Seaver Theatre Facilities Requests
We are delighted that you are interested in the Seaver Theatre facilities!
The department makes every effort to accommodate requests whenever possible. As much as we would like to approve and support every request that is brought to the department, we are only able to approve a limited number of additional events due to the already busy department schedule and very limited staff availability. Below is a set of guidelines that provide information about requesting the use of facilities.
Once you have reviewed these guidelines, please feel free to contact us with any questions you may have. Questions can be directed to Administrative Assistant, Mary T. Rosier firstname.lastname@example.org
Who can request to use the facilities?
Classrooms, meeting rooms and acting studios: Any campus program or student of the Claremont Colleges may request use of classrooms, meeting rooms and acting studios. These spaces are subject to availability. Facilities are not available during College holidays and breaks.
Performance spaces (Allen Theatre and Seaver Theatre): Official programs of the Claremont Colleges and other officially recognized campus groups may request use of the performance facilities. All other requests for the use of the performance facilities MUST be sponsored by The Druids (the claremont colleges student theatre organization) or directly by the Department of Theatre and Dance in order obtain consideration.
Please note that the Seaver Theatre facilities are not available for rental.
How do I submit a request?
All requests for the use of the Seaver Theatre facilities must be submitted in writing to the Department Production Manager. Please send requests to Jack Morones at email@example.com. Requests need to include the date(s) desired, all desired facilities needed and specific information about your event and its technical needs. A form for technical needs will be provided.
Are there any costs associated with using the Theatre facilities?
If you are using the facilities for campus meetings, master classes, rehearsals, etc., there are no costs to your group assuming there are no technical support needs. If you are using the facilities for any kind of public performance or if your activities require any kind of technical support, there may be costs associated with your event. For specific information, please see the “PUBLIC PERFORMANCE RULES AND INFORMATION” section below.
How does my event get approved?
As much as we would like to approve and support every proposal that comes to the department, the Seaver Theatre facilities are already very heavily booked with department productions, concerts, classes and events.
For non-public performance activities such as meetings, rehearsals, etc., facilities requests are generally approved based upon the availability of a given space. For these kinds of bookings, the room is made available in its “classroom” configuration (no tech support).
For performance events, availability is reviewed by the department executive council and approval is subject to availability of the facility, equipment and technical support staff.
If my request is approved, what do I do next?
If your activity is NOT a public performance: you will be permitted access to the requested facility on the date and time approved. No technical support will be provided without express written permission. If your activity is occurring in the evening or on a weekend, you will need to check out a key or get card access. To get facilities access, please contact Cathy Seaman, Program Administrator at ext. 74377. She will review all “after hours” policies with you. Please do NOT request access until you have received a use of facilities approval from the Production Manager.
If your activity IS a public performance: you will be required to meet with the Production Manager prior to your event. This meeting will review the details of your event, a full schedule will be reviewed, rules for the use of all facilities and equipment, staff requirements and any necessary costs for staffing.
PUBLIC PERFORMANCE RULES AND INFORMATION
What constitutes a public event?
Any activity held in the Seaver Theatre complex where the public has been invited to attend, regardless of it being the campus community or the public at large, shall be considered a public event.
All public events will be required to adhere to the following rules:
1) All events are required to adhere to the fire marshal’s maximum occupancy rules for each facility. UNDER NO CIRCUMSTANCES will any facilities be permitted to exceed maximum capacity. Information on the capacity of each facility may be obtained from the Production Manager.
2) If your event is ticketed, the event sponsor is responsible for printing their own tickets. Tickets must be numbered and may not exceed the maximum number of seats allowed for the event’s performance space. You may distribute tickets in any fashion you choose. If your event is not ticketed, attendance to the event will be monitored by the theatre’s Front of House staff. Once the facility has reached maximum capacity, no one else will be permitted into the facility.
3) Be sure to include all associated facilities desired with your request. The performance facilities do not automatically include booking of dressing room, green room or any other spaces associated with the facility. These spaces must be specifically requested along with your performance space request.
4) The box office is not available for use by non-department events. If you wish to sell or distribute tickets at the door, we will be happy to provide you a table for this purpose.
5) Sponsors will be required to cover the costs of all part-time theatre support staff assigned to your event. All public events will require minimum personnel. At minimum, a staff technician and a house manager will be required. Additional personnel may be required if the technical needs deem it necessary. Technical staff needs for your event will be determined by the Production Manager. Sponsors will be required to provide an appropriate payroll account number for any work-study or part time staff personnel used to support your event. This account information must be provided to the department no later than 10 working days prior to your event.
6) All theatre equipment will be set up and operated by theatre personnel only. If your event staff is planning to operate any theatre equipment, they must be approved by the Production Manager and be trained by Seaver Theatre technical staff prior to your event.
7) Any Changes to the configuration of the theatre spaces must be approved by the Production Manager. Do not move risers, operate staging systems, move draperies, alter rehearsal furniture, costumes, lighting or audio systems without authorization.
8) Construction of scenery, props, painting of visual elements or painting the stage floor in the performance spaces is subject to approval. Please check with the Production Manager for specific guidelines as they relate to this.
9) Additional equipment needs such as tables, chairs, projection equipment, movie screens, computer equipment, etc. shall be the responsibility of the sponsor. The Production Manager can assist you with contact information for the correct department in charge of such equipment.
10) Food and drink are not permitted in the performance spaces at any time.
11) Use of specialized equipment or effects including, but not limited to, use of open flame, pyrotechnics, flying or suspending of people, lift systems, motorized equipment, etc. MUST receive special approval and may be subject to approval by the local Fire Authority. Should the theatre approve such effects, the event sponsor will be responsible for obtaining and contracting a licensed person to provide such effects. Such persons must provide proof of expertise and licensing and must be approved by the Theatre. The event sponsor shall be responsible for all associated costs and fees for such services.
12) Due to the theatre’s smoke detection system, use of theatrical fog and smoke is not permitted. Other special effects that produce large amounts of smoke may also be disallowed.
13) If you have questions regarding these guidelines, please contact Mary T. Rosier at firstname.lastname@example.org or at (909) 621-8186. The more we know, the more we can help make your event a success!