BROADHOLLOW THEATRE

Theatre Use Policy
Theatre Rental
Theatre Use Application Form

Theatre Use Policy

The Library’s Theatre space was professionally designed, with a concentration on quality acoustics, equipment, lighting, heating, air conditioning and ventilation. The Elmont community has made a sizeable investment in this 430-seat Theatre. The Theatre’s intended use is for Library-sponsored or co-sponsored programs. Other non-profit, community organizations may use the Theatre if the organization or the program is designated to further the educational, cultural or civic needs of the community. The Library Board of Trustees also may lease the Theatre to a not-for-profit Theatre Group and also rent the space to other groups for a daily fee if approved by the Library Board.

Click the image above for the Broadhollow Theater

Permission to use the Library’s Theater does not in any way constitute an endorsement of the organization or program by the Library Board or staff.

The Library’s Theatre space was professionally designed, with a concentration on quality acoustics, equipment, lighting, heating, air conditioning and ventilation. The Elmont community has made a sizeable investment in this 430-seat Theatre. The Theatre’s intended use is for Library-sponsored or co-sponsored programs. Other non-profit, community organizations may use the Theatre if the organization or the program is designated to further the educational, cultural or civic needs of the community. The Library Board of Trustees also may lease the Theatre to a not-for-profit Theatre Group and also rent the space to other groups for a daily fee if approved by the Library Board.

Permission to use the Library’s Theater does not in any way constitute an endorsement of the organization or program by the Library Board or staff.

Guidelines for Application for Use of Theatre and Board Approval

1. The organization applying for use of the Theatre must assure the Library Board that a minimum of two hundred (200) will be in attendance at any given program, performance, lecture, etc.

2. All meetings and/or productions offered by local organizations not paying a fee must be open to the general public, and 75% of its membership must be residents of the Elmont Union Free School District and/or any funding District under contract with the Library. The person(s) applying for use of the Theatre (other than for rental purposes) must be a District resident (or a resident from a contracted library funding district).

3. While membership dues may be collected as a condition of belonging to an organization sponsoring a meeting, no solicitation or collection of funds from the general public is permitted on Library premises.

4. Raffles, lotteries, games of chance or any other form of gambling is prohibited in the Library or on its grounds.

5. No implication that an organization or program is sponsored or approved by the Library is permitted. Neither the name nor the address or the Elmont Public Library may be used as the official address or headquarters of any organization. The name and address of the Elmont Public Library may be used only for the purpose of identifying the location of the meeting or Theatre use.

6. Any organization or corporation interested in a daily rental must provide the following insurance prior to usage:

   1. Statutory Workers’ Compensation and Employer’s Liability Insurance for all employees with minimum limits of $100,000.00 for each accident.

   2. Comprehensive General Liability with a minimum of $1,000,000.00 each occurrence combined single limit for bodily injury and property damage.

   3. Indemnification Agreement Hold Harmless Clause shall be identified and its language typed on the reverse side of the certificate to the effect that the Organization agrees to indemnify and save harmless the Elmont Public Library, their agents, employees, or any other person to the extent permitted by law against loss or expense including attorney’s fees, by reason of the liability imposed by law upon the Owner, for damage because of bodily injuries, including death at any time resulting there from, sustained by any person or persons, or on account of damage to property arising out of or in consequence of the performance of this Contract. The Elmont Public Library is named as additional insured and a waiver of subrogation in favor of them applies.

   4. All certificates issued in support of the above requirements must carry positive statements that the specific coverage required are provided. All insurance shall be obtained from companies licensed to do business in the State of New York as “admitted carrier” and must be acceptable to Owner with an “AM Best” rating no lower than “B+” and “Secured.” All insurance shall be “occurrence basis” insurance coverage, and “claims made” insurance coverage shall be deemed unacceptable.

7. For the enjoyment of all patrons, the Library requests that children under the age of 14 be accompanied by an adult.

8. District and/or contracted districts’ civic associations, the Town of Hempstead, Nassau County, New York State Government agencies, the Elmont Union Free School District and the Sewanhaka Central High School District may use the Theatre at no cost provided it is not used for fund-raising purposes or that there would be any sale of tickets. All other conditions of this policy apply, except that daily fees must be satisfied.

9. According to New York State Education Law, Section 414, the Library building (owned by the Elmont Union Free School District) cannot be used as a gathering place for ethnic and/or religious functions for any reason. Neither is the Library building (including the Theatre) to be used as a gathering place in which to instill or teach any of the tenets of any religious denomination.
   

