Scheduling Events

at the Benedicta Arts Center and the Stephen B. Humphrey Theater

Facilities

The Fine Arts Programming Staff schedules and manages all events in the Benedicta Arts Center Auditorium and the Stephen B. Humphrey Theater. The theater department produces its performances in the Forum, but management of the facility is shared between the two departments. FAP also schedules spaces in the Benedicta Arts Center after the academic class schedule is established.

Benedicta Arts Center

• Auditorium
• Forum
• Studio Theater
• Recital Hall
• Gallery
• Gallery Lounge
• Forum and Auditorium Lobbies
• Dressing Rooms
• C100 (fine arts studio)
• Classroom
• (studios, offices, laboratories are not scheduled through FAP)

Stephen B. Humphrey

• Theater
• Lobby
• Dressing Rooms
• (other building spaces are scheduled through the Music Department)

Categories of Users

1. Outside Users
   1. Renters who contact FAP directly
      1. Touring Productions – primarily for profit
      2. Arts Organizations – not for profit
      3. Schools  
   2. Outside Groups through Special Events/Conferences
      1. Revenue Driven
      2. Mission Driven
   3. Professional Organizations with Institutional Affiliations
      1. Revenue Driven
      2. Mission Driven
2. Internal Users
   1. Fine Arts Programming Events
   2. Fine Arts Departmental Events
   3. Student Recitals
   4. Departmentally Sponsored
      1. Academic Departments
      2. Corporate
      3. Monastic
   5. Student Sponsored
      1. Organizations with a production budget assessed from student funds
      2. Organizations with no production budget
3. Organizations producing benefit performances for charitable purposes
   1. Internal organizations
   2. External organizations

Scheduling Guidelines

The following guidelines will be consulted when scheduling the facilities, although strict adherence is not always possible, the overriding priorities will be:

I. Fine Arts Academic Events with long term runs and rehearsal periods

II. General events tied to the academic year – commencement, orientation, convocation, etc.

III. The Minnesota Orchestra Concert season (always set a year in advance)

IV. Fine Arts Programming Series events (usually dates are confirmed by April 1)

V. Outside users who regularly present in our venues and need to plan their series in advance

VI. FAP departmental events – concerts, recitals, studio theater, etc.

VII.  General campus events – speakers series, student-sponsored events,

FAP Staff Considerations

Appropriate Events

The FAP staff will review all requests to discern if they meet the FAP mission statement, production abilities and to determine the whether an FAP venue is the best place for the requested event. Staffing issues will also be reviewed.

Staffing Issues

The FAP will determine the staffing required for each event. All staff is trained by, scheduled by and under the supervision of FAP professional staff. The staff will consider their entire calendar obligations when deciding if it is able to present an event at a given time.

Information

The FAP staff must have access to all contract riders and technical information in hand in order to determine its ability to provide the requested services.

Facilities Charges

There will be an automatic $150 base charge for using the Fine Arts Facilities.  Additional charges may apply, contact FAP for specific details.   By choosing the produce in the FAP venue, the user assumes a financial obligation to reimburse the institution and the department for expenses associated with maintaining and running the events.

Ticketing

Only tickets generated through the FAP Box Office computer system will be sold by the FAP. All sellers using their own tickets will need to provide selling staff at the event one and half hours prior to curtain and remaining through the first intermission. If this is not provided and or if the House is oversold there will be a $100 fine for each offense.

User Obligations

The User is obligated to provide all pertinent information in a timely manner. A designated representative must be present and in the facility during the entire load in, set up, production and load out. Any hospitality requests by visiting artists are the responsibility of the user.

Scheduling Procedure

Initial Contact with FAP Scheduler

Dates will be offered which do not conflict with previously scheduled events on the CSB/SJU campuses. Often several dates can be tentatively reserved while contract negotiations are pursued. Any tentative, short-term or otherwise unconfirmed requests will be held for one week before any other pending facilities-usage inquiries are pursued or finalized.

Space and Technical Request Forms Submittal

The user will provide information to complete and Space Request Form and may be asked at this time to supply the technical riders and contract riders.

Request Reply

The Space Request will be reviewed by FAP staff to determine appropriateness, staffing ramifications and rental fee. If the request is approved, a Rental Agreement Form will be generated, based upon the specificities of the event and the staff’s requirements and restrictions.

Meeting

It may be necessary for new users to meet with FAP staff in the venue before producing the final Rental Agreement.

5/21/99 approved