Theatre Rental
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Rental Policies
Rental Agreement - All performances and associated activities held at El Campanil Theatre (“THEATRE”) must have a fully executed rental agreement prior to the clients’ arrival at the facility.
Insurance & Indemnification – Pursuant to the terms and conditions of the Rental Agreement,
“CLIENT shall furnish to EL CAMPANIL THEATRE PRESERVATION FOUNDATION a certificate of insurance in the Accord format, evidencing the insurance, no later than fourteen (14) days prior to CLIENT’S use of THEATRE.
Rental Rates - The THEATRE will be rented to individuals, businesses and organizations based on a rate schedule approved by El Campanil Theatre Board of Directors. The current rental rates and fee schedule are included at the end of this document.
Theatre Enhancement Surcharge - A one dollar per ticket surcharge will apply to support the Preservation and Enhancement of the THEATRE.
Deposits – A use deposit of $250 and a cleaning deposit of $100 are required to hold a date on the Theatre calendar. All deposits will be applied at the time of settlement. The cleaning deposit is fully refundable if THEATRE is left in a condition consistent with typical performing arts events and no additional cleaning or maintenance is required.
Cancellations – Cancellations must be made with written notification. All deposits will be refunded if cancellation occurs 90 days in advance of the contracted date, less a $50.00 processing fee. Cancellations made between 90 days and 60 days prior to the contracted date will result in forfeiture of the entire $250 use deposit. Cancellations made less than 60 days prior to the contracted date will result in forfeiture of payment for entire amount of base rent (per the rental estimate) plus reimbursement for all services provided and costs incurred by THEATRE.
Dates Held With No Deposit – Dates may be held on the Theatre calendar with no deposit during the period that the renter is negotiating talent routing and/or other scheduling considerations relating to the performance date. However, if a second Theatre client makes a request for the same “held” date, the original client holding the date will be notified that he/she has forty-eight (48) hours to remit the total required deposit or the date will be released to the second requesting client. This policy is solely intended to assist Theatre clients in the scheduling of performance dates and will be offered at the discretion of Theatre Management.
Payment Schedule
Use and cleaning deposits are required to secure date(s).
Ticketed Events - Final payment of all fees and reimbursements are due upon settlement and payments will be deducted from box office proceeds. In the event box office has not received sufficient revenue to cover the estimated costs within 14 days of the contracted event, CLIENT must pay an additional deposit in the amount required to be equal to the cost estimate provided by THEATRE for CLIENT’S event.
Non-Ticketed Events – CLIENT must pay the entire cost estimate provided by THEATRE for CLIENT’S event no later than 7 days prior to the contracted date.
Method of Payment – Initial payments and deposits may be made by check or credit card. All subsequent payments must be made by cash, credit card, cashier’s check or money order, payable to El Campanil Theatre.
Discretionary Booking - At the discretion of the Theatre Manager, requests for rental of THEATRE may be denied if the proposed event presents a potential conflict to the market target of a previously scheduled event or competes with in-house programming. Criteria include market saturation of a particular event type, long-term relationship of existing Theatre client, the financial impact on the Theatre, or if the proposed event content is perceived to be inappropriate to community standards. As an example, if the Theatre has a long-term relationship with a client who annually presents a successful local talent show, additional interest for similar events could be generated. With this example, it may not be in the best interests of the Theatre to rent to additional promoters producing youth talent shows, creating an over saturation of the market and potentially damaging the income source derived from the successful show. It should be noted that Theatre Management would evaluate the ability of the market to support the type of event as well as the length of time between the scheduled events.
Labor - To ensure the protection of all in-house equipment and the professional presentation of events, the THEATRE will require all clients to utilize the house, maintenance and technical staff of the THEATRE for their events, at rates outlined below.
