HomeMy WebLinkAbout20033417.tiff RESOLUTION
RE: APPROVE RENTAL CONTRACT FOR WELD COUNTY ELECTION JUDGE TRAINING
AND AUTHORIZE CHAIR TO SIGN - UNION COLONY CIVIC CENTER
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS,the Board has been presented with a Rental Contract for Weld County Election
Judge Training between the County of Weld,State of Colorado,by and through the Board of County
Commissioners of Weld County,on behalf of the Clerk and Recorder's Office,and the Union Colony
Civic Center, commencing December 5,2003,and ending August 5,2004,with further terms and
conditions being as stated in said contract, and
WHEREAS,after review,the Board deems it advisable to approve said contract,a copy of
which is attached hereto and incorporated herein by reference.
NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado,that the Rental Contract for Weld County Election Judge Training between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Clerk and Recorder's Office, and the Union Colony Civic Center be, and
hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be,and hereby is, authorized to
sign said contract.
The above and foregoing Resolution was,on motion duly made and seconded,adopted by
the following vote on the 17th day of December, A.D., 2003.
RD OF COUNTY COMMISSIONERS
W CO NTE,,C ORADO
4:1 La
ATTEST: Lill
- �', vid E. Long, Chair
Weld County Clerk to 'gar '
° O
.,I• r,J Robert D. sden, Pro-Tem
BY:
Deputy Clerk to the Boar
M. J. eile
ED ORM:
Willi m H. Jer
ounty A ey 111
G en V�ad
Date of signature: %�
2003-3417
CR0020
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•
UNION COLONY CIVIC CENTER
Rental Contract •
701 10th Ave
Greeley, CO 80631
Phone: 970-350-9457 Fax: 970-350-9475
Steve Moreno
Weld County Clerk&Recorder
1402 N.17th Ave
Greeley CO 80631
304-6530 ext 3155
This agreement is made and entered into on December 5, 2003 between the above individual, organization, or
business hereafter referred to as the Tenant, and the Union Colony Civic Center, a city of Greeley facility.
hereafter referred to as the Facility.
1. The Facility agrees to rent the following premises mentioned below to be used for the following
purpose and no other purpose:
Weld County Election Judges Training Event Id : 0408005
Event Date Location In Time Out Time Start Time
8/3/2004 and Hensel Phelps tbd tbd tbd
8/4/2004 Theatre
2. For use of the above-mentioned space the Tenant shall pay to the Facility the
Following fees:
a. Rental Amount : No charge per Lonnie Cooper
b. Technical services at the prevailing rates as required.
c. Ticketing services at the prevailing rates as required.
d. Building Overtime Rate when applicable:
e. Certificate Of Insurance: On file
f. Rental Deposit is due: N/A
g. Technical and Ticketing requirements are due: June 3, 2004
3. Basic services and equipment provided by the Facility include:
a. Heat, air conditioning,water, and non theatrical lighting reasonable necessary during the term of occupancy.
b. All routine janitorial services. Additional fees may be charged to the Tenant if extraordinary or unusual janitorial
services are required.
c. Furnish certain basic theatrical equipment and services for the presentation as routinely available in our inventory
Extra equipment and services requested by the Tenant will be charged back to the Tenant at closing. Rates for
equipment and services are identified on the Theatre Rental Rate Sheet are available to the Tenant and/or at
prevailing market value.
d. Ticketing for all events will be handled by the Ticket Office. Use of tickets may be waived only by the Ti_Set
Services Coordinator as specified by Facility policies.
e. A performance rental will include a House Manager, Stage Manager and one Ticket staff member. A Stage
Manager is included for each rehearsal in either hall. Additional staff requirements will be billed to the tenant on an
hourly basis as needed.
4. The Facility reserves the right to provide concessions for all events held at the Facility or through a
contracted concessionaire. The Facility reserves the right to officially approve caterer and
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concessionaires to sell or give away food, beverages, periodicals, programs, and other merchandise;
to operate coat rooms; and to take photographs in conjunction with facility use.
