revel stoke

arts council

rae

26th February 2013

Attn: Revelstoke City Council Members

The enclosed overview of the Revelstoke Performing Arts Centre six months into operation is desi~ned to provide background to the presentation to Council on March 12t 20'13. This material covers the operations, programming, and audience figures for the Centre so far and looks forward to the 2013-14 program and operating budget. It also covers the socio-economic impact of the Centre on Revelstoke and its potential impact in the future. Yours Sincerely,

Miriam Manley

Miriam Manley Theatre Manager Revelstoke Performing Arts Centre Email: revelstoketheatre@gmail.com Cell: 250 814 7386

Revelstoke Performing Arts Centre City of Revelstoke Presentation Table of Contents

Executive Summary . .. ... .. . ... .. . .. .. .. .. . .. . .. . . .. .. .. .. .. . .. . .. . . . . . .. .. . .. . .. .. . Mission and Vision .. . .. .. .. .. . .. .. .. .. .. ... .. .. .. .. .. .. ... ... .. .. .. .. .. .. .. .. .. .. .. . Governance .. . .. . .. . . .. .. . .. . ... .. . .. . . .. .. . . . . . .. .. . .. . . .. . . . .. . .. . ... . .. . . . ... .. . . .. Management . .. .. . .. . .. . .. . ... .. . . .. .. . ... .. . .. . .. . .. . .. . .. . . . . .. . .. . .. . .. . . .. .. . . .. .. Financial Management ... . .. . .. . .. ... .. . .. . . . . ... .. . . .. . .. . . . . .. . .. .. . ... . .. ... . .. . Opening Season 2012-13 ... ... .. . ... ... ... ... ... ... .. . ... .. . .. . ... ... ... ... ... .... Audiences . .. ... .. . . .. . .. . .. .. . .. . . . . . .. . .. ... . .. ... . .. .. . . .. .. . ... . . . .. . ... . .. .. . . .. ... Season Plan 2013-14 ... ... ... ... ... .. . ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 2 3 3 4 4 5 6 6

Operating Budget 2013-14 .. . ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... .. . .. . 8 Socio-Economic Benefits .. . .. . .. . ... ... . . . ... ... ... .. . . .. . .. .. . ... . . . .. . .. . ... . .. .. 9

Appendices
A. MoU between SD19 and Revelstoke Arts Council .. .. .... .......
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B. Fee Schedule .. . ... . .. . .. ... . .. ... . .. . . . . .. .. . .. . ... . .. . .. . .. . . . . .. . . . .. . 13 C. Rental Contract....... .... ............ ... ............ .. .... ...... ... ..... 14 D. Regulations . .. . . . ... . .. . . . . .. . . . ... . .. . . . . .. .. . .. . ... . .. . . . ... ... .. . . . . . . . 17 E. Technical Information ............ ... ..................... ......... .. ... . 19 F. Host Guide . .. .. . . .. . .. . . . .. . . .. . .. ... . . . ... . .. . .. . .. . . . ... . .. . .. .. . .. . . .. . 22 G. Usher Job Description .. . .. . .. .. .. .. .. .. .. .. . .. .. . .. .. . . ... .. ... . .. . .. . 27 H. Usher Guide ... . . . . .. .. . .. . . .. . . . ... .. . ... . .. .. . .. . .. . ... . . . . . . ... . .. .. . .. 29 I. Financial Statement Feb 2013 .... ... ............. .... .. ....... .. ..... 34

Executive Summary
The Revelstoke Performing Arts Centre (RPAC) was built as a result of capital funds from the Neighbourhoods of Learning initiative through the Ministry of Education. Construction was completed in the spring of 2012. The facility includes a 275-seat proscenium arch theatre with an orchestra pit, full lighting rig and loading dock. The lobby space has a vaulted roof, floor-to-ceiling windows and wide staircases. The RPAC also has dedicated dressing rooms, a green room and a box office/concession booth. In September 2012 School District 19 entered into an agreement with the Revelstoke Arts Council to manage the facility, handling all external bookings, programming and publicity in exchange for funds to cover facility utility and maintenance costs (see Appendix A and B attached). Revelstoke Arts Council was able to employ a part-time Theatre Manager, on a one-year contract, to run the facility with funds provided by the Columbia Basin Trust and School District 19. The first six months since opening have seen the development of operations procedures (see Appendices C and D), programming, marketing and business plans. The aim for the future is to develop Revelstoke Performing Arts Centre into a presenting venue with an ever-evolving program of high quality cultural events, while at the same time marketing the RPAC as a rental facility offering a range of services including HD projection, catering services, sound and lighting expertise, marketing, box office and front-of-house support. The main challenge facing this goal is finding the funds to cover the operating costs of the facility, the majority of which consists of utility costs, the Theatre Manager's part-time salary and programming funds. This document sets out the Revelstoke Performing Arts Centre's Mission, Vision, and impressive programming and audience figures so far. It then looks forward to our 2013-14 season and sets out the economic reasons for the City to cover some of the operating costs of the Revelstoke Performing Arts Centre.

