All Stage Work
Clowes Memorial Hall is a union house. The stagehand agreement is with IATSE Local 30 of Indianapolis. A copy of this Agreement can be made available by the Executive Director of Clowes. There are five full-time union stage personnel employed by Clowes. In addition, Clowes has a Letter of Agreement with the wardrobe union, IATSE Local 893.

Chaperoning of Children
Events incorporating groups of children must have adult supervision, at least one (1) adult per fifteen (15) children, throughout all rehearsals and performance(s). Adults will need to be backstage and in any and all support areas. The Lessee must supply these adults.

Conduct and Performance
The Presenter (Lessee) or Artist conduct and performance shall not be such as to encourage the audience to leave their seats. Should the audience become disorderly and move out of their seats, the Presenter (Lessee) or Artist shall stop the performance and request the audience to return to their seats.

Company Switches
Company switches are located upstage right. Under no circumstances will anyone other than Clowes Hall personnel, designated by Clowes Hall electrician, attempt to connect or disconnect to/from these switches.

Control of Stage Equipment
Although Clowes Hall is a state-of-the-art facility and is extremely well equipped; there is a finite number of each resource. Resources are booked on a first-come, first-serve basis; therefore, advance planning is necessary by the Lessee. Clowes Hall will make every effort to have the equipment available and in good working order. However, if equipment is out of service for any reason, Clowes Hall will not be responsible for providing replacements. Any malfunction of equipment should be reported to the Clowes Stage Coordinator. It should also be noted that no stage rigging, stage lighting or any other stage equipment can be used or changed without the prior written approval of Clowes Stage Coordinator.

Defacement of Stage
No Lessee shall allow nails, tacks, stage screws, or similar material to be driven or placed in any parts of the premises without the written approval of the Clowes Stage Coordinator. Repair of all damage is the responsibility of the Lessee.

Dressing Rooms
Clowes Hall reserves the right to assign dressing rooms.

Dressing Room Supplies
Clowes Hall will provide restroom paper goods in all dressing rooms. Lessee is responsible for providing additional supplies as those required for application and removal of make-up.

Egress From Stage Areas
Egress on the stage areas of Clowes Hall must be maintained at all times.

Entrance (cast and crew)
All artists, musicians and technical personnel must enter Clowes via the two primary backstage entrances:
&Mac183; The ramp located on the east side of Clowes off the parking lot
&Mac183; The entrance off the loading dock located at the NE corner of the building

The west entrance will be available by scheduling in advance with the Stage Coordinator.

Fire Curtain
Fire curtain must be able to fall unimpeded at all times.

Firearms and Special Effects
All incendiaries, explosives, lasers, strobes, smoke effects involving fluids and gasses must meet applicable NFPA fire safety codes as well as written approval from the Indianapolis Fire Marshal. All use of firearms and special effects must conform to Butler University
Weapons Policy.

Fireproofing
All scenic and costume materials brought in by Lessee must be flameproof and/or conform to NFPA codes. A certificate of proof that all elements are flame proof must be presented to the Clowes Stage Coordinator at time of load-in. If certification is not met, Clowes has the right in its sole and absolute discretion to make any and all corrections at Lessee's expense and/or not permitting the use of scenic elements and decorations.

Green Room
Green Room is a common area for all cast and crew. If Lessee requires privacy, the appropriate area is within the dressing room(s) assigned.

House Equipment
Clowes Hall furniture may be used for lectures at the discretion of the Executive Director, but not as props for performances.

Lighting Inventory
The lighting inventory will be used as is. No re-lamping will be done unless necessary to replace an expired lamp and no conversions will be made.

Loading Dock
Lessees are encouraged to use the loading dock on the east side of Clowes Hall to unload their equipment. Immediately after unloading, vehicles must be removed. University personnel need access at all times. Trucks, buses and automobiles must turn off their engines while in the loading dock area. Arrangements must be made for truck and other vehicle parking with the Stage Coordinator.