Production Management - At the discretion of CLIENT, THEATRE can provide a professional Production Manager to coordinate production requirements with the artists, and schedule and supervise all technical and production personnel as well as the production needs on the day of the event. If CLIENT elects to provide their own Production Manager, THEATRE shall provide a Production Supervisor to coordinate the technical and production personnel, and shall be reimbursed at the rates listed in the rate schedule below. If this occurs, CLIENT shall provide THEATRE with a detailed production schedule including, but not limited to staff requirements and specific production timelines. If CLIENT elects to provide their own Production Manager, CLIENT shall provide THEATRE with proof of required workers compensation insurance a minimum of twenty-one (21) days prior to the event(s) anticipated in this agreement. Theatre Management specifically maintains the right to provide all required technical and production personnel.
Rehearsal Time - Clients using THEATRE for the production of events can schedule additional time for rehearsal. The fee for this time shall be charged as per the rate and fee schedule at the end of this section. In all cases, priority will be given to performance oriented usage dates and rehearsal time shall be scheduled only when it does not interfere with other events. Clients may reserve the facility for rehearsal time; however, the date will be considered tentative until thirty days prior to the event date. Scheduling of rehearsal time shall be confirmed at the discretion of the Theatre Manager. At all times, it is requested that Theatre clients respect the needs of others wishing to use THEATRE and attempt to make THEATRE available for events in which the public can attend and enjoy the venue, as opposed to using THEATRE for excess rehearsal time.
Production Equipment - Clients of THEATRE will be required to use the in-house production equipment. Additional equipment to augment the in-house system may be provided by a third party contractor with Theatre Management approval.
Box Office Management – All tickets sold for events at THEATRE must be sold through the Theatre Box Office. Patrons may purchase tickets in person, over the telephone, or over the Internet. Theatre Management reserves the right to waive this requirement or to provide consignment tickets for longstanding Antioch nonprofit organizations. Clients of THEATRE will pay for box office fees as well as ticket printing as per the rental rate and fee schedule listed in this Policy Manual.
Settlement – Theatre Management shall provide the box office services required for the sale of tickets and other passes for the event(s) anticipated in this agreement and shall have the sole rights and responsibility to control the funds paid by the public for admission to THEATRE. At no time prior to the performance shall CLIENT be provided a cash payment for tickets sold for the event(s) anticipated in this agreement. Within one week after the conclusion of the event, Theatre Management shall provide CLIENT with a settlement statement, which shall include information regarding the total tickets sold and the gross receipts captured by the box office operation, as well as all expenses incurred by CLIENT as a result of the terms of this Agreement. Theatre Management shall provide CLIENT with a check in the amount of the total receipts less any deductions required to pay for payments or expenses owed to THEATRE for the provisions of this agreement. If the amount of total receipts does not equal or exceed the total payments owed to THEATRE, THEATRE will retain all of the receipts and invoice CLIENT for the balance due.
Complimentary Tickets - CLIENT shall have the right to request the printing of complimentary tickets and Theatre Management shall do its best to provide these tickets within twenty-four (24) hours of receipt of each written request. It is agreed that THEATRE shall have the right to 4 tickets for the events anticipated in this agreement and that no compensation shall be due CLIENT for these complimentary tickets.
Refunds - If the event(s) anticipated in this agreement are cancelled, THEATRE shall have the sole right and authority to provide refunds to the public and shall control all box office receipts until all required refunds have been provided. CLIENT shall reimburse THEATRE for all of the costs incurred in the provision of this refund operation including, but not limited to, personnel expenses, payroll taxes, bank fees, ticket printing costs, and any and all costs incurred by THEATRE for all payments made to the public.
Built in 1928 and restored in July 2004, El Campanil Theatre boasts state-of-the-art sound and lighting and can accommodate many different events:
Rental Inquiries
Rick Carraher
Executive Director
(925) 757-1366
admin@elcampaniltheatre.com
Technical Information
Technical Director (925) 978-9653
johnny@elcampaniltheatre.com
Rental Rates
Tech Specs
Stage Drawings
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