Information and Usage Agreement

The Alma Performing Arts Center is proud to be a part of the Western Arkansas community.  We are glad that you have chosen to present your event in this facility and are here to provide you a first class venue for the presentation of your event.  If you are a non-profit, civic or educational entity, you are eligible to use this facility for little or no charge.  If you are a for-profit organization, or a non-profit organization not based in Alma, see the following information for rental rates.  In either case, there are a few considerations we request of your group or organization when planning your event.

The Booking Information and Use Agreement Form is very important to you and to us.  We ask that you take time to fill out this form in its entirety.  By completing this form, we hope to assist you in pre-planning your event.  Thinking through and itemizing your needs can ensure the success of your presentation or event.  As always in the performing arts, timing is everything.  Therefore we ask that you complete and return this form, signed and completed, as soon as possible but no later than four weeks prior to your event.  We realize that for many organizations this much pre-planning can be quite demanding.  However, our request is due in part to the busy schedule of this facility and in part from our desire to help assure that your event is everything you want it to be.  With so many events pending, pre-planning is crucial.  Failure to complete and return this form on time could prevent your event from gaining our full support.  We appreciate your full cooperation on this matter.  We encourage you to carefully review all the following information.  Please do not hesitate to contact us with any questions.

Usage Priority and Costs

Because this facility is used extensively, and by many different types of groups, the following priorities have been established in order to fairly address the needs and desires of all users:

  1. Alma Performing Arts Center presented and sponsored events
  2. Alma School District official student groups
  3. Alma School District affiliated organizations
  4. Community of Alma non-profit organizations
  5. Other non-profit organizations
  6. For-profit organizations

Keep in mind that this priority will be applied with common sense.  If a higher ranked type of group attempts to book a date at the last minute, and that date was reserved much earlier by a lower ranking group, the higher ranking group should not assume that the lower ranking group will be bumped.  Booking as early as possible is always desirable, and it will make it more likely that all groups will be able to have a suitable date.

Organizations which are types two, three, four, and five, will generally be able to use the facility at little or no cost.  Should the event require unusual equipment, staffing, or time (as outlined herein), a charge for extraordinary services may apply.  Should the staff feel that this is necessary, the organization will be contacted immediately so that a fee can be agreed to, the extraordinary needs reduced so that a charge is not necessary, or other mutually satisfactory arrangements made.

For-profit organizations will be charged a fee for use of the facility as follows:

  • $500 for each 1/2 day of use (a 1/2 day is defined as up to 4 consecutive hours, or any portion thereof).
  • These rates include the use of the entire facility.
  • The rates apply to all time that the facility is in use, including performance, rehearsal, load in, load out, setup, etc.

Non-profit organizations non located in Alma will be charged a fee for use of the facility as follows:

  • $200 for each 1/2 day of use (a 1/2 day is defined as up to 4 consecutive hours, or any portion thereof).
  • These rates include the use of the entire facility.
  • The rates apply to all time that the facility is in use, including performance, rehearsal, load in, load out, setup, etc.

For all organizations:

  • If admission is charged, and we provide box office services – 10% of gross ticket sales, in addition to the above.
  • If admission is charged, and we do NOT provide box office services – 5% of gross ticket sales, in addition to the above.

These fees will cover normal equipment and staffing as detailed in the Technical Usage Policies below, as well as normal custodial services, utilities, etc.  If additional services are required, additional costs may apply.

The Center reserves the right to deny booking to any organization that is an inappropriate organization or proposes an inappropriate program in keeping with the Center’s educational mission and purpose.  Such consideration will be carried out in accordance with the ‘Limited Open Forum’ procedure of Federal Law.

Usage Policies

I. Personnel

After examining an event’s requirements, the Center’s Technical Director will determine the minimum number of personnel required, and will be available to assist a User in making arrangements for all necessary personnel for load-in, set-up, rehearsal, performance and load-out.

All technical personnel must be knowledgeable in the operation of Center equipment, as determined by the Technical Director.  Only qualified personnel are allowed to operate Center equipment.  The Center reserves the right to designate technical staff personnel where safety or expertise is a consideration.  User supplied technicians and volunteers may be allowed with prior approval from the Technical Director, if they are deemed to be qualified.  An orientation will be scheduled, if needed.

At least one qualified Center staff member will be provided to facilitate the User’s event.  This staff member will act as the Center’s representative regarding Usage policies.  When using the Alma Performing Arts Center, we ask that you recognize the competency of our staff.  Any disagreements or complaints regarding you or your organization’s treatment while using this facility should be referred to our facility manager for resolution.

II. Hours

General operating hours are from 8 AM to 11 PM Monday through Saturday, and from noon to 6 PM on Sunday.  Please also remember that this facility is part of an educational institution and that between the weekday hours of 8 AM and 5 PM classes are being held or faculty are holding office hours.  We ask that you consider the fact that many of our staff are students and we prefer not to ask them to be out late on weekdays.  Should your event require hours outside these general operating times, please contact us.

