations and its employees, clients,
visitors and others associated with its activities. To the fullest extent allowed by law, contractor
agrees to defend, indemnify and hold AISD, its directors and employees harmless from any and
all claims, judgments causes of action, costs, and expenses resulting from injury to or death of
any person or damage to any property, to the extent caused by the negligent actions or omissions
or willful misconduct of contractor’s agents, servants, employees, subcontractors or suppliers in
connection with the program.
It is further stipulated and agreed that the laws of the State of Texas shall control in the construction
of this instrument.
Dated this
day of
, 20
.
By:
Subscribed and sworn before me on this
at
day of
, 20
,
County, Texas.
Notary Public in and for
County, Texas
5
Insurance Guidelines
The following outlines the insurance requirements that are required for any organization seeking
to utilize the Austin ISD Performing Arts Center. You must provide AISD a Certificate of
Insurance to have verification of your coverage on file. The Certificate of Insurance should be
submitted to the Austin ISD Facility Use Office no later than fourteen (14) calendar days prior to
facility use.
A. General Requirements.
(1) The Contractor shall at a minimum carry insurance in the types and amounts indicated
below for the duration of the Contract and during any warranty period.
(2) Contractor shall not commence work until the required insurance is obtained and has
been reviewed by the District. Approval of insurance by the District shall not relieve or
decrease the liability of Contractor hereunder and shall not be construed to be a limitation
of liability on the part of Contractor.
(3) Contractor must submit certificates of insurance for all subcontractors to the District
prior to them commencing work on the project.
(4) Contractor’s and all subcontractors’ insurance coverage shall be written by companies
licensed to do business in the State of Texas at the time the policies are issued and shall
be written by companies with A.M. Best ratings of B+VII or better.
(5) All endorsements naming Austin ISD as additional insured, waivers, and notices of
cancellation endorsements as well as the Certificate of Insurance shall contain the
following information:
Austin Independent School District
1111 West 6th Street
Austin, Texas 78703
(6) The “other” insurance clause shall not apply to the District where the District is an
additional insured shown on any policy. It is intended that policies required in the
Contract, covering both District and Contractor, shall be considered primary coverage as
applicable.
(7) If insurance policies are not written for amounts specified below, Contractor shall
carry Umbrella or Excess Liability Insurance for any differences in amounts specified. If
Excess Liability Insurance is provided, it shall follow the form of the primary coverage.
(8) Austin ISD shall be entitled, upon request and without expense, to receive certified
copies of policies and endorsements thereto and may make any reasonable requests for
deletion or revision or modification of particular policy terms, conditions, limitations, or
exclusions except where policy provisions are established by law or regulations binding
upon either of the parties hereto or the underwriter on any such policies.
(9) Austin ISD reserves the right to review the insurance requirements set forth during the
effective period of this Contract and to make reasonable adjustments to insurance
coverage, limits, and exclusions when deemed necessary and prudent by the District
based upon changes in statutory law, court decisions, the claims history of the industry or
financial condition of the insurance company as well as Contractor.
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(11) Contractor shall be responsible for premiums, deductibles and self-insured
retentions, if any, stated in policies. All deductibles or self-insured retentions shall be
disclosed on the Certificate of Insurance.
(12) The insurance coverage’s specified below are required minimums and are not
intended to limit the responsibility or liability of the Contractor.
B. Specific Requirements
(1) Commercial General Liability Insurance. The liability insurance policy will
provide coverage in the amount of $500,000 for property damage and $1,000,000 per
occurrence for personal injury (including death).
(a) The policy shall contain the following provisions:
(i). Blanket contractual liability coverage for liability assumed under this
Contract and all Contracts related to this project.
(ii). Independent Contractor’s Coverage.
(b). The policy shall also include these endorsements in favor of Austin ISD:
(i) Waiver of Subrogation.
(ii) Thirty (30) days Notice of Cancellation.
(iii) The Austin ISD listed as an additional insured.
(2) Professional Liability Insurance Coverage. At a minimum limit of $100,000 per
claim, to pay on behalf of the assured all sums which the assured shall become legally
obligated to pay as damages by reason of any negligent act, error, or omission arising out
of the performance of professional services under this Agreement.
If coverage is written on a claims made basis, the retroactive date shall be prior to or
coincident with the date of the Contract and the certificate of insurance shall state that the
coverage is claims made and indicate the retroactive date. This coverage shall be
continuous and will be provided for 24 months following the completion of the contract.
(3) Worker's Compensation and Employers’ Liability Insurance. Coverage shall be
consistent with statutory benefits outlined in the Texas Worker’s Compensation Act
(Section 401). The minimum policy limits for Employer’s Liability are $100,000 bodily
injury each accident, $500,000 bodily injury by disease policy limit and $100,000 bodily
injury by disease each employee.
(a) The Contractor’s policy shall apply to the State of Texas and include these
endorsements in favor of Austin ISD:
(i) Waiver of Subrogation.
(ii) Thirty (30) days Notice of Cancellation.
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NONSCHOOL USE OF SCHOOL FACILITIES
SCOPE OF USE
GKD
(LOCAL)
The District shall permit nonschool use of designated District facilities for educational, recreational, civic, or social activities, when
these activities do not conflict with school use or with this policy.
The Superintendent shall establish rules governing free use of
school facilities, as well as procedures and schedules for the rental
of school facilities.
For purposes of this policy, “facilities” shall refer to the District’s
physical plants; that is, classrooms, gymnasiums, cafeterias, stadiums, practice fields, and the like. The term shall not apply to
buses, billboards, technology, and other such District property.
Note:
See the following policies for other information regarding
facilities use:
Use by employee professional organizations: DGA
Use of facilities for school-sponsored and schoolrelated activities: FM
Use by noncurriculum-related student groups:
FNAB
Use by District-affiliated school-support organizations: GE
APPROVAL OF USE
The principal is authorized to approve use of facilities on his or her
campus. The director of athletics is authorized to approve use of
central athletics facilities. The Superintendent or designee is authorized to approve use of other District facilities. Written application to the appropriate administrator shall be made at least ten
days in advance.
Approval shall not be granted for any purpose that would damage
school property or to groups that are known to have damaged other rented property.
PRIORITIES
Priorities for scheduling the use of school and central athletics facilities shall be as follows:
1.
The regularly scheduled educational program, including instructional activities; meetings, practices, and performances
of school-sponsored groups; staff meetings related to official
school business; and regularly scheduled maintenance.
2.
Meetings and other activities of school-support groups organized for the sole purpose of supporting the schools or
school-sponsored activities [see GE].
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3.
Meetings and other activities of groups made up primarily of
school-aged children.
4.
Meetings of employee organizations [see DGA].
5.
Meetings and activities of other groups on a first-come, firstserved basis.
The individual administrator responsible for approval of use shall
have authority to cancel a scheduled nonschool use if an unexpected conflict arises with a District activity.
FEES FOR USE
Except for school-sponsored groups and school-support groups,
users shall be charged a fee for operation, supervision, and cleanup costs at designated facilities to ensure recovery of all actual
costs for use. The Superintendent or designee shall establish and
publish a schedule of fees based on the cost of the physical operation of the facilities, as well as any applicable personnel costs for
supervision, custodial services, food services, security, and technology services.
SCHOOL FACILITIES
Unless approved by the District in writing, fees for use of District
facilities shall be paid in advance directly to the office of facility use,
not to a school or employee of the District. School facilities funds
shall be deposited into the General Fund of the District.
CENTRAL
ATHLETICS
FACILITIES
Unless approved by the District in writing, fees for use of central
athletics facilities shall be paid in advance directly to the athletic
office. Central athletics facilities funds shall be deposited into the
athletic fund account.
EXCEPTIONS
Facility fees shall not apply when school buildings are used as polling places for public elections, for precinct and county conventions, or for public meetings sponsored by state or local governmental agencies.
Facility fees shall not apply to meetings of employee organizations.
EMERGENCY USE
The Superintendent or designee may authorize the use of school
facilities by civil defense, health, or emergency service authorities
in case of emergencies or disasters.
COMMUNITY
ORGANIZATIONS
The following provisions shall govern use of school facilities by
community organizations:
1.
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Use of school facilities with no rental charge shall be allowed
for the Parent-Teacher Association, booster clubs, Girl
Scouts, Boy Scouts, Camp Fire Girls, and associations
formed for the improvement and betterment of local communities if the meetings are properly supervised and chaperoned.
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2.
The District shall rent certain facilities only to nonprofit organizations for entertainment, recreation, self-improvement, or
community improvement when such rental does not interfere
or conflict with any school activity.
3.
School facilities may be rented by religious groups for religious purposes. The rental agreement shall be renewable
annually.
4.
Use of school facilities shall not be allowed when such use
would be detrimental to the goals and objectives of the District
as identified in District policy, or for activities that would be
destructive to the buildings, furniture, or equipment.
5.
The District may approve rental of school facilities to a profitmaking business so long as the requested use is not for the
purpose of generating profit for the business, unless the business has a contract or letter of understanding with the District
that establishes that there is a benefit to the District.
OUTDOOR
FACILITIES
Unless otherwise posted, no approval shall be required for nonschool-related recreational use of the District’s unlocked, outdoor
recreational facilities, such as track, playgrounds, tennis courts,
and the like, when the facilities are not in use by the District or for a
scheduled nonschool purpose. The District may close such outdoor facilities to the public, on a scheduled or unscheduled basis,
for maintenance or other purposes, as necessary.
REPEATED USE
The District may permit repeated use by any group or organization
for nonschool purposes for up to one year at a time. The period of
use and/or rental shall be negotiated by the building administrator
or designee.
The limitation on repeated use by a nonschool group or organization shall not apply to any group or organization when the primary
participants in the activities are school-aged children.
REQUIRED CONDUCT
Persons or groups using school facilities shall:
1.
Conduct their business in an orderly manner.
2.
Abide by all laws and policies, including but not limited to
those prohibiting the use, sale, or possession of alcoholic beverages, illegal drugs, and firearms and the use of tobacco
products on school property.
3.
Make no alteration, temporary or permanent, to school property, including signage, without prior written consent from the
Superintendent.
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RELEASE OF LIABILITY
Organizations or individuals using school facilities shall release the
District from liability for personal injury and/or damages to personal
property. All groups using school facilities shall be responsible for
