Rental Inquiries

Mitchell Fine Arts Center

Rental costs are à la carte, with prices based on time and scope of your event. Rentals are NOT all-inclusive, so please be specific and accurate when providing your event details on this form. This helps us give you the most accurate quote and ensures we can offer all the resources needed for a successful event. Please note that due to the number of events on our calendar and the time involved with managing rentals, the Mitchell Fine Arts Center typically does not host rentals totaling less than $3,000.

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Your Name(Required)

First Name Last Name

Your Email(Required)

Your Phone Number

Your Transylvania affiliation

Organization/Business(Required)

This will be the entity under contract

Will you be the primary contact person for this event?(Required)

Yes

Primary Contact(Required)

First Name Last Name

Primary Contact Email(Required)

Primary Contact Title

Primary Contact Phone

Organization/Buisness Address(Required)

Street Address Address Line 2 City State ZIP Code

Responsible Parties

Provide names and email addresses for all persons responsible for signing legal contracts. Please check for accuracy as we use this information to send digital contracts.

Signer Name(Required)

First Name Last Name

Signer Email(Required)

Enter Email Confirm Email

Will there be additional signers?(Required)

Second Signer(Required)

First Name Last Name

Second Signer Email(Required)

Enter Email Confirm Email

Additional Signers(Required)

One Name + Email pair per line. Please check for accuracy.

Venue and Time

Haggin Auditorium (cap. 1,000)
Carrick Theater (cap 280)
Little Theater (cap 60-300)
Coleman Recital Hall (cap 40-110)
Morlan Gallery (cap 35-60)
Green Room (cap 12).

Which venue(s) would you like to use?(Required)

Select all that apply.

Haggin Auditorium (1,028 seat auditorium)

Carrick Theater (280 seat theater)

Little Theater (Flexible Black Box)

Coleman Hall (Multi-purpose space / theater)

Morlan Gallery

Green Room

Dressing Rooms

Other

List the other venues you would like to use.(Required)

Comma seperated

What is the preferred start date of your rental request?(Required)

What is the preferred end date of your rental request?(Required)

What is an alternate start date of your rental request?

What is an alternate end date of your rental request?

Briefly summarize your schedule: load in / rehearsal / shows / strike.(Required)

This is the place to put your daily schedule of use, crew call times, cast call times, etc. Please consider any additional time you may want access before or after your call times, including any preparation or cleanup time. This section is very important to ensure the building and rooms are open / secured and that your license agreement is built correctly.

When is the actual event/performances? Please summarize performance times.(Required)

Tell us more about the event and the number of people

Official Title of Event(Required)

Please briefly describe your event, presentation, or use of the space.

This description may accompany event listing within the Transylvania community and will act as the general description for use in our calendars and interdepartmental communications.

How many performances or events will there be in total?(Required)

Of the total performances, how many will be school/camp/large group sales?(Required)

How many performers / artists / presenters will there be using the space in total?(Required)

(This includes anyone introducing a performer or presenter, and should be a total number of individuals, not broken down per performance. If you have rotating casts, please give the details of that in ‘notes’.

How many support staff will there be? This includes instructors, run crew, volunteers etc.(Required)

How many audience members do you anticipate per show/performance?(Required)

Is the event open to the public?(Required)

Yes

Is this event ticketed?(Required)

Yes

Please note: all ticketing must be sold and managed through Transylvania University’s online ticketing platform.

Are you charging for admission?(Required)

Yes

What is the pricing?(Required)

Are you selling anything at the show / in the lobby?(Required)

ie: flowers, shirts, food, posters, etc

Yes

What will you be selling?(Required)

Please tell us about your technical needs.

Remember, that any needs besides access to the space are technical needs. This includes everything from turning on the lights, to full stage lighting and cues; everything from a few chairs, to full scenery and backdrop; everything from an iPod playback to a full orchestra. Please consider lighting, audio playback, microphones, scenery, drapery, chairs, tables, music stands, acoustic shells, video projection, computer hookups, lecterns,
internet connection, pianos, and any other items.

By the nature of a theatrical venue, “no technical needs” is almost impossible. Please include as much detail as possible so we can best accommodate you and your organization.

Lighting(Required)

Please note, a cost may be associated with some of these items

Explain your lighting needs.(Required)

Sound(Required)

Please note, a cost may be associated with some of these items

Explain your sound needs.(Required)

Staging(Required)

Grand Drape (Main Curtain)

Borders and Legs

Full Stage Blackout Traveler(s)

Cyclorama / White Backdrop

Hanging of softgoods/curtains/backdrops on pipes

Hanging of scenery, mechanics, or other solid objects on pipes

Choral risers or modular platforms

Acoustic Shell

Installation of dance flooring / marley (client supplied)

Installation of dance flooring / marley (grey or black)

Props, Scenery, or Furniture (client supplied, please elaborate below in ‘notes’)

Other

NONE: Completely open stage. Absolutely zero anything. Not even a back curtain.

