Bedford High School Auditorium Policies
Mark Smith - Auditorium Manager
734-850-6131 (office)
734-850-6199 (fax)
419-304-8119 (cell)
smithma@bedford.k12.mi.us
www.lmwebworks.com/BHStheatrearts

SECTION IV: USE OF BEDFORD HIGH SCHOOL AUDITORIUM/ BAND
ROOM/CHOIR ROOM/LITTLE THEATRE

In accordance with Board of Education Policy, the following regulations and application procedures for use of the Bedford High School Auditorium, Band Room, Choir Room, and Little Theatre shall apply:

(Please also refer to the General Rules and Regulations)

A. Category of Usage

The Auditorium, Band Room, Choir Room, and Little Theatre will be made
available for musical, theatre, social, and community events subject to the
regulations listed below.

County and state music and theatre events may also be conducted within the
Auditorium, Band Room, Choir Room, and Little Theatre when Bedford Public
Schools is affiliated with the event.

B. Priority and Eligibility

1. School activities/events shall have first priority in scheduling when the
school activities/events are permitted for the upcoming year prior to May 15 of
the current year. The only exceptions to this priority must have the express
written approval of the Director of Community Education.

2. School related organizations shall be given priority over non-school
related organizations.

3. The auditorium may not be used by outside groups during the time school is
in session, unless special permission is given in advance by the Director of Community Education.. The auditorium may be used by school groups during the day. Please check with the Auditorium Manager for availability during school hours.

4. The Director of Community Education may deny usage to any group whose
requested activity would violate State or Federal laws or would be inconsistent with any policies, rules and/or regulations of Bedford Public Schools.

C. Regulations

1. Any organization or group who has been granted use of facilities
shall accept full responsibility for care of such property and the conduct of
those in attendance. Costs incurred from property damage, theft, or loss of
supplies and equipment arising from occupancy of the school facilities will be charged against the permit holder. Failure to adhere to this regulation can result in the loss of use of the facility.

2. If school district personnel are required to be on duty outside of their normal
work schedule when the facility is in use, the charges for such work time will
include, in addition to the actual time of the event, the time to open, clean up,
and close the facility. Determination of the use of school personnel shall be
made by the Director of Community Education, the Auditorium Manager, the
Director of Buildings and Grounds, or as applicable under any collective
bargaining agreement between the Bedford Board of Education and any of its employee bargaining units.

3. Gambling, intoxicating beverages and illegal and/or controlled substances
shall not be permitted on the premises. Failure of the permitting group/
organization to comply with this regulation can result in the loss of use of the facility.

4. Smoking and tobacco products are prohibited in all school buildings and on
all school property.

5. It is understood that the use of the High School Auditorium, Band Room,
Choir Room, and Little Theatre will often involve Sunday use due to the
requirements for rehearsal and performance of events.

6. Activities must be confined to those parts of the facilities and to such
equipment as specified on the permit and/or the Auditorium Stage Needs
Request Form.

7. The Choir Room Office and the Band Room Office are off limits and will not be opened or available for use.

8. No food or beverages, other than bottled water, are allowed in the Auditorium during a rehearsal or production. No food or beverages, other than water (in squirt bottles, or water bottles) allowed on stage.

9. Arrangements for use or equipment used in connection with the auditorium, stage
productions, musical productions, concerts, dance recitals, or other performances must be made in advance with the Auditorium Manager.

10. If lights, sound, or LCD projectors are required, the Lights, Sound Request Form must be filled out and returned to the Auditorium Manager prior to
the event. There is a light and sound usage fee per event/rehearsal, and a
technician is required. An extra equipment usage fee may apply for multiple
day events.

11. Storage space is limited. Access to storage space will be temporary and must
be assigned and approved by the Auditorium Manager.

12. The Costume/Prop Room and the Tool/Paint Room are not to be used by any outside organizations without permission from the Auditorium Manager. Tools and paint may not be used. Props and costumes may be used with
permission from the Auditorium Manager. Rental/usage fees may apply
and costumes must be returned dry cleaned.

13. The Box Office is located at the rear of the auditorium. Any group may use this area to sell tickets, etc.

14. The Light Booth and Sound Booth are off limits to all except authorized
personnel approved by the Auditorium Manager. Only trained Bedford
High School students/faculty/staff will operate and focus lights. A light technician is required when lighting changes are necessary. A sound
technician is required when sound (mics, CD, etc.,) is required.

15. Wireless Mics and Backstage Headsets are available for rent upon request.
All mic packs and mic cords will be inspected prior to the 1st use. Batteries
for the wireless mics are the responsibility of the organization using the mics.

16. LCD Projectors (ceiling projectors) may be used for dramatic productions,
speakers, in-service events, movies, and concerts. DVD and computer hook
ups for PowerPoint are available. Set up and connections need to be done by
the Auditorium Manager. Operation of computer will be the responsibility of
the group/activity.

17. A separate Front Screen Projector will be needed if the large front screen is to
be used. This projector and its set-up must be requested through Bedford
High School Technology Services.

18. Only wood that is being used at the time of production and wood that can be reused may be stored in the large wood storage area. All nails or wood
screws must be removed before storage and wood should be placed neatly
and safely in the appropriate location on the woodpile. All scrap wood must
be discarded in the garbage bins on the west side of the high school building.
Large 4 X 8/s should be bungee corded to the wall. All wood pieces may be
used upon request. The group/organization using the auditorium is
responsible for cleaning up debris on a daily basis. If this is not done, the
Auditorium Manager will make arrangement to have it taken care of at the
permit holders expense.

19. All woodcutting must be done outside, or in the hallway adjacent to the auditorium.
.
20. Scaffolding, ladders, podium, tables, chairs, and piano are available for use by
any group. Rental and tuning fees may apply. All pianos will be tuned by
the approved Bedford Public Schools piano tuner. Contact the Auditorium
Manager to arrange use.

21. Five working days notice is required to cancel a permit. Non-use
or failure to secure cancellation does not excuse payment of costs that may be
incurred in preparation of the facility for use.

D. Application Procedures

1. Groups or Organizations desiring to use the Bedford High School Auditorium,
the Band Room, the Choir Room, or the Little Theatre shall file an application
with the Community Education Department at least 10 days prior to the date
requested. The Community Education Department will coordinate with the
Auditorium Manager for review of the application as to availability of the
facility and eligibility of the proposed activity.

2. If approved, the permit holder who filed the application will be notified by
the Community Education office and be required to sign the contract prior
to the use of the facility. In addition, proof of liability insurance (and workers
compensation when applicable), in an amount deemed as appropriate by the
District, and in a format acceptable to the District, may be required.

3. A deposit may be required and must be paid at the time of contract signing.
Fees are assessed per event and must be paid no later than one week after
the event. Fees will be assessed according to the auditorium and equipment
use costs. Please refer to fee schedule.