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Music/Mass Communication Building Hall Guidelines

 

The staff and students of the Music/Mass Communication Building are pleased you have chosen us to assist with your events. Our mission is to provide facilities and services and it is our goal to make every event the best it can be.

This publication is to assist you in the reservation process as well as with the guidelines on use.

 Sincerely,

Stephen Kemp
Technical Director
Department of Music, APSU
(931) 221-6255

 

 

Table of Contents

General Reservation Procedures

General Information and Procedures

Building Hours

Description of the Facilities

Technical Requirements

Audio/Visual Equipment

Lighting and Special Effects

Musical Equipment

Event Admission

Furniture Setup

Guests

Food and Drink

Alcohol and Illegal Substances

Decorations/Posting

Loading/Unloading

Trash and Recycling

Security

Cancellations or Changes

Special Arrangements

Public Safety

Parking

Telephone

Fax Machines, Photocopiers and Other Office Equipment

Catering

Literature and Promotional Disbursement

Sales Table Service Solicitation Tables\

 DVD/Video Showings

Complex Events/Event Advising

Detailed Procedures

Equipment

Hours

AV Tech

Safety

Signage

Candles/Open Flames

Available Equipment

 

General Reservations Procedures

Music Mass Communications Building Concert Hall

The Music/Mass Communication Building (hereafter referred to as the MMC) Concert Hall is been funded by the Music Department, but is available to support the programs, events, meetings and conferences of the students, faculty, staff, alumni and guests of Austin Peay State University.

A completed Reservation Request, submitted on-line is required to start the reservation process. The Facilities Office will process the request and provide the requestor with a written confirmation of space. This confirmation serves as part of the contract for any and all facilities, equipment, labor and fees required for the event. Sponsors are encouraged to read the reservation confirmation carefully to ensure that all information is correct and all services needed are listed on the confirmation. All costs on the confirmation form are based on the information provided. If an event requires changes to rooms, equipment or labor, the final charges will be adjusted accordingly.

The Facilities Office requests a minimum of five (5) business days to complete the reservation process. Requests for reservations that are made less than three (3) business days in advance MAY be granted if time and space allow. If a request is made for an event six months out, that request may not be processed immediately. 

If the reservation is for an event that carries a Tech Rider, that rider must accompany the request. The lack of prior knowledge of a technical rider seriously comprises our ability to meet the artist’s need and may result in a breach of the contract and harm to the University.  In addition the costs of any additional equipment, or technical personnel required by the rider will be paid by the event sponsor. To avoid this, it is imperative that we see your technical rider prior to booking and/or contracting your event. The MMC Staff reserves the right to deny space usage for a group or event if it is physically or operationally impossible to accommodate or if the group or event is in conflict with university policies or regulations.

Some reservation request may require a meeting with the MMC Technical Director to review planning and arrangements. Space reservations will not be confirmed until program plans have been reviewed and all necessary arrangements completed.

The Facilities Office should be notified of space cancellations 24 hours prior to the scheduled event time. Three “no shows” without notification can result in denial of space requests and/or cancellation of space already reserved for the remainder of the semester.

Users who misrepresent an event or affiliation in order to avoid fees and charges may incur additional charges and may have their reservation privileges suspended. The Director of the University Facilities or designee makes these determinations.

Sponsors are responsible for damages to the facilities or equipment or for inadequate clean-up, and will be charged for repair, replacement or cleaning.

Requests for exceptions to these procedures should be forward to the Director of the University Facilities.

GENERAL INFORMATION AND PROCEDURES

Building Hours Academic Year 

During Fall Semester and Spring Semester, when classes are in session the building is open during the following time periods:

Monday - Friday                   7 am-10 pm
Saturday                                8 am-6 pm
Sunday                                   1 pm-9 pm

  Other times

During the summer, the Winter Holidays, between semesters, and Spring Break, building hours are reduced significantly. Please check the current operating schedule if your event is planned during one of these times.

Description of the Facilities

The Concert Hall is a 532 seat venue. With the Orchestra Pit lowered to house level, total seating is 592.  In addition to the Concert Hall, users are also given use of the three dressing rooms. With prior notification, the Box Office, Lobby and Mezzanine are also available at no additional charge. Additional fees are required for use of all other rooms.