5. Tenant shall obtain and maintain in full force insurance coverage during occupancy as specified in
the Facility Policies. A certificate of coverage shall be on file 30 days prior to the event. If Tenant
coverage is not available, the Facility can arrange coverage at prevailing rates upon request. The
certificate must include the following statement: The Union Colony Civic Center and the City of
Greeley, its officers, employees, and agents are named as Additional Insured. The insurance
coverage provided shall be primary and any other insurance coverage by the additional insure shall
be excess insurance. Waiver of Subrogation included under Workers'Compensation.
6. Completed forms for Technical Requirements and ticketing Requirements are due sixty days prior to
the event with all information required for the event. The Facility may not be able to meet event
needs if information is not supplied by at least 30 days prior. Late fees will be assessed for
information received less than 60 days prior to the event, unless the event is booked less than 60
days out. For events booked less than 60 days out, all information will be due immediately.
7. Payment of rental expenses will be due upon receiving the invoice. Any deposit is non-refundable.
If adequate ticket revenue is on deposit, all event costs will be paid for from this revenue. If
adequate ticket revenue is not on deposit, the balance due shall be paid no later than thirty days after
invoicing for all event expenses. All first-time Tenants are required to pay full rent two weeks
before the event. Full rental charges are due a minimum of two weeks prior to an event with no
ticket revenue.
8. Payment: The City of Greeley will generate a check to the Tenant for all ticket revenue less
expenses no later than four weeks following the final performance of the event. Payment form the
Tenant will be due upon receipt of the invoice.
9. In case the Facility or any part thereof is damaged, other than through the fault of the Tenant, to such
an extent that such damage will interfere substantially with the use of the facilities by the Tenant;or
should strike, public emergency, or other unforeseen occurrences beyond the control of the Facility
prevent use of said space, the Facility shall have the right to terminate this Rental Contract and shall
not be liable to the Tenant for any damages or costs incurred by the Tenant as a result of this
agreement. Tenant shall only be liable for charges due which relate to events or performances which
occurred prior to the time of such termination.
10. Full rental fees and any related costs or service charges incurred by the UCCC will be charged to the
tenant when the cancellations are less than sixty days from the date of performance.
11. Any Tenant using the Facility shall comply with all federal, state, and local laws and regulation.
This agreement is governed by the law of the State of Colorado.
12. The Facility Policies will be automatically considered part of this agreement and all parties must
comply. A copy is included with this agreement.
Union Colony Civic Center: Ten t•
„gatB : I In By:
David E.
Long, r
Date. I D C Iv Date: 12/17/2003
2
0.2cO3- 3c/I7
Welcome...
Thank you for your consideration of the Union Colony Civic Center's Monfort Concert Hall/Hensel Phelps Theatre,
a
The following pages are part of your contract when using any space. Please read through them to
familiarize yourself with the guidelines that pertain to your event. If there are additional questions, 1lE
please direct them to the Scheduling Office (970) 336-4079 UNION COLONY
or the UCCC Events Supervisor(970)350-9449.
CIVIC CENTER
• General Guidelines
1) Rental or Use Endorsement
2) Right to Refuse or Cancel
3) Denial of Use
4) Occupancy Interruption
5) Federal, State Laws, City Ordinances
Theatre Environment
6) Use Definitions
7) Smoking
8) Camera Policy
9) Audio/Video Recording/Still Photography
Booking Guidelines
10) Rental Period
11) Staffing for Rent-Paid Events
12) Reservation Guarantee/Rental Deposit
13) Scheduling
14) Insurance
15) Dark Day Fees
16) Event Cancellation Policy
Tenant Responsibilities
17) Accounts Receivable/Payable
18) Theatre Behavior
19) Facility Modification
20) Media Materials and Coverage
21) Copyrights/Music Licenses
22) Fire Code
23) Solicitation
24) Damages
25) Clean up/Clearing/Damage Deposit
26) Delivery and Storage
27) Event Programs
28) Event Promotion
Union Colony Civic Center Services
29) Facility Services 701 TENTH AVENUE
30) Ticketing of Events cRFFLEY,Co 80631
31) On-line Ticket Sales 970/130-9asa
32) Visa/MasterCard/Discover uccc MANAGER
33) Ticket Office Mailing Labels 970/350-946o
34) Technical Regulations RENTAL OFFICE
35) Required Employee Breaks 970/350-9449
36) Refreshments TECHNICAL OFFICE
37) Concessions/Merchandise/Catering 970/sso-9aso
38) Lost and Found Effective 9/1/2002 TICKET OFFICE
970/356-5000
www.0 cslars.cram
Union Colony Civic Center
Theatre Use Policies
GENERAL GUIDELINES
1) Rental or Use Endorsement
The rental and use of the facility shall not constitute an endorsement by the Union Colony Civic
Center(hereafter indicated as the UCCC) or the City of Greeley of any organization or group, nor
of any particular issue or perspective related to programs presented in the facility.