the cost of damages incurred during their use.
EFFECTIVE DATE
This policy shall be effective as of the adoption date, May 24, 2010.
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ADOPTED:
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GENERAL STATEMENT
GKD
(REGULATION)
School facilities belong to the school community. Therefore, school
facilities shall be available to community groups and organizations
whose purposes and objectives contribute to development of the
school program and community.
Since the primary purpose of school facilities is to serve the regular
instructional program of the District, other uses will not be permitted to interfere with this program.
Costs involved in nonschool use of facilities will result in charges
being made so that tax money will not be used in support of nonschool activities.
The District does not carry liability insurance. All organizations using District facilities assume the liability for all occurrences on District property.
PURPOSE
Administrative procedures governing community use of school facilities will assure that regular school programs are not disrupted;
that activities contribute to the betterment of the school program or
community; that the school budget is not negatively affected; and
that there is proper accounting for fees collected.
These regulations apply to use of school facilities. For use of central athletic facilities, see the section titled USE OF CENTRAL
ATHLETIC FACILITIES within this regulation. Professional Development Academy facilities are covered by regulations promulgated
by that department.
FACILITY USE FEES
The following provisions will govern use fees:
1.
Facility use fees will be charged according to the Schedule of
Facility Use Fees in GKD(EXHIBIT)-A. Separate fees are
charged to cover (a) the general costs associated with facility
use and (b) the direct costs of custodian, building supervision,
and other services. Fifty percent of fees collected for general
facility use will be credited to the host campus activity fund
and 50 percent will be allocated to the District General Fund.
One hundred percent of fees collected for custodian, building
supervision, and other direct expenses will be applied to the
appropriate account used to pay for these costs.
2.
Facility use fees may be reduced or waived if the requested
activity is deemed to be of particular benefit to the school or
school community. Principals are authorized and encouraged
to revise custodian work schedules to reduce or eliminate facility use charges for activities of parent groups, advisory
committees, or school-related or community organizations.
Nonprofit organizations requesting the 50 percent fee reduc-
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tion may be required to show proof of their federal 501(c)(3)
status.
3.
APPLICATION
PROCEDURES
ADMINISTRATIVE
RESPONSIBILITIES
Nonprofit organizations are not to be charged a facility use
fee for providing after-school child care. Direct costs for custodians or other District services required to support the provision of after school care may be charged to the child care
provider.
The following provisions will govern application procedures:
1.
Groups may submit applications for use of school facilities to
the school principal or to the Department of School, Family,
and Community Education. In either case, the application
must be made on a completed Application for Use of School
Facilities Form #CE10-00. Long-term license agreements,
such as use of facilities to provide after-school child care, are
to be approved by the Superintendent.
2.
All applications must be approved by the school principal.
3.
Requests that involve cafeteria kitchen facilities must also be
approved by the director of food services.
4.
Applications must be submitted to the school principal or Department of School, Family, and Community Education at
least three weeks prior to the event.
5.
Applicants requesting the ongoing use of a facility may be required to execute a formal interlocal/license agreement.
6.
The District reserves the right to request full payment of fees
or a fee deposit in advance.
7.
The applicant will be provided written notice of approval or
disapproval of the request for use of school facilities. The applicant must not make firm plans, advertise activities, or sell
tickets to an event prior to receiving written approval for the
use of school facilities.
8.
Applicants who fail to give written notice by mail or fax of cancellation to the principal or Department of School, Family, and
Community Education at least 48 hours in advance of the
scheduled activity shall be responsible for costs incurred by
the District.
The following provisions will govern administrative responsibilities:
1.
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Upon receiving a facility use request, the campus principal is
responsible for the following:
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2.
CANCELLATION OF
USE
GENERAL
PROVISIONS
GKD
(REGULATION)
a.
Assuring the requested activity does not interfere with
regular school activities;
b.
Assuring the activity contributes to the betterment of the
school or community and does not violate District policy;
c.
Forwarding the approved facility use request form to the
Department of School, Family, and Community Education;
d.
Arranging for opening and closing, maintenance, and
safety and security of the facility;
e.
Arranging for air-conditioning or heating;
f.
Submitting timesheets and supplemental payroll requests for custodial and other staff to the District Department of School, Family, and Community Education.
Upon receiving the approved facility use request from the
campus, the Department of School, Family, and Community
Education is responsible for the following:
a.
Formally notifying the applicant that his or her facility use
request has been approved;
b.
Invoicing the applicant for use fees;
c.
Submitting facility use fees to the finance department
with a purchase request to allocate funds to the campus
activity account and appropriate payroll accounts.
d.
Submitting the time sheets and supplemental pay forms
for the campus custodian and other applicable personnel
costs to payroll for processing.
The following provisions will govern cancellation:
1.
Facility use approvals may be cancelled at any time there is
evidence that Board policies are being violated. In case of
cancellation, the Board assumes no liability other than return
of fees charged for unused facilities.
2.
Principals should give at least one week’s notice if a previously approved facility use agreement must be cancelled or postponed due to an unexpected conflict with a school-sponsored
activity.
The following general provisions will apply:
1.
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District school activities or organizations of the school have
first priority when requesting use of any part of the building or
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facilities. Each application will be discussed with the principal
of the school for approval as to date and time of the proposed
activity.
2.
Only District personnel are authorized to possess keys to District facilities. A District employee must be on site for the duration of activities at school facilities.
3.
During the period of use, enforcement of all regulations will be
the responsibility of the organization using the facility. Violation of regulations for the use of school facilities or inaccurate
or untruthful statements in the application may cause cancellation of the application and/or may render the organization
ineligible for future use of school facilities.
4.
Alcoholic beverages and the use of tobacco products are not
permitted on school property at any time.
5.
Decorations must be fireproof and must be erected and removed in a manner not destructive to school property. The
use of open flames, such as candles, is prohibited. The use
of decorations must be approved by the building principal.
6.
All loss or damage to school property, including that of students and employees, shall be the responsibility of the organization during the time the building is in use under the organization’s permit.
7.
Damage to or misuse of the facilities and equipment of the
District will be paid for in full by the organization that submitted the application for use of the facility.
8.
The District, the Board, and employees shall not be responsible for injury, damage to, or loss of property upon school premises sustained by members, guests, or others attending the
activity sponsored by the applicant. In the event of any accident or damage to or loss of property that may occur during
use, a representative of the organization using the facilities
shall secure the names of witnesses, shall furnish to the principal a written report of such accident, damage, or loss, and
shall assume all liability that may arise from such accident,
damage, or loss.
9.
The use of any paints, cleaners, waxes, or other materials on
floors or other parts of the building is strictly prohibited unless
specific written approval is obtained from the District supervisor for housekeeping services.
10. Equipment may not be removed or displaced except with
permission of the school principal. Use of equipment must be
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under the supervision of the person designated by the school
principal. Furniture that is moved must be returned to its original position at the end of the facility use event.
11. Buildings will be opened at least one-half hour before the
scheduled program time and closed one-half hour after the
scheduled end of the program.
12. Liquefied petroleum gas will not be used in any building or on
any campus at any time.
13. A District staff member must be on duty when any school facility is used. The staff member assigned will be in charge of
the building and will remain on duty for the entire period of the
activity. A custodian or custodians will be assigned for all activities that require custodial services for arranging or rearranging furniture and equipment before or after the meeting
and for cleaning up.
14. The campus principal may require the presence of police during competitive athletic events and other events involving
large crowds. Generally, one police officer should be on site
for every 250 people at noncompetitive events and for every
150 people at competitive athletic events. The officer in
charge will have the authority to call for additional officers if
attendance exceeds projections or other circumstances indicate a need. The cost of on-site police officers will be paid by
the sponsoring organization.
15. All assigned employees will be paid through the District
Finance Department. Schools may not issue payment directly
to school employees. The organization using the building will
pay no honorarium and will not tip the custodian or any other
employee.
16. All specialized equipment, such as sound boards, lighting
boards, and bleachers, will be operated only by District employees or persons authorized by the principal.
17. Corridors, exits, and stairways must be free of obstructions at
all times. Members of the audience and spectators must not
stand or sit so that exits, aisles, or stairways are blocked.
18. Gym shoes must be worn by all persons using gymnasium
floors for play or game activity. Persons dancing on gymnasium floors must not wear shoes that will be injurious to the
floor’s surface.
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19. The costs of specialized personnel, such as police, or parking
lot attendants, must be paid for by the sponsoring organization.
USE BY RELIGIOUS
CONGREGATIONS
School facilities may be made available to regularly organized religious congregations for the same fee charged to other nonprofit
organizations.
USE BY POLITICAL
ORGANIZATIONS
Requests for the use of school facilities from political groups should
be made through the county chairman of the political organization
involved. Independent political organizations shall be required to
pay estimated fees in advance.
USE OF CENTRAL
ATHLETIC FACILITIES
The following provisions will govern use of central athletic facilities
and fields:
1.
The central athletic fields are to be used only for the purpose
for which they were designed and are maintained. Requests
for exceptions are to be handled individually upon merit.
2.
Athletic teams from other school districts may use central athletic fields for the cost of operation, provided such use does
not interfere with District needs. The District retains concession rights when a facility is used by an outside group.
3.
Commercially sponsored radio broadcasts of athletic events
are permitted through arrangements with the director of athletics.
4.
Applications for use of Districtwide athletic facilities should be
mailed or faxed to the Austin ISD Athletic Department Office,
3200 Jones Road, Austin, 78745.
5.
An application must be made by submitting a Use Application:
Districtwide Central Athletic Facilities form. An electronic
copy of this form is available through the Internet. Go to
www.austin.isd.tenet.edu
Click on the link “main AISD Website” at the bottom of
