1. | OPENING STATEMENT| 1.1. | This procedure governs the rental operations of the Bell Performing Arts Centre (BPAC) which is live performance venue located within the Sullivan Heights Secondary Facility.
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2. | FACILITY| 2.1. | The BPAC, which includes some exclusive and some shared spaces, is defined as the seating space, performance space, practice space, dressing rooms, green room, loading dock, storage areas, control booths, catwalks, volunteer room, concession, lobby spaces, ticket office, administration office, and ancillary areas. | | 2.2. | If in conjunction with the rental of BPAC, a License Holder wishes to rent any space belonging to the hosting school, it will be under the terms outlined in Procedure 10400.1 Community Use of Facilities and Grounds. |
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3. | BOOKING PROCEDURE| 3.1. | All requests for use of the BPAC, including internal and external uses, must be made through the BPAC office. Procedures for bookings, are outlined and updated on the BPAC website. | | 3.2. | Generally, the District agrees that the BPAC will be rented for a variety of community uses in accordance with District policy and procedure and in accordance with the spirit and intent of the BC Human Rights Code and which does not conflict with the District mandate, mission, goals or vision.
The District expects the License Holder and attendees will not engage in behaviour that constitutes discrimination based on grounds as set out in the BC Human Rights Code, including Race, Colour, Ancestry, Place of Origin, Political Belief, Religion, Marital Status, Family Status, Physical or Mental Disability, Sex, Gender Identity or Expression, Sexual Orientation, and Age.
Where there is a reasonable expectation that a confrontation between opposing groups might occur as a result of a rental or if an activity or event proposed to be hosted in the BPAC is considered discriminatory, racist, obscene, slanderous, libelous, or if it may be detrimental to the BPAC, the District represented by BPAC Management is vested with the authority to approve or deny access to the BPAC, facilities and/or grounds. |
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4. | CAPITAL IMPROVEMENT ACCOUNT| 4.1. | A patron surcharge will apply to each performance for which an admission or donation is charged. These funds will be deposited to the District Theatre Capital Improvement Account. The amount of the surcharge will be posted on the BPAC website.
| | 4.2. | All district events are exempted from the Capital Improvement Fee. | | 4.3. | Operating revenue exceeding the cost of operations will be transferred annually to the District Theatre Capital Improvement Account.
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5. | TERMS OF USE| 5.1. | The District expects the License Holder will:| a) | Comply with all applicable federal, provincial, and municipal laws and with district policies and procedures. | | b) | Value and encourage learning and working environments that are inclusive and respect of the diverse individual, collective, social, and cultural needs of our community. | | c) | Treat one another with dignity and respect | | d) | Refrain from engaging in or encouraging acts of violence of any form. | | e) | Show care and regard for District property and the property of others. | | f) | Take appropriate measures to help those in need; and | | g) | Respect those in positions of authority including all District staff. |
| | 5.2. | Terms of use that apply to all License Holders and which include information regarding rules, loss, theft and insurance coverage will be outlined in the License Agreement that is posted on the BPAC website. |
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6. | MERCHANDISE SALES| 6.1. | There may be a percentage-based surcharge applied on the gross receipts from the sale of souvenirs, programs, librettos or any other items at the BPAC by the License Holder. The approval of BPAC management must be obtained in advance of sale of goods on site. The surcharge is posted on the BPAC website. | | 6.2. | All district events are exempt from the surcharge. | | 6.3. | Sales where 100% of the net proceeds are donated to a registered Canadian charity are exempt from the surcharge. |
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7. | OPERATIONS| 7.1. | All equipment brought in by the License Holder is subject to the approval of BPAC management. | | 7.2. | The License Holder shall comply at its expense with all fire, safety, health and governmental and other regulatory authority requirements applicable to the License Holder or its event or activities, including food safety, service and health permits. The License Holder will pay all required fees as they become due and will maintain all required regulatory permits, licenses and certificates in good standing. | | 7.3. | All members of License Holder groups wishing to work in BPAC during their rental event must meet appropriate certification requirements prior to maintaining or operating any equipment within the BPAC. | | 7.4. | Persons offering their services as BPAC volunteers are to be selected based on their suitability for the activity. The volunteer application, training and onboarding process is posted on the BPAC website. |