2) Right to Refuse or Cancel
UCCC Management reserves the right to refuse or cancel any and all permits for use when it is
deemed such action is necessary for the best interests of the UCCC and the City of Greeley. Such
action will immediately occur as a result of misuse or abuse of the facilities.
3) Denial of Use
The use of facilities will be denied for reasons including, but not limited to:
a) Advocating the overthrow of the government of the United States or the State of
Colorado by violence.
b) Prior misuse or abuse of facilities or nonpayment of assessed fees.
4) Occupancy Interruption
Should the premises or facilities be destroyed or damaged, other than through the fault of the
Tenant, to such an extent that such damage will interfere substantially with the use of the facilities
by Tenant; or should a strike, public emergency or other unforeseen occurrence beyond the control
of the City prevent Tenant from using said facilities, then the City shall have the right to terminate
this Agreement and the City shall not be liable to Tenant for any damages or costs incurred by
Tenant as a result of this Agreement or the termination thereof. In the event of such termination of
the Agreement, Tenant shall only be liable to the City for charges due which relate to events or
performances which occurred prior to the time of such termination.
5) Federal, State Laws, City Ordinances
Any group or organization using the UCCC shall comply with all federal, state, and local laws and
regulations.
THEATRE ENVIRONMENT
6) Use Definitions
Performance An event, unless herein otherwise defined, scheduled for an audience. A rehearsal
with the presence of more than twelve persons, not including performers or production personnel
for the event, will be considered a performance and the appropriate rental rate applied. Lobby use
during rehearsals could constitute a performance and the appropriate rate applied.
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Use Definitions, Continued
Technical/Rehearsal Any stage uses, such as set-up or pre-hang activities, scheduled in
conjunction with a performance, is defined as technical use. Rehearsals are limited to use of the
backstage area. Tenants shall contain their personnel to backstage areas as contracted.
Performers may occupy the forward section of the seating area provided that no smoking or
refreshments are permitted. The tenant is responsible for adequate supervisory personnel when the
seating area is used.
Series Several performances sold as a package and predominantly held at the UCCC.
Recital A recital is defined as a free, general admission music presentation of predominantly solo
works or by a soloist with an accompanist, wherein no performer's fee is involved. Sound
reinforcement could result in technical charges.
Festival Tenants may book theatre space for three consecutive days focusing on meeting,
educational instruction and/or rehearsal use and could include a performance(s).
7) Smoking
Greeley Municipal Code prohibits smoking anywhere inside the UCCC. Tenant must obtain
approval from the Technical Services Coordinator if smoking is a part of a performance or
rehearsal.
8) Camera Policy
Cameras (including video cameras) are not permitted in either hall during performances unless an
exception is specified on the Reservation Form. Tripods are not allowed in the theatre. Media
access and placement requires UCCC staff approval.
9) Audio/Video Recording/ Still Photography
When recording, filming, or photographing for resale a fee per performance/rehearsal will be
charged to the tenant or can be paid by the firm, individual, or recording engineer(see rate sheet).
Arrangements should be included in the Reservation Form.
BOOKING GUIDELINES
10) Rental Period
UCCC building hours are from 8 a.m. to midnight without incurring hourly overtime charges. Use
of either theatre beyond building hours will incur building overtime charges. Hensel Phelps
Theatre may be contracted for 5-hour, 8-hour and 16-hour rental periods.
To maximize operating efficiency, specific-use time periods shall be determined when making a
reservation. The UCCC reserves the right to lease building space for other viable uses where
possible. Subleasing by the Tenant is prohibited.
