Edison Theatre - Washington University in St. Louis

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Technical Specifications Policies and Procedures

The following Edison Theatre policies and procedures have been drafted and incorporated into the rental contract to ensure a professional, safe and successful experience for performers, renters, patrons, and Edison Theatre Staff. Enforcement of these policies and procedures is the responsibility of the renter along with Edison Theatre Staff.

Edison Theatre Operations Policies:

A completed Rental Request Form shall be submitted to the Operations Manager prior to approval of all rental requests for Edison Theatre. Because of high demand on the Edison Theatre, we strongly encourage that rental inquiries be made one year in advance.
Renters are required to provide proof of liability insurance for a minimum of $1,000,000. Washington University shall be named as an additional insured.
A deposit is required to hold all rental dates and is due at contract signing. When your event is completed, a final bill shall be prepared reflecting your actual expenses. Final payment is due within 30 days of receipt of this bill.
An usher corps of at least 10 (14 if the balcony shall be used) is required to be provided by the renter and a list of the staff must be confirmed with the Operations Manager two weeks prior to the event. The name and contact information of the usher coordinator shall be provided to the Operations Manager at the time of contract.
Renters are entitled to use one kiosk window when space is available. All materials shall be arranged on a large sheet of background paper 26”wide by 33” high in size. Use tape, staples, or rubber cement to affix your artwork to the paper. Bring the mounted artwork to the Edison Box Office, and it shall be placed in the kiosk for you. Artwork shall be available for pick-up up to one week after the last performance.
If admission is charged, a box office for your event shall be identified to the Operations Manager at the time of contract. Use of the Edison Theatre Box Office is strongly encouraged for ticket sales of events in the Edison Theatre.
Edison Theatre strongly recommends Reserved Seating. General Admission ticketing shall be limited to 600 tickets per show. The overselling of the house or selling of standing room tickets shall be strictly prohibited.
On weekends and when performances occur, parking is free to you and your patrons. During the week, students and staff heavily utilize the Washington University Hilltop Campus parking areas. Weekday visitors are required to park in metered spaces or have a daily parking permit displayed on their dashboard. (Permits can be purchased for $5.00/day from the Campus Store). Parking violators are subject to ticketing and towing by Washington University .
The Operations Manager shall be notified in advance of any equipment placed in the theatre, such as video or sound equipment, as this may necessitate the removal of seating. Please provide the name and the telephone number of the videographer to the Operations Manager at least one week prior to your event. Every effort shall be made to accommodate unannounced camera crews without compromising patron safety.

Edison Theatre Technical Policies:

