All renters must complete a rental information form for each event even in cases of annual or regular recurrence. Space and date availability will be determined based on the information provided on the rental information form. Incomplete rental applications will result in slowed responses to the rental inquiry. The event’s requirements must be communicated in order to create a cost estimate.
A deposit against estimated cost of the event will be due upon signing of the contract. Changes to the contract’s particulars after signing may result in additional charges. The renter will be advised of such possibilities in the event of potential changes. These can include changes to the schedule or the addition of items not disclosed in the application or during subsequent planning correspondence. Labor fees are contingent on close adherence to the scheduled hours and breaks as required by the employees’ governing body or union. Shortly after the event has concluded and labor hours have been reported an invoice will be sent to the renter. Full payment is due within thirty (30) days of the date the invoice.
It is the responsibility of the renter to obtain commercial general liability insurance with endorsements and any other insurance required to provide coverage against any and all costs, expenses, and damages that may result from renter’s use and occupancy of the facilities at SRT. The minimum limit of coverage is $1,500,000 per event in a year but no more than $3,000,000 if the renter plans more than one event with SRT in a year. The carrier is subject to SRT’s approval.
SRT, its officers, employees, agents and volunteers must be included as additional insured under the renter’s general liability insurance and the coverage shall not be reduced, canceled or materially changed without forty-five (45) days’ prior written notice to SRT. The insurance must include a provision (whether endorsement or otherwise) indicating that, except with respect to the limits of insurance and rights or duties specifically assigned to the first named insured, such insurance shall apply (a) as if each party insured thereunder (whether as named insured or additional insured) were the only party insured by such policy(ies), and (b) separately to each party that is insured thereunder and against whom a claim is made or suit is brought.
A duplicate or fax of the insurance policy must be submitted to SRT no less than thirty (30) days prior to the commencement of renter’s use of the facility.
Licensing, Broadcast and Recording Rights
Renter shall not make any live broadcast from the event or any film, video or audio recording of the event without prior written approval of the Managing Director or his representative. Recording an event may require additional costs based on SRT’s agreement with IATSE.
It is the sole responsibility of the renter to obtain rights to any and all music, text, scripts, images, or any other work used as part of the event.
In-Season vs. Off-Season
It is Seattle Repertory Theatre’s policy that our performance venues are not available for rental during a run of performances. Therefore a request for use of the Bagley Wright Theatre or the Leo K. Theatre that falls within the schedule of performances for either venue will not be considered.
Please be aware that certain elements may be available while Seattle Repertory Theatre is not in production (off-season) which the organization will be unable to maintain while we are in production (in-season). These may include available space on our marquee or the main page of our website. Please consult the Seattle Repertory Theatre representative in charge of rentals to determine what other differences may exist between our producing and non-producing months.
Seattle Repertory Theatre will provide basic janitorial services. A cleaning fee of $200.00 will be charged per event. If, after review of the renter’s application, SRT determines that additional janitorial services will be necessary, the renter will be informed of any additional costs associated. This can include the release of items into the house or non-traditional use of spaces.
If the renter requires access to SRT’s wireless network, a $200 fee will be charged per event.
Non-profit Performing Arts Organization (PAO) are defined as groups that are incorporated as a not-for-profit 501 (c)(3) and have produced a regular program of multiple performing arts events for at least three successive seasons. This may not involve live broadcast, recording for broadcast or commercial release or film production. You must provide proof of 501 (c)(3) status in order to obtain the benefits of lowered costs.
Community-Based Organization (CBO) do not qualify as PAOs and can include educational institutions, charitable organizations, and arts organizations. They cannot involve live broadcast, recording for broadcast or commercial release or film production.
Industrial Events include corporate events, meetings, trade, product shows and cannot be defined as a PAO or CBO. They may not involve live broadcast, recording for broadcast or commercial release or film production.
Commercial Events can be presented by any group (for profit or non-profit), but the event will involve live broadcast, recording for broadcast or commercial release or film production.