Use of Fine Arts Facilities Reservation Request Form and Agreement

Overview

Before completing this Request Form and Agreement (Request Form), please review College Rule 6.4 and Procedure 6.4P. If you are requesting use of the Fine Arts Hall, this Request Form must be submitted through the online portal at least 6 months prior to the requested event date.

If you are requesting use of the Lyceum or Art Gallery, this Request Form must be submitted through the online portal at least 20 business days prior to the requested event date.

Once this form has been submitted and all required supporting documentation has been provided to the College, the requester will be notified as to whether the College has approved or denied the request.

Request Form

Note: Due to the high volume of events planned for the Academic year 2024-25, in the Jackson N. Sasser Fine Arts Hall, the venue can no longer accept requests for usage.

Select Your Reservation Type

Reservation Type

Note: The term "user" means any College or non-College individual, group, organization, board, club, council, association, partnership, business, corporation, etc. requesting use of or using College facilities. The term "outside user" means users that are not wholly operated within the College, or any College employee or group engaged in activity outside the scope of conducting College business or official position responsibility. Employees, students, or groups engaging in an activity outside the scope of conducting College business or their official position responsibility and/or inviting or including non-employees and/or non-students to participate in an event may be considered non-profit or for-profit outside users. The term "event" means any use of facilities or related services.

User Information

Your Name

Is user a not-for-profit organization?

If yes, provide proof of tax-exempt status

Contact Person

Street Address

City

State

Zip

Phone

Cell

Event Information

Event Name

Date(s) of the Event

Start Time (including setup)

End Time (including breakdown)

Expected number of participants or attendees

Event Type

If selected Other (Please specify)

Description of Event

Is this activity open to the public?

Are you collecting any fees associated with this event?

If yes, please provide the fee type and cost

Are you sponsoring other organizations?

If yes, please explain

Will food or refreshments be served? If yes, select all that apply.

If yes, please ensure that you have considered time for set up and clean up in the Start Time and End Time listed under Event Information (we recommend adding 1 hour), and select all that apply below.

Catering and food truck providers must follow the College's exclusivity policy and procedure outlined in 6.4P, must abide by all applicable state and health requirements, including the Fire Prevention Code, and must provide the appropriate liability insurance.

Food?

If yes, who will be providing the food?

Beverages?

If yes, who will be providing beverages?

Alcohol?

Serving alcohol requires pre-approval by the College President and the appropriate liability insurance and, if alcohol is sold, the appropriate license. The Request to Serve Alcoholic Beverages on Santa Fe College Premises Form will be sent electronically to those who check yes. The form must be returned to the college at least 15 business days prior to the requested event date.

Intent to film?

Includes photographs, audio, video, and other media recorded for commercial or non-commercial purposes; users may be required to submit additional forms and obtain approval to film prior to the event.

Event Space Requested

Please select all that may apply including quantity

Jackson N. Sasser Fine Arts Hall

Mainstage

Lobby

Studio

Lyceum

Mainstage

Lobby

Art Gallery

12-month rotating exhibit space. Events should be tailored to fit the constraints of the current exhibit.

Rental Equipment

Fees for space reservation and rental, equipment rental, and personnel services will be assessed against outside users in accordance with the College's User Fees and Fines Schedule and College Procedure 6.4P. Fees will not be assessed for use by users such as College employees, students, and student groups that have not been deemed to be outside users. The College will generate and submit an invoice to outside users based on selections made below. For outside users, a nonrefundable deposit is due at the time of confirmation of a reservation for use of facilities. Outside users who do not have a separate contractual agreement with the College to use its facilities must make full payment of any associated fees at least 10 business days prior to the requested event date. Failure to submit payment will result in cancellation of the request.

The Fine Arts Department often provides event planning assistance and professional services to users. The Department will, in general, limit any complimentary event planning assistance it chooses to provide to outside and College users to a maximum of four hours per event. The Department may, at its discretion, further limit or decline to provide event planning assistance or professional services.

Please enter quantity.

Table

Chairs

Other

Setup (Please provide instructions and diagram if applicable)

Note: Additional costs may apply and will be determined based on the event requirements at the discretion of the College.

