Technical and Rental Information

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        Hours 

        Administrative offices for all performance facilities are open from 8:30 a.m. to 5 p.m. Monday through Friday. The staff and administration of GABFAC follow the same holiday schedule as the administration of the university.

        Mission Statement

        It is the mission of the area of Wingate University Performance Facilities to educate, inspire and build relationships through performing arts events of national and regional acclaim for not only the university community but also for the surrounding communities as well.   

II.      Facilities Reservation and Rental Procedure            Back to Top

        The purpose of this document is to establish guidelines for both on-campus and off-campus organizations that wish to rent and/or use university performance facilities. For all on campus events, a two-week advance reservation notice is required and for all off-campus events a six weeks advance reservation notice is required.   

        1.       Applicant should use the links under the "Forms" section to download the appropriate Facilities Reservation Form.

        2.       Applicant should mail or e-mail completed reservation form to Teresa Martin, Campus Box 3017, Wingate, NC 28174 or fax it to 704-233-8309. Dates cannot be checked or held until this completed form is received.

        3.       The performance facilities staff will review reservation forms during weekly staff meetings to determine availability of spaces.

        4.       The Manager of Performance Facilities will contact applicant to review technical needs and fees and generate a summary of arrangements that will outline all anticipated rental and technical fees.

        5.       Applicant will be sent a cover letter, two completed reservation forms, two summaries of arrangements and two facilities use policies and fees documents to renter. Applicants should sign and return one copy with deposit check (off-campus users) and retain one copy for their records.

        6.       Upon receiving (a) completed paperwork outlined above, (b) 50% deposit for rental and estimated labor costs as outlined in the summary of arrangements and (c) 100% of cleaning/damage deposit the event is entered into a master calendar and officially booked. The application must be approved and deposit received before any advertisement and the renter makes commitments of any kind.

        7.       Notice of cancellation must be received in writing 30 days prior to the event unless cancellation is due to an act of God. In the event of cancellation 30 days prior, the university will refund 75% of the deposit. If the event is cancelled within thirty days of the event, the university will refund 50% of the deposit. If an event is cancelled within 10 days of the event, the entire deposit is forfeited.

        8.       Within 15 days of completion of event, Wingate University will invoice renters for balance of rental and technical fees plus any additional charges or refunds as determined by the Director of Performance Facilities. All fees are due and payable to Wingate University within 30 days of event.

        III. House Guidelines            Back to Top

        
General

        1.       Access to the performance space for performance and rehearsal are via stage doors at the loading dock in back of AA and HCM. All other doors are locked daily at 5 p.m. and are opened one hour prior to performance events.

        2.       No smoking is allowed inside any building.

                3.       No outside doors are to be propped open at any time.

                4.       The loading dock is for loading and unloading only; it is not a parking space and violators will be towed at owners’ expense.

                5.       The George A. Batte Jr. Fine Arts Center is in constant use as an educational facility. Please be aware that there will be students using the music and classroom facilities and any off-campus users should behave accordingly.

               6.       Food and beverages are not allowed in any space in the GABFAC except when catered and must be pre-approved by management. Food and beverage are strictly prohibited in HCM and RH at all times.

               7.      No candles may be lit anywhere in these facilities.

               8.       Furniture (including tables and chairs) throughout the buildings should not be moved without permission of the performance facilities personnel. If permission is granted, all items should be returned to their original location following event.

               9.       Plants located throughout the building should not be moved.

              10.     Renters should comply with all safety standards (i.e. OSHA) and insure that attendees abide by generally accepted safety practices to reduce injury or harm to persons or university property.

              11.     Under no circumstances should a renter attach any posters, banners, or any other materials to any surface in any space (i.e. no tape, pins, silly putty, etc.) nor should any adhesives or such compounds (i.e. glue guns) be used on any carpeted surface, especially in the Rotunda. Please use alternatives such as easels for the display of posters.

              12.     Renters should not obstruct any other university business.

              13.     Parking shall be in designated spaces only unless directed by security personnel.

              14.     Renter shall provide all musical instruments unless agreement has been made with university to rent their musical instruments (i.e. grand pianos and organ).

      15.     Renter shall provide a list of the props or set pieces that will need to be powered, if and how they will be attached to the stage, and whether they will be moved during the show. Props that are to be affixed to the stage floor should be affixed using only carpentry screws or gaffer’s tape.

