LIBERTY HALL
Usage Policy and Guidelines for Special Events.
POLICY:
Liberty Hall is available for rental use. Requests for usage will be considered on a case-by-case basis. Use of Liberty Hall is at the discretion of the manager and as such, the manager reserves the right to refuse any usage.
RENTAL RATES:
_____ Sunday, Monday, Tuesday or Wednesday, for an eight hour period = $800
_____ Thursday, Friday or Saturday, for an eight hour period = $1,250
Rental time includes set-up and tear-down time. Please take this into account when making your application. If your event overlaps the times shown, the manager will use their discretion to negotiate the price.
_____ Damage fee – refundable and dependent on the event. This will be discussed and decided with Manager.
_____ Staff hours (ie, audio, lighting, stage management) will be $50 per hour per person (necessary staffing can be discussed with Liberty Hall Manager prior to signing).
_____ Video recording of your event - 3 hours recorded and edited = $750 (after 3 hours: $100 per hour)
_____ If you will be utilizing the piano, there is a $200 tuning fee.
a. Upon signing the rental agreement, Renter shall pay a Rental Deposit of 25% of the rental fee for each time period reserved. This amount is non-refundable.
b. The remaining balance is due 10 days before the scheduled event. If the remaining balance is not received at this time, the reservation will be canceled and the building made available for lease.
c. A Damage fee is also due 10 days before the scheduled event and is refundable.
D. $100 The City of Tyler requires rental insurance, this is available through the City and should be discussed with the Manager.
Renter shall pay the amount in full for the specified period(s) of time within 30 days of signing of rental agreement. Rental and cleaning deposits are due immediately. All additional fees incurred as related to the above described event shall also be paid in full within 30 days.
PROCEDURES:
1. Requests for use of Liberty Hall must be approved in writing by the manager of Liberty Hall prior to making any set reservations for an event.
2. There is no food or drink allowed in the theater – ever. Consumption of food and drink is allowed only in the lobby area of the Hall.
3. Liberty Hall, the City of Tyler and the ETSO have first priority for use.
4. There is a limit of a maximum 315 people in the theater space at any point during an event.
5. The user group is responsible for proper use of the building, its contents and for damage to the aforementioned.
6. User is responsible for leaving the hall and all of its contents in as-found condition at the conclusion of the event.
7. All users are required to submit a Certificate of Insurance prior to the scheduled event. The Certificate must be adequate to cover building and all equipment (regardless of use). Organizer will list City of Tyler as additional insured for $1 million. (available through the City of Tyler Risk Management office)
8. The organizing/requesting official of the planned event must be present throughout the entire event, and is responsible for adhering to all conditions of this policy, and for the condition of Liberty Hall at the conclusion of the event. Under no circumstances will Liberty Hall be left unattended.
9. User must provide a security officer (Tyler Police Dept. offers this service for an additional cost) throughout the duration of any event where alcohol is served.
10. All events should conclude no later than 12 p.m., including time needed for clean-up, unless prior arrangements are made.
11. Furniture will not be moved without prior arrangements; if furniture is moved, it must be returned to its original position and in original condition.
12. Live floral arrangements must be contained in water-tight containers. Liberty Hall reserves the right to at any time disallow floral arrangements or décor that could expose the hall or hall equipment to water damage.
13. If food is to be served, caterer must be pre-approved by Liberty Hall. The user group is responsible for all arrangements, costs and clean up associated with food service. Event organizer is responsible for any and all permits required from the health department, etc.
14. All left-over food and trash must be removed from the premises immediately at the conclusion of the event, and any spilled or crushed food cleaned up. Under no circumstances should this be left for Liberty Hall staff.
15. Cooking is not allowed on the premises.
16. Location of food service tables must be approved by the Liberty Hall Manager.
17. Steam-producing cooking vessels and open flames (i.e., candles) are not allowed, with the exception of chafing dishes. Coffee is to be served in pump-pots.
18. No confetti, glitter, rice, birdseed, etc. is allowed to be used inside or outside of the facility.
19. No candles or open flames of any kind are allowed. There is no smoking in this facility.
20. Tables and chairs are to be wiped clean and returned to their original positions.
21. All lights must be shut completely off (DO NOT LEAVE LIGHTS ON DIM).
22. Renters are responsible for the conduct of their invited guests. Any damage to the facility or grounds during the function will be the responsibility of the renter.
