Renting Organization

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Show Title & Description

Theater Rental Rates

Additional Performance Dates

Rehearsal Dates and Times (If Applicable)

Load-In Date and Time

ALCOHOL AND TOBACCO POLICY

This is a TOBACCO FREE facility. ● No persons or group renting this facility will be permitted to SELL OR DISPENSE ALCOHOLIC BEVERAGES to the public unless the seller is Licensed and Bonded by the State of Mississippi. Groups are permitted to bring alcoholic beverages for their Personal Consumption Only. ● Non-profit organizations can obtain a temporary beer/light wine and/or liquor permit if they wish to sell or distribute alcohol at their event. ● *To obtain a temporary permit, please contact the Mississippi Department of Revenue. ● If the renter is not a non-profit and they wish to sell or distribute, they MUST have a permitted caterer come in to sell or distribute the beer/light wine and/or liquor. ● The renter or caterer will need to provide documentation of the beer and/or liquor permit to the City’s Coordinator no later than ten (10) days prior to the rental. ● NO ONE UNDER THE AGE OF 21 WILL BE ALLOWED TO CONSUME ALCOHOL IN A CITY FACILITY (NO EXCEPTIONS). ● IF ANY TYPE OF ALCOHOL IS PRESENT ON THE PREMISES OF THIS FACILITY, YOU ARE REQUIRED TO HAVE SECURITY PRESENT.

SECURITY GUARDS & CHAPERONES

For security reasons, any function serving alcohol must have security officers on duty during the event. The number of officers required is based on the number of guests attending the event. ANY FUNCTION WITH 100 OR MORE PEOPLE ARE REQUIRED TO HAVE SECURITY REGARDLESS OF ALCOHOL. ● All youth groups must have TWO (2) SECURITY GUARDS IN ADDITION TO ONE (1) CHAPERONE FOR EVERY 50 CHILDREN/PEOPLE. The chaperone’s name and phone number must be provided before the contract can be signed. ● The cost for each security guard is $35/hr. There is a minimum of four (4) hours per security guard. The City will book the security guards through the Ocean Springs Police Department. The security guard fee will need to be paid separately the night of your event. The City of Ocean Springs reserves the right to require ADDITIONAL SECURITY AT ITS DISCRETION. ● FAILURE TO PROVIDE SECURITY WILL BE GROUNDS FOR IMMEDIATE CANCELLATION OF THE RESERVATION AND POSSIBLE FORFEITURE OF THE DEPOSIT. ● There will be a City of Ocean Springs employee present at all times when the facility is reserved or occupied. This employee will be there to open and close the facility, and will control all equipment located on the premises of this facility; however, the City employee on duty will not handle or move property owned by those other than the City. THIS CITY EMPLOYEE WILL NOT ACT AS A CHAPERONE OR SECURITY FOR ANY GROUP. 100-199 Attendees: 1 Officer 200-299 Attendees: 2 Officers 300+ Attendees: 3 Officers

SUPPORT AND STAFF

● The Theater has a complete set of lights and sound equipment for your use. Please see the attached technical support sheet to select the level of technical support that will be needed for your event. A production meeting will be scheduled with the Stage Director at least ten business days prior to your rental date. The TD and MCOK Venue Coordinator reserve the right to determine for all events the minimum number of staff required. The rates for additional staff will be based on their duties. ● 3-6 seats must be set aside for event volunteers.

BOX OFFICE POLICY

● The venue offers ticketing for rental events for a box office fee. The box office fee is $50 and it includes 4 weeks of ticket pre-sales and box office labor for one hour in advance of the performance. There is no postage or handling of tickets by mail in the Box Office, and a $5.00 processing fee will be applied per order. All media materials for your event ticket sales should include the $5.00 processing fee.

THEATER CLEANING POLICY

● If the Renter wishes to have the theater & backstage area, including dressing rooms, cleaned for them after the rental period, a $100 cleaning fee will be applied to the invoice. If the Renter wishes to avoid a $100 cleaning fee by assuming responsibility for cleaning the theater & backstage area, including dressing rooms, Renter agrees to clean after each performance to the specifications of our theater cleaning checklist, to be provided. If the cleaning done by the renter is unsatisfactory, they will forfeit their deposit.