      16.     Any cosmetic or technical changes to the existing facilities should be approved by the Manager of Performance Facilities.

        Performance/Event Times

               1.       Performance/event should begin promptly as scheduled.

               2.       Intermissions should not exceed 20 minutes.

               3.       Total performance/event should not go past 11 p.m. per town ordinance.

               4.       The building will be opened 30 minutes prior to rehearsal time.

               5.       The building lobby and box office will open one hour prior to the performance/event.

               6.       The house will open 30 minutes prior to the performance/event.

        Set-Up & Strike

               1.       Performance facilities staff will accommodate the set, props, and/or costumes only on the contract dates specified.

               2.       The university will not be responsible for storage of any valuables unless prior arrangements are made.

               3.       Strike and load-out should occur immediately after the performance.

               4.       Any property left after a period of 48 hours will be considered abandoned and become property of the university to be disposed of or utilized at the university’s discretion.

 
Labor and Staffing Information

              1.       All performances/events should utilize the services of trained crew, including electricians, sound persons, lighting and fly/rigging staff.

              2.       Upon reviewing performance/event requirements, the Manager of Performance Facilities will determine the minimum number of personnel required in each area.  This personnel may be drawn from the university staff or may need to be provided by the renter.

              3.       In order to protect the university and its facilities, the performance facilities staff shall have the authority to veto or modify any order or direction issued by the renter, its employees and its contractors.

             4.       University personnel will have unlimited access at all times to all space occupied by renter.

             5.       Performance facilities staff personnel shall be present at all off-campus renters’ functions including rehearsal, meeting and performances. Fees will be charged accordingly.

            6.       All technical, house personnel and crew calls are hired on a four-hour minimum.

            7.      If the renter requires a change to the existing lighting setup or the positioning of the soft goods (borders, cyclorama, scrim, etc.) they will be billed for the labor costs to do so. This set-up time may occur outside of the scheduled hours and will be performed by Wingate University staff.

        Stage Information

            1.       There should be no food or drinks on stage other than bottled water.

            2.       There should be no live flame without consent of Manager of Performance Facilities and the chief of the local fire department.

            3.       Four-week advance notice should be given for use of the orchestra pit.

            4.      Only Wingate University staff will operate the rigging system unless otherwise arranged with the Director of Performance Facilities; groups that intend to use props that will fly in and out during a show will be provided a rigging operator that will be present for setup, rehearsals, and performances at an additional charge of $20 per hour. Please include in your technical information what types of props will be hung, where they will be on stage, and whether or not props or soft goods will be flown during your performance.

           5.        There should be nothing pinned, hooked, taped or stitched to the curtains.

           6.        Only gaffer's tape or other approved tape may be used on the stage floor or walls.  Duct tape can not be used on any surface for any reason.

        Lighting and Sound Information

           1.       The university will furnish white light for a general stage wash as part of the base rental fee. Additional lighting may only be provided in Hannah Covington McGee Theatre and not in Austin Auditorium. If you wish to make changes to the existing light plot, please provide a detailed description of those changes no later than one month in advance of your event. Additional lighting and color gels will be billed back to renter at appropriate fees.

           2.       If the renter requires a follow spot, Wingate University will provide one at the appropriate fee. Renters are not permitted to bring their own follow spot.

           3.       One hard-wired microphone and stand is provided as part of the base rental fee; additional or wireless microphones will be billed back to renter at appropriate fees.

           4.       Only university or trained personnel shall be permitted to operate the lighting or sound control equipment.

           5.       Any editing, mixing, dubbing or splicing should be done prior to the event on first generation CDs for playback in shows, recitals or fill music. Cassette tapes will be played in any performance spaces ONLY if arrangements are made in advance.

           6.       Sound levels should be lowered if staff determines that they interfere with university business and/or classes.

        Scene Shop Information

           1.       The scene shop and storage is for the sole use of the university.

           2.       Use of stationary power tools on the stage is prohibited.

           3.       The university cannot provide tools or construction material.

        Food, Beverage and Catering

           1.       No food or beverage is allowed anywhere in GABFAC or AA without staff approval.

           2.       Alcohol may not be served or consumed on the university premises.

           3.       Food services should be provided from an approved list of caterers available from the office of the administrative assistant. Other caterers may be used with staff approval.