Fine Arts Facilities Rental Cost

Space Rental for Event	Base Amt (up to 4 hours)	Cost Per Hour (Above 4 hours)
FAH Mainstage (Cap. of 572)	$1,400.00	$350.00
FAH Lobby (Cap. 500 stand/ 178 seat)	$820.00	$205.00
FAH Studio (Cap. of 350 stand, 175 seat)	$820.00	$205.00
All Three FAH Spaces	$2,800.00	$700.00
Lyceum Mainstage (Cap. of 236)	$1,400.00	$350.00
Lyceum Lobby (Cap. of 30)	$820.00	$205.00
Art Gallery (Cap. Of 60)	$400.00	$100.00

Space Rental for Rehearsal/Installation	Base Amt (up to 4 hours)	Cost Per Hour (Above 4 hours)
FAH Mainstage (Cap. of 572)	$350.00	$87.50
FAH Lobby (Cap. 500 stand/ 175 seat)	$205.00	$51.25
FAH Studio (Cap. of 350 stand, 175 seat)	$205.00	$51.25
All Three FAH Spaces	$700.00	$175.00
Lyceum Mainstage (Cap. of 236)	$350.00	$87.50
Lyceum Lobby (Cap. of 30)	$205.00	$51.25
Art Gallery (Cap. Of 60)	$100.00	$25.00

FAH Personnel	Pay Per Hour
Staff Supervisor *	$26.00
Specialist	$26.00
Technical Labor (Journey)	$22.00
Industry Professionals	$20.00
Technical Labor (Apprentice)	$16.00
Usher Supervisor *	$20.00
Usher/Ticket Taker	$18.00
Office Staff	$18.00
Custodian	$25.00
Santa Fe Police Officer	$39.00

*These two positions are required for any FAH Mainstage event.

Lyceum/Gallery Personnel	Pay Per Hour
Staff Supervisor *	$26.00
Specialist	$26.00
Technical Labor (Journey)	$22.00
Industry Professionals	$20.00
Technical Labor (Apprentice)	$16.00
Usher Supervisor *	$18.00
Usher/Ticket Taker	$18.00
Office Staff	$18.00
Custodian	$25.00
Santa Fe Police Officer	$39.00

*These two positions are required for any Lyceum Mainstage event.

Equipment Rental	Price Per Event
Model D Steinway Concert Grand Piano (FAH only)	$250.00
Piano-Baby Grand (FAH and Lyceum)	$150.00
Piano-Upright (FAH and Lyceum)	$100.00
Electric Keyboard	$60.00
Piano Tuning	$150.00
Follow Spotlight (FAH only) Requires additional staff.	$200.00
FAH Projector and Screen	$950.00
Lobby/Gallery Projector and Screen	$250.00
Acoustical/Orchestra Shell (FAH only)	$500.00
Dance Floor (FAH only)	$300.00
Standard Audio Package	$400.00
Wireless Microphone (Price per item)	$30.00
Rep Lighting Plot - Equipment	$400.00
Podium (includes one microphone)	$175.00
Wired Network or Phone Line	$30.00

Terms and Conditions

By agreeing Use of Fine Arts Facilities Request Form, user represents and warrants that the information provided in this Request Form is complete and accurate to the best of user's knowledge, and user agrees to the following:

User understands and agrees to all terms and conditions for use as outlined in the College's rule and procedure on use of College facilities, 6.4 and 6.4P.
If an outside user: User agrees to INDEMNIFY, DEFEND, HOLD HARMLESS, PROMISE NOT TO SUE, AND FOREVER DISCHARGE Santa Fe College and The District Board of Trustees of Santa Fe College, Florida, and their trustees, officers, officials, agents, and employees (collectively the "RELEASEES"), from and against any and all losses, liabilities, claims, payments, suits, recoveries, demands and actions, causes of action, or judgments of every nature and description brought to recover against RELEASEES with respect to injury, disability, death or loss, damage or costs to person or property, including attorneys' fees, WHETHER ARISING FROM THE NEGLIGENCE OF THE RELEASEES OR OTHERWISE, as related to user's use of College's facilities, the event, or any user members, guests, or invitees. User WAIVES, RELEASES AND DISCHARGES any right user might otherwise have and COVENANTS NOT TO SUE said RELEASEES in connection with any such liability. Notwithstanding the foregoing, outside users who are government entities may be exempt from the indemnification portion of this section if they can provide a written explanation of the basis for exemption that includes a description of insurance and other protections it will provide to the College in lieu of providing indemnification.
If an outside user: User understands that Event Liability Insurance is required with applicable coverage and liability limits for any use of College facilities and that third-party camp operators must also provide sexual misconduct liability coverage in the amount of at least $1,000,000 with the College named as an additional insured.
If an outside user: User understands that Santa Fe College's trademarks, trade names, service marks, service names, brand names, domain names, URLs, logos, photographs, videos, graphics, or any other marks or other intellectual property cannot be used in any manner without prior written consent from the College. The advertisement or promotion of any product, good, or service on College premises without prior written consent of the College is also prohibited.
Any user who wishes to serve alcoholic beverages or to film on College premises is required to timely submit the applicable forms, which will be reviewed for approval or denial separately from this agreement.
User agrees to all applicable fees established in the SF User Fees and Fines Schedule and conditions for payment. User understands that additional fees may be assessed at the discretion of the College and as described in Procedure 6.4P.
I am over the age of 18, and I possess all necessary capacity and authority to act for, sign, and bind the user.

I have read and agreed the Terms and Conditions.

Name

Title

Organization