This includes items supplies by MFA, and by Client. Please note, a cost may be associated with some of these items

Explain your staging requirements

Are you sure?(Required)

Yes

Music Related(Required)

Piano (Falcone: 9ft Grand / Steinway: 7ft Grand)

Piano Tuner (list number of tunings and when below in notes)

Music Chairs

Music Stands

Live Musicians

Recorded Tracks / Playback

Other

NONE

Please note, a cost may be associated with some of these items

Explain other music related items(Required)

Are you interested in any of the following?(Required)

65″ TVs on rolling stands (2)

Projector (1)

Rear Projection Screen, 9ft x12ft (1)

Risers/Platforms

Fog/Haze Machines

LED or Moving Lights

Folding Tables (list size, number, & location below)

Folding Event Chairs (list quantity below)

Two-Way Radios

Audio out from control board to recording/streaming device

Gaffer’s Tape

NONE

Other

Please note, a cost may be associated with some of these items. Not all options are available at all times.

Please elaborate about things you will need for your event.(Required)

Other Technical / Setup Notes?

Please use this section to elaborate on any of the above responses.

Will you have food or drink at this event?(Required)

Yes

Give a detailed description of food and drink at the event.(Required)

Will you provide your own house manager or ushers?(Required)

Will you need crew, or do you have your own?(Required)

Please note that Mitchell Fine Arts must approve any outside technicians.

Tell us about your technical crew.(Required)

Give us a complete list of crew roles you need filled.(Required)

What else should we know about you, your event, your patrons, etc?

Please include any other information you think we should have.

Other information, notes, requests, or questions.

This is the spot to communicate any and all information that has not been fully covered by another section, or that requires further details.

If you anticipate any accessibility needs (ie: artist or patron with mobility restrictions, need for sign language interpreter, person with sensory concerns, above average number of elderly patrons, etc) please note that here as well.

How did you hear about Mitchell Fine Arts Center?

Important Information

This is a request form. Submission of this form does not mean a reservation or approval for use. Use of the spaces are subject to the policies and procedures of both Transylvania University and of the Mitchell Fine Arts Center. Any changes by the user to the information in this form must be agreed upon in writing with Mitchell Fine Arts Center in advance and may result in a change to the contract or pricing. All users/licensees must complete a Licensee Agreement, provide certificate of insurance, and submit payment as outlined in the Licensee Agreement. Additionally, a Facility Verification Form may be required

Terms(Required)

I understand that I must provide a fully signed Licensee Agreement, payment, and certificate of insurance, and that until I do, I may not begin use or occupancy of the premises. I understand that Mitchell Fine Arts Center is required to charge sales tax, and I understand that the only way to be exempt from sales tax is with a valid Kentucky Tax Exempt Certificate.

I agree

Certificate of Insurance(Required)

All external users must provide in advance, a valid certificate of insurance, regardless of rental fees or scope of production. For most, this is in the form of a special events policy or with supplementation of an existing general liability policy. The certificate of insurance must meet the following criteria:

A limit of no less than $1,000,000 liability.
A limit of no less than $1,000,000 property / premises damage.
Transylvania University must be listed as the certificate holder.
Transylvania University must be listed under ‘additional insured’.
A property / premises damage deductible no greater than $2,500, or 25% of the rental fee up to $5,000, whichever is greater.

I understand that my organization/business must provide a certificate of insurance with my final payment (in advance of my time of rental, as outlined in the Licensee Agreement), and may be required to provide a security deposit to help cover the cost of potential damages. I have read and agree to the above criteria for insurance.

I agree

Deposit(Required)

I understand that Mitchell Fine Arts Center may require a deposit to hold a particular date and I understand that if I cancel my event in part or in whole for any reason, including those outside my control, that it is at the discretion of Mitchell Fine Arts Center if I receive a refund, and for how much.

I agree

Damages(Required)

I understand that myself and my organization is responsible for any and all damages, up to and including the cost of full refurbishment or replacement of any property, premises, or asset.

I agree

Parking(Required)

I understand that parking is not guaranteed for my organization or patrons. Furthermore, I understand that Mitchell Fine Arts Center has limited accessible seating and access.

I agree

Policies(Required)

I understand and agree that I am responsible for understanding the limitations of use and policies of Mitchell Fine Arts Center. I understand that it is my responsibility to ensure all those that are using Mitchell Fine Arts Center as part of my event are aware of any rules or restrictions. I understand that Mitchell Fine Arts Center is part of Transylvania University, a private institution. I understand that failure to abide by the policies of Mitchel Fine Arts Center may result in additional fees and/or immediate termination of any agreement, including cancelation of event(s).

I agree

Name(Required)

First Name Last Name

Title

Signature(Required)

This field is for validation purposes and should be left unchanged.