Building Overtime applies when the facility is scheduled or used by or for Tenant before 8am
and/or after midnight. The appropriate hourly rate will be charged for any portion of an hour used.
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11) Staffing for Rent-Paid Events
The performance rental for both Hensel Phelps Theatre and Monfort Concert Hall will include a
House Manager, Stage Manager and one Ticket Office staff member. A Stage Manager is
included for each rehearsal in either hall. Additional staff requirements will be billed to the Tenant
on an hourly basis as needed.
For the safety and security of everyone in the facility, Back Stage Security staff will be
scheduled. Tenant is required to provide a complete list of all performers and/or personnel to be
allowed access to back stage areas.
12) Reservation Guarantee/Rental Deposit
Tenants may initiate the scheduling process by submitting a deposit and completed Reservation
Form from which the Rental Contract is created. The Rental Deposit is non-refundable.
Deposits for non-profit tenants will be required for Monfort Concert Hall and for Hensel Phelps
Theatre(see rate sheet). Full rental charges are due a minimum of two weeks prior to the
performance for events with no ticket revenue or if the Tenant is a first time renter. The series
deposit will be credited as revenue toward the last event. If a series event is canceled, a new
deposit is required for any remaining dates. The deposit or base rent for a commercial rental in
Monfort Concert Hall is available by contacting the Scheduling Office.
13) Scheduling
The annual advance scheduling process is open to organizations requesting series, festivals,
extended runs and single event presenters. Facility Contracts will be issued in that order. Any
Confirmation not returned by the prescribed date will result in release of the space to other tenants.
All requests are tentative until the scheduling process is finished, a completed Reservation Form
and deposit are received and the Facility Contract signed and returned.
In November tenants will be notified that requests for space can be made for the following
performance season. These requests are due by December 31st and will be accepted on a
first-come, first-served basis. Duplicate date requests will be resolved by Tenant consultation with
the UCCC Events Supervisor and the UCCC Manager.
Series dates in Monfort Concert Hall and theatre requests for Hensel Phelps Theatre will be
resolved on or about February 15th. All other advance requests will be settled on or about March
15th. Completed Reservation Forms and rental deposits are due as specified. Facility Contracts
will be issued based on this information and signed Facility Contracts must be returned as specified,
or dates will be released.
The calendar will then open on May 1st for all other requests on a first-come-first-served basis.
Facility Permits will be issued when a date is confirmed with the tenant and a completed
Reservation Form and deposit is received.
Duplicate Requests: If a second party requests the same date and the deposit is unpaid, the first
party will be asked to make a deposit. If the first party chooses not to make a deposit, the date
will be released to the second party upon payment of the deposit.
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Scheduling, Continued
Lobby Scheduling: Lobby and lounge requests will be accepted for the September-August time
period beginning May 1st. These dates will be confirmed after series, runs and single performances
have been confirmed.
14) Insurance
Community Tenants Tenant shall obtain and maintain in full force and effect during the Tenant's
use and occupation of the facilities, at Tenant's sole expense, sufficient general or public liability
insurance. The insurance-policy shall contain not less than the following policy limits: bodily injury
or property damage, $1,000,000 per occurrence; $2,000,000 general aggregate.
The Union Colony Civic Center and the City of Greeley, its officers, employees, and agents, shall
be named as additional insured upon said policy.
Insurance policies shall provide that coverage and will not be canceled prior to this Agreement
between the City and the Tenant, or until and unless the City shall have received a thirty (30) day
written notice of such prospective cancellation.
If the tenant wishes to serve alcoholic beverages at an event, the tenant could contract this service
with a licensed caterer who has the appropriate liquor liability policy to provide the alcoholic
beverages and serve them. The tenant's contracted caterer must provide the UCCC Scheduling
Office with a certificate of liquor liability insurance naming the city of Greeley as additional insured.
Without a caterer or liquor liability insurance; the tenant must purchase the TULIP policy and the
liquor liability rider (charged per day of service)to serve alcoholic beverages provided by the
tenant. The TULIP policy and liquor liability rider may not be purchased separately.
