THEATER RENTAL AGREEMENT
An agreement between the Julia Morgan Center for the Arts (JMCA) and the following:
BUSINESS PHONE #: FAX #:
PRIMARY CONTACT: EMAIL:
CONTACT PHONE #1: PHONE #2:
ALTERNATE CONTACT: EMAIL:
CONTACT PHONE #1 PHONE #2:
TITLE OF EVENT:
FAMILY FRIENDLY: Is the performance suitable for all members of a family? YES NO
USING CBON (Community Box Office Network)? YES NO BOTH
This event coincides with another production. YES NO
This contract is valid for 30 days and expires if not signed in that time by both parties.
◄GENERAL RENTAL FEES FOR COMMUNITY AND NON-PROFIT USE►
(For Amendments to General Rental Fees – See Page 2)
Sunday thru Thursday Evenings (5PM-11PM): $850*
Saturday or Sunday Matinees (11AM-5PM): $850*
Friday or Saturday Evenings (5PM-11PM): $1400*
Hourly rate for time in space in excess of six hour block: $60
Hourly overtime rate in excess of eight hours per day: $85
*Plus 30% of house seats sold over 213 seats per performance. (See page 7) and a $0.50 per person
Facilities Fee. (See page 6)
◄RENTAL DATE(S) AND TIME(S)►
DATE REHEARSAL LOAD-IN RECEPTION PERFORMANCE
TIME USAGE/TECH TIME TIME
(If Applicable) TIME (If Applicable)
2640 College Avenue Berkeley, CA 94704 (510) 845-8542 fax (510) 845-3133 www.juliamorgan.org
TRA.07A Page 1 of 8 21bf8ec0-d19d-4959-ad3e-b0d0eea23333.doc
THE FOLLOWING IS FOR OFFICIAL USE ONLY - DO NOT FILL IN
◄SCHEDULE OF PAYMENTS AND ADDITIONAL FEES►
(Please submit separate checks for each fee)
Due at signing, Today’s date:
Non-refundable deposit towards the Rental fee: Check # $
Refundable Cleaning/Damage deposit: Check # $ 250
Refundable Reception deposit (see page 5): Check # $
Due one month (30 days) before load-in date:
Balance of Rental fee: Check # $
Rehearsal fee: Check # $
Reception fee: Check # $
Concession buy-out fee (see page 5): Check # $
Due after the conclusion of the event(s)/performance(s):
(JMCA Office Manager will reconcile fees following the last performance date and issue invoice or check.
Fees invoiced after the event/performance will be due upon receipt of invoice.)
15% concession/promotional sales (see page 5) Check # $
Facilities fee (see page 6) Check # $
30% overage of ticket sales (see page 7) Check # $
Please make checks payable to JMCA. Bounced checks will result in a $15 fee to cover our bank costs and
will not serve as a guarantee to hold your date. A fee of 10% will be added to all late payments at every stage
of the contract.
Amendment to contract and fees if applicable:
I understand these terms and enter into contractual agreement with the Julia Morgan Center for the Arts to pay
the rental and other fees in a timely manner, and to provide the necessary information within the time stated. I
further understand that this contract includes attachments concerning our technical and house support
agreements, and that my signature below extends to these agreements.
Signed (contact): __________________________________________________ Date: __________________
The person listed as the main contact must be the person signing the contract. This person must
also attend the event/performance and be available for the consultation and sign-off of the house
report at the conclusion of the event/performance.
For the Julia Morgan Center for the Arts: ____________________________ Date: __________________
2640 College Avenue Berkeley, CA 94704 (510) 845-8542 fax (510) 845-3133 www.juliamorgan.org
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The following support will be provided as a part of the rental agreement. Other requests are negotiable
for additional fees. Please initial each item after reading.
A walk-through of the theatre and sign-off on the Technical Spec Sheet is required 4 weeks prior to each
performance. The performance date is not guaranteed until the tech meeting has taken place and been
documented. The performance will be cancelled without refund if tech meeting is neglected. Your design
staff, producer and stage manager must be present. Please contact the Technical and Facilities Manager to
set up this meeting one month prior to your production: Wes Layton, firstname.lastname@example.org IMPORTANT:
The technical meeting is designed to discuss the logistics of your production (lighting, sound, staging, etc.)
and to evaluate our ability to assist you with your needs. Set-up will NOT be done prior to your scheduled
load-in. Please schedule your production accordingly.
The JMCA Technical and Facilities Manager must approve of the set design you will use for your
production. Please bring set designs to the technical meeting. If your production consists of more than one
performance over 2 or more days, we require the main stage area, dressings rooms and house to remain clear
between performances to allow for use by other renters of the space. Sets must be collapsible and easily
stored unless otherwise approved by the Technical and Facilities Manager.
The Julia Morgan will provide the following technical assistance:
A technician will be available six hours per performance-day. Extra load-in time and tech rehearsals will be
billed separately. Set-up includes:
Turning on and checking house lights and thermostat.
Running the light board or audio board for the performance. Techs cannot run both lights and sound.
