The Following Information is to serve as a guide to renting the Cultural Arts Center of Frederick County.

Reservation Process for the Cultural Arts Center

Step 1 – Initial Contact
Contact the FAC by phone, email, or in person and complete an Initial Contact Form with a FAC representative. Once you have completed the Initial Contact Form, the FAC will send you a Rental Application. Please note: at this point there is not a “hold” on the space for your group.

Step 2 – Rental Application
Complete the Rental Application, specifying the exact dates, times, and areas your organization would like to rent, and return the Rental Application and proof of non profit status (if applicable) within fourteen days of receiving it. Please be as specific as possible when filling out the application. Submit one Rental Application for the entire length of your event and provide separate Rental Applications for separate events. When the FAC receives your completed Rental Application and proof of non profit status (if applicable), the requested dates will be “held” for a no longer than fourteen days.

Rental Application Facility FY09-10 (DOC)

Step 3 – Rental Agreement
Once your Rental Application has been approved, the FAC will send you a copy of the Rental Agreement, Rental Fee Statement/Invoice, and the Security Deposit Statement. The signed Rental Agreement, deposits, proof of insurance, and all additional necessary documentation is due back to the FAC within fourteen days. After fourteen days, your dates will no longer be “held”. By signing the Rental Agreement, your organization agrees to pay the total rental cost and cleaning/security deposit, as well as abide by any and all rules and conditions outlined in the Rental Application, the Rental Agreement, and the Operations Manual.

An event is considered “booked” when the FAC has received:
• The signed Rental Agreement with any necessary Addenda
• The Rental Deposit of $300 or 25% of the Total Rental Fee ,whichever is higher, or the full amount if the Total Rental Fee is $300.00 or less
• The Security Deposit (separate check required)
• Certificate of Liability Insurance providing evidence of public liability insurance naming FREDERICK ARTS COUNCIL as an additional insured with limits of $500,000.00/1,000,000.00 and property damage of $50,000.00
• A copy of your organization’s crowd manager’s certification
• If applicable, statement of nonprofit status, proof of FAC Membership, any licenses required by Frederick County, and a chaperone/security agreement.

A NOTE ABOUT FACILITY ACCESS
When filling out your Rental Application, please note that you must list ALL times and spaces that your group would like to be in the CAC. Your organization will not be allowed in the CAC during non- contracted times.

Policies and Procedures Manual 2010 (DOC)

Step 4 – Post Event
After your event, a FAC staff member may schedule a “walkthrough” of the facility with you to determine the condition of the facility. If the facility is in proper condition, you will receive your security deposit back. You will also be given an evaluation form at this time. Please fill out and the evaluation form and return it to the FAC in a timely fashion, as your feedback is valuable to us. If your organization signed out a key, it must be returned at the end of your rental. Your rental balance (if not paid in full) is due no later than seven days after your last day of rental for an event. An additional invoice will not be sent to you.

Changes to the Rental Agreement
It is the responsibility of the Renter to keep the FAC staff apprised of any changes that may occur. Some changes may necessitate additional fees, or require the contract to be renegotiated.

Cancellations

General Cancellations
The Rental Deposit is not refundable. If the event is cancelled fewer than sixty (60) days in advance, the Renter shall, in addition to forfeiting the deposit, pay the Total Rental Fee plus any expense incurred by the FAC in connection with the rental event.

Inclement Weather Cancellations
If an event is cancelled due to inclement weather, the Frederick Arts Council may allow the renting organization to reschedule their event at no charge if time and space permits. The Frederick Arts Council must deem the cancellation necessary and reserves the right to refuse a “make up date” for inclement weather cancellations.

Fees and Payment

Fees for the Cultural Arts Center are listed on the Rental Fee Schedule and Additional/Penalty Fees Sheet in the back of this manual. Rental Charges are based upon use described on Facility Rental Application, minus any applicable discounts.

Cleaning Fee: A one time cleaning fee of $50 is required for each event rental. This fee is not discounted.
Security Deposit

A security deposit is required for all facility rentals. The amount of the security deposit is listed on the Facility Rental Fee Statement/Invoice. A separate personal or organizational check made payable to the Frederick Arts Council is required. The security deposit will be refunded if the CAC is left in proper condition. An inspection may be made prior to and immediately after an event to check that the area is left in proper condition and to determine if any damage to the CAC or it’s equipment has resulted from the renter’s use.