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8. | FOOD AND BEVERAGE| 8.1. | No food or drink may be served in the BPAC, or ancillary areas, or on any of the grounds of the facility by any agency other than BPAC concession without the authorization of BPAC management. |
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9. | RENTAL RATES| 9.1. | Rental rates, rate categories, Capital Improvement Fees, Box Office Fees, Merchandise Fees and all other fees and charges are posted on the BPAC website. | | 9.2. | Additional staffing requirements including technical services, security and extra cleaning, if needed, will be provided at the rates outlined on the BPAC website. | | 9.3. | All bookings must be paid for in advance. Fees owing will be outlined on the License Agreement. |
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10. | ADVERTISING| 10.1. | Promotions and advertising distributed by the License Holder will not be presented in such a way that the District is seen to endorse or be connected to the License Holder or its event or activities. No advertising in connection with the License shall: | a) | Be displayed on District property unless otherwise approved in writing by the District; | | b) | Include images or language suggestive of violence including images of guns and weapons; | | c) | Directly or indirectly reflect inappropriately on the Board or District; | | d) | Include images or messages of a political or partisan nature. |
| | 10.2. | The License Holder should not advertise until they have received an approved License from the District. |
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11. | TICKET OFFICE| 11.1. | All License Holders must sell and process tickets for events held at the BPAC through the ticket office. Ticketing charges will be listed on the BPAC website. | | 11.2. | The License Holder should not sell tickets until they have received an approved License from the District. |
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12. | JANITORIAL| 12.1. | BPAC management, will coordinate janitorial services with the Service Operations Department. |
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13. | SECURITY| 13.1. | The District, represented by BPAC management, reserves authority on all decisions related to the safety and security of the patrons, staff, and performers and the BPAC and for the school grounds. | | 13.2. | BPAC management may require security personnel for an event, including off duty police officers, if deemed necessary, at the License Holder’s expense. | | 13.3. | When events are taking place at the BPAC during school hours, the security and safety of the students and patrons will be the priority. |
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14. | SMOKING, VAPING, CANNABIS, ILLEGAL DRUGS & ALCOHOL| 14.1. | The License Holder shall ensure that there is no smoking, vaping or the use of cannabis or illegal drugs in the facility or on district grounds by any of the License Holder’s employees, volunteers, clients or invitees. If smoking, vaping or the use of the cannabis or illegal drugs persists, the License Agreement will be cancelled immediately. The Cannabis Control and Licensing Act prohibits the consumption of cannabis on District property or within a prescribed distance from school property. | | 14.2. | BPAC management may choose to obtain a Special Event Permit in order to sell alcohol from the BPAC concession at events where the consumption of alcohol will not adversely affect staff and patrons. Alcohol will not be served at District events. | | 14.3. | License Holders may request permission from BPAC management to obtain a Special Event Permit to host a lobby or green room reception. Such requests will be reviewed by BPAC management to ensure that the consumption of alcohol will not adversely affect staff and patrons. |
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15. | TICKETS ADMINISTERED BY MANAGEMENT| 15.1. | Depending on the event, there may be tickets retained by the District, represented by BPAC management, for the following purpose:| a) | Seats for volunteers. | | b) | Seats for district theatre management to monitor a performance. | | c) | Seats for district theatre promotional purposes. | | d) | Seats to deal with ticketing problems. |
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16. | REFERENCES AND RELATED DOCUMENTS| 16.1. | Policy 10410 – District Theatres – Operations & Use | | 16.2. | Procedure 10400.1 – Community Use of Facilities & Grounds |
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17. | AUTHORITY AND RESPONSIBILITY| 17.1. | The District assigns the responsibility for the BPAC operation & use to the Secretary-Treasurer.
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18. | HISTORY| Revised: | 2024-10-08
2021-06-09
2018-06-20
2016-06-03
2012-04-24
2008-05-28
2004-11-23
2004-03-02
| | Approved: | 2001-09-11 |
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