780 Arastradero Road, Palo Alto, CA 94306

standard operating procedure

I. Introduction

Spangenberg Theatre is a 950-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.

School facilities are provided primarily for the education of students and are always given first priority. District faciliites are available for community use when the activity is consistent with the best interests of the District and does not interfere with the regular conduct of the educational program.

The use of the term Applicant will serve to designate 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

Henry M. Gunn High School and PAUSD Applicants:

1. Confirm date/time availability on Spangenberg Theatre production calendar.

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

2. Submit Equipment/Materials Request Form along with final stage, house and front-of-house plans to Theatre Facilities Supervisor no later than seven (7) days prior to first day of event.

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

3. Provide for all event Technician support, load-in thru strike.

4. Pay overtime labor charge for Theatre Facilities Supervisor providing event Technician support if applicable.

NOTE: (from PAUSD facility use guidelines) Users in this group 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.

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.

Non-profit Corporate Applicants:

1. Confirm date/time availability on Spangenberg Theatre production calendar.

2. Submit Application For Use Permit and U.S. Treasury Letter of Non-profit Status.

NOTE: Reservation requests may not be considered if submitted less than 30 business days prior to requested date.

3. Pay deposit in full within 10 business days from date of Estimate of Expenses ( see fee schedule ).

4. Submit Insurance documents for District review as per Application For Use Permit no later than 25 business days prior to  event date.

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.

5. Submit Equipment/Materials Request Form and Rental Addendum along with final stage, house and front-of-house plans to Spangenberg Theatre Manager no later than seven (7) 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. Provide for all event Technician support, load-in thru strike.

7. Pay final invoice when applicable ( see fee schedule ).

For-profit Corporate and Individual Applicants:

1. Confirm date/time availability on Spangenberg Theatre production calendar.

2. Submit Application For Use Permit.

NOTE: Reservation requests may not be considered if submitted less than 30 business days prior to requested date.

3. Pay deposit in full within 10 business days from date of Estimate of Expenses ( see fee schedule ).

4. Submit Insurance documents for District review as per Application For Use Permit no later than 25 business days prior to event date.

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.

5. Submit Equipment/Materials Request Form and Rental Addendum and final stage, house and front-of-house plans to Spangenberg Theatre Manager no later- han seven (7) 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. Provide for all event Technician support, load-in thru strike.

7. Pay final invoice when applicable ( see fee schedule ).

III. House Rules and Applicant Behavior Expectations

PAUSD Applicants acknowledge thru signature and Non-profit and for-profit Applicants are contractually bound 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. Facilities Manager:

1.  Maintain facility and equipment in good working order.

2.  Provide Technician support for PAUSD events at current overtime rate.

C. House Manager:

1. Supervise the use of the facility during the actual event.

2. Monitor for fire and safety violations.

3. Tend to audience care and concern.

953 House max occupancy 160 onstage max occupancy

technical info

homepage

contact info

spangenbergtheatre.org