the page, and continue with the following instructions:
Click on the “Policy” link in the left-hand column
Click on the “District” link
Click on the link for “Go to TASB’s Policy On Line”
located in the middle of the page
Click on the “GKD(EXHIBIT)” link
The application form can then be printed. In addition, application forms are available from the AISD Athletic Office, at the
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address above, or from the nearest school office. The application form can be faxed or mailed upon request.
6.
USE OF SCHOOL
GROUNDS
PARENT GROUPS AND
SCHOOL SPONSORED
ORGANIZATIONS
The rates charged for facilities, equipment, services, and the
“Regulation and Use Fees for Districtwide Central Athletic Facilities” are available at GKD(EXHIBIT) or by contacting the
AISD Athletic Office.
The following regulations apply to scheduling school grounds for
use by outside groups:
1.
School grounds may be used by the public on a first-comefirst-served basis or reserved, if the use will not conflict with
school-sponsored functions.
2.
Principals are responsible for assignment or scheduling of
school grounds for use by outside groups. This scheduling
may be handled by the Department of School, Family, and
Community Education upon request by the principal.
3.
First preference will be given to local school needs, after
which preference will be given to youth groups such as Little
League, Pee Wee League, and similar organized groups of
school-age children.
4.
The activity’s league coordinator will be expected to contact
the principal to ascertain the days the grounds will be available, and provide in writing the team name, managers’ names,
and the days and requested field reservation times.
5.
Reserved field use is limited to after-school hours.
6.
The school ground practice areas may not be assigned more
than four afternoons a week. One afternoon (or more if the
principal deems it desirable) must be reserved for watering,
mowing, or other necessary maintenance of grounds.
The following provisions apply to use by parent groups and schoolsponsored organizations:
1.
Principals will provide a free meeting place for regular meetings of the school’s official organizations such as PTA, booster clubs, and advisory committees.
2.
Special committee meetings and group meetings or fundraising activities that require opening of school facilities will be
charged to the official school organization on the basis of the
regular rates. These organizations will be allowed one free
fundraiser each school year in their own facility. Additional
personnel required for these activities will be charged to the
group at their regular overtime rates.
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CITY OF AUSTIN AND
OTHER
GOVERNMENTAL
ENTITIES
The Department of School, Family, and Community Education will
coordinate with the City of Austin and other governmental entities
in arranging after-hours access to school facilities for citysponsored programs and services.
USE OF CITY
PLAYGROUND
EQUIPMENT
Under a formal agreement between the City of Austin and the District, the City Parks and Recreation Department joins with the District in the acquisition of some elementary school sites. As schools
are built on these jointly acquired sites, the City of Austin
Recreation Department installs playground equipment and operates a neighborhood playground program, primarily during the
summer months.
The following are general guidelines for use of city playground
equipment:
PROHIBITED USE
1.
The city-owned playground equipment may be used at the
discretion of the building principal and the faculty. It is not
mandatory that the equipment be used.
2.
Use of the playground equipment by students must be an
integral part of a planned physical education program.
3.
Use of the playground equipment by students as an instructional activity must be supervised by properly authorized personnel.
4.
Various teachers using the equipment must be knowledgeable about the proper use of such equipment.
5.
The principal and faculty should develop rules and guidelines
for use, care, and safety of all playground equipment to be
used.
6.
Liability on the part of the teacher supervising playground activities is not affected by ownership of the equipment. It is a
question of negligence in supervision. Appropriate supervision, therefore, is essential when the equipment is used as
part of the physical education instructional activities.
Purposes for which use of school facilities may not be granted are
as follows:
1.
School facilities may not be used for an activity that the campus principal or Director of School, Family, and Community
Education deems to be a nuisance to the surrounding community.
2.
School facilities shall not be used for fund-raising activities of
an unlawful nature such as forms of gambling. Fund-raising
activities shall be limited to organizations known to have
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strong educational or community service programs, such as
PTAs and service clubs. Organizations approved for fundraising activities shall be responsible for obtaining any permits, filing any legal papers, collecting all monies, and paying
any federal, state, and local taxes on said activities. Specifically, bingo activities shall not be held at more than two fundraisers per academic year in conjunction with a fund-raiser for
the school.
3.
PRIVATE TUTORING IN
SCHOOL FACILITIES
No activity or program can be approved that interferes with
the regular school program.
Requests for use of a school facility for private tutoring or instruction shall be made directly to the building principal by a professional staff member who is willing to act as sponsor of the activity.
If the building principal determines that the request is feasible and
educationally desirable, he or she will send a detailed description
of the proposed program together with plans for implementation to
the appropriate associate superintendent for consideration. Approval by the appropriate associate superintendent must be
granted before any announcement or implementation of a private
tutoring or instructional program is made.
All approved private tutoring or instructional programs conducted in
a school facility must conform to the following:
1.
The professional staff member who is acting as sponsor of the
activity must be present in the building during the time of private tutoring and must be responsible for the general supervision of students from the time of their arrival until the time of
their departure.
2.
The principal and professional staff member will determine the
restrictions for the use of specific school equipment and facilities.
3.
Private instruction must be conducted outside the student instructional day and be approved by the principal. Tutoring
students with certain language learning disabilities may be
done during the school day at the school facility if approved
by the building principal.
4.
In order to participate in the private instructional program, students must be enrolled in the District and be approved by the
professional staff member. Preference will be given to students who are enrolled in the school offering the tutoring program.
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5.
No consumable supplies of the District will be used in the implementation of the private instructional programs.
6.
Private tutors must be approved by the professional staff
member, who shall be responsible for the instruction offered
by and conduct of the tutors. Such instruction and conduct
shall be in compliance with the general school policies.
7.
Under no circumstances shall a District employee provide private instruction for pay in a public school facility.
8.
Recommended fees to be paid for private tutoring or instruction must have the written approval of the executive director
of curriculum and instruction.
9.
Participating schools should explore and develop every possible way for a student who does not have the funds for the fee
to participate in a program of private instruction.
10. Under no circumstances shall private instruction be made a
requirement for participation in any regular school activity.
USE OF CAFETERIA
KITCHENS
The following regulations apply to the use of cafeteria kitchens:
1.
When light refreshments such as punch or coffee are served
at a meeting of the PTA or athletic or band booster groups,
etc., and these are not prepared in or served from kitchen facilities, it shall not be necessary to employ cafeteria representatives, provided the principal is responsible for checking
at the end of the meeting to see that the cafeteria is ready for
the next day’s operation. Food or refreshments shall not be
served from the kitchen or prepared in the kitchen unless a
representative is present from the food service department.
The organization shall be charged for all food supplies and
the like.
2.
When a school-related group wishes to serve food in quantity
for a carnival or other large group activity, one or more of the
regular cafeteria staff must be employed by the group to supervise the operation of the kitchen. The principal is responsible for arranging for the employment of the necessary cafeteria personnel. The cafeteria representative or
representatives shall be responsible for the care of the
equipment, supplies, and proper clean up.
3.
The use of outside agencies to prepare and serve food for
such groups is discouraged, inasmuch as use of such agencies reduces the amount of income from these projects that
would otherwise accrue to the school organization. When the
kitchen is used by a school-associated agency to prepare
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and/or serve food, the use of a cafeteria representative will be
required.
4.
When a school-associated group wishes to serve a regular
meal, this should be done by the cafeteria department according to the following:
a.
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The regular cafeteria staff shall be employed at timeand-one-half of their regular pay by the organization at a
price per plate based on the following, which must be
provided:
(1)
The menu, which must be approved by the manager and supervisor;
(2)
The estimated number to be served;
(3)
Whether service is to be seated or cafeteria-style;
and
(4)
Whether the group provides assistance in setting
tables and serving, if seated service is chosen.
b.
An estimated number to be served (within 50) must be
provided a week before the date of the meal. On the
day before the meal is to be served, a guaranteed number must be furnished.
c.
Services provided by the cafeteria staff under this arrangement include menu planning, in conference with a
representative of the sponsoring group, computation of
food quantities required, purchase of food, preparation of
food, table service, if desired, and cleanup. No unauthorized personnel will be permitted to use kitchen equipment.
d.
School-related organizations desiring to use cafeteria facilities under these conditions must make application to
the principal at least two weeks prior to the date of use,
in accordance with the regulations governing the use of
school facilities.
REVIEWED:
22
AUSTIN ISD PERFORMING ARTS CENTER
RENTAL FEES
*Please note that all rental fees and agreements have a four (4) hour minimum charge for the
facility plus any possible labor.
Fifty-percent (50%) discount provided to non-profit and educational organizations.
Entire Facility
$1000 per hour + labor
Cancellation fees: $25 per hour per staff (if applicable)
Includes use of Lobby, Main Hall, dressing rooms, Black Box Theatre, MPR
Main Hall
$500 per hour + labor (includes access to dressing rooms)
Includes Orchestral Shell System (if needed)
Cancellation fees: $25 per hour per staff (if applicable)
Multi-Purpose Room
A maximum of $250 per day for educational groups needing this facility during normal
business hours.
Black Box
Dance Studio
Staff
Custodian(s): $30 per hour (starting 30 minutes prior to the event and 30 minutes after)
Technician(s): $30 per hour
 The Technical Consultation Session and the Rental/Technical Services Request
Form will determine how many technicians may be needed.
Security: $40 per hour
Prepared by Austin ISD Fine Arts
Approved by Austin ISD Senior Cabinet February, 2015
23
AUSTIN ISD FINE ARTS GROUPS/ORGANIZATIONS
PLAN AHEAD! You may submit requests to reserve the Austin ISD Performing Arts Center for
the upcoming school year from May 1, 2015 until September 1, 2015. After September 1, 2015,
District Groups/Organizations will begin booking the facility. After October 1, 2015 the
community and any other outside groups will begin making reservations.
The “Contact Person” is the director of the group, organization, ensemble, or production.
The PAC Staff will assist you and plan with you all of the technical details of your production.
They will provide recommendations to you to make your production or performance come alive
through lights, color, and sound. All Fine Arts programs will have priority in reserving the
facility for performances, dress rehearsals, and tech rehearsals during the day, after school,
and/or weekends.