Technical Requirements

Events with special audio/visual and/or lighting needs including bands, dance recitals, and live performers require a meeting with the MMC Technical Director prior to approval of the request. The sponsor of any guest artist or performance that requires a Technical Rider must provide that rider before the event will be accepted. The lack of prior knowledge of a technical rider seriously comprises our ability to meet the artist’s need and may result in a breach of the contract and harm to the University.  In addition, the costs of any additional equipment, or technical personnel required by the rider will be paid by the event sponsor.

Audio/Visual Equipment

Any prerecorded music, video, and/or audio visual presentations must be submitted at least one day prior to the event to ensure that it is compatible with the hall’s equipment. If submitted less than 24 hours in advance of the rehearsal period or performance, the staff is not responsible if it does not function correctly.

Since the MMC Concert Hall has been rated one of the top ten in the United States for acoustics, we do not do a lot of sound reinforcement. Therefore, our equipment is limited. We do have some basic high quality microphones for both instruments and voice, as well as some stage monitor capability. We do not necessarily have specific makes and models, so if you need something specific, check to see if we have it. If it is something you require, you will have to provide it.

The Concert Hall is outfitted with one large and one smaller projector, as well as one very large and one small screen.

The Concert Hall has several lecterns for guest speakers / lecturers.

Lighting and Special Effects

The Concert Hall is usually set up with lights that can do anything from a small recital to a large concert. Front lights are not gelled (colored). If you need special lighting for your event which is not covered by the above, you must note this on your reservation form so that your event can be scheduled with time to set up special lighting for you and to reset concert lighting after your event.

The Concert Hall is stocked with two follow spots, a mirror (disco) ball, red and blue rotating beacons, dry ice smoke effects and a hazer. NOTE: you must supply your own dry ice. To use the hazer or other chemical fog or smoke the smoke detectors must be disabled. This must be done by an APSU Electrician. Their minimum charge for this is $20 per hour with a four hour minimum call. This fee would be in addition to any other fees paid for the use of the hall.

Musical Equipment

Musician chairs and music stands are available for almost any size group. We also have choir risers for groups up to 100.

Percussion equipment, electronic keyboards, amplifiers and instruments may be used only with the prior permission of the appropriate faculty member.

The piano only may be used with special permission.

Event Admission

If tickets are used or some method of counting attendance is required because the event is expected to draw a near-capacity crowd, the University Facilities Office will discuss these issues with the group representative. If applicable, the following options will be discussed.

a) One (1) person at the two main entrances to collect admission and/or count the number of people entering the event

b) If the balcony is used, one additional person will be needed on the 2nd floor.

Furniture Setup

Only MMC Staff may move furniture and equipment in the MMC. If you need to alter the concert hall, or one of the other rooms, please contact the concert hall staff.

Guests

An adult must accompany children at all times.

Proper attire, which includes, shirt and shoes must be worn at all times. Shoes must be worn on the stage unless specific prior approval from has been obtained from an authorized MMC staff person. The sponsor and guests are responsible for adhering to all applicable University regulations and state and federal laws. It is the sponsor’s responsibility to arrange for any special parking or other associated requirements of the event with the MMC Staff. During periods of high security, name tags may be required of users.

Food and Drink

Food or Drinks are NOT allowed in the concert hall.

Alcohol and Illegal Substances

At no time will alcohol or illegal drugs be tolerated. The sponsoring group is responsible for monitoring their guests for the abuse of these substances. Tolerance of such activity on the part of the event sponsors may be cause for immediate termination of the event and may result in limitations of future privileges for the organization.

Decorations/Posting

No materials or signs of any kind may be affixed to walls, ceilings, equipment or other areas of the facility without approval from an authorized MMC staff person. Blue painters tape and poster putty is allowed on all wall surfaces. Push pins, and small nails may be used on the carpeted wall in the MMC lobby. Only cloth backed and / or plastic tape is allowed for use on the stage floor. Helium balloons are strictly forbidden.

Any decorations or set pieces that are hung from battens above the stage must use hardware that is OSHA approved for overhead hanging. If in doubt, the MMC Technical Director will make the determination.

Loading/Unloading for Events  

Parking for loading or unloading is permitted for a short period of time immediately behind the building.

Trash and Recycling

A cleaning charge will be assessed for post-event cleaning. This may include public areas near the event that can be proven to have been littered by guests or participants of the event. This also applies to damages to adjacent areas, including rest rooms, incurred by guests of the event.

The MMC staff requests that sponsors make an effort to recycle all aluminum cans, paper and plastic in the recycling bins conveniently placed in the lobby.