Changes to light plot within reason during allotted time. Client must provide at least one assistant to
help with changes to lighting.
Setting up and striking basic sound equipment, including monitors, microphones, and other sound
systems. There may be an additional charge if the amount of sound set up requires more than basic set-
Closing and locking the facility at the end of the performance. Strike must be completed by 11pm for
evening performances, and 5 pm for matinees. Renters will be charged $60/hr for additional time
required for the strike.
The Julia Morgan will provide the following house managing duties:
Concession Sales. If you have individual items you would like to market we can set up a special
arrangement (see page 5).
Coordinating the accessible seating arrangements.
Oversight of ushers and other front-of-house volunteers. Renter/performer is required to provide two
front-of-house liaison/representatives to help welcome your guests and assure a smooth start and run of
your performance. They will work in conjunction with the JMCA house manager.
Completion of house report, pre-performance and post-performance walk-through, to be signed off by
your main contact at the conclusion of your performance.
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Performers are responsible for cleaning the dressing room, bathrooms and backstage area after each
performance. Smoking is strictly prohibited in dressing rooms, as well as on the deck outside of the main
dressing room. The JMCA will not be held responsible for lost or stolen items – please secure any
valuables. Renter responsibilities include:
Throwing trash away in respective recycling and trash containers. All trash from food consumption
must be removed promptly (any pest problems resulting from negligence in this area will be considered
the responsibility of the renter). No food can be left overnight in the theater for any reason.
Clearing all counter space of make-up and costume materials.
Hanging up and putting away of all props and costumes. This includes ironing boards and sewing
Cleaning out sinks of any paint or make-up debris.
Clearing of floors – removal or orderly storage of all props and costumes.
If a production spans more than one performance slot, the dressing rooms and stage must be cleared and
cleaned after each performance, as other groups may be using the space. An hourly cleaning fee will be
charged if areas are left untidy.
At the end of the rental term the renter will be responsible for removing any prop, costume or set
materials from the premises.
Renters must make special arrangements for waste removal related to set, prop or costume disposal.
The renter has until the end of the agreed rental time to strike the set, sound equipment, costumes or
anything else brought into the space. The renter is responsible for providing adequate staff to make sure
the entire facility is returned completely to its prior condition, this includes restoring the house lighting
plot and sound equipment as well as cleaning the stage and dressing rooms. The JMCA House
Technician will oversee the strike. Renters will be charged $60/hr. for any extra time required to restore
the theater beyond the contracted end time.
Extra Rental Time:
You will be billed $60/hour for any use of the space that exceeds your booked time, and $85/hr. for any
time over eight (8) hours per day. These fees include the assistance of one JMCA House Technician.
Additional House Technicians are available at $20/hr.
Proof of Insurance:
All renter/performers must show proof of liability insurance of $1,000,000 with JMCA named as
additional insured. Failure to insure JMCA with proof of insurance will result in cancellation of our
contract with no refund of deposit.
Proof of insurance must be received at least 2 weeks before the first performance.
One-night performance insurance can be purchased at a reduced rate from Theatre Bay Area if you are
interested in membership or insurance, contact Trevor Allen: 415-430-1140.
Damages to Julia Morgan Property:
A walk-through of the backstage and theatre area is done before and after each performance. Renter is
responsible for any damage to the facility during performance.
All renter/performers must provide a damage deposit that will be returned by mail upon completion of a
final walk-through after final strike.
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The Julia Morgan Center for the Arts provides a service to your patrons by selling food and drink
concessions. Please limit your lobby offerings to non-food items. If you would like to sell your own
concessions you may do so at a buy-out rate of $150 per performance. You will need to provide
volunteers to assist with sales.
Sales of CDs, T-shirts, other paraphernalia, etc will be subject to a 15% sales fee payable to JMCA.
Your representative must give the house manager a final concessions dollar amount at the conclusion of
List what you plan to sell here:
A fee of $100 will be charged for any food and/or drink reception before, during or after a performance.
A reception cleaning deposit of $150, retained until final walk-through ensures that theater lobby has
been returned to its previous condition.
If reception is not announced and paid for ahead of time, you will be billed for both the deposit and the
fee after the performance.
Food must be kept out of the theater. Please provide a volunteer to watch the door to the theater for this
--All plates and cups picked up and properly disposed.
--Trash removed and placed in proper outside receptacles.
--Recycling sorted and disposed of in the proper receptacles.
At no time shall any fire exit be blocked with any equipment or materials. Failure to adhere to this
mandate will result in a $50 fine for each infraction.
Renter/performer is responsible for publicizing event.
Theatre Bay Area publishes a Sources of Publicity guide. Call 415-430-1140 to order your copy.
All publicity material, ads and flyers must be submitted for approval by the JMCA before distribution.
Services offered by JMCA:
Performance will be listed on the JMCA web page. The Web Page Submission Form must be submitted
along with a photograph and your ticketing information.
Calendar listings in local papers.
Weekly and monthly email announcements to patrons.
Renter/performer is responsible for publicizing event.