Groups/organizations must request use via the Austin ISD Fine Arts Website to initiate
rental of the PAC. (Phone reservations will not be accepted.) Upon submission of the
aforementioned form, the PAC manager will check the calendar for facility
availability. If there is not a confirmed conflict, the group/organization’s Contact Person
will be notified by the PAC Manager and a Technical Consultation Session will then be
scheduled.
EVERY PROGRAM DIRECTOR MUST FILL OUT A
RESERVATION REQUEST TO KEEP ON FILE.

If necessary, the Technical Consultation Session will be scheduled within several days
after confirming PAC availability to determine the specific needs of the
group/organization. The session may include a tour of the facility, explanation of the
technical equipment and support systems available, as well as technical requirements:
sound, lighting, fly system, etc. This tour will determine the required equipment and
services. If satisfied, both the Contact Person(s) and the PAC Manager will complete the
PAC Rental/Technical Services Request Form.
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
After the Technical Consultation Session with the Contact Person, the PAC Manager will
use the Rental/Technical Services Request Form to determine the equipment needed as
well as the number of PAC-trained technicians necessary to meet the needs of the event
and the availability of the technicians.

The PAC Manager will then accept, request revision, or reject the request based on
facility and technical support availability. The reservation will be confirmed through
email and/or telephone communication with the Contact Person.