Hours of Operation

The Theatre may be available from:

9:30 a.m. to 9:30 p.m., Monday – Thursday

9:30 a.m. to 4:30 p.m., Friday

9:30 a.m. to 4:30 p.m., Saturdays

12 Noon to 4:00 p.m., some Sundays

When the Library is closed due to inclement weather or other emergencies, regularly scheduled events/programs will automatically be cancelled.

Scheduling

The Theatre is available on a first-come, first-served basis, but may not be scheduled more than six months in advance, for more than twice a month.

Application Process

All organizations wishing to use the Theatre must complete an Application provided solely for this purpose, which can be obtained from the Library Director’s Office, Monday through Friday, 9:30 a.m. to 4 p.m. All applications will be presented to the Library Board of Trustees at least two months prior to requested use of the Theatre. In addition to completing the Application, the organization must submit a copy of its By-laws or written guidelines outlining the organization’s mission, which are subject to the approval of the Library’s Attorney.

Responsibility of Property Damage or Loss

The organization using the Theatre is responsible for any damage to the Elmont Public Library, its equipment and furnishings.

The Library assumes no responsibility for any organization’s equipment, supplies or materials that may be used or stored on the premises.

The Library assumes no responsibility for persons sustaining injuries or for any personal property.

If the Theatre is to be used for exhibition purposes, it is the organization’s responsibility to provide attendants when the exhibition is open to the public.

Public Safety

The organization using the Theatre and Lobby shall neither encumber nor obstruct the entrances, halls, aisles and sidewalks on premises. Anyone using Library premises agrees not to bring on premises any material, substances, equipment or objects that are likely to endanger the life of, or cause bodily injury to, any person on the premises, or that are likely to constitute a hazard to property thereon without the prior approval of the Elmont Public Library Board of Trustees. The Library Board shall have the right to refuse to allow any such material, substances, equipment or object to be brought on to the premises and further has the right to require its immediate removal. No firearms, knives and other weapons are allowed on premises. No smoke, spark or flame equipment are allowed on premises.

Termination of Event

The Library Director and/or Library Board of Trustees have the exclusive right to interrupt and/or terminate any event in the interest of public safety, disturbance of Library operations, excessive noise, obscene language, lack of control over the audience, damage to the building, or any other reason they deem as detrimental to the Library and community.

Crowd Control/Direction

Organizations using the Theatre must have a minimum of three (3) people to direct, instruct and oversee the safety and security of people and property. One person must be stationed at the rear of the Theatre, overseeing the Lobby area. The names of the three (3) people designated as crowd control personnel must be listed on the Application for Use of Theatre.

Food and Refreshments

Food and refreshments may be served in a meeting room adjacent to the Theatre or in the Lobby area only and prior approval must be given by the Library. The consumption of alcoholic beverages is prohibited.

Smoking

Smoking is prohibited in the Theatre, Library Building and on Library grounds.

Tipping

Tipping Library employees is prohibited.

Fire Regulations

Theatre Seating Capacity: 430 people. No smoke, spark or flame equipment is allowed on premises.

Storage/Delivery of Equipment, Supplies, Scenery

The Application for Use of Theatre must include a statement indicating any and all items being used, stored or set-up on stage or in adjacent small meeting room. If any large or small items must be delivered and stored prior to the rental or use of the Theatre, prior written approval must be given by the Library Director and/or Library Board of Trustees. The Library will not be responsible in any way for damage to or loss of personal or other property.

Daily Rental of Theatre

The Theatre can be rented by the hour (minimum of two hours) or daily (up to eight hours). It may be necessary for the Library to provide a technician (and pay an hourly rate) depending on the organization’s audio-visual equipment needs. Rental time includes set up, preparation and breakdown.

1. Hourly Theatre rental (two-hour minimum): $ 150.00 per hour

2. Daily rate (eight-hour maximum): $1,000.00 per day

3. Audio-visual technician: $ 28.00 per hour

4. Refundable security deposit: $ 500.00

A $500 security deposit must be submitted with every application and will be refunded five (5) business days after the usage if no damages were incurred as a result of the usage.

A 50% deposit must be submitted with the Application. The deposit will be returned immediately if the Application is not accepted. If the Application is approved, the Library will deposit the funds, which are non-refundable except in cases of emergency closings.

Not less than seven (7) days prior to the approved usage date, the remaining balance (50%) must be paid to the Library. Only checks or money orders made payable to the Elmont Public Library will be accepted.

POLICY NO. 700-3

ADOPTED 10/26/2006