Vision
Revelstoke Performing Arts Centre aims to showcase excellence in the performing arts to inspire, educate and entertain audiences in Revelstoke and beyond.

Mission
Create an inviting environment where audiences can experience excellent cultural events, learning opportunities and quality services. Form partnerships and collaborations to ensure broad access to a diverse offering of cultural events. Showcase local talent and the artistic achievements of Revelstoke community groups. Ensure sustainability by establishing and maintaining a robust business model.

Governance
In late 2011, an Advisory Committee was established to oversee the building and founding of the facility as 'Revelstoke Performing Arts Centre'. The Committee is designed to provide governance on sensitive issues such as the use of alcohol at the RPAC. When necessary, the Committee submits a recommendation to the School District Board for a vote. The Committee is chaired by the Chair of the School District Board and is comprised of other School Board Directors, City of Revelstoke staff, Revelstoke Arts Council Board members, including the Chair, and other relevant community stakeholders. The Committee meets on a monthly basis and the Theatre Manager and School District Superintendent are responsible for reporting to the Board on progress across a number of issues. The Revelstoke Arts Council Board meets monthly and reviews progress reports and cash flow statements presented by the Theatre Manager for approval and feedback. The Arts Council Board also has the power to form ad-hoc committees to formulate policy around programming, marketing and other relevant areas.

Management
The Revelstoke Performing Arts Centre is operated by a part-time, paid Theatre Manager. The Manager's responsibilities span the day-to-day operation of the facility including; working with School staff to coordinate custodial and maintenance work, developing the theatre technical information and specifications (see Appendix E) and establishing operational procedures and guidelines. The Theatre Manager works closely with the Chair and Executive Director of the Revelstoke Arts Council to carry out business planning, programming strategies, marketing initiatives, audience development work, grant applications and volunteer management. Furthermore, the Theatre Manager is responsible for building and maintaining effective working relationships throughout Revelstoke, ensuring community groups get full benefits from the Centre and that opportunities to collaborate or pool resources are exploited. The Theatre Manager operates a team of sound and lighting technicians, 'Hosts' who are fully trained to manage events at the RPAC (see Appendix F), either on a paid or voluntary basis and volunteer 'Ushers' (see Appendices G and H) who have been trained to act as front-of-house staff.

Financial Management
The School District 19 invoices Revelstoke Performing Arts Centre for all agreed custodial charges and monthly utility costs (heating and lighting.) This works out to approximately $14,000 a year. The Centre reserves 10% of all ticket revenues for a Facility Capital Replacement Fund. (For a current Financial Statement please see Appendix I.) Two Revelstoke Arts Council Board members are required for signing off the Theatre Manager's invoices and disbursements.

Opening Season 2012-13

The first six months of opening saw the Revelstoke Performing Arts Centre host 21 community events and professional performances.
Professional Arts We hosted six professional performing arts companies including the Kamloops Symphony, Ballet Kelowna, James Keelaghan, Abba Again all presented by the Revelstoke Arts Council, Red Sky Performance presented by the Revelstoke Performing Arts Centre and partners and one selfpresenting group, Romanza- The Three Tenors. Amateur Arts We hosted one international performance of Cambodian dance and several high quality amateur performing arts including a Christmas Concert featuring three local concert bands, a Coffee House featuring one local and one other band, a V-Day celebration 'Revelstoke Rising' and six performances of the Revelstoke Theatre Company's show It's On It's Off. Mountain Culture We hosted several mountain culture events, making use of the facilities excellent audio visual set up, including two days of the Banff Film Festival, a sold-out presentation and film screening by local ski hero Greg Hill, a one day workshop hosted by the Avalanche Association and the Swatch Freeride World Tour Photo Contest. Other events We hosted one non-culture related community event, a Town Council Meeting.