The director/sponsor is responsible for communicating any technical change(s) made
regarding the performance to ensure the event runs smoothly.

Any sound/audio files should be provided to the PAC Management a minimum of seven
(7) days in advance of the event to facilitate quality and sound checks prior to production.
A back-up copy of each item should also be provided. Each item should be clearly
labeled with track/start/end time, etc.

Cancellations must be made a minimum of two weeks before the event in writing. Phone
calls will not be accepted.

Damages and misuse of the PAC facility and/or equipment will be documented in the
Post Event Inspection and Archival Photo file and repairs will be the responsibility of the
organization.

Recordings made by the PAC Manager, staff, or technicians of any event will not be
made public for resale. All recordings are for archival and instructional purposes only. If
a group/organization would like to record for re-sale purposes, they must acquire written
approval from the Austin ISD Director of Fine Arts as well as hire outside professional
help not associated with Austin ISD. These hired professionals must coordinate with the
PAC Manager.

No outside technicians are to be in control of any equipment in the AISD Performing
Arts Center.
25
AUSTIN ISD DISTRICT GROUPS/ORGANIZATIONS (NOT FINE ARTS)

Groups/organizations must request use via the Austin ISD Fine Arts Website to initiate
aforementioned form, the PAC manager will check the calendar for facility
availability. If there is not a confirmed conflict, the group/organization’s Contact Person
will be notified by the PAC Manager and a Technical Consultation Session will then be
scheduled.
EVERY GROUP/ORGANIZATION MUST FILL OUT A
RESERVATION REQUEST TO KEEP ON FILE.

The Technical Consultation Session will be scheduled within several days after
confirming PAC availability. The session will determine the specific needs of the
group/organization. If needed, the session may include a tour of the facility, explanation
of the technical equipment and support systems available, as well as technical
requirements: sound, lighting, fly system, etc. This tour will determine the required
equipment and services. If satisfied, both the Contact Person(s) and the PAC Manager or
designee will complete the PAC Rental/Technical Services Request Form.

After the Technical Consultation Session with the Contact Person, the PAC Manager will
use the Rental/Technical Services Request Form to determine the equipment needed as
well as the number of PAC-trained technicians necessary to meet the needs of the event
and the availability of the technicians.

The PAC Manager will then accept, request revision, or reject the request based on
facility and technical support availability. The reservation will be confirmed through
email and/or telephone communication with the Contact Person.

When a reservation is confirmed, the PAC Manager will notify the Contact Person to
schedule a Pre-Event Program Review (if necessary) to discuss and review all aspects of
the event. The Contact Person should bring the PAC Rental/Technical Services Request
form with all technical requests. A copy of the program for the event should be given to
the PAC Manager at this meeting. The Pre-Event Program Review should take place no
later than seven (7) days before the event.
26

Any sound/audio files should be provided to the PAC Management a minimum of seven
(7) days in advance of the event to facilitate quality and sound checks prior to production.
A back-up copy of each item should also be provided. Each item should be clearly
labeled with track/start/end time, etc.

If necessary, a Pre-Event Inspection will be conducted by the PAC Manager and the
Contact Person immediately before occupancy by the group/organization. If necessary, a
Post-Event Inspection will take place immediately following the event or anytime within
24-hours of final strike depending on upcoming scheduled events. The purpose of the
initial inspection is to determine the condition of the facility prior to occupancy of the
group/organization while the latter is to ensure the facility has been returned to its preevent condition. All components of the performance (set, props, costumes, etc.) must be
removed prior to the conclusion of the rental period(s).

Cancellations must be made a minimum of two weeks before the event in writing. Phone
calls will not be accepted.

Damages and misuse of the PAC facility and/or equipment will be documented in the
Post Event Inspection and Archival Photo file and repairs will be the responsibility of the
organization.

Recordings made by the PAC Manager, staff, or technicians of any event will not be
made public for resale. All recordings are for archival and instructional purposes only. If
a group/organization would like to record for re-sale purposes, they must acquire written
approval from the Austin ISD Director of Fine Arts as well as hire outside professional
help not associated with Austin ISD. These hired professionals must coordinate with the
PAC Manager.

