Facility Rentals and Policies
Customer Service Coordinator:
I. GENERAL CONDITIONS: LSU Student Union Theater
B. Non-profit Organizations (including student organizations) are not exempt from paying sales tax on their ticket and /or concession sales. The Union Theater is required to collect and pay the taxes on all events held in our facilities unless the event sponsor provides our office with an exemption form sales tax for that specific event. These forms are available through the Louisiana Department of Revenue & Taxation and must be approved by that office prior to the day of the event.
C. We discount rents and some service fees to LSU departments, divisions, and student organizations but not to other non-profit organizations.
D. University Departments & Divisions & LSU recognized student organizations may request a reservation by telephone at 578-5782; by fax at 578-0612; or e-mail at email@example.com
II. RESTRICTED EVENTS
In addition to the Regulations Concerning the use of the Student Union Theater listed below, sponsors of events with restricted admission must adhere to the following policies.
1. Admission is charged
B. Sponsors of restricted events will be required to pay a FACILITY MAINTENANCE CHARGE of $2.00 per attendee admitted as a spectator of the event. If the event is ticketed, the fee will be collected by the box office. If the event is not ticketed but falls into category 2 or 3 above the sponsor of the event will be required to submit a list of attendees prior to the opening of the auditorium for the event. If the sponsor fails to supply the list, or if the list is incomplete, the sponsor will be charged according to the House Managers tally of the attendees.
C. Sponsors of restricted events must contract with the LSU Union Box Office for ticketing service if any form of pass will be required to enter the theater as a spectator to the event.
D. Guests, Family Members, Members of the Company may not sit in the Auditorium or stand in the aisles during the presentation unless they have a ticket and then they must sit in one of the seats. Complementary Tickets may be arranged in advance through the Union Box Office Service.
III REGULATIONS COVERING USE OF LSU STUDENT UNION THEATER
CITY, STATE AND FEDERAL LAWS: Event sponsors in conducting any performance or public or private meeting or in giving any lecture or concert, shall conform to, comply with and abide by all laws of the United States and the State of Louisiana, the rules and regulations of all State and Federal boards and bureaus, the ordinances of the City of Baton Rouge and the regulations of the Fire Department, Board of Health and Board of Underwriters. This includes, but is not limited to, the use of firearms, open flames, and any materials used to create smoke or fire, being strictly forbidden. The event sponsor shall be solely responsible for any license fees charged by ASCAP, BMI or SESAC in connection with this event.
OBSTRUCTION: Aisles shall be used only as passage to and from seats and shall be kept unobstructed at all times.
FIRE INSURANCE: The event sponsor shall not transact or allow the transaction of any business on the premises or keep thereon anything which will increase the rate of the fire insurance on the building or conflict with the provisions of the insurance policies on the building or any part thereof.
CONDUCT: Event sponsor is solely responsible for the acts, omissions, fault, neglect and conduct of its employees, agents, representatives, casts and invitees. Event sponsor agrees to indemnify, defend and hold LSU, its agents, employees, officers, and representatives harmless from any suits, claims and demands for any damages including but not limited to personal injuries, caused in whole or in part by the acts, omissions, fault or neglect of sponsor or its agents, employees, officers, directors and invitees.
SMOKING AND INCENSE: LSU is a non-smoking campus. Smoking is prohibited in any Louisiana State University Building. Event Sponsor agrees to make the participants in this performance aware of the no smoking policy of the University and not permit any of its staff to violate the policy. No open flames or burning substances are to be used in the building, in connection with the performance or otherwise, without prior written consent of LSU.
ANY INFRACTION OF SMOKING REGULATIONS CAN BE CAUSE FOR IMMEDIATELY ENDING AN EVENT, CLEARING AND CLOSING THE FACILITY. NEITHER LSU NOR THIS FACILITY WILL BE FINANCIALLY, OR IN ANY OTHER RESPECT, LIABLE FOR THE EXECUTION OF THIS RIGHT.
PHOTOGRAPHS: No photographs, videos, or audio recordings may be taken during an event at any time except by special arrangement between the licensee and the LSU Union. Such devices are prohibited on the premises. Pictures may be taken before or after the performance. The LSU Union Theater must be informed of any official video recording or photography personnel in writing before the day of the event in question. Specific placement of said equipment must be approved by the House Manager and with the Box Office Manager if the event is ticketed.
BROADCASTS: All broadcasts, telecasts, tape recordings, films, etc. in the LSU Union Theater or Colonnade shall have prior, written consent of the LSU Union. If consent is given, the event sponsor shall furnish and install at its sole expense all equipment necessary for the broadcast and for the control booth.
ADVERTISING: Event sponsor agrees that all advertising and promotion of the event will be truthful and accurate and that only the exact name, "LSU Union Theater," will be used in advertising and other communications promoting the event. Sponsor further agrees that no advertising or promotion will be made without the University's prior written approval of the message's content, form and placement. The University must have approved specifically in writing the use of its name(s) and/or logo(s) as well as all references to show times, hours of operation and ticket purchasing and pricing. If the event involves the personal appearance of "name" personalities or stars, licensee may make no substitution for such individuals without the prior written consent of the University.
COPYRIGHTS, TRADEMARKS, PATENTS, AND ENDORSEMENTS: Even sponsor assumes all responsibility for and shall indemnify and hold harmless the University against any trade mark, trade name, copyright, or patent infringements that may occur by the use of any trademarked, trade named, copyrighted, or patented material in connection with its use of the Theater or promotion of the event or advertisement thereof.
AUDITORIUM CONTROL: Entrance to the auditorium shall be controlled by LSU Union theater staff. The total number of persons allowed entrance to the audience areas shall be limited to the seating capacity of the facility (1257 seats) including persons holding free passes or otherwise given special entrance by the licensee.
