POLICIES and PROCEDURES: Getting Started

Clowes Memorial Hall is a multi-purpose performing arts facility that serves as a cultural and educational resource for Butler University and the greater Indianapolis community. Clowes is also made available to other not-for-profit and for-profit organizations on an individual program rental basis for purposes that are compatible with or enhance the mission of Clowes, and the University.

All events are important to the staff of Clowes Memorial Hall because they are important to the people that produce them. Our responsibility is to provide you with the services you need to present your event to your patrons. Since we are usually not part of the creative team that produce the show or event, it is important that we be informed of all the needs of the show or event well before it comes to Clowes Hall. These needs include schedules and all resources: human and equipment. This allows us to prepare well in advance for the needs of all Lessees of the space. This document is an attempt to make the entire process, from scheduling to performance, as Lessee-friendly, and with as few surprises as possible.

Listed below are key personnel along with their areas of responsibility and contact information. They will be glad to help and answer any questions you may have. If you need immediate assistance, please contact the Information Desk at 317-940-9697 between the hours of 8:30am and 5pm Monday through Friday.

ADMINISTRATIVE
Executive Director - Elise J. Kushigian (317)940-9620 ekushigi@butler.edu
The initial Clowes representative for scheduling events. Upon receiving Letter of Agreement or written confirmation, the following areas and individuals will assist you in making your event successful.

Business Manager - Lisa Whitaker (317)940-9613 lwhitake@butler.edu
Responsible for all settlements and payments including securing the necessary required tax forms (W-9 or W8-BEN for foreign visitors).
Responsible for securing all contractually required deposits.

Administrative Assistant - Patti Williams (317)940-9987 pawillia@butler.edu
Responsible for making sure all (Lessee’s and catering company’s) liability insurance agreements are on file at Clowes no less than seven (7) business days prior to event.
Responsible for tracking the status of agreements between Lessee and Clowes.

FRONT OF HOUSE
Event Manager - Lee Davis (317)940-9611 ladavis@butler.edu
Responsible for scheduling of Event Staff, Volunteer Ushers, security and EMT.
Responsible for merchandise sales including set-up and collection of commission and Indiana state sales tax.
Liaison with Clowes’ food concessionaire, MBP Catering.

Operations Manager - Karen Steele (317)940-9603 klsteele@butler.edu
Responsible for facility maintenance.
Responsible for event set-ups.

Lead Custodian - Cindy Norrick (317)940-9617 cnorrick@butler.edu

TICKETS
Box Office Manager - Sheila Sharp (317)940-9852 sksharp@butler.edu
Clowes uses Ticketmaster to sell and distribute tickets to the public. Ticket pricing and scale must be confirmed in writing 10 days prior to event going on sale.
Tickets will go on sale or be distributed (for free events) six (6) weeks prior to the event date unless approved otherwise in writing by the Clowes Box Office Manager.

MARKETING & MEDIA RELATIONS
Community Relations Manager - James Cramer (317)940-6414 jcramer@butler.edu
Responsible for Butler’s All-Campus Emails submitted by Clowes.
Liaison to University and Community targeted groups.
Marketing representative to the Arts Council of Indianapolis and other municipal departments.

Interim Marketing Manager & Electronic Media Mgr. – Joshua Lingenfelter 317-940-6411 jlingenf@butler.edu
Reviews marketing plans for Clowes.
Reviews all advertising (print, radio and TV) for correct copy.
Liaison to Butler’s University Relations Office and Indianapolis media representatives.
Coordinates print buys for Lessee if desired.
Responsible for Clowes program books, including advertising space.
Responsible for Clowes website (www.ClowesHall.org) and eNews.
Responsible for distribution of the Clowes Facility Information page required in all program books. An electronic file can be found at www.ClowesHall.org/promotion.
Responsible for securing large print programs per ADA requirement. Clowes will make copies if a PDF file of the program is supplied. In either case, the program copy must be received by Clowes one business day prior to event.

STAGE PRODUCTION
Stage Coordinator – VACANT - Please refer all initial questions to Karen Steele (317)940-9603 klsteele@butler.edu
Responsible for advancing stage production needs.
Responsible for total stage production from the time of load-in through load-out.

Electrician – John Lucas 317-940-6423 jlucas@butler.edu
Responsible for determining lighting needs.

Electrician – Ernie Yezzi 317-940-9612 eyezzi@butler.edu
Responsible for determining sound needs.

Technician – Jeff Gooch 317-940-9298 jgooch@butler.edu
Responsible for determining video needs.
Technically responsible for distant learning services.

Technician – James Winegard 317-940-9622 jwinegar@butler.edu
Responsible for rigging needs.
Responsible for line sets and grid load.