Audiences
In the first six months of operation the audience numbers break down as follows:

Professional Arts - Six shows, audiences for these events averaged 205 and reached a total of 1235 people. Amateur Arts- Ten shows, audiences varied from 60 people right up to a sold out house at 275, making a total of 1138 discreet visits. Mountain Culture- Four events, audiences for these performances averaged 250 and made up 1130 discreet visits to the theatre. Non-Arts Events- One event, turn out for this event was low at around 50. Total discreet visits- 3553 people. Analysis: Between September 2012 and February 2012 approximately 49% of the population of Revelstoke (based on the 2011 census figure of 7135 residents) attended the Revelstoke Performing Arts Centre. Allowing for some being repeat visits, a conservative estimate is that in four months we have successfully managed to reach 40% of Revelstoke residents.

Season Plan 2013-2014

2012-2013 saw the RPAC begin to realise its Vision- to inspire, educate and foster passion for the arts throughout the community, and beyond, by showcasing an excellent range of performing arts. The RPAC also began to take action on its Mission through varied programming aimed at multiple age groups and by renting the facility to community groups at affordable rates. In 2013-14 we aim to build on this success by programming a minimum of 25 events, over half of which will be professional performing arts events - theatre, dance and music - to attract a broad range of audiences. The remainder of the events will be spread across Mountain Culture, Amateur Performing Arts work, other Cultural Community Events such as film screenings, as well as non-cultural events such as lectures and conferences. The year will be split into two distinct 'seasons': 'Fall' (September through December) and 'Winter' (January through April) which is when the bulk of the programming will take place. The RPAC will continue to take bookings throughout the 'Summer' (May through August) season with programming

being more community focused to include summer courses, festival activity and community partnership events.

September 2013- August 2014

Professional Arts (minimum of 12) Revelstoke Arts Council : Concert Series performances (approximately 6) including music, dance, theatre and other types of entertainment. Other professional work: Minimum of 2 professional touring artists/companies- either self-presented, presented by the RPAC or local promoters. Youth programming : Minimum of 3 professional shows to include music, theatre, dance and other types of performance. Family-friendly Programming: Minimum of 2 professional theatre/musical/dance productions aimed at children and families, Family Friendly Film Series TBC. Film Series: Toronto International Film Series Screenings TBC, International Film Series Events TBC. Amateur Arts (minimum of 3) Revelstoke Theatre Company, Revelstoke Concert Bands/Choir, Other (possible cultural presentation/talent show.) Mountain Culture (minimum of 4) Local speakers/films/presentations, National and international speakers/films/presentations (possibly in partnership with another organization) Other events: i.e. workshop/conference or presentation. Commercial rentals (minimum of 2) Local organisations' non-cultural event/conference. Non-local organisations' non-cultural event/conference. Other community events (minimum of 3) Local organisations' cultural event/film screening etc, Summer activity (minimum of 1) Festival Activity, Summer school (music/theatre/dance.)

Operating Budget 2013-2014

INCOME Columbia Basin Trust Municipality Revelstoke Arts Council Partners/Sponsorship Net Inco me from rentals (21 X $200, 3 X $400, 1 X $600) Ticket Sales (Profit) 10% All Ticket Revenues* Income from Summer Activities Total Income EXPENSES Building - Fixed Operating Performer Fees Program Development Program Director (90 hrs/month @ $20 per hour) Technical Director (15 hrs/month @ $32 per hour) Marketing Website Office Supplies and Equipment Theatre Supplies Capital Replacement Fund* Cost of Summer Programming Contingency (apr.1 0%) Total Costs $ $ $ $ $ $ $ $ 25,000 25,000 10,000 3000 6000 2000 4000 7000

$
$ $ $ $ $ $ $ $ $ $ $ $

82,000
12,000 10,000 6000 19,200 5760 3000 1500 1500 5000 4000 7000 7040

82.000

* 10% of all ticket revenues will be contributed to a capital replacement fund .

