1.0 REQUESTS FOR USE OF AUDITORIUM
1.1 All requests for use of the Auditorium should be submitted in writing no less than five (5) weeks prior to the date of the event. The letter of request should state the date and nature of the event and should be accompanied by a completed Application Form. The letter of request and application form should be submitted to:
Corporate Relations Department
P O Box 89
St Kitts and Nevis
1.2 Clients will receive a response to their request for use of the auditorium no later than five (5) working days after the e-h-c receives the letter of request and application form.
1. Letters of Request and Application Forms which are not received within the stipulated timeframe will not be processed.
2. Clients are required to read the “Terms and Procedures for Reservation and Use of the Auditorium” before submitting their Application Form.
2.0 FEES AND PRINCIPAL CONDITION OF USE
2.1 Cautionary Deposit
A cautionary deposit by certified cheque or cash for the amount of EC$1,500 is payable to the e-h-c no later than one (1) month prior to the event. Provided that no damage is incurred, the Auditorium is left in an acceptable state, and there are no additional fees incurred (i.e. as a result of additional time used for rehearsals and/or the event) the cautionary deposit will be refunded in full no later than fifteen (15) working days after the event. The cost for additional time used will be deducted from cautionary deposit.
2.2 Fees for Use of Auditorium
The total cost for use of the Auditorium shall be paid to the e-h-c no later than three (3) weeks prior to the event.
2.3 Additional Fees
2.3.1 Maintenance Fees
A minimum fee of EC$250 will be charged if clean-up following an event has to be arranged by the e-h-c.
2.3.2 Tent Fees
10x10 tent - EC$150.00
20x20 tent - EC$250.00
Note: The client has the option of making alternative arrangements to rent and erect tent(s).
2.4 Persons who have been granted approval to use the Auditorium will be required to sign and submit a Principal Condition of Use no later than three (3) weeks before the date of the event.
3.0 CANCELLATION OF RESERVATION
3.1 The e-h-c reserves the right to cancel any reservation. To minimise inconvenience, every effort will be made to notify clients as soon as possible. In such a case any fees paid by the client will be refunded in full.
4.0 PROVISION OF SECURITY
4.1 The e-h-c will provide security for the Auditorium only, and will not be
responsible for safeguarding box office receipts or the personal property of the
client, agents or independent contractors. The client may contract security services
acceptable to the e-h-c to safeguard such receipts or property.
4.2 The Client and all other users of the Auditorium are required to abide by the
Security Guidelines set by the e-h-c.
5.1 The Auditorium shall be advertised as:
Sir Cecil Jacobs Auditorium
5.2 No advertisement should be made prior to or without confirmation or approval of the use of the Auditorium.
5.3 No function should be advertised as being under the auspices of the e-h-c.
6.0 SPECIAL EQUIPMENT AND SERVICES
6.1 Personnel designated by the e-h-c shall operate all e-h-c equipment.
6.2 The e-h-c’s technical staff must approve all equipment provided by the client which will require connections to e-h-c equipment no later than forty-eight (48) hours prior to its use.
6.3 All equipment associated with a live broadcast should be specified in writing at the time the application is made to facilitate the examination by the e-h-c’s technical staff to determine compatibility with the Bank’s systems. Compatibility assessment will be conducted at least 24 hours in advance of the event.
7.0 TELEVISING, FILMING AND RECORDING
7.1 There shall be no televising, broadcasting, visual and/or sound recording, video taping or other mechanical or electronic reproduction in whole or in part, of any production at the Auditorium without prior approval of the e-h-c. No televising, photographing and videotaping will be permitted outside the Auditorium.
7.2 The names of those persons who will be involved in any televising or recording of any function must be provided to the e-h-c no later than forty-eight (48) hours prior to the event.
7.3 The e-h-c reserves the right to record for archival purposes any production, meeting, event, rehearsal or performance.
8.0 PROHIBITED ITEMS/ACTIVITIES
Firearms or items resembling firearms, or items that produce sounds associated with the discharge of ammunition are not permitted on the e-h-c's compound. The e-h-c reserves the right to use any type of security equipment or procedure deemed necessary to ensure compliance with security standards at its facilities.
8.2 Illegal Drugs
Persons permitted on the e-h-c’s premises are prohibited from being in possession of illegal drugs and paraphernalia.
8.3 Food and Drink
Food and drink are not allowed inside the Auditorium but will be accommodated in the lobby and the patio spaces immediately outside the Auditorium. Chewing gum inside the Auditorium is strictly forbidden.
Smoking is not permitted inside the Auditorium or on the e-h-c’s premises.
9.1 It shall be the responsibility of the client to ensure that the Auditorium and its facilities are left clean and sanitary after use. This includes the Servery, Offices and Lobby.
10.0 USE OF EQUIPMENT IN THE AUDITORIUM
10.1 The client’s equipment must be placed in such a position so that they do not obstruct fire or safety equipment.
10.2 No adjustments must be made to the auditorium equipment without the consent of the e-h-c.
10.3 Unless authorised, items should not be hung from either the stage light or curtain supports. The e-h-c’s Technician will determine the weight of any object to be hung to these supports.
10.4 Nothing must be nailed, taped, glued, drilled, pinned or attached to walls without permission of the e-h-c.
10.5 Only fireproof items will be allowed in the Auditorium. No open flames including:lanterns and candles will be permitted on the e-h-c’s premises. Battery operatedlighting devices can be used.
10.6 Unusual electric connections or any unusual staging effects, such as pyrotechnics, water and water effects are not permitted in the Auditorium.
10.7 The client must clear the stage of all equipment and props immediately after the final performance. Any exception must be approved in advance by the assigned e-h-c staff.
11.0 TRANSPORTING OF PERSONNEL AND EQUIPMENT TO THE e-h-c’S PREMISES
11.1 Vehicles used for transporting crew, performers or props should be parked in thespaces provided.
11.2 "No Parking" and other marked spaces defined by the e-h-c should not be used. Traffic signs and directions should be adhered to.
11.3 Equipment and supplies for an event must be transported to the e-h-c during normal working hours (8 a.m. to 4 p.m.). All items are subject to inspection at the main entrance by the e-h-c's Security personnel.
11.4 e-h-c’s Security Personnel Identification cards will be issued to members of the production team and persons delivering props and must be worn at all times while on the e-h-c’s premises.
12.0 GENERAL OBLIGATIONS OF THE CLIENT
12.1 All persons using the Auditorium and its facilities are expected to respect the physical property and abide by the Rules and Regulations of the Auditoriumauthorities.
13.0 OBSERVANCE OF CONDITIONS OF HIRE
13.1 The e-h-c reserves the right to cancel any performance or event for nonobservance of the Terms and Procedures for Reservation of Use of the Sir Cecil Jacobs Auditorium.