No outside technicians are to be in control of any equipment in the AISD Performing
Arts Center.
27
NON AUSTIN ISD GROUPS/ORGANIZATIONS
Before application will be considered for non-profit events, the organization MUST mail or
email a copy of your (1) current IRS Letter of Proof of 501(c)3 Status and (2) a copy of
Certificate of Liability Insurance.
A. All groups renting the facility must designate a “Contact Person” who will be responsible
for the proper care of the facility.
B. Groups/organizations must request use via the Austin ISD Fine Arts Website to initiate
aforementioned form, the PAC manager will check the calendar for facility availability. If
there is not a confirmed conflict, the group/organization’s Contact Person will be notified by
the PAC Manager and a Technical Consultation Session will then be scheduled.
C. The Technical Consultation Session will be scheduled within several days after confirming
PAC availability. The session will determine the specific needs of the group/organization.
The session will include a tour of the facility, explanation of the technical equipment and
support systems available, as well as technical requirements: sound, lighting, fly system, etc.
This tour will determine the required equipment and services. If satisfied, both the Contact
Person(s) and the PAC Manager or designee will complete the Rental/Technical Services
Request Form.
D. After the Technical Consultation Session with the Contact Person, the PAC Manager or
designee will use the Rental/Technical Services Request Form to determine the equipment
necessary as well as the number of PAC-trained technicians necessary to meet the needs of the
event and the availability of the technicians.
E. The PAC Manager will then accept, request revision, or reject the request based on facility
and technical support availability.
28
F. The contact person will be notified of the estimated charges for the event. If the fees are
acceptable to the Contact Person, the Contact Person(s) and the PAC Manager or designee will
complete and sign an Austin ISD Building Use Application and the facility reservation/rental
will be confirmed. All necessary forms with proper signatures will be sent to the Austin ISD
Facility Use Office, from where an invoice will be generated and sent to the contact person.
The deposit (25% of the total fee), payable to Austin ISD, must be received by the Facility Use
Office in order to officially confirm the reservation. The reservation will be confirmed through
email and/or telephone communication.
G. Payment in full and all necessary forms (a copy of Certificate of Liability Insurance in the
amount of $1,000,000.00 and AISD Hold Harmless Agreement) are due at least two (2) weeks
in advance of the event.
H. Any sound/audio files should be provided in a digital format to the PAC Manager or
designee a minimum of seven (7) days in advance of the event to facilitate quality and sound
checks prior to production. A back-up copy of each item should also be provided. Each item
should be clearly labeled with track/start/end time, etc.
J. A Pre-Event Inspection will be conducted by the PAC Manager or designee and the Contact
Person immediately before occupancy by the group/organization. A Post-Event Inspection will
take place immediately following the event or anytime within 24-hours of final strike
depending on upcoming scheduled events. The purpose of the initial inspection is to determine
the condition of the facility prior to occupancy of the group/organization while the latter is to
ensure the facility has been returned to its pre-event condition. All components of the
performance (set, props, costumes, etc.) must be removed prior to the conclusion of the rental
period(s).
K. Following each event, a post-production meeting may be scheduled with the PAC Manager
or designee and the Contact Person. At this time, the group/organization will be notified of
any possible additional charges following the event.
L. Cancellations must be made a minimum of two weeks before the event in writing. Phone
calls will not be accepted. If an event is cancelled less than two weeks in advance, the
group/organization will be charged a minimum technical cancellation fee of $30 per hour per
technician scheduled for the event (4 hours minimum).
M. Damages and misuse of the PAC facility and/or equipment will be documented in the Post
Event Inspection and Archival Photo file. Damages and misuse of the PAC will result in
additional charges and/or no further use of the facility.
N. Recordings made by the PAC Manager or technicians of any event will not be made public
for resale. All recordings are for archival and instructional purposes only. If a
group/organization would like to record for re-sale purposes, they must acquire written
approval from the Austin ISD Director of Fine Arts as well as hire outside professional help
not associated with Austin ISD. These hired professionals must coordinate with the PAC
Manager.
29
O. No outside technicians are to be in control of any equipment in the AISD Performing Arts
Center.
P. The group/organization shall assume all costs and obligations arising from the use of
patented and/or copyrighted materials, equipment, devices, processes, or dramatic rights
furnished or used or incorporated in the conduct of the event. Group/organization agrees to
indemnify and hold harmless Austin ISD and its duly authorized representatives from all
damages, costs, expenses, including attorneys’ fees, for or on account of the use of any
patented and/or copyrighted materials, equipment, devise, or dramatic rights furnished or used
by the group/organization in connection with the event. The group/organization shall obtain
and pay for all appropriate licenses for performances.
30
FACILITY USE INSTRUCTIONS FOR ALL GROUPS/ORGANIZATIONS
The Performing Arts Center facilities provide a valuable service to Austin ISD and the
community. In order to ensure that the facilities are properly maintained, it is important that all
groups using the facilities assist in making sure that the guidelines outlined in this document are
closely monitored and followed. The Contact Person should ensure that the Facility Usage
Instructions are reviewed with all sponsors, chaperones, and performers prior to accessing the
facility.
The “Contact Person” will need to “check in” and “check out” with the PAC Management each
day that the facility is being used in order to open and close the facility.
1. The group/organization and any of its officers, employees, volunteers, agents, guests, and invites
shall comply with all applicable federal, state, and local laws, regulations, and rules, and with all
Austin ISD policies, regulations, and guidelines.
2. All events/performances will begin on time.
3. If approval is obtained for a District event during the school day, all students coming to the PAC
must be accompanied by a teacher/administrator and chaperone(s). An appropriate number of
adults must be available to direct traffic, confiscate food, gum, and drinks before entering the
lobby and seating areas, and maintain discipline of the students during the event.
4. Only the room(s) requested and reserved shall be used by the group/organization.
5. Organizations requesting the use of the Performing Arts Center may be required to hire district
employees to handle custodial services. Fees for custodial services will be included in the rental
agreement. Custodial charges will include time after the event to thoroughly clean the area and
one-hour before the event to prepare for the rental.
6. Permission to use the facility or any portion thereof shall not be transferred to a third party.
7. The “Contact Person” shall be present at all times during the event. The Performing Arts Center
will not be opened until the “Contact Person” is present and ready to assume all supervisory
responsibilities.
Updated March, 2015
31
8. Food and drinks shall be consumed only in areas designated for such use. All food must be
removed and the area left clean. No food, drink, or gum is allowed in the main theatre house or
stage at any time. It will be the responsibility of the group or organization using the PAC to
monitor and enforce this at all times. Remember, the group/organization using the PAC will be
responsible for all damages that are caused by persons in attendance at the scheduled activity.
Misuse of the facility may lead to the loss of privilege to use the facility.
9. The use of decorations of any type must have prior approval of the Performing Arts Center
Management.
10. Smoking and open flames are not allowed on any Austin ISD property.
11. Firearms or explosives are not allowed on any Austin ISD property.
12. Alcohol may not be served or consumed on any Austin ISD property.
13. If the group is an Austin ISD school group, and the events is outside the school day, at least one
campus administrator and or designee shall be in attendance before, during, and after an event,
and they must be easily accessible and visible throughout the event. The sponsoring teacher(s),
administrator(s), and/or organizer(s) will be required to stay at the facility until all event
participants and guests have departed the premises. Students may never be left unattended after
events and Performing Arts Center Staff must not be left in charge of students waiting for rides
home after facility events conclude.
14. Under no circumstances shall unattended vehicles be allowed at any time to park in fire lanes, by
fire hydrants, blocking driveways/gates, in handicap spaces, blocking handicap accessible routes,
or in other unauthorized areas such as sidewalks, parking islands, or the green space.
15. The group/organization may place no more than two signs advertising their use of the Performing
Arts Center. Such signage must be approved by the PAC Management and shall not cover any
sign erected by Austin ISD. Signage shall not be erected more than one hour prior to and more
than 30 minutes after the group/organization’s use of the facility.