23. If there will be alcohol served at an event, renter must
hire and have security on site. Tyler PD is available to provide this service for
a fee if needed.
Any user group that does not fulfill these responsibilities will not be approved for future use of Liberty Hall.
STAGE MEASUREMENTS:
Performance Area Dimensions = 23’ – 3 1/8” W x 17’ – 11 3/4” D
Proscenium Width = 23’ – 3 1/8”
Proscenium Height = 14’ – 1 5/8”
Proscenium Line to Back Wall = 17’ – 3 1/2”
Proscenium Line to Apron = 5’ – 8 1/4”
Stage Left Backstage Area Dimensions = 13’ – 6” W x 18’ – 3” D
Stage Right Backstage Area Dimensions = 5’ – 4” W x 10’ – 0” D
Backstage Crossover Corridor Width = 5’ – 0”
Stage Floor to Auditorium Floor = 3’ – 6”
Projection Throw to Screen = 49’ – 6”
Balcony Rail to Proscenium line = 49’ – 6”
Proscenium Line to First Lighting Position = 12’ – 6”
Proscenium Line to Second Lighting Position = 31’ – 2”
Stage floor is sprung = No
Seating:
Lower level = 210 (not inclusive of wheelchair positions)
Balcony = 77
Dedicated wheelchair positions = 4
Box seating = 12 max.
Folding chairs = 12 at balcony
Dock Platform Lift Dimensions = 8’ – 0” W x 6’ – 0” D
Dock Door Height = 10’ – 0”
Dock Door Width = 6’ – 0”
LIGHTING AND ELECTRICAL
Lighting Positions
The theater has a dimmer-per-circuit system, which allows control of the house lights as set in zones.
There are stage fixtures both front and down lighting available as well. The front fixtures are 750 watt ellipsoidal, six are 19 degree and six are 21 degree. The stage down lighting fixtures are 575 watt fresnels and there are twelve of these. Each of these twenty-four fixtures is independently controlled via a forty-eight channel lighting console located in the media booth.
Also provided is a multi-color Elation follow spot light with 575 watt bulb.
Lighting console is located in the audio booth and is a 48 channel DMX console.
AUDIO
Sound Booth
An audio control booth is located at the back of the house, main floor level.
This booth is set up for:
· Audio Production
· Video Projection
· Light Management
House Console
Board has 32 mono/stereo channels, ten aux sends.
*Includes inputs on stage via recessed floor input boxes
Outboard Equipment Rack
Housed at mix position and includes; all necessary processing in place for the purpose of sound reinforcement. Installed and inaccessible to client.
Speakers:
MAIN: (6) Klipsch 12” speakers with horns.
BALCONY: (2) Klipsch 12” speakers with horns. Subwoofers
FRONT FILLS: (5) OAP Stair riser speakers in leading edge of stage for front seats.
SUBWOOFERS: (2) Turbo Sound 18” located in front edge of stage, recessed.
Stage Monitors:
(6) OAP 12” with horns wedge style monitors
Array Amplifiers:
Installed and inaccessible to client.
Additional Audio Accessories:
· CD Player/IPOD Docking Station
· Video Feed from projection system
· (6) boom microphone stands
· (4) straight stands
· (1) PC audio direct box w/cabling
· (2) IMPC Whirlwind direct boxes
· (1) TC Electronic M-One XL
· (1) complete power sequencer with key
MICROPHONE LIST
Dynamic Microphones:
· (2) Sennheiser wireless handhelds
· (2) Sennheiser wireless lapel
· (8) Shure SM57
· (8) Shure SM 58
Condenser microphones
· (2) Suspended microphones over stage area
· (1) Podium microphone
· (1) Installed Piano microphone
VIDEO/PROJECTION:
PROJECTOR
· (1) Sanyo PLC-XM200 XGA LCD Video Projector w/1.35-1.8:1 Lens – 7000 Lumens located on the front edge of the balcony
PROCESSOR
· Kramer scaler/switcher
· Kramer XGA matrix switcher
SCREEN
Automatic 15’ x 11’ front projection electric movie screen format 4x3 full screen.
PLAYBACK EQUIPMENT
· (1) DVD Player
· (1) Stage hook-up for VGA PC
· (1) Booth hook-up for VGA PC