DECORATING POLICY

*The Mary C. staff DOES NOT set up/decorate events for clients. Decorating must be done during the time period you have reserved this facility. (If you wish to decorate the day before the event, you must pay the rental fee). ● Materials such as tacks, nails, staples, glue, etc. may not be used to attach decorations or anything else to walls or tables. NO TAPE ON WALLS. ● Damage to walls will result in loss of deposit and possible additional fees and charges. ● ONLY spike tape and gaffe tape (NO vinyl, paper, painters, masking, scotch, etc. allowed) is allowed to be put on the stage floor. This will result in the loss of deposit and possible additional fees and charges. ● Decorations of any kind may not be attached to the ceiling tiles and/or grids. ● Rice and birdseed are permitted outdoors. ● Under no circumstances are tables, chairs, or any equipment/furniture to be removed from this facility. ● If serving food and/or drinks, all tables must be covered with some type of tablecloth. ● No spray glue, bottled bubbles, smoke machines, spray glitter, spray paint, or any type of aerosol adhesives will be allowed in the facility. ● Changing the appearance of this building other than normal decorating is NOT PERMITTED.

RENTAL PROCEDURES

● Any food remaining from the event must be removed from the facility. If any food is left, it will be disposed of immediately after the event. ● All functions must shut down one hour prior to end time for cleaning, removing food, decorations, and equipment/ furniture belonging to the renter. This includes shutting down music and stop serving alcohol. The City of Ocean Springs will not be responsible for any items left in the facility following the conclusion of the reserved event. ● Gambling in any form is strictly prohibited. ● No animals other than service dogs are allowed in the facility. ● Maintaining order and control over all persons or guests in the group and encouraging them to abide by all the policies and procedures of this facility during the reserved period of time is the renter’s responsibility.

DESTRUCTION OF PROPERTY

Renters are responsible for the cost and repair, or replacement of any MCOK property (e.g. buildings, grounds, contents, or equipment) which is damaged or destroyed by the renter or anyone attending the function during an event covered by the rental contract. The cost of such repair or replacement will be determined by the City and deducted from the deposit. Any remaining costs not covered by the deposit will be paid in full by the renter up to the amount of the insurance policy deductible. Any damage to any property of the City of Ocean Springs must be reported to MCOK staff immediately.

INDEMNITY AND HOLD HARMLESS

Renter, including his/her/its heirs, member, assigns, agents, and/or representatives, agrees that the City shall not be liable for any injury or damages, whether to person or property, originating in contract, tort, equity, or otherwise, associated with Renter’s use of the facility, inside or outside the subject building. Renter further agrees to hold harmless, defend, release, covenant not to sue, and indemnify the City for any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or related to any loss, damage, or injury that may be sustained by Renter, a third party, and/or any other person, whether based in tort, contract, or equity, whether caused by the negligence of the City or otherwise, that is in any way associated with Renter’s use of the Facility.

CONCERTS, PLAYS, AND MUSICALS

● A stage plot must be provided 2 or more weeks in advance. ● For concerts, an input list is also required at least 2 weeks in advance.

CANCELLATION POLICY

● If you cancel within seven days of your deposit (including tech cancellation fee) will be forfeited unless under the following circumstances: ○ Impossibility of Performance: Neither MCOK nor the client shall be liable for loss or damage or deemed to be in breach of this Agreement if its failure to perform its obligations results from (a) compliance with any law, ruling, order, regulation, requirement of any federal, state, or municipal government or department or agency thereof or court of competent jurisdiction; (b) acts of God; (c) acts or omissions of the other party; (d) fires, strikes, war, insurrection, or riot. ○ Force Majeure: Either party may cancel the Agreement with no further liability to the other party upon written notice when events or conditions beyond the control of the party, including acts of God, war, curtailment or interruption of transportation facilities, threats or acts of terrorism or similar acts, civil disturbance, or any other emergency beyond the parties’ control that makes it inadvisable, illegal, or impossible for either party to perform its obligations under the agreement.

CHANGE ORDER

● If the client requests any changes to their contract after it has already been agreed upon, the client must fill out a change order form, provided on request, and pay the remaining balance with their final rental payment.

Handheld Wireless Mic

Choose the number of handheld wireless mics you will need for your event.

Wired Vocal Mic

Choose the number of wired vocal mics you will need for your event.

Wireless Headsets for Staff Communication

Choose the number of wireless headsets you will need for your event.

4' x 8' Stage Platforms

Choose the number of stage platforms you will need for your event.

Spotlights

Choose the number of spotlights you will need for your event. You will need an operator for each spotlight. We can provide them for $20/Hour or the client can provide their own.

Tables

Choose the number of tables you will need for your event.

Chairs Per Table

Choose the number of chairs per table that you will need for your event.

Will you need spotlight personnel?

Will you need backstage personnel?

Notes

If you have any additional notes or comments, please leave them here:

Theater Rental Contract