16. If attendance for an event is 200 persons or more, or for events with money transactions, Austin
ISD may require the organization to provide security officers for the event. The Sponsors shall
cooperate with PAC staff in making a good faith estimate in security needs dependent upon the
size and nature of events. This is to ensure that all activities are orderly and lawful, as well as to
ensure proper participant deportment.
17. The group/organization must provide adequate ushers, ticket-takers, concession workers, event
hosts, etc if needed. Students may serve as these volunteers, as long as there is at least one parent
or other adult in charge. These volunteers should be appropriately dressed, commensurate with
the nature of the event (minimum standard would be “business casual.”)
18. If food will be served, sold, or offered to the public, you may be legally required to obtain a
temporary food service permit. If you have additional questions, please contact the Office of
Food Services at 512-414-0251. It is the “Contact Person’s” responsibility to determine if this is
needed. A link to the application can be found here:
https://www.austintexas.gov/sites/default/files/files/Health/eh_temp_food_app_6_14_11.pdf
Updated March, 2015
32
19. Glitter (thrown and/or worn), confetti, or similar products are not allowed in the Performing Arts
Center.
20. Helium balloons of any kind are not allowed.
21. Groups/organizations must bring their own extension cords, power strips, and all office supplies.
22. All content and information (music, text, dialogue, etc.) presented must be “radio edit” clean, and
reflect the district’s standards of conduct.
23. NO TAPE IS ALLOWED ON WALLS OR DOORS.
24. Doors anywhere in the Performing Arts Center shall not be propped open at any time.
25. Gaffers tape and spike tape ONLY may be used on the stage.
26. All organizations are liable for remaining within safe occupancy limits as established by room
configuration. Each audience member must be seated in a fixed chair (auditorium only) prior to
the start of the performance. Audience members may not be seated in aisles at any time.
“Standing Room Only” tickets are not permitted to be sold and will not be honored.
27. PAC-trained technicians will be allowed a 15-minute break for every four hours of rehearsal.
Please plan accordingly.
28. The PAC-trained technicians and staff have a difficult job that includes overseeing the safety of
everyone in the building and on stage. PAC-trained technicians and staff have the authority to
restrict access to the control room, catwalks, and the stage as needed.
29. All PAC-trained technicians on communication headsets will be talking with each other during
events, getting instructions, or calling/receiving cues. Please only communicate with these
technicians when the head-sets are off unless there is an emergency. All individuals will refrain
from using inappropriate language and dialog on head-set.
30. Feet and shoes should be kept off the back and seats of the house audience chairs at all times.
31. Director, performers, and designated production staff will be the only personnel allowed in the
scene storage room, back stage, dressing room(s) and hallway. Only event-related personnel will
be allowed back stage.
32. The parking garage is included as a part of the campus, and contains 400 spots. If additional
parking is needed, PAC management will contact the Promiseland Church across 51st Street to
help accommodate the expected demand. If the Church is not available, the contact person may
contact the University of Texas Parking lot across Mueller Dr. Additional charges may apply for
using this lot as determined by the UT Parking System.
Date
Updated March, 2015
33
MAIN HALL STAGE INSTRUCTIONS
1. No food or drink will be allowed on stage or in the Main Hall.
2. No items from a previous performance/event shall be left on stage, in storage, in dressing rooms,
shop, or other PAC area after strike. All items must be removed during the strike period. Any
item left after strike will be disposed within 24-hours.
3. Any scenery, signage, or lighting hung from the fly system will need to be hung and removed by
PAC-trained technicians and/or staff. Each batten will be returned to a neutral balance.
4. Nothing shall be nailed, screwed, or stapled on the stage floor or any facility surface.
5. No decorations shall be pinned, stapled, or taped to any of the stage draperies/curtains or soft
goods.
6. Performers are not to touch the stage draperies. The natural oil in hands can damage the curtains
and shorten the life of the flame-retardant chemicals in the curtains.
7. Use the stage door for all cast member entries and/or exits to the stages.
8. Access to all above-stage grid areas is restricted to PAC-trained technicians and PAC staff.
Unauthorized personnel are not allowed in these areas and will be asked to leave the PAC stage
area immediately for violating this rule. Disciplinary action may be taken, if appropriate.
9. Do not tamper with or block the emergency/fire protection equipment on stage (fire curtain
release, manual smoke door release, fire extinguishers, emergency exits, etc.)
10. All technical support elements (i.e. stage manager’s light, sound, intercom controls, etc) are to be
used only by PAC-trained staff.
11. The use of special effects (smoke, fog, mist, rain, lasers, etc) shall not be used.
12. The use of pyrotechnics, any flame, candles, matches, etc on stage is prohibited.
13. Liquid combustibles, such as kerosene, lamp oil, gasoline, etc., are strictly prohibited.
14. Groups are restricted to officially reserved areas and are restricted from access to any other nonreserved portions of the Performing Arts Center.
15. Sponsors, faculty, and/or responsible parties for any group, class, or organization in the PAC will
take full responsibility for the behavior of those in attendance and will be held responsible for
damage due to misuse, unauthorized use, and vandalism by their group, class, organization, or
audience.
Date
Updated March, 2015
34
GENERAL SOUND INSTRUCTIONS
1. All performances utilizing playback music and/or sound cues/effects must have selections
recorded on a CD or in a digital format, clearly labeled, and an additional back-up copy of the
music must be provided a minimum of seven (7) days prior to the event.
2. Performers must be aware of proper microphone use:
a. Do not tap or blow into any microphone to test it. This can cause damage to the
microphone. Speak in a normal voice.
b. Never carry a microphone by the cable.
c. Wireless microphones are fragile and expensive. Take extreme care when using.
i. Secure transmitter securely to the performer.
ii. Do not carry transmitter by the microphone cable
iii. Make sure the transmitter switch is in the “on” position. If is if “off”, the sound
operator has no control of the microphone.
iv. Check the wireless microphone in and out from the stage manager.
3. All performers using a microphone need to be available one (1)-hour before the start of the
program to do a sound check.
4. If using the PAC wireless microphone system, outside groups will be required to bring their own
nine-volt batteries (two batteries for each microphone).
Date
Updated March, 2015
35
GENERAL DRESSING ROOM INSTRUCTIONS
1. Dressing rooms must be cleaned and left in an orderly manner after each rehearsal/performance
and during the group’s strike. All areas must be cleaned.
a. Counters wiped down.
b. Mirrors cleaned.
c. “Big trash” items picked up off floor and either placed in appropriate trash receptacles or
removed from the building.
d. Sinks cleaned of all make-up, hair color, and body dirt.
2. Do not sit or place heavy items on counters.
3. Remove all personal grooming items from the sink and counter area after each
rehearsal/performance and during strike.
4. Remove all make-up, make-up waste, make-up kits, personal grooming items, costumes, and
general trash from the dressing room after each rehearsal/performance and during strike.
5. Do no attach any items to the mirrors of the walls while in the dressing room.
6. No candles, incense, alcohol, or tobacco products are allowed in the Performing Arts Center.
7. Do not remove or tamper with make-up mirrors/lighting or electrical outlets.
8. Do not plug more than one hair dryer, curling iron, or hot roller into a single outlet plate.
9. Do not remove any chairs or furniture from the dressing room for any reason.
10. Do not use the make-up mirror lights as general lighting. Use the available overhead lights.
11. Do not remove any PAC/Austin ISD property from the dressing room.
12. Each group is responsible for supplying their own body or face towels for the dressing rooms, and
removing and washing such items. Any towel or other item left in the dressing room after strike
will be disposed.
13. The washer and/or dryer may not be used without permission of the PAC management.
Date
Updated March, 2015
36
LOBBY INSTRUCTIONS
1. No decorations may be taped or affixed to any surface in the lobby unless approved by the PAC
Management.
2. The Contact Person responsible for the event is to see that all programs, brochures, etc. pertaining
to the group’s event are cleared from the ticket booth, lobby, and backstage areas after the event.
SCENE SHOP INSTRUCTIONS
1. The scene shop is for storage of necessary props only. No building or painting of sets will take
place within the Performing Arts Center.
2. Any scenery, props, furniture, etc. stored in the Scene Shop must not interfere with
movement/safety in that area. Do not block entrance and exit doors.
BLACK BOX THEATRE INSTRUCTIONS
1. No food or drink will be allowed within the Black Box Theatre.
2. No items from a previous performance/event shall be left in the Black Box after strike. All items
must be removed during the strike period. Any item left after strike will be disposed within 24hours.
3. Nothing shall be nailed, screwed, or stapled on the stage floor or any facility surface.
