780 Arastradero Road, Palo Alto, CA 94306

standard operating procedure

I. Introduction

Spangenberg Theatre is a 953-seat live event and video presentation facility serving the needs of its host campus Henry M. Gunn High School, Palo Alto Unified School District, non-profit communities and other organizations located in the greater San Francisco Bay Area. The facility opened in 1965 and boasts a redwood interior, full stage lighting, room-tuned PA sound system, and full facility clear-com coverage.

The use of the term Applicant will serve to designate the production team representing Henry M. Gunn High School, Palo Alto Unified School District or a greater San Francisco Bay Area organization and the term House will serve to designate Spangenberg Theatre proper.

II. Reservation Process

A. Henry M. Gunn High School and PAUSD Applicants:

1. Confirm date/time availability on Spangenberg production calendar ( production calendar );

2. Submit Equipment/Materials Request Form ( Equipment/Materials Request Form );

NOTE: reservation requests may not be considered if submited less than 10 business days prior to requested date.

3. Submit final stage, house and front-of-house plans to Spangenberg Theatre Manager no-later-than seven days prior to first day of event load-in date/time for evaluation;

4. Submit signed and dated House Rules to Spangenberg Theatre Manager prior to load-in or risk losing reservation;

NOTE: ANY modification to the house is subject to Palo Alto Fire Department "Special Permit" requirements.

5. Applicant "may use District facilities, other than pools, without a fee for meetings, recreational activities and fund raising activities that benefit students of the District; however, a fee may be imposed for the use of equipment, supplies, custodial requirements, utilities or any personnel overtime".

6. Applicant provides for all stagehand support and/or, when necessary, tech booth support;

7. Pay final invoice when applicable.

NOTE: Spangenberg Theatre equipment and materials are exclusively for the use of Applicants within the confines of the Spangenberg Theatre facility. In the event that it is possible for the Spangenberg Theatre to provide equipment and material support “off-site”, which will be determined at the complete discretion of the Theatre Facilities Supervisor, an Equipment/Materials Request Form is required not-less-than seven days prior to requested date.

B. Non-profit Corporate Applicants:

1. Confirm date/time availability on Spangenberg production calendar ( production calendar );

2. Submit Application For Use Permit ( Application For Use Permit ) and U.S. Treasury letter of non-profit status;

NOTE: Application For Use Permits may not be considered if submited less than 30 business days prior to requested date.

3. Pay deposit within 10 days from date of Estimate of Expenses or risk loosing reservation;

4. Submit Insurance documents as per Application For Use Permit no-later-than 20 business days prior to event date or risk losing reservation;

NOTE: Certificate of Insurance and Endorsement acceptable to the district, must be on file with Spangenberg Theatre office no-later-than 20 business days prior to the event date or the Facility Use Permit may be revoked and event cancelled. The insurance documents must be named consistently with the Application For Use Permit and, if applicable, U.S. Treasury Letter of Non-profit Status. Automobile Liability must be included if vehicles are used to drive onto district properties.

5. Submit Equipment/Materials Request Form ( Equipment/Materials Request Form ) and final stage, house and front-of-house plans to Spangenberg Theatre Manager no-later-than seven days prior to first day of event load-in date/time for evaluation;

NOTE: ANY modification to the house is subject to Palo Alto Fire Department "Special Permit" requirements.

6. Pay final invoice when applicable.

C. For-profit Corporate and Individual Applicants:

1. Confirm date/time availability on Spangenberg production calendar ( production calendar );

2. Submit Application For Use Permit ( Application For Use Permit );

NOTE: Application For Use Permits may not be considered if submited less than 30 business days prior to requested date.

3. Pay deposit within 10 days from date of Estimate of Expenses or risk loosing reservation;

4. Submit Insurance documents as per Application For Use Permit no-later-than 20 business days prior to event date or risk losing reservation;

NOTE: Certificate of Insurance and Endorsement acceptable to the district, must be on file with Spangenberg Theatre office no-later-than 20 business days prior to the event date or the Facility Use Permit may be revoked and event cancelled. The insurance documents must be named consistently with the Application For Use Permit and, if applicable, U.S. Treasury Letter of Non-profit Status. Automobile Liability must be included if vehicles are used to drive onto district properties.

5. Submit Equipment/Materials Request Form ( Equipment/Materials Request Form ) and final stage, house and front-of-house plans to Spangenberg Theatre Manager no-later-than seven days prior to first day of event load-in date/time for evaluation;

NOTE: ANY modification to the house is subject to Palo Alto Fire Department "Special Permit" requirements.

6. Pay final invoice when applicable.

III. House Rules and Applicant Behavior Expectations

Non-profit and for-profit Applicants are contractually bound, and all other groups are obliged, to “read, understand and will comply with the House Rules and Client Behavior Expectations upon penalty for violations thereof; and fully understand that this Permit may be revoked whenever there has been a violation of the aforementioned House Rules”.

House Rules

Please distribute and review with your Production Crew, Front-of-House Staff, Volunteers, Talent, etc. Complete familiarity is necessary for anyone working or performing in Spangenberg Theatre. Do not hesitate to contact Supervisor for all questions and concerns, (650) 444-7127, dbunderson@pausd.org.

IV. PAUSD Theatre Facilities Supervisor

In addition to facility supervision duties and responsibilities, PAUSD Theatre Facilities Supervisor will act accordingly in the various roles necessary for event hosting:

A. Theatre Manager:

1. Process all reservation requests;

2. Assist Applicant with all pre-production matters and issues, especially as they relate to the uniqueness of Spangenberg Theatre;

3. Troubleshoot any administrative issue and process final invoice.

B. House Manager:

1. Supervise the use of the facility during the actual event, to include load-in thru strike;

2. Monitor for fire and safety violations;

3. Tend to audience care and maintenance.

C. Tech Booth (Lx and SND) Technician:

1. Whenever possible, serve as tech booth support;

2. Applicant must always provide for those services requiring stagehand support and, when necessary, for tech booth support as determined by Supervisor.

revised 1/12

953 House max occupancy 160 onstage max occupancy

administrative

technical

homepage

spangenbergtheatre.org