Failure to adhere to your scheduled usage time can result in an hourly penalty rate of $100 per hour.  We realize that this overtime charge may seem extreme.  However, this charge is designed to prevent the misuse of our staff and facility by keeping a fixed schedule.  Experience has shown that special events tend to lend themselves to a gathering afterwards without regard for removal of materials.  This forgetfulness can cause our staff to work beyond designated hours at the expense of other obligations.

III. Delivery and Storage of Goods

Any materials delivered to the Center when the User is not on the premises will require prior arrangements to be made.  The Center can not accept any goods shipped to the User if any sum is to be paid to the carrier upon delivery.  Short term storage of User’s equipment may be provided by the Center subject to space availability.  No storage of flammables of chemicals is allowed.  Trucks and buses will be parked in appropriate spaces.  All vehicles are required to turn off their engines while in the Loading Dock area.  Use of the Center does not allow User parking for any vehicle in the Loading Dock area unless prior arrangements have been made.

IV. Fire Protection

The User is responsible for insuring that all costumes, sets and soft goods are made of non-flammable materials or are treated with fire retardant chemicals.  The fire curtain line must be kept clear.  All scenery and soft goods brought by the User into the Center must be flameproofed.  Fire regulations prohibit blocking aisles and exits.

V. Firearms and Special Effects

All incendiaries, explosives, lasers, strobes, smoke effects involving fluids and gases must meet all fire and safety codes.  The use of oil-based chemicals in fog machines is not allowed.

VI. Technical Work

Construction (except for the installation or removal of stage scenery) is not allowed.  No facility wall or ceiling surface may have any item attached to it with glue, tape, screws, nails, tacks or staples.  The stage deck (floor) may be nailed or lag bolted into for the installation of scenery.

Duct tape is not allowed.  No scene painting is allowed on the stage except touch-up work with a drop cloth in place.

Glitter is not allowed in any portion of the building at any time.

Following your performance, the building must be immediately and totally cleared of all your property, including costumes, feathers, scenery, set pieces, trash not placed in appropriate containers, etc.

VII. Technical Information Deadline

The following documents are due to the Center at least four weeks prior to the User’s event:

  1. Listing of User’s technicians, if any.
  2. Copies of set and lighting designs, if any.
  3. Listing of any special User requirements.

Failure to provide the Center with technical information on your production may result in extra cost and/or equipment being unavailable.  The Center’s equipment inventory is limited and scheduled on a first-come, first-serve basis.

VIII. Technical/Production/Equipment Inventory

An equipment list is available on the Technical Information page of this website for the User’s directors and designers.  No stage equipment of any kind shall be used or changed without the approval of the Technical Director or his designee.

IX. Smoking

Smoking is not permitted in the building.

X. Dressing Rooms

The Center reserves the right to assign dressing rooms to Users and to reassign those rooms if necessary.  Dressing Rooms, Green Room, Gallery, Lobby, Backstage and Stage areas must be kept clean, orderly and quiet.

XI. Dressing Room Supplies

The Center will provide restroom paper goods in all dressing rooms.  User provides additional supplies such as those required for application and removal of makeup.

XII. Food and Drink

No food and drink is allowed n any seating area or the stage area at any time.  It is the responsibility of the User to assure that all participants and all others associated with the event abide by this requirement at all times.

XIII. Audience Members

For reasons of safety, audience members are not to be allowed on stage before, during, or after performances.

XIV. Green Room

The Green Room is provided for mutual use by all personnel associated with all events occurring in the Center.  It is not a private space.

XV. Acoustical Shell

The Center has a full acoustical shell which can be configured in a variety of ways.  Please bear in mind that a minimum of one hour is required to set up or strike the shell.  Events that are booked tightly together may be required to wait for the shell to be assembled or struck.

XVI. Pianos

User may reserve the use of a piano.  The Center attempts to keep pianos in tune.  If the user feels that the instrument needs tuning, it will be the User’s responsibility to have it done.

XVII. Cast and Crew

All cast and crew members must enter the Center at the stage door entrance located on the south side of the Loading Dock.  Users must provide adequate adult supervision at all times and in all areas of the theatre for any event involving children.

XVIII. Sound

User’s event shall not exceed maximum sound decibel levels as established by the Center (maximum 95 db average – all frequencies). As sound levels are a major concern of our patrons, the Center staff will have the final authority to adjust house sound levels as necessary.

XIX. Copyrights and Permissions

It is the responsibility of the User to obtain any required rights and permissions to perform copyrighted material.  Generally, if copyrighted music is performed, either live or via recording, royalties are due to be paid.  The Center’s ASCAP and BMI licenses may be utilized by the User upon payment of the appropriate fees.  Please ask us about this if you think it applies to your event.  No violation of copyright laws will be permitted.

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