           4.       Receptions and catered events must be approved by the university prior to planning or advertisement.

           5.       Any catered event will necessitate that arrangements be made three weeks prior to the event.

IV.     Insurance, Licensing and Ticketing             Back to Top

        1.       Certificate of liability insurance with a minimum limit of $1,000,000 (one million) and naming the university as additional insured must be presented at the time the rental agreement is executed. A damage deposit or insurance policy may be required prior to the agreement of the lease. Any damages to university property caused by but not limited to the event will be the responsibility of the renter. The university is not liable for injuries received while attending the stated function.

        2.       Proof of music licensing must be presented to Wingate University at the time of the execution of the rental agreement. The renter shall assume all costs arising from licensing and permits necessary to use the copyrighted music. Renter agrees to indemnify and hold harmless Wingate University and its employees from any claims or costs, including but not limited to legal fees, which may arise from questioning of the use of any such materials.

        3.       Wingate University reserves the right to deny the use of its facilities to any applicant when in judgment it is not for the best interest of the performance facilities or the university. The university reserves the right to deny the use of its facilities at any time for any reason.

        4.       Renter shall not sell more than 950 tickets for Austin Auditorium, 550 for Hannah Covington McGee Theatre, and 170 for the Recital Hall. “Standing room only” is strictly prohibited due to fire code and no performance or event may have more attendees than seats in the house.

        V.      Schedule of Fees            Back to Top

        1.       All rates are based on a four-hour minimum regardless of time occupying space.

        2.       Day is anytime between 8 a.m. – 5 p.m., Monday through Friday.

            Evening is anytime between 5 p.m. – 11 p.m. Monday through Thursday.

            Weekend is anytime between 5 p.m. on Friday and 11 p.m. on Sunday.

        3.       Renters should not be in the facilities after times outlined in original agreement. Any additional time will be viewed as an additional block of time and shall be billed accordingly.

        4.       Any additional space used that is not part of the original agreement shall be billed accordingly on the final invoice.

        5.       A $250 cleaning/damage deposit is required for events in CDHG and RH.

            A $500 cleaning/damage deposit is required for events in AA, HCM and R.

            This fee may be waived with prior arrangements made with the university.

        Rates for Austin Auditorium, Hannah Covington McGee Theater, Rotunda:

            Half-day (4 hour blocks, any part of day)      $400

            Full day (8 hour block)                                    $800

            Ticketed Events*                                             10% of ticket sales to house in addition to
                                                                                            fees above

            Merchandise Sales*                                        20% of sales to house

                    *Commissions may be waived with prior arrangements made with the university.

        Rates for C. Douglas Helms Gallery and Recital Hall:

            Half day (any part)                                      $300

            Full day                                                        $600

            Ticketed Events*                                         5% of ticket sales to house in addition to
                                                                                        fees above

           Merchandise Sales*                                    20% of sales to house

                    *Commissions may be waived with prior arrangements made with the university.

        Additional Fees:

            Lighting and Sound:                               

                Follow Spot                                            $50

                Microphones                                          $100 each per day

                The Manager of Performance Facilities can arrange rental of additional equipment.

        Technical Fees:

            Sound Engineer                                           $50 per hour

            Sound Technician                                        $15 per hour

            Lighting Engineer                                        $50 per hour

            Lighting Technician                                     $15 per hour

            Rigging / Flyman                                          $20 per hour

        House Personnel Fees:

            House Manager                                          $15 per hour (required for all off-campus renters)
 

            Stage Manager                                             $10 per hour

            Stage Hand                                                   $10 per hour

            Electrician                                                     $20 per hour

            Follow Spot Operator                                   $10 per hour

            Usher                                                              $8 per hour

            Ticket taker                                                    $8 per hour

            Load Hand (truck loaders & unloaders)      $10 per hour

            Security                                                           $25 per hour

            Parking                                                            $100 flat

        VI.      Forms            Back to Top

                    Facilities Request Form for University Faculty, Staff and Students (MS Word)

                    Facilities Request Form for Members of the Community and University Guests (MS Word)

                    Seating Chart for Hannah Covington McGee Theatre (PDF)

                    Seating Chart for Plyler-Griffin Recital Hall (PDF)

                    Seating Chart for Austin Auditorium (PDF)