4. No decorations shall be pinned, stapled, or taped to any of the stage draperies/curtains or soft
goods.
5. Access to all above-stage grid areas is restricted. Unauthorized personnel are not allowed in these
areas and will be asked to leave the PAC stage area immediately for violating this rule.
Disciplinary action may be taken, if appropriate.
6. The use of special effects (smoke, fog, mist, rain, lasers, etc) is prohibited.
7. The use of pyrotechnics, any flame, candles, matches, etc is prohibited.
8. Liquid combustibles, such as kerosene, lamp oil, gasoline, etc., are strictly prohibited.
9. Groups are restricted to officially reserved areas and are restricted from access to any other nonreserved portions of the Performing Arts Center.
10. Sponsors, faculty, and/or responsible parties for any group, class, or organization in the PAC will
take full responsibility for the behavior of those in attendance and will be held responsible for
damage due to misuse, unauthorized use, and vandalism by their group, class, organization, or
audience.
Date
Updated March, 2015
37
DANCE STUDIO INSTRUCTIONS
1. No food or drink will be allowed on the dance floor.
2. Thermostats are locked and may not be adjusted. If the space is too hot or too cold, contact the
PAC Management.
3. Nothing may be hung on the mirrors, walls, furniture, windows, or doors of the Dance Studio
using any type of tape, fastener, or adhesive. PAC Management may be consulted for safe
alternatives.
4. No helium balloons, confetti, or glitter of any kind are allowed in the Dance Studio.
5. No lasers or pyrotechnics of any kind are allowed in the Dance Studio.
6. At the end of use, organization will return the Dance Studio to “broom clean” condition.
7. Prior to use, organization will submit a written list of any equipment (props, set pieces, etc.) that
will be used in the studio to the PAC Management for approval.
8. All tape and markings will be removed from the studio floors by the organization upon
completion of use each day. Further, all markings will be made only with tape appropriate for
studio flooring as approved by PAC Management. Masking tape is not permitted.
9. No lockers are available.
10. The Austin ISD PAC has very strict policies regarding the type of foot wear permitted in the
dance studio. The organization will comply with the acceptable footwear listed below. Use of
rosin is prohibited in the studio.
a. WITH DANCE FLOOR IN PLACE
i. Ballet slippers
ii. Pointe shoes
iii. Bare Feet
b. WITH WOOD FLOOR IN PLACE
i. Ballet slippers
vi. Jazz sneakers
ii. Pointe shoes
vii. Character shoes
iii. Bare feet
viii. Ballroom shoes
iv. Jazz shoes
v. Modern dance shoes
Date
Updated March, 2015
38
Austin ISD Facility Use Office
Baker Center, Rm. 205 3908 Ave B Austin, TX 78751
512-414-0355 512-414-0372 512-414-0451 (ph) (512) 414-1228 (fax)
PERFORMING ARTS CENTER APPLICATION FOR NON-SCHOOL GROUPS
DIRECTIONS: Please complete ALL details of this application. It must be signed by an officer of the
organization requesting building use and submitted to the Performing Arts Center Manager for approval
and signature THREE WEEKS prior to the requested date. If you will be serving any type of food, you
MUST obtain a Temporary Food Event Permit from the Austin/Travis County Health and Human Services
Department (application attached). Submit completed application to the Facility Use Office after it has
been approved by the Performing Arts Center.
Type or Print ALL Information Requested
Application Date:
Nonprofit, not school-affiliated
For Profit
YSM Registrant
Organization
Contact person
Address
Event [For-Profit Organizations must attach a brief explanation of how this event will
contribute to the betterment of Austin ISD)
City/state/zip
Event date(s)
Event times
Event date(s)
Event times
Participant Fee $
# Participants____ Children______ Adults______
Facilities Requested (specify if necessary)
Hourly Rate
# Hours
Use Fee
# Hours
Use Fee Total $
Fringe Benefits
Total Cost
Entire Facility
Main Hall
Multi-Purpose Room
Black Box Theatre
Dance Studio
Plaza Stage
Other areas (please list)
Additional Services or Equipment
Hourly Rate
(Hourly Rate x Hrs x 1.1020)
Custodian
Building monitor
Security
Technicians
Other services or equipment (please list)
Other Costs Subtotal $
Explanation of Fees
*A 25% non-refundable deposit is required to secure requested date.
The balance must be paid in full at least 14 business days in advance
of the event.
Updated 5/14/14
TOTAL FEES
$
This fee must be paid in advance unless
otherwise approved in writing.
39
CONDITIONS OF APPLICATION: In making this application, it is understood and agreed that the Rules and Regulations
Governing the Use and Rental of School Facilities as adopted by the Board of Trustees of the Austin Independent School
District be adhered to in every instance. A complete copy of these Rules and Regulations is available in the Office of
Community Education, or online under Board Policy GKD. Pertinent excerpts read as follows:
•
The applicant must not make firm plans, advertise activities, or sell tickets to an event prior to receiving written approval from the Facility
Use Office for the use of school facilities.
•
Indemnification: Austin ISD shall not be responsible for any accidents arising out of the contractor’s operations. Contractor shall be fully
responsible for the safety of its operations and its employees, clients, visitors and others associated with its activities. To the fullest extent allowed
by law, contractor agrees to defend, indemnify and hold AISD, its directors and employees harmless from any and all claims, judgments causes of
action, costs, and expenses resulting from injury to or death of any person or damage to any property, to the extent caused by the negligent
actions or omissions or willful misconduct of contractor’s agents, servants, employees, subcontractors or suppliers in connection with the
program.
•
Damage to or misuse of the facilities and equipment of the District will be paid for in full by the organization that submitted
the application for use of the facility. Applicant must provide proof of insurance in accordance with Contractor Insurance
Guidelines.
All written material over which the school does not exercise control and that is intended for distribution on school property or that
involves the use of school facilities shall be submitted for prior review according to the procedures outlined in Board Policy GKD
(Local). Such materials must state clearly that the event(s) is in no way sponsored or supported by either AISD or the facility at
which the event(s) is held.
CANCELLATION OF USE: The following provisions will govern cancellation:
1.
Facility use approvals may be cancelled at any time there is evidence that Board policies are being violated. In
case of cancellation, the Board assumes no liability other than return of fees charged for unused facilities.
2.
PAC Management will give at least one week’s notice if a previously approved facility use agreement must be
cancelled or postponed due to an unexpected conflict with a school-sponsored activity.
AISD will make facilities accessible in compliance with the Americans with Disabilities Act.
•
•
•
Other Conditions:
The Facility use Guidelines must be read and signed in the appropriate areas based on building use.
Criminal History Record Information Requirement: Company shall, at its sole cost and expense, obtain for each covered employee the criminal
history record information as required by TEC §22.0834. The term “covered employee” shall mean any individual employed by Company. Company
shall not allow on District Property any covered employee who has been convicted of (i) a felony offense under Title 5 of the Texas Penal Code; (ii) an
offense on conviction of which a defendant is required to register as a sex offender under Chapter 62 of the Texas Code of Criminal Procedure; or (iii)
an offense under the laws of another state or federal law that is equivalent to an offense under (i) or (ii) above, if at the time the offense occurred, the
victim of the offense was under 18 years of age or enrolled in a public school. If during the period Company is providing services under this
Agreement, Company or the District receives updated criminal history record information for a covered employee that includes a disqualifying criminal
history under this paragraph 6, Company shall prohibit such covered employee from future entry on District Property. The terms “continuing duties”
and “direct contact with students” shall have the meanings designated for such terms in 19 TAC §153.1101. The District will be the final arbiter of
what constitutes continuing duties and direct contact with students.
APPLICANT:
AISD:
Type or print name of authorized representative
Department of School Family & Community Education
Signature of authorized representative
Date
Authorized representative home/business address
Food Services
Email address
Date
Office phone
Application Approved:
Reason for Denial:
Home phone
Signature of authorized representative
[ ]
Application Denied:
[ ] Conflict with school event(s)
[ ]
Date
[ ] Activity is inappropriate for a school facility
[ ] Other reason (explain)
Mark Gurgel, PAC Manager
Date
PAC Contact
Phone number
Updated 5/14/14
40
MAIN HALL STAGE INFORMATION
Proscenium Opening: 60’
Front of Stage to Back Wall: 52’, 10”
Front of Stage to Cyc: 49’
Front of Stage to Mid-Stage Traveler: 25’
Front of Stage to Main Drape: 8’
Stage Left Wing: 35’
Stage Right Wing: 20’, 6”
 Twenty-eight (28) line-sets
 Four (4) motorized electrics
 Three (3) motorized cloud
A Wenger Diva Concert Shell is available.
A 6’Boston Grand Piano is available.
41
42
43
51ST STREET
FUTURE DEVELOPMENT
BY OTHERS
BLACK
BOX
THEATRE
LOBBY
MUELLER BOULEVARD
PLAZA
STAGE
PLAZA
BUS DROP-OFF
MAIN ENTRY
DROP OFF
PARKING GARAGE
DRESSING
ROOMS
SERVICE
YARD
AUDITORIUM
STAGE
STORAGE
MULTIPURPOSE
ROOM
DANCE
ADMIN
BARBARA JORDAN BOULEVARD
44
45

PAC Rental Fees, Guidelines, and Agreement

Transcription

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