Socio-Economic Benefits
Economic Impact
Research by the Conference Board of Canada has shown that performing arts organisations generate $2.70 in revenues for every dollar they receive from governments (Valuing Culture: Measuring and Understanding Canada's Creative Economy 2008.) We believe that it will take three years for the Centre to develop and implement a sustainable business model and become the kind of economic generator quoted above. In the first six months of operations we see some small, but not insignificant economic benefits: 1. Third-party Fundraising: A number of local non-profit groups used the RPAC to hold events that were fundraisers. After rental fees and related event fees had been paid, it is important to note that they managed to take a profit that will assist with their ongoing operations. They used a cultural/arts event to engage and educate not only their constituents, but also the community at large. We expect this type of community partner programming to grow over the next few years. The use of the performance arts to engage and build community cannot be overstated. 2. Employment Opportunities: The payments to hosts and technicians for each event should also be considered an economic impact. Every event is hosted and generally requires the expertise of light and sound technicians. As the use of the centre increases, the amount paid out to these individuals will increase as well. 3. Cultural Tourism: Prior to the opening of the centre, Revelstoke had been building its reputation as a cultural destination, through our Summer Street Festival, live music and visual arts scenes. High quality performers touring to Revelstoke's advertise widely and add to the City's cultural branding. Since the opening of the RPAC, event audiences have included visitors to the community - with a few travelling specifically for a single event (ie: Kamloops Symphony Sept 2013). Our mountain culture events have had full houses and once again, the audience was made up of a mix of locals and visitors . With additional investment the Revelstoke Performing Arts Centre would be able to underwrite "big name" performances that will bring in more patrons from out of town - impacting the local economy in the hospitality sector through overnight stays at hotels, meals in restaurants and retail shopping . Public and private assistance can facilitate the growth of the Revel stoke Performing Arts Centre as a strong, vibrant performing arts venue and community hub, helping Revelstoke gain a variety of positive economic
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benefits. The Revelstoke Performing Arts Centre has the potential to contribute towards job growth, help create connections between arts and business, bring revitalization, attract skilled workers, and potentially even create spin-off business ideas.

Social Impact
The Revelstoke Performing Arts Centre can help to build community cohesion by providing inspiring and entertaining high quality programming and providing a professional modern venue for local performers. This way Revelstoke Performing Arts Centre will foster a sense of ownership, belonging, and pride within the community, helping to preserve a collective memory and foster a continuing dialogue

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APPENDIX A

MEMORANDUM OF UNDERSTANDING THIS AGREEMENT made as of the 18th day of December, 2012.
BETWEEN: THE BOARD OF SCHOOL TRUSTEES OF SCHOOL DISTRICT NO. 19 (REVELSTOKE), having an office at 501 lith Street, Revelstoke, British Columbia, VOE 2SO (the "Board") AND: REVELSTOKE ARTS COUNCIL, having an office at 320 Wilson Street, Revelstoke, British Columbia, VOE 2SO (the "Arts Council") This MOU sets out the means by which the Parties agree to cooperate in order to successfully operate the Revelstoke Performing Arts Centre (the "RPAC"). The Parties share the common objective of providing a significant cultural destination, locally, regionally, provincially and nationally, recognized for excellence in the performing arts. This MOU shall remain in force from the 1st September 2012 to the 31st August 2013 NOW THEREFORE IN CONSIDERATION OF THE promises herein the parties agree as follows: 1) The Arts Council agrees to be responsible for managing RPAC, for all events except School events, on a day-to-day basis; programming performing arts work, showing the space to prospective clients, making bookings, contracting with clients, booking performers, technicians, hosts and ushers, invoicing; accepting fees in accordance with the fee schedule; paying performers, technicians, hosts; and making other payments that may be required. 2) The Arts Council and the Board agree that the although the term of this agreement runs only for the 1st operating year of the RPAC, that the Arts Council will hold the first option to continue with the management ofRPAC for future years. 3) The Arts Council and the Board agree that the RPAC Coordinator will be managed solely by the Arts Council; however, the position will report monthly to both the Revelstoke Performing Arts Centre Advisory Committee and the Arts Council.

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4) The Arts Council and the Board agree that each party has its own specific roles and responsibilities regarding the RPAC and recognize the importance of acting within those parameters. Either party cannot act on behalf of the other. 5) The Arts Council reserves the right to hold RPAC hosted events where no fees are exchanged and to hold events where a 'gate split' is negotiated. 6) Special provision will be made in the Arts Council's accounting for the 101% levy charged on all tickets, in accordance with the agreed Fee Schedule provided, these will be designated as capital replacement funds. 7) The Arts Council and the Board agree to inform each other of any theatre bookings using email and the School's calendar, which both Parties have access to. 8) The Board agrees to provide basic services to RPAC such as electricity, heating, ventilation, custodial services and use of all theatre furniture and equipment. 9) The Arts Council agrees to pay the Board a quarterly sum, to cover the costs of the services outline in number (8) above. The Arts Council agrees to transfer the custodial revenues to the Board on a quarterly basis. 10) The Arts Council and the Board will establish a protocol for capital revenue, accounting and capital grant acquisition. 11) Both Parties agree to use the RPAC in accordance with the RPAC Regulations provided. 12) School District and the Arts Council reserve the right to terminate this agreement, but one month notice must be given.