Loaders
Local conditions designate that loaders will be called for anything used onstage that is brought in a truck. The term “loaders” refers to work done in the truck only. Any moving of gear at the dock requires stagehands in that “loaders” are not “pushers.”

Meal Break – Non-Work Time
All meal breaks are considered dark time on stage. During this time no work including rehearsals can take place until the crew returns. Failure to follow this policy can result in additional labor cost usually at a higher rate.

Meal Penalty
No more than five (5) continuous hours may be worked without providing the working stage crew with a meal break. This can be for either one (1) hour during which the crew may leave the work area/building or a thirty (30) minute break during which a meal is provided on site at the expense of the Lessee. During the shorter break, the stage crew remains on payroll. The half hour does not begin until the food has arrived and is ready to be served. Failure to observe this policy will result in significant increase in labor cost.

Opening of House
The House opens thirty (30) minutes prior to performance for reserved seating events and sixty (60) minutes prior to general admission lectures. All pre-sets, sound and light checks must be completed by that time.

Orchestra Shell
A full orchestra shell is available. There is no rental charge for use. There will be a labor charge for set-up and take-down of the shell.

Orchestra Pit
The orchestra pit is a hydraulic lift. For this reason, no dancing is allowed on the pit and seating on the pit is only allowed for lectures and K-12 education programs. Pit use is determined for all events at issuing of Lease Agreement by Clowes Hall. If pit seats are to be sold this decision must be made at time of ticket set-up. At all music and dance events the pit must be in one of three locations: a) pit level; b) monitor level; or c) stage level. Adding the selling of pit seats after an event is on sale will not be allowed.

Parking for Production Personnel
The Clowes lot is reserved as a visitor lot Mon-Fri 8am-3pm. It is therefore required that all stage personnel working an "in" or "out" during this time receive a parking pass from the Clowes Stage Coordinator. Clowes Memorial Hall or Butler University will not be responsible for vehicles ticketed and/or towed without the parking pass.

During performances, all stage personnel (including actors, musicians and technical crew) and front of house staff cannot park in the Clowes lot so that it is available for patrons. Suggested parking includes Lake Road, Hinkle and Irwin parking lots.

No technical trucks and crew buses can remain parked in the Clowes lot after unloading. All production vehicles must be parked behind Clowes within the gate.

Pianos
Clowes is equipped with a 7’ Steinway Grand Piano, a 9’ Steinway Concert Grand, and a 48” Yamaha Upright Piano. The use of the 9’ Steinway Concert Grand by the Presenter (Lessee) is at the sole discretion of Clowes. The pianos at Butler University will only be tuned to A440. The cost of tuning will be at Lessee’s expense. Should the Lessee request arrangements for any other piano, it is the responsibility of the Lessee to supply the desired piano with no charge assessed to Clowes.

Production Questionnaire and Production Meeting
For all non-Clowes sponsored events, a production questionnaire will be sent with the Letter of Agreement. The questionnaire must be returned eight (8) weeks prior to the first day of load-in. The questions answered will determine the labor and equipment estimates provided for in the Lease Agreement therefore accurate detail is required on the part of the Lessee. Depending upon the complexity of the show presented, Lessee will also be required to submit a light plot, sound plot, and a ground plan with use of scenery, fly system and soft goods no later than six (6) weeks prior to load-in. If the performing artist has a rider; this too must be submitted 6 weeks in advance.

At the discretion of the Clowes Stage Coordinator, a production meeting may be called. This meeting will take place no later than four (4) weeks prior to load-in. As part of the rental fee, three (3) hours are included for production meeting(s). Any additional time will incur a cost. More meetings may need to be scheduled if the event is complex or technical information is incomplete. The need for additional meetings is determined by the Clowes Stage Coordinator.

At production meeting(s), the Lessee will be asked questions regarding times, equipment, staging, etc. that were not included in the production questionnaire. It is imperative that one voice representing the event answer these questions. This one voice must be empowered to answer all technical questions, determine schedules, and incur expenses regarding technical equipment and personnel. Final decisions are made at this meeting. Any changes afterward are difficult to accommodate or may incur additional costs. It may not be possible to reschedule these resources if meetings are delayed or if changes are made afterward.

