Policies

FRAUENTHAL BUILDING USE POLICY

Reserving the Space
Spaces are reserved by calling Linda Medema, sales and marketing manager at the Frauenthal Center office. (231-332-4103) The Center’s Marketing Director will check availability of the requested space, and if no conflict exists, and the function fits within the Center’s scope of use, a deposit may be accepted to reserve the space. The normal amount of deposit required to hold a space is half of the room rental, and is non-refundable. A larger deposit or payment in full may be required of the client depending on the immediacy of the function. All payments for the Center’s spaces are non-refundable and are meant to guarantee the client a specific space on a specific date. A space cannot be considered reserved until the client has received written confirmation of the reservation. The Center will not issue confirmation until a deposit has been received. The Center reserves the right of refusal for the use of Center properties at their discretion.

Alcohol & Catering
All alcohol must be handled through the Frauenthal Center. Liquor purchased through us may not be resold by the client under any circumstances, nor may the client take any other action that violates Michigan State liquor laws. Any departure from these policies will result in the immediate disruption and cancellation of the client’s function with no refund of money to the client. Catering must be provided by one of the several approved caterers for the Center. A complete list of approved caterers can be obtained by contacting the Center.

Smoking
The Frauenthal Center for the Performing Arts Building is a non smoking building.

Damage Deposits
The Center requires a $200.00 damage deposit for all parties, receptions and other selected functions. The deposit will be refunded within 30 business days after the function provided no damage or late fees are incurred. If damage or fees do result from the client’s function, the Center will determine the extent and what amount, if any, of the client’s deposit will be returned. The client will also be liable to pay extra damage costs should the damage incurred exceed the deposit.

Rental Agreement
The client will sign a rental agreement for the space, date and time with the Center Management. The agreement will stipulate the cost for the space, any deposits required, and the payment procedure. Any deviation from the signed agreement by the client may lead to loss of the date, deposits and cancellation of the function. All payments are due in advance of the client’s function. The client, by entering into a rental agreement with the Center, agrees to accept responsibility for any damage to the building or its equipment resulting from the client’s use, including damage done by guests, caterers, decorators or anyone else associated with the function.

Set Up, Tear Down, Arrival & Departure
The Center has tables and chairs available for our client’s use within the scope of their function. This equipment is reserved on a “first come first serve” basis and must be arranged ahead of time. The Center does not guarantee that it will have enough equipment for clients’ functions so prior arrangements must be made. The Center will set up and tear down tables, chairs and equipment per the client’s prior arrangement, however extra costs will be incurred if the client requires last minute changes.

It is the responsibility of the client to arrange the arrival times needed for set up and decoration with Center Management. For closing, last call must take place no later than 11:30 p.m., the client and their vendors must be out of the building no later than 12:30 a.m. It is the responsibility of the client to leave the space as they found it with the exception of vacuuming, which center staff will complete. All the client’s equipment and decorations shall be removed, garbage picked up and put in containers. The client will be liable for extra charges if these guidelines are not followed.

Decorations, Posters, etc.
No decorations or advertising shall be placed in or on the building walls or corridors, nor shall any advertising signs or decorations be supported by nails, tack screws, or adhesive tape on walls, windows, or woodwork, without our consent.  Any requests for placement of posters, etc. must be made in advance.  Glitter may NOT be used.  Confetti may be used upon the Director of Operations’ approval.  If either is used, an additional charge of $25 per room will be assessed.  Helium filled balloons may not be taken into the Frauenthal Theater.  If it is necessary to retrieve any balloons from the Frauenthal ceiling, an additional charge of $25 per balloon will be assessed.  

Spike Tape
The Director of Operations must approve the use of spike tape.  Only paper spike tape may be used on the floors and must be removed immediately at the end of the function.  Paper spike tape is available in a variety of colors and may be purchased through the FCPA.