Proof of Insurance The Tenant shall furnish the City, thirty (30) days prior to Tenant's
occupancy of the facility, a copy of said policy of insurance, showing sufficient insurance to be in
full force and effect during the term of this Agreement. Should Tenant not provide proof of
insurance thirty days prior to Tenant's anticipated occupancy of the facility, the City shall arrange
and provide for such insurance coverage. Premiums for City arranged coverage will be in addition
to all other sums contemplated by this Agreement. The tenant shall pay the required additional
amounts to the City of Greeley, not less than ten (10) days prior to Tenant's occupancy of the
facility. Failure to provide insurance or pay additional costs within the time stated shall
immediately terminate this Agreement.
Hold Harniless/Duty to Indemnify and Defend Tenant hereby agrees to hold harmless, indemnify
and defend the City of Greeley, its officers, agents and employees, against any and all claims,
demands, causes of actions, costs or liabilities of every nature and kind, either in law or in equity,
proximately caused by the negligent or intentional acts of the Tenant, Tenant's personnel, officers,
agents, employees and guests, excluding general public patrons.
Each certificate supplied by the Tenant must have the following statement included in the
Special Items Section: The Union Colony Civic Center and the City of Greeley, its officers,
employees and agents are named as Additional Insured. The insurance coverage provided shall be
primary and the other insurance coverage by the additional insured shall be excess insurance.
Waiver of Subrogation included under Worker's Compensation.
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15) Dark Day Fees
All Tenant groups have the option of holding the hall(s) dark by choosing between:
1) clearing the stage apron to the proscenium of all components of a set up to release the
hall(s)for rental to others on a dark day between performances or,
2) pay a fee equal to the current rehearsal fee per day when there is a request by another
Tenant to rent the hall(s).
16) Event Cancellation Policy
• When a performance is cancelled, Tenant representatives and UCCC staff will meet immediately to
clarify details and develop the specific cancellation message. The Director of Cultural Affairs will
inform the City Manager. It is the tenant's responsibility to notify all media sources. Each UCCC
supervisor will notify their respective employees regarding schedule changes. The Tenant is
responsible for having a representative at the theatre ticket office for each cancelled performance to
answer patron questions.
Full rental fees and any related costs or service charges incurred by the UCCC will be charged to
the tenant when the cancellation is less than sixty days from the performance. The tenant has the
option of handling their own refunds or contracting the UCCC Ticket Office to handle the refund
process.
The Ticket Office needs one full business day's notice in order to prepare for issuing refunds to
patrons at the original time of performance. If adequate funds are on deposit to cover refunds, the
Ticket Office will open one hour prior to the original curtain time to process refunds and give
information. It is not possible for the Ticket Office to handle refunds with less than one full
business day's notice. See the Theatre Rental Rate Sheet for possible services charges if the
performance(s) date changes.
TENANT RESPONSIBILITIES
17) Accounts Receivable-Payable
The City of Greeley will generate a check to the Tenant for all revenue less expenses no later than
four(4)weeks following the final performance of an event. For a free performance, an invoice for
any unpaid rent and expenses will be mailed no later than four (4)weeks following the performance
and is due upon receipt.
18) Theatre Behavior
The UCCC staff shall have the right to remove from any part of the facility, any person who is
causing a disturbance, damaging property or engaging in any conduct which is deemed to be
threatening, dangerous or otherwise objectionable.
19) Facility Modification
Tenant may not undertake any plumbing, electrical, mechanical, painting, carpentry work or moving
of art work or plants of any kind in the facility without prior written authorization of the UCCC
Manager. When such work is authorized, Tenant will be responsible for all costs and fees incurred,
and will also be responsible for returning the premises to original condition unless otherwise agreed
upon.
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20) Media Materials and Coverage
The UCCC Scheduling Office and Ticket Office requires a copy of all press releases, publicity and
advertising materials a minimum of one week before printing the material for the media or
publication. Please verify factual information concerning use of the UCCC.
Tenant must notify UCCC staff when media coverage is expected at performances.
The UCCC staff reserves the right to authorize final placement of all media devices required for
such coverage. Under no circumstances may placement of media devices inhibit production of an
event, obstruct audience viewing, impair traffic flow as it relates to the health and safety of
participants or spectators or violate applicable laws, ordinances and regulations.