The names and contact information of the Stage Manager, Lighting Designer and Scenic Designer shall be submitted in writing to the Edison Theatre Technical Director no later than six weeks prior to load-in.
A Light Plot and list of all Technical Requirements shall be submitted in writing to the Edison Theatre Technical Director no later than 30 days prior to load-in.
A list of painting effects/techniques and materials applied to the Edison Theatre shall be submitted in writing no later than 30 days prior to load-in and are subject to approval by the Edison Theatre Technical Director.
A list of special effects or performance elements which are potentially damaging to the Edison Theatre, its stage, soft-goods, flooring or equipment (such as drumming on floor, throwing of any kind of material, and the dragging of heavy scenery) shall be submitted in writing to the Edison Theatre Technical Director no later than 30 days prior to load-in and are subject to approval by the Edison Theatre Technical Director .
A list of all forms of scenery on or over the Edison stage and the full drawings and specs shall be submitted in writing to the Edison Theatre Technical Director no later than 30 days prior to load-in and are subject to approval by the Edison Theatre Technical Director.
Program lengths are restricted to no more than three hours, including intermission.
Any activity that blocks or obstructs access aisles or doorways in the theatre or backstage violates fire laws and is not permitted . If the house lights go to 100% black, the doors into the theatre are closed. All late patrons shall be directed to the Orchestra Level doors where, at an appropriate break, the House Manager shall temporarily seat patrons in the back row of chairs. At intermission, patrons may take their assigned seats. If a mobile audience is expected (i.e. families with children, award ceremonies...) a house light level of no darker than 80% black is highly recommended and the doors may be left open.
Performance dates/schedules are due in writing to the Edison Theatre Technical Director no later than three weeks prior to load-in.
All changes to rehearsal or performance times shall be approved by the Edison Theatre staff in writing 48 hours in advance of scheduled times. Failure to do so may result in additional crew and facility charges.
The use of flame in any form in the Edison Theatre is strictly controlled and requires the approval of the Edison Theatre Technical Director, the Washington University Safety Officer and the Fire Marshall for the City of Clayton , MO. A fee based permit is required should approval be granted. This process may take approximately 30 days to complete.
Edison Theater technical staff has the right to inspect any and all scenery or props used onstage. All pieces shall be built and/or rigged safely. All wooden and fabric surfaces shall be flame-proofed by one of the four approved methods:
1. Back painting all raw wood
2. Covering raw wood with flame-proofed fabric
3. Spraying raw wood, fabrics, and papers with a recognized flame-proofing liquid
4. Commercial flame-proofing of fabrics
Pieces not meeting these standards shall not be allowed onstage.
The scene shop does NOT belong to Edison Theatre. Use of the scene shop requires advanced approval by Washington University Performing Arts Department. Edison Theatre is able to provide access to the scene shop's compressor for the use of pneumatic tools.
If the performance is being videotaped, all videotaping personnel shall arrive at least one hour prior to start of the performance. Whenever possible, cameras should be operated on batteries. When this is not possible, all extension cords shall be taped down so as not to interfere with audience traffic. Camera positions shall be behind the last row of chairs, unless previously approved by the Edison Theatre Operations Manager. Cameras approved for use within seating areas shall use batteries.
Edison Theatre is not responsible for any props or scenery left in the back hallway during the term of the rental. All items shall be locked onstage or in the dressing rooms upon leaving each night.
Renters using the Green Room are responsible for straightening and removing their property from the Green Room at the end of each rental day.
For all subsequent performances after opening night, the stage, dressing rooms, and Green Room shall be opened no earlier than 2.5 hrs before curtain, barring special circumstances. Arrival times shall still be scheduled in advance, and shall not be changed with less than 48 hours notice.
After each performance, the stage, dressing rooms and Green Room shall be locked THIRTY MINUTES after the end of the show, or midnight , whichever is first. All items locked inside shall be secure but unavailable until the next day's scheduled arrival time. After the FINAL performance, the dressing rooms and green room shall remain open for ONE HOUR after the end of the show, or midnight , or the daily time limit (10 hrs), whichever is first.
The costs of removing all property of the renter are the responsibility of the renter. All items remaining in Edison Theater after load-out become the property of Edison Theater. A hauling fee shall be assessed should Edison Theatre staff be required to clear these items from the stage.
The costs associated with striking and restoring all Edison Theatre lighting equipment and soft-goods used by the renter is the responsibility of the renter.
Edison Theatre provides a clean stage floor painted in standard black semi-gloss enamel. Renters modifying the floor surface are responsible for the cost of returning the stage floor to its original state.
Renters are responsible for the cost of repairing any damage to the surface of the Edison Theatre stage floor including but not limited to gauges, chips, built up paint globs, deep scrapes, drilled holes and raised screw holes caused by renter.

Edison Theatre Performer Guidelines:

Performers / Actors / Dancers are restricted from locating in the Edison Theatre house when not on stage during rehearsals.
No food or beverages are allowed on the Edison Theatre stage or in the house at any time. Those items may be enjoyed in the Green Room, in the Gallery area outside the end of the hallway or in the dressing rooms. To avoid additional cleaning charges , everyone is expected to deposit their own trash in one of the backstage cans.
The burning of candles or incense is prohibited in Mallinckrodt Student Center .
Mallinckrodt Student Center , which contains Edison Theatre, is a smoke-free building. Smoking within the building is prohibited.
The sale, distribution, or presence of alcoholic beverages is prohibited.
It is strongly recommended that no valuables of any kind be left unattended in the dressing rooms, green room or backstage hallway. Valuables should be left at home, in your car or placed in the care of an Asst. Stage Manager of your choosing.
All make-up application is restricted to the dressing room areas. Make-up or other damage to the green room furniture or other equipment will be charged to renting organization.
Regarding movement between the stage and front of house: For safety reasons, under no circumstances are audience members allowed access past the proscenium post-performance . Patrons wishing to meet the performers should be directed to the Green Room door in Schoenberg Gallery. Performers may not exit the theatre from backstage through the House.
The backstage area of Edison Theatre is a shared space. Company managers are expected to assist in enforcing appropriate sound levels of the cast and crew to prevent disruption of other events occurring in Mallinckrodt Student Center .