Additional Fees: please contact the Program Director for a list of additional fees.
Discounts
A 20% Discount for non-profit organizations and a 20% discount for Arts Affiliate Members of the Frederick Arts Council is available. A non-profit organization that is an Arts Affiliate Member of the Frederick Arts Council will receive a total discount of 40%.

Payment
The Rental Fee Statement/Invoice will be sent with the Rental Agreement. A standard deposit payment of 25% of the total rental fee is due at the time of booking. The balance is to be paid in full no later than 7 days after the last performance/event. An additional invoice will not be sent. Please Note: If the total rental fee is $300.00 or less, the total rental fee must be paid in full prior to the event. Monthly and quarterly payments may be arranged on a case by case basis. Personal or organizational checks made payable to the Frederick Arts Council will be accepted. Returned checks will necessitate a $25.00 charge to the producing organization. We do not accept credit or debit cards at present.

Non payment
Failure to make all payments and deposits on or before the due date is an event of default. Upon such an even of default, the Frederick Arts Council may cancel the Facility Rental Agreement, retain all funds paid to date, cancel all future dates on-hold, cancel all contracted bookings, and take any additional actions deemed necessary.

Late Fees may be charged for any outstanding balances owed to the Frederick Arts Council.

Operating Hours/Contracted Hours
The CAC is available for rent at the fees listed on the Rental Fee Schedule from the hours of 8am – 12am. Any rental after 12am and before 8am will incur an additional rental fee of double the hourly rate for each hour rented. Additionally, any renting organization that fails to exit the CAC at the time listed on the Facility Rental Application will incur an additional fee of double the hourly rate for each hour or portion of an hour they remain in the CAC.

Additional Information

Event Staff
One FAC staff member may be on call for emergencies and to answer questions. All theater technicians, front of house staff including house manager, tickets sales personnel, security, and ushers, or other personnel are the responsibility of the renting organization.

Contact Person
The Contact Person (the person who signs the Rental Agreement) for the renting organization must be present at all times during the contracted rental times at the CAC. The Contact Person will act as the renter representative with FAC staff, volunteers, and agents.

Ticket Services
Renter is responsible for their own ticket printing and sales. The Cultural Arts Center does not provide an in house ticket sales office. Renter may sell tickets at the CAC during contracted rental times.

Chaperone Policy
For events/rentals that include minors (children under the age of 18) responsible adult (adults over the age of 21) chaperones are required.
Security
For certain events and rentals, the FAC may require the renter to provide adequate and professional security.

Outside Services
Services which are proposed by the renter to be provided by outside contractors must be submitted in writing, approved in advance and coordinated with the FAC.

Publicity/Advertising
Renter is responsible for its own publicity for the event, although the FAC can provide assistance by placing the event on the events calendar on the FAC website, placing posters in FAC upcoming events windows, and by allowing renters to create full scale window displays. For more information, please see the Display Criteria section of this manual. All publicity and advertising material will be honest and true and must include dates, times, location, contact information for producing organization, and price of admission. Renter will list the Cultural Arts Center on all advertising materials as, “Cultural Arts Center of Frederick County, 15 West Patrick Street, Frederick, MD 21701.” Renter will post the following description of the CAC in their event materials, such as programs or flyers: “The Cultural Arts Center of Frederick County is managed by the Frederick Arts Council.”
CAC Usage Limitations
The CAC may be reserved for a maximum of five weekends per event/production with a maximum total of 25 weekends per calendar year per organization.

User Property
The FAC will accept delivery of property addressed to the Renter only as a service to the Renter and the Renter will hold the FAC harmless for any loss or damage to such property in the receipt, handling, care, or custody of such property at any time. Equipment or possessions left past the designated strike and load-out time may be subject to a storage fee or disposed of with disposal costs billed to Renter.

Defacement/Damage to Property
Upon the conclusion of Renter’s time in the CAC, if anything is found to be damaged or lost, it is Renter’s responsibility to restore or replace the item(s) in question, with something similar or in better condition.