Security & Liability
The Center may require the client to arrange security guards, chaperones or crowd control for some selected functions. This will be the client’s responsibility and sole expense. The Center is not responsible for any lost or stolen items, so the client, their guests and vendors should take reasonable precautions in the protection of their valuables.

Common Areas
The Hilt Building contains many areas that service the whole building and shall not be considered space specific to the client’s function. These include the Hilt Building and Frauenthal lobbies and foyer, all bathrooms, all elevators and stairways, and all hallways. The client may not use these spaces for any set up, decoration or any other dedicated use for their function without prior arrangement with Center Management. The client is expected to confine their use to the spaces and within the time limits stated on the contract.  The client also may not obstruct any exits, hallways or stairways by order of the city fire marshal.

Sound Levels
The activity level at the Center is very high at certain times. The client must work with the Center’s building representative to make sure that their function does not impede or intrude upon other functions occurring in the Center. If amplified music or sound reinforcement is used for a function it will be subject to sound pressure levels requested by Center staff. The clients and their vendors agree to abide by the decisions of the Center staff to determine levels acceptable to all in the Center.

CONTRACT AGREEMENTS

 The following is a definition of what you agree to upon signing a contract with the Frauenthal Center for the Performing Arts. Please read everything in your rental packet, as you are responsible for everything in it.

I.    FINANCIAL REQUIREMENTS
•    All deposits and fees paid as scheduled in contract.
•    Liability insurance provided at your expense as described in contract.
•    Payment of all production fees and expense upon receipt of invoice.

II.    LEGAL REQUIREMENTS
•    All documents signed and returned with deposit or rental paid in full.
•    Insurance certificate listing dates of use and naming the Frauenthal Center for the Performing Arts as additional insured.
•    If you are a non-profit organization, enclose copies of your IRS determination letter or your State of Michigan non-profit incorporation letter.
•    Any deviations from the center’s contract requirements may result in cancellation of your function.

III.    THE RENTAL FEE INCLUDES
•    The theater, heated, cooled, house lights, and overhead stage work lights.
•    Basic public address system with one microphone.
•    Initial consultation with staff to plan and implement your production.
•    Use of some stage equipment. Fees will be charged for some equipment see Addendum #2
•    Front of House personnel including House Manager, ushers, and ticket takers

IV.    THE RENTAL FEE DOES NOT INCLUDE
•    Labor to design and coordinate the show or set-up, operate, strike any stage lighting, sound and other equipment.
•    Supplies or other building materials used for your production
•    Changes from the standard thrust stage configuration to stage and orchestra pit.
•    Stage lighting, projection, or sound requirements.
•    Special cleaning made necessary by client, client’s audience, or client’s performers.
•    Use of some equipment (See addendum #2)
•    Set-up or rehearsal time before 8:00am or after midnight

V.    MADATORY USE OF TICKET OFFICE PERSONNEL
•    All tickets sold on premises must be handled by Tickets Plus – consult with the Center staff for details or call Tickets Plus.

VI.    CONCESSIONS

•    The Frauenthal Center operates concessions. If you do not want sales during your event, a waiver of $200.00 will be required (per performance)

VII.    STANDARD HOURS OF OPERATION

•    Ticket office hours, opening of box office, opening of house, etc., all have standard operating policies. Departure from the norm can increase your cost. Consult with the staff for details.

VIII.    MARQUEE

•    Your event will be listed on the outdoor marquee according to our schedule of activities. Wording is determined by Frauenthal Center management according to your description.

IX.    SCHEDULING

•    Scheduling is on a first-come, first-served basis. Requests for theater dates should be submitted by December 1 for the following September-August season. Preferred and alternate dates must be submitted. The dates are not reserved until you have received written confirmation from the center. All scheduling decisions by center management are final.

X.    SALE OF MERCHANDISE

•    The sale of merchandise on center premises will require a commission to be paid to the Frauenthal Center at the close of sales. It is your responsibility to inform all parties involved in your function of this commission. The House Manager will require beginning and ending inventory.