The facility shall be referred to as"Union Colony Civic Center,"the larger hall as"Monfort Concert
Hall" and the smaller hall as"Hensel Phelps Theatre." All advertising should indicate the UCCC
address as: 701 10th Avenue and Ticket Office phones as: 356-5000 or 1-800-315-ARTS (2787).
Use of the UCCC logo is not permitted without written approval from the UCCC Manager.
21) Copyrights/Music Licenses
The Tenants are responsible for paying any and all royalties, licenses and copyright fees due as a
result of a Tenant's rental of the hall(s), and shall hold harmless, indemnify and defend the City of
Greeley and its staff from any claims made against the Union Colony Civic Center as a result of the
Tenant's failure to pay such amounts or as a result of any alleged copyright infringement. Tenant is
hereby notified that the UCCC will inform ASCAPBMI of any and all royalty eligible events at the
UCCC. The UCCC will not be responsible for any license fees billed to the UCCC as a result of the
Tenant's event.
22) Fire Code
Tenants must adhere to all City of Greeley Fire and Building Codes including, but not limited to,
occupancy limits, aisle dimensions and safety measures prescribed by the Fire Inspector and
Building Inspector. Tenants are responsible for arranging for a Special Use Permit with the
Technical Services Coordinator if an open flame, candles, pyro or weapons of any kind (including
starter pistols) are used during the event.
23) Solicitation
Fund solicitation may be conducted only in connection with a sponsored event. Solicitation of other
types (i.e., petition signatures) and distribution of materials may occur only in designated lobby
areas. All solicitation processes must receive the prior approval of the UCCC Manager.
24) Damages
Tenant is deemed responsible for the actions and conduct of the Tenant, Tenant's personnel,
officers, agents, contracted service providers, and their employees and guests. The failure to
reimburse the Center for any damages payable to the City may result in denial of future use of the
Center. Any damages, beyond normal wear and tear, incurred during the rental period that require
labor and materials shall be repaired at the expense of the Tenant.
25) Clean up/Clearing/Damage Deposit
The UCCC will provide normal clean up services. If extraordinary clean up costs or damages are
incurred by the Center,these charges will be withheld from the event revenue or billed separately to
the Tenant. When this occurs, future use by the tenant for a lobby reception will require a deposit
(contact Scheduling Office for more information). This deposit is refundable if excessive cleaning is
not required.
All items brought into the facilities for an event must be removed by the tenant before the rental
period ends. All trash shall be placed in trash containers provided and the stage area and dressing
rooms left clear at the time of the Tenant's departure.
26) Delivery and Storage
All articles, exhibits, fixtures, materials or displays may be brought into or out of the facility only at
designated entrances and exits. All deliveries and load-outs must be coordinated with UCCC staff.
Deliveries not arranged with UCCC staff will be refused. All event participants shall enter and exit
through designated doors at designated times specified in the Reservation Form.
In receipt, handling, care or custody of property of any kind shipped or otherwise delivered to the
premises either prior to, during or subsequent to the use of the facilities by any Tenant,the City of
Greeley staff will exercise all due care to avoid damage to such property. Neither employees,
agents or officers of the City of Greeley shall be liable for any loss, damage or injury to such
property.
At no time may any portion of the sidewalks, entries, hallways, elevators or ways of access to public
utilities on the premises be obstructed from use.
All props, set pieces, exhibition contents and furnishings will be removed by Tenants immediately
following the conclusion of the event, unless prior arrangements have been made with the UCCC
staff subject to the facility schedule.
Anything left in the facility following the conclusion of the event may be removed or off-premises
storage arranged by the UCCC staff, at the sole expense of the Tenant. Tenant expressly releases
the City of Greeley from all claims for loss or damage of any kind or nature arising out of such
removal and storage.
27) Event Programs
All tenant programs must include UCCC program and staff information either as a program insert
or included in their program text. Copies of required information will be provided by the
Scheduling Office.
28) Event Promotion
Organization brochures and ticketing information can be distributed in the foyer display rack. Four
directories are designated for poster advertisements and show bills for up to thirty (30) days prior to
the specific event depending on time and space availability.