TICKETED EVENTS: Any organization planning events to which entrance will be restricted to persons with tickets, passes, name cards or other entrance required token or printed invitation must use the LSU Student Union Box Office Service to control, print and distribute the “tickets”.
STAGE SECURITY: Access to the stage proper, the back stage and the downstairs dressing room area is restricted to authorized personnel only. Anyone not directly involved with the production described herein is not allowed in these areas. Any persons needing access to these areas will be decided upon by the Theater Manager and the licensee, and shall be recognizable by some kind of identification worn on their person.
SIGNS, DECORATIONS AND RECOGNITION OF SPONSORS: Event sponsor will neither post nor erect any decorations, signs, advertisements, or posters of any kind or description on the premises of the Theater.
CURTAIN TIME: Doors open 30 minutes, one half (½) hour, before curtain time. The House Manager gives clearance for the Stage Manager to start the performance.
STAGE WORK: All stage work shall be done, at the expense of the event sponsor, under the supervision of and subject to the approval of the Student Union. All stage equipment brought in for use in connection with any event shall be approved by the LSU and its insurer, if necessary, and shall be furnished and paid for by the event sponsor.
STAGE CREW & TECHNICIANS: The number and qualifications of stage hands, technicians and projectionists needed shall be determined by the director, Student Union Theater. Services of technical personnel provided by the Student Union Theater shall be included on an invoice. Overtime pay (Double Time) for labor will be charged to the event sponsor in accordance with LSU Policy Statement 31 for events scheduled on holidays.
SECURITY: The LSU Union Theater Manager will determine whether LSU police officers will be required to monitor the theater entrances, the auditorium and back stage area or if theater house security will be sufficient to manage all or some of the stations for this event. The event sponsor will be required to pay for security personnel required by LSU.
PIANOS: Pianos owned by the LSU Union are for use on the stage. Special tuning requested by the licensee will be charged to the licensee. The Student Union will designate the piano tuner. The licensee shall not make any adjustments to pianos. Pianos are not moved from the theater for use in other areas outside the theater including other areas in the Union building.
CLEARED STAGE: The event shall leave the stage and stage areas clear no later than six (6) hours after final performance, unless permission is given for a longer period of time. If the stage is not cleared within the designated period, the LSU Union will employ a crew for this purpose and charge the event sponsor for same. All property left behind will be discarded at sponsor’s expense.
FOOD CONCESSIONS: The event sponsor shall not sell or serve or allow cigarettes, cigars, beverages, food, gum or refreshments of any kind to be sold, brought into or served upon the premises, except as permitted by LSU. Only food and drinks arranged and operated by LSU Catering are allowed in this facility. No refreshments shall be taken on stage, into the auditorium, or into the backstage area, except by reservation through LSU Catering to the Green Room.
MERCHANDISE CONCESSION SALES: Event sponsor agrees to pay fifteen percent (15%) of gross sales after taxes for all novelty items, programs, tapes, records, t-shirts and other items sold to the public and nine percent (9%) sales tax on same gross sale. The LSU Union reserves the right to prohibit event sponsor from displaying or selling any items for any reason.
DONATIONS: Donations may not be collected on the Union Premises in support of or in conjunction with an event scheduled in the Union Theater without specific written permission given by the Theater Director and approved by the Student Union Business Manager. Donations received in exchange for merchandise are considered Concession sales and subject to charges listed under Merchandise Concession Sales in this agreement.
INSTALLATIONS: The event sponsor shall not erect or operate on the premises, without written consent of the LSU Union, any machinery or equipment operated by electricity or other power. The event sponsor shall not use or permit the use upon the premises of any hazardous or toxic substances or substances or materials of an explosive or flammable nature. The event sponsor shall not install any wires or electrical or other appliances without the written consent of the Student Union. Use of scotch tape or other adhesives, nails, tacks, screws, or similar articles on walls, doors or plaster surfaces is not allowed. All decorations shall be put up without defacing the building and shall be subject to the supervision and approval of the Student Union.
LIGHT, HEAT, WATER AND VENTILATION: The Student Union shall furnish light, heat, water and ventilation, but any special lights or lighting fixtures, other than those in ordinary usage, shall be provided and paid for by the event sponsor as provided for under INSTALLATIONS above.
EXHIBITIONS: Exhibitions in the lower lobby must be authorized in advance by the Student Union Theater Director. Exhibitions in the lower lobby which require the theater doors to be open other than during performance periods involves special reservations and charges.
SEATING FOR PERSONS REQUIRING WHEELCHAIRS: The LSU Union Theater has seating locations for a total of 6 wheelchairs in the Orchestra section and additional 6 wheelchair positions in the Side Parterres. One seat is held next to each wheelchair location for a person accompanying the wheelchair. These seats are in addition to the 1226 total seats available. Requests for issuance of these seats must be made to the Union Box Office by the person or persons requiring the wheelchair accommodation at least two (2) days prior to performance. Event sponsor may not under any circumstances use these areas for setting up audio, video or other equipment or place portable chairs in the spaces for other persons or purposes. Wheelchair holds will not be released to the licensee as consignment or complementary tickets. Event sponsor must refer persons requiring wheelchair accommodations to the Union Box Office Manager.
ACCOMMODATIONS FOR PERSONS WITH DISABILITIES: The event sponsor understands and agrees that it will be required to pay for interpreters required to meet the needs of persons with hearing and or sight disabilities. Interpreters must be requested through the LSU Union or the University at least 48 hours in advance of the scheduled event. The University requires 48 hours notice to provide an interpreter for any scheduled event. Event sponsor should direct all inquiries regarding visual or hearing interpreters to the LSU Union Theater Management office.
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