In order to preserve the integrity of the historic venue, banners and other propaganda cannot be posted
on or around the building, or across the street without prior approval of the JMCA staff. Signage
artwork and display method must be approved at least 3 weeks prior to load-in.
Any materials posted without this approval will be removed.
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Programs designed and printed by the client will include the following acknowledgements:
Julia Morgan Center for the Arts Theatre Staff:
Technical Staff: Mike Sweeney, Lisa Costello, Micah Sapp, Jamie Trant, David
Hines, Brendan West
House Managers: Melanie Paulina, Susan Jodon, Stuart Fishman, Brianne France,
Anson Smith, Aedrey Grey, Stephanie Stewart
Director: Mark Gilbert
Technical and Facilities Manager: Wesley Layton
Booking Manager: Seth Lepore
Office Manager: Marilyn Stanley
Box office services provided by the Community Box Office Network (CBON), a nonprofit partnership
of Willows Theatre Company and Theatre Bay Area.
The staff and board of the Julia Morgan Center gratefully acknowledges support of the William and
Flora Hewlett Foundation, Margaret and Dean Lesher Foundation, Walter and Elise Haas Fund, Koret
Foundation, Nonprofit Finance Fund, Fleishhacker Foundation, East Bay Community Foundation,
Berkeley Civic Arts, Alameda Arts Commission, Northern California Community Loan Fund, Wayne
and Gladys Valley Foundation, California Cultural and Historical Endowment, and all who contribute
to our dollar donor campaign!
Community Box Office Network (CBON) is the preferred provider for all tickets and box office activity
at JMCA. JMCA will provide you with the necessary information for communicating your needs to
them. Applicable service charges are withheld by CBON. CBON phone number: 925-798-1300.
Permanent seats number 328. This number can be boosted slightly past 350 by adding seating on the
side wings. Ticket sales should be controlled in accordance with these parameters.
The JMCA reserves the right to 6 (six) complimentary tickets per performance to be used at the
discretion of the theatre. In addition to pre-reserved comp tickets, JMCA reserves the right to bring
selected guests into public performances on a case-by-case basis. The JMCA uses such visits (which
will not come at the expense of sellable inventory, except by prior arrangement) to encourage
community support for the JMCA, its tenants, users and programs.
Comp Ticket Policy:
A complete comp list should be delivered to the box office one hour before the start of your
performance, if not earlier by phone or by fax. Updates will not be accepted after this time and all
individuals not listed will need to purchase a ticket for entrance.
The Julia Morgan Center will assess a Facilities Fee of $0.50 for each event attendee - regardless of
ticket price - which is used to maintain our historic facility and provide periodic improvements for both
renters and audience members. Renter is responsible for providing to our House Manager, a count of
all sold and complementary tickets at the time of each performance. In the event such a count is not
provided, the Center will calculate the facilities fee for the event as if all 328 seats were filled. Facilities
Fees for CBON ticket sales are assessed at time of purchase.
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A 30% overage fee will be applied for sold tickets (excluding comps) in excess of 213 seats per
performance, based on the average ticket price. For CBON users, the average ticket price is calculated
by totaling the box office receipts per performance and dividing it by the number of tickets sold. For
non-CBON users, a simple average of published tickets prices will be calculated. The number of tickets
sold beyond 213 seats is multiplied by the average ticket price, and 30% of this total is retained by the
Julia Morgan Center for the Arts.
Pre-recorded Emergency Exit Announcement:
California State Law (Bill AB1194) requires all facilities that host ticketed events for live entertainment
make an announcement of the availability of emergency exits prior to the beginning of the live
entertainment. The JMCA House Technician will play a pre-recorded welcome announcement covering
the above mentioned law as well as a reminder to turn off cell phones before every performance.
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Please fill out this form below to specify the needs of your productions. If something is not applicable please
mark the space N/A:
Performance Name: ___________________________________________________
Number of performers: ________
Do You Need Extra Dressing Room Space? ________
How many performances do you need the extra dressing room for?__________
The backstage areas can accommodate approximately 15-20 people. If extra space is needed, use of our studios
can be negotiated with the JMCA Booking Manager. This will be an additional fee of $25/hr.
Use of the theater’s follow spot is included in your rental. You must provide a volunteer to operate it.
Will you be using the follow spot? ______ Volunteer’s name: ___________________Training needed? ______
The theater is equipped with an upright piano. Tuning of the piano is the renter’s financial responsibility. Will
you need use of the piano?__________
Indicate how much sound reinforcement you need in terms of microphones and stands. Please put a number next
to each category:
Handheld microphones__________ Wireless microphones___________ Microphone Stands_____________
Will you be providing your own microphones and stands? What kinds and how
The theater has a video projector available for rental or you may use your own. Video is typically projected onto
the white cyclorama curtain which is located upstage. You may provide your own screen if you prefer.
Will you be renting/ bringing a video projector? ______________
Will you be renting/ brining a screen? ______________
The theater does NOT come equipped with a Marley floor. Rental arrangement, crew for installation and
removal, and supplies to secure the floor in place (tape) are the renter’s financial responsibility.
Will you be bringing in a Marley floor?_____________
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