Priorities for distribution and posting materials in available space shall be (1) events at the UCCC
sponsored by the City of Greeley; (2) other events at the facility; (3) events sponsored by the City
of Greeley; (4) area activities open to the public and sponsored by non-profit organizations.
a
Event Promotion, Continued
Commercial advertising in the facility is permissible as part of promotional materials for sponsored
events. Tenants are responsible for obtaining prior approval of the Scheduling Office before such
advertising can be displayed. Brick surfaces are the only designated interior location.
Exterior event banners, supplied by the tenant,will be allowed for productions that occur in the
UCCC. Guidelines, cost information, and request forms are available in the Scheduling Office.
Approval by the Scheduling Office is necessary before the banner is made. The banner must
advertise the event name and is not intended for sponsors or causes.
UCCC SERVICES
29) Facility Services
Ticketing and Technical Services staff are available to service sales and production needs. Requests
are due sixty (60) days before the event so that appropriate staff can be scheduled to assist with the
production.
Tenant's failure to provide required information less than sixty(60) days prior to the event will
result in additional late fees charged to event costs. Late technical and/or ticket requests will be
honored as Facility resources are available.
30) Ticketing of Events
Ticketing for all events will be handled by the Union Colony Civic Center Ticket Office.
Ticketing may not be required for private meetings, events with a fixed number of attendees, or
certain free general admission events when attendance does not exceed hall ccupancy levels with
demonstrated history. Use of tickets may be waived at the discretion of the Ticket Services
Coordinator, not the Tenant.
All ticketing information must be given to the UCCC Ticket Office at least two months prior to the
event. After a show goes on sale(usually one month prior to the event), no changes in prices, dates,
event time(s) or house scales may occur. Any late changes may result in additional fees charged to
event expenses.
The Facility Use Fee (see rate sheet)will be collected from the ticket buyer on all tickets sold.
Events that are free or $1.00 admission or less shall be exempt from the fee. If a producer requests
complimentary tickets for any event with an admission charge over $1.00, a Facility Use Fee shall
be included for these comp tickets in the ticketing service fee charges at final settlement See
Ticketing Coordinator for other service fee charges.
Complimentary tickets are not to be sold. Tenant's failure to adhere to this policy will result in
denial of future use of UCCC facilities. Producers are not allowed to generate their own comps or
vouchers without approval of the UCCC Ticket Office, and such comps/vouchers will not be
honored if presented at the Ticket Office.
9
Ticketing of Events, Continued
The per ticket stock fee(see rate sheet) shall apply to all tickets and/or vouchers printed at the
UCCC (paid and comp), including tickets taken by producers for outside sales, whether such tickets
are sold by the producer or returned unsold to the UCCC.
31) On-line Ticket Sales
Tenant may request that Patrons be given the option to purchase tickets to UCCC events via the
Internet by logging on to the UCCC website at www.ucstars.com, or by going directly to
www.tickets.com. The event must take place in Monfort Concert Hall or Hensel Phelps Theatre
and must have reserved seating. Online sales begin on the same date and time as other purchase
methods. Contact the Ticket Services Coordinator for more information.
32) Visa/MasterCard/Discover Charges
All Tenants of the UCCC will be assessed a fee (see rate sheet)for tickets purchased on
Visa/MasterCard/Discover. The fee will appear on the final billing as an expense item for ticketing
services.
33) Ticket Office Mailing Labels
Any Tenant may request mailing labels for event promotion from the UCCC mailing list. They will
be printed by the UCCC Ticket Office at an additional cost.
34) Technical Regulations
Written approval from the Technical Services Coordinator is required to undertake plumbing,
electrical, mechanical, painting or carpenter work (including touch-up) on stage or in the work
areas. Nails, screws, lags and other attachment devices are not allowed to be affixed to the stage
floor. All elevated scenery (including platform facing) are to be flameproof in accordance with the
Uniform Fire Code and the Uniform Building Code. Inherently flame resistant paint is not, in and
of itself, acceptable as flame proofing. All scenery must meet the minimum requirements for Class
B Interior Finish as set forth in UBC Chapter 42, Table 42b. Written proof of paint testing is
required before scenery will be allowed into the Union Colony Civic Center. The testing may be by
New York, California or any other nationally recognized standards. All surfaces of the scenery
must be coated with an approved substance.