When the event is represented by committee, the committee members need to discuss their needs prior to the production meeting, designate their spokesperson and delegate decision-making authority. One person/one voice representing the event is needed to coordinate with the Clowes Production Staff. If options need to be discussed before making final decisions, a planning meeting can be set up through the Clowes Stage Coordinator to discuss these options. This will give the Lessee an opportunity to explore various staging, sound, lighting, rigging, etc. possibilities before the production meeting. A clear and firm understanding of needs must be expressed in the production meeting. This is the time to fine-tune options explored beforehand and to finalize those options.

Immediately following the production meeting, crew and equipment are booked for the event. Clowes stagehands generally are advised of their schedule two (2) to four (4) weeks before an event. This is necessary because of the nature of the stagehand pool, and the volume of work Clowes Hall is required to accommodate. In order to ensure that the proper crew is assigned to a given event, the Stage Coordinator assigns crews for shows well in advance. Again, if the Lessee is not prepared to give details in the production meeting, or changes are made after the meeting, the best production may not be possible for the event and/or the Lessee may incur additional costs.

Recording and Video Services
Clowes Production Staff will facilitate any recording requested by the Lessee. Clowes does not guarantee the control of the theater that would be inherent in a studio.

Reduction of Stage Crew
Local conditions do not allow for the changing of work personnel except for specific reasons such as splitting crew for meal breaks. Even under these conditions, work must be covered by a department designee.

When work is concluded by all departments, normally following completion of conventional light focus, the “in” crew can be reduced to the “show” crew.

Riggers
Motorized equipment used for overhead installation including presentation/production storage will be handled by riggers as defined in Local 30 Agreement. The riggers payroll and working conditions are different from stagehands and loaders. Riggers are considered an inclusive department and do no other work.

Scenery Removal
All scenery, props, costumes, equipment, etc. belonging to the Lessee must be removed by the Lessee immediately following the final performance. All items not removed from spaces will be assumed trash and disposed of accordingly unless arrangements are made in advance with the Stage Coordinator.

Security of Valuables
No lockbox is provided. It is suggested that anything valuable not be brought into the backstage area.

Sound
Event shall not exceed maximum sound decibel levels as established by Butler University. (The average sound pressure level shall be 105db with peaks no greater than 110 db, C weighted at front of house mix position.) In all cases, the Clowes sound technician will determine appropriate sound levels. Clowes audio staff, to oblige University’s hearing safety policy, will periodically check the levels.

Sound Equipment
Clowes is equipped with a complete theatre sound system. If sound equipment is carried by the performing company or Presenter, the Clowes sound technician, after consultation with the representatives of the Presenter or company, may permit use of the company’s equipment in conjunction with Clowes system. In cases where a sound system is used other than that of Clowes, the mixing console will be placed at house right rear on the main floor.

Staffing
All Lessee's production needs are coordinated through the Clowes Stage Coordinator. The production staff reserves the right to determine minimum crew requirements needed for safe operation of the facility subject to review by Clowes management. Lessee will receive in advance the estimated hourly cost of required personnel.

Technical Coordination
Clowes Hall requires that the Stage Coordinator be present during your event and its rehearsals. Cost for event technical supervision will be included in the Lessee's cost estimate provided by Clowes Hall. The Stage Coordinator will act as Clowes' representative regarding implementation and enforcement of the Technical Services and Regulations.

Technical Information Deadline
The following documents are due the Executive Director no later than six (6) weeks prior to event: list of cast members and technicians; production schedule including all rehearsal schedules and running times; copies of set and lighting designs; list of any special requirements.

Technical Work
Construction on stage (except for the installation or disassembly of stage scenery) is prohibited. No scene painting is allowed on stage except for touch up work with drop cloth in place.