Security

Groups sponsoring events which are likely to attract crowds near or in excess of the established room or space capacity may be required to hire APSU Police/Security Officers to provide security and crowd control. See Police Staffing Matrix.

Cancellations or Changes

Any changes or cancellations to an event must be reported to the Facilities Office prior to the event or charges may be incurred.

Special Arrangements

Public Safety

APSU Police 221-7786

MMC Staff cannot act as security for events. Their presence may be required in another part of the building, therefore, events, likely to attract crowds of the established room capacity, or for other circumstances, will be required to hire APSU Police/Security staff to provide security and crowd control.

Parking

The APSU Police handles parking arrangements on all APSU lots and on-street parking.                                                                       

Telephone

There are no public phones in the MMC. However, all class rooms in the MMC have phones in them.

Outgoing phone calls: For off-campus calls, dial 8 to get an outside line.

Fax Machines, Photocopiers and Other Office Equipment

There are no public area fax machines available for use in the MMC. Copy machines are available in the Felix Woodward Library. The library does offer copy cards that will users to make copies Printing Services, 221-7187, Library 124 can print large copy jobs.

Catering

Catering/Food

Food and drinks are allowed in the MMC lobby. Customers can bring their own food, using APSU Catering, the option of an outside caterer of their choice. The sponsor and/or caterer is responsible for all clean up and removal of all waste from the premises.

APSU Catering- (221-7016)

APSU Catering can handle all your catering needs from banquets to refreshments to details like tablecloths, water service and floral arrangements.

Literature and Promotional Material Distribution for Events

Including Banners, Sandwich Boards, Information Tables and Handbills

Because of the limited space available for the distribution of informational materials in MMC managed areas, the following procedures have been established to manage all distribution areas. These procedures apply to the MMC, and the exterior walkways, to and from the MMC.

General Procedures

Registered student organizations and University departments may reserve banner and information table areas without charge.

Banner Display

The sponsoring organization is responsible for hanging and removing their banners/ posters at the designated location. Wire, tape or any other material that will damage surfaces cannot be used. String, rubber bands and zip ties are acceptable. Banners must be removed at the end of operating hours on the last day of the reservation. Banners and posters not removed will be discarded.

Information Tables

Any use of an information table to promote the use or purchase of a commercial product or service or for fund raising will be considered a sales or service solicitation table and must follow the University Facilities’ procedures governing those practices.

Sales Tables

The sales of commercial products, non-commercial materials and charity fundraising are permitted within areas managed by MUC in accordance with the guidelines below. All activity of this kind is referred to as “sales” in this section.

General Procedures

No product may be sold that duplicates or is similar to those sold by contracted vendors in MMC managed facilities. The Facilities Office must approve all products, materials or charitable organizations prior to sale.

Locations

Sales are permitted in the MMC Lobby

Disclaimer

The following disclaimer must be clearly displayed on all sales tables:

“Austin Peay State University assumes no liability for the quality of the goods and services sold at tables on its premises. The presence of commercial vendor on APSU property does not constitute an endorsement of the vendor or its product by the University.

The Technical Director of the MMC Concert Hall, or their representative, shall determine if a request meets these criteria.

General Procedures

Non-University affiliated service solicitation vendors may be sponsored by a registered student organization or university department.

A representative of the sponsoring organization must handle reservation arrangements. The sponsor is responsible for providing the vendor with all pertinent information and regulations including parking restrictions, sign/display limitations,

The sponsoring student organization or university department must pay the MMC a rental fee of $50.00 per day for the service solicitation table space. Organization and departments with University accounts can provide an account code as part of the reservation; all others must pre-pay by check or cash.

The sponsoring student organization or university department must negotiate the terms of the financial agreement with the service solicitation vendor. It is recommended that the agreement be in writing and guarantee a minimum percentage/amount greater than the $50.00 per day the sponsoring organization will be required to pay in rental fees.

Failure to cancel a service solicitation table reservation at least on day (24 hours) prior to the reservation date/time will result in a charge of $25.00 to the sponsoring organization or department.  A table period is defined as up to five consecutive days of solicitation, although a sponsor may choose to sell for fewer days.

Disclaimer

The disclaimer sign must be prominently displayed at all times. Additionally, vendors must provide customers with a telephone number and/or mailing address, when requested, where they can be contacted concerning questions and/or complaints about their products.

Amplified music and/or speech is not permitted.

No solicitation away from the table location or yelling to passers-by will be permitted.