Sound levels in excess of 94 db for a two-hour period are not permitted. Sound levels in excess of
100 db peak are not permitted. Sound pressure levels are measured at the house mix position with
house equipment.
The use of fire, flash pots, pyrotechnics, atmospheric effects, fireworks or firearms require
Technical Services Coordinator approval and a Special Use Permit. Fireworks are defined as any
combustible or explosive composition or any substance, combination of substances or device
prepared for the purpose of producing a visual or audible effect by combustion, explosion,
deflagration or detonation. This shall include blank cartridges and starter pistols.
NOTE: The approval for this permit may not be available after hours or on weekends. Plan ahead.
to
35) Required Employee Breaks
Current labor laws define required breaks for UCCC employees. A schedule must be
developed with the Technical Services Coordinator to provide appropriate breaks for
employees. If additional technical help is required to meet the schedule,the Tenant may incur a
charge for an extra staff person for continuous use of the facility.
36) Refreshments
Arrangements for food and/or beverages should be noted on the Reservation Form. Food and/or
beverages are permitted in the lobbies, dressing rooms, reception areas, offices, lounges and art
gallery. Refreshments are not allowed in either theatre seating area. Food or beverages are
permitted on stage and in wing areas only when such service is part of an event, performance or
rehearsal.
All non-alcoholic beverages will be sold for events by the Union Colony Civic Center or by a UCCC
approved concessionaire.
Alcoholic beverages may be served or sold only in designated areas of the Union Colony Civic
Center. Tenant representatives are responsible for observing all city/state alcohol statutes. If
liquor is to be sold, an appropriate organization must secure a Special Events Permit through the
Liquor Licensing Authority. A copy of the license shall be furnished to the UCCC Scheduling
Office no later than ten (10) days before the event. The UCCC will collect a fee (see rate sheet) on
all liquor proceeds. City and State sales tax 6.2% must also be collected.
37) Concessions/Merchandise/Catering
The City of Greeley reserves the right to provide concessions for all events held at the Union
Colony Civic Center or through a contracted concessionaire. The City reserves the right to
officially approve caterers and concessionaires to sell or give away food, beverages, periodicals,
programs and other merchandise;to operate coat rooms; and to take photographs in connection
with the use of the facility.
Sale of merchandise or similar articles or services may be engaged in or undertaken by the Tenant
by prior arrangement with the Scheduling Office. The City of Greeley will assess a fee(see rate
sheet) of the adjusted gross sales after tax for all items sold. City and state sales tax (6.2%)must
also be collected.
38) Lost and Found
The UCCC staff shall have the sole right to collect and have the custody of articles left on or in the
facility by persons attending any event. The Tenant or any person in Tenant's employ shall not
collect or interfere with the collection or custody of such articles. Such articles will be disposed of
in accordance with the applicable City ordinances and procedures. The UCCC is not responsible
for lost or stolen articles.
11
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UNION COLONY
CIVIC CENTER
December 5, 2003
Steve Moreno
Weld County Clerk& Recorder
1402 N. 17th Ave
Greeley, CO 80631
Dear Steve,
Enclosed are two copies of the facility contract for the Election Judges Training at the Union
Colony Civic Center. Please return one copy to the UCCC Scheduling Office in the enclosed
envelope, keeping one copy for your files.
Please read all the attached information carefully, the policies are also part of your signed
contract. All Ticket and Technical information is due in the Scheduling Office no later than sixty
days prior to an event.
The Union Colony Civic Center staff is pleased that you have chosen our facility for your event
and are looking forward to working with you. If you have any questions or concerns, please
contact me at 970-350-9457.
Sincerely,
Jill Droegemuelle
Union Colony Civic Center
Scheduling Coordinator
701 TENTH AVENUE
GREELEU,CO 80631
970/350-9454
UCCC MANAGER
970/350-9460
RENTAL OFFICE
970/350-9449
TECHNICAL OFFICE
970/350-9480
TICKET OFFICE
970/356-5000
www.UEsI stars.(0111
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