Rental Expenses To Outside Promoters
$850 SOUND & LIGHTS
$200 PRODUCTION MANAGER ($25/hr OT)
$200 STAGE MANAGER ($20/hr OT)
$200 FOH TECHNICIAN ($25/hr OT)
$200 MONITOR ENGINEER ($25/hr OT)
$200 LIGHTING DIRECTOR ($25/hr OT)
$150 HOSPITALITY ($20/hr OT) [mileage is 33 cents per mile]
$1,000* SECURITY ($100/hr OT)
$100 BOX OFFICE STAFF ($20/hr OT)
$200 ADMINISTRATION FEE
$ ---- PARKING HOODS
$ ---- CHAIR RENTAL ($2 per chair)
$ ---- ADVERTISING
$500 PIPE AND DRAPE/BARRICADE
$ ---- BOX OFFICE CREDIT CARD FEE (2.75% of Box Credit Card Sales)
$4,300 — Total Rental Rate
* Security cost is an estimate. Additional security may be required depending on the nature of the event.
Overtime: All expenses incurred by the Crystal Ballroom for Catering, Advertising, requested stagehands, overtime (anything over 10 hours), backline, barricade, risers, etc. will be added to total rental rate.
Deposits: A non-refundable 50% room deposit and a $2,500 'untenured promoter fee' (UPF) is due immediately in order to secure the room. If ticket sales exceed 500 the 'UPF' will be refunded; if ticket sales are below 500 the room keeps the entire $2,500 to make up for less than 1/3 capacity and corresponding lack of sales. The 'UPF' will not be refunded if the event cancels within 60 days of the event.
Settlement: Venue will pay renter with a company check at the immediate conclusion of door sales. Venue will not provide any cash at settlement.
Late Night Fee: There is a $1,000/hour additional fee for any events after 3 a.m. We may also require additional security for events of that nature.
Merchandise: Merch rate is 20% they sell. We can provide a seller with advance notice and will keep 30% of sales. The outside promoter will receive no revenue from the merchandise as that is the prerogative of the house. House keeps a percentage of all transactions.
Tickets: All tickets must be placed through the venue onto the Cascade Tickets system. All comps, label buys, and holds must be approved by the venue. There is a $1/ticket venue fee at the Box Office.
Refunds: All refunds will be directed to the outside promoter. In the absence of an outside promoter representative, the venue shall use its own discretion regarding refunds and all refunds shall be deducted from settlement.
Insurance and Licenses: Renter must provide liability insurance not less than $1,000,000 for any single occurrence naming McMenamins Inc. d.b.a. Crystal Ballroom as additionally insured. Tickets will not be placed on sale until binder is received. Promoter is responsible for all ASCAP, BMI, and SESAC fees.
Production Advance: Performers or their representative must contact venue's production manager 5 days prior to the event in order to advance production needs, otherwise runner will arrive at 6 p.m. and all rider items/requests will be greatly limited if provided at all.
Layout: The Crystal Ballroom is located on the 3rd floor. The first floor is Ringlers Restaurant and the 2nd floor is Lola's Room, both of which may have a public or private event simultaneously with the Crystal.
Cancellation/Postponement: The contract covers the specified event for the specified date. No substitution will be accepted for a cancellation. If the event is postponed the room deposit will be transferred to the date of the new event but the $2,500 'UPF' will be applied toward the date of the originally scheduled show and an additional $2,500 will be required in order to reschedule.
Capacity: The venue's capacity is 1500*. All artist and promoter guests and comps will be deducted from sellable. Comp and guest space must be reserved in advance. House is entitled to 20 guests. House guests will not effect sellable. Promoter must have guest list to house no later than 2 hours prior to doors. VIP cap is 25.
* Seated capacity is 850. Seated shows must be 21 and over. There is a $2/chair rental fee.
Venue and corporate sponsor banners may be present during event.
Marketing your event at the Crystal Ballroom
Please contact Mike Walker for information about marketing your event through McMenamins resources.