DVD/Video Showings

Event sponsors wising to use the MMC and/or its equipment to show any portion of a DVD or video will be required to meet with the University Facilities Office. The organization representative must show a public performance license or proof of permission from the copyright owner to show the work publicly.  Failure to show a public performance license or proof of permission will result in denial of the reservation request.

Please be reminded that ownership, rental or borrowing a film/video from a library does not necessarily constitute public performance rights.

Any attempt to deceive the Facilities office or members of the MMC staff to avoid obtaining a public performance license will result in event cancellation and may jeopardize the sponsoring organization’s ability to reserve space.

License Information

Pre-recorded videos and DVDs that are rented or sold by stores and suppliers throughout the United States are licensed by the copyright owner for home us only.

The U.S. Copyright Act states that the copyright owner has the right “to perform the copyrighted work publicly.” U.S. Code, Title 17, Section 106. This right remains with the copyright owner and is not transferred to the purchaser or lessee of a cassette.

Since many film/video titles are protected by the U.S. Copyright Act, permission from the copyright owner or a public performance license is required before the work can be performed (shown) publicly.

To perform or display a work “publicly” means:

To perform or display it at a place open to the public or at any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered…U.S. Code, Title 17, Section 101.

“Performances in places such as clubs, lodges, factories, summer camps and schools are public performances subject to copyright control.” H.R. Rep. No. 94-1476, 94 th Congress, 2 nd Session (1976) pg. 64.

Anyone that violates the U.S. Copyright Act subjects him/herself to statutory damages, forfeiture of equipment and tapes, attorney’s fees and costs of litigation. The penalties for copyright infringement may also include substantial fines and imprisonment. *

Examples of Events that Require * a Public Performance License:

Showing cartoons or a movie to children at a nursery school or holiday social, Broadcasting a DVD on a closed-circuit system, and having a “movie night” in a residence hall or common area.

Commonly Asked Questions * About Film/Video Showings

“Do we need a license if we are not charging admission?”

Yes, the copyright laws apply whether or not admission is charged.

“What about tapes that I own?”

The purchase or rental of a DVD from a local video store or rental outlet is for home use only and does not carry with it the right to show the work in a public or semi-public place. Also, ownership of a DVD that contains an unlawfully copied movie is a violation of copyright laws.

“Isn’t my residence hall my home?”

An individual’s room where he/she sleeps and studies can be considered “home”. However, public and semi-public areas within a residence hall, such as a lounge or recreation room are subject to copyright restrictions.

“Can I tape a television program at home and show it at my organization’s meeting or event?”

Each station network has different procedures and policies. Check with the Reservations and Events office.

*Borrowed from Public Performance Videocassette Programming with Swank Motion Pictures, Inc.

Detailed Procedures

Equipment

The MMC Staff will provide equipment such as tables, chairs, etc. If possible, the staff will assist the sponsoring organization carry in materials for event use. MMC staff will attempt to accommodate late and last minute requests, but personnel and equipment availability is not guaranteed.

Hours

All entertainment must end no later than 10:00 PM Monday-Thursday and Sundays and 12:30 AM Fridays and Saturdays unless prior arrangements have been made for event overtime. The area should be cleared within 15 minutes following the end of the event. If entertainment personnel or guests who attend the event are in the MMC at closing time, the sponsoring organization will be charged every 15 minutes that the MUC staff are required to stay until the building has been cleared. A minimum will be charged for any overtime occurrence.

AV Tech

If a sound, lighting or AV Technician is needed, these needs should be included on the Reservation Request Form.

Safety

No doors are to be blocked off in any manner, as this constitutes a fire escape hazard.

Signage

No materials or signs of any kind may be affixed to walls, ceilings, equipment or other areas of t he facility without prior approval from the MMC Concert Hall Technical Director.

Candles/Open Flames

Open flames and candles are prohibited in all university faculties. The only exception will be floating candles in Hurricane globes enclosed as decorations in the middle of banquet tables.

Equipment should be requested as part of your reservation. Some may require an additional charge.

Microphones*

Microphone stands

Lecterns

CD Player*

PowerPoint Presentation Computer

DVD, and VCR Player*

Projection screen(s)

Projectors*

Platforms and/or risers

Piano

Tables

*Requires the service of an AV Technician (Labor rates as specified on the Space Rental Rate Schedule). Events requiring an AV Technician also require a meeting with the Technical Director.