IN WITNESS WHEREOF the parties hereto have hereunto set their hands and seals.
SIGNED SEALED AND DELIVERED School District 19 Authorized Signatory(ies) forBy School District 19.

WITNESS

Anne Cooper Superintendent of Schools

SIGNED SEALED AND DELIVERED BY the Revelstoke Arts Council in the presence of:

Authorized Signatory(ies) for the Revelstoke Arts Council

WITNESS

Carol Palladino Chairperson

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APPENDIX B

Revelstoke Board of Education Revelstoke Perfonnlng Arts Centre Fee Guidelines

D
Group Categories School District

A
Arts Council

L
Local/Non-Profit

0
Other

I
'0.,011t
Refundable security deposit

NJC
RSS and district special events only N/C

50% of Fee
Own rates

N/C

50% of fee $400.00 + 10% gate 5 hours or less $600.00 + 10% gale greater than 5 hours

PAC Rental:
Perpedonnance(each booking Includes one rehearsal at no cost any additional rehearsals will be $50 per 3 hour session}

$200.00 + 10'Yo
gate

8ldlngFHa:
PAC Host-Required School district Employee on site Arts Council staff on site

Hourly Rete $20.00 an hour for the entire program + 1

Custodial Services

Llghtlng/Audo/Stago Technician Equlpmtnt/Staillng Orchestra Pit Cover RemovaUReinslallation

hour (In addltlon to PAC Rental and Custodial fees) Internal S30.00 hour $30.00 an hour. minimum of 2 hours, 4 minimum of2 hours on weekends hours (In addition to PAC Rental and PAC Host fees) $32.00 an hour each for Technician {!n additi on 10 the PAC Rental PAC Host and Custodial F~s)

'~

Additional Flat FH If Uud

Internal

$200.00

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APPENDIX C

Revelstoke Performing Arts Centre

Rental Contract
Please sign and return a copy of the contract to: Revelstoke Performing Arts Centre, Box 1931, Revelstoke, BC, VOE 2SO This agreement is between Revelstoke Arts Council -andOrganization (afterwards referred to as the Client): Address (Mailing & Street, if different): Contact person: Contact Numbers: Email:
It is agreed that: Revelstoke Arts Council will allow the Client to use the Revelstoke Performing Arts Centre, situated in Revel stoke Secondary School at 1007 Vernon Ave in the town ofRevelstoke, in the Province ofBritish Coumbia, as follows:

Event:

Event date(s): Event time(s): Load in, set-up, rehearsal time(s):

Estimated Attendance (fire capacity 275 people):

Rental Fees: Rental fees include the use of our house sound and light system, projector and screen, dressing rooms, box office/cloakroom space. Technicians, custodial, piano use and some equipment use will attract extra fees.

The Client Agrees:

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1. To pay Revelstoke Arts Council a deposit of _ _ not later than one week prior to the Client's use ofRevelstoke Performing Arts Centre, if applicable. 2. To pay Revelstoke Arts Council (within 30 days of the event) the balance of _ _ plus 10% oftotal ticket sales, and any extra charges. The final balance owing as per the invoice submitted to the Client, in the lawful money of Canada by cash, or cheque (certified if required) drawn on one of the Chartered Banks of Canada. 3. That by signing this agreement, the Client is responsible for all charges as noted. 4. The Client must agree to the Regulations of the Revelstoke Performing Arts Centre, a copy of which has been attached. 5. The Client is responsible for paying all SOCAN fees, if applicable. 7. If the Client requests labour, services, equipment or material outside of the labour, services, equipment or material agreed to be furnished or supplied in this agreement by Revelstoke Arts Council, then the Client will be charged the extra fees in an invoice supplied by Revelstoke Arts Council. 8. The Client agrees to leave the Revelstoke Performing Arts Centre space in the same condition they found it upon arrival, all garbage must be removed from around the facility and left in the allocated space. The Client is required to remove all their goods, or otherwise they will be liable for the cost of removal or storage of goods. Revelstoke Arts Council is not liable for any damage that may occur to the goods during removal or storage. 9. The Client agrees that should a performance be deemed defamatory, controversial, or offensive, Revelstoke Arts Council will not be held accountable and has the right to cancel any or all performances. 10. If during the period of this agreement, Revel stoke Performing Arts Centre is damaged by the act, default or negligence of the Client, the Client's volunteers or employees, the Client shall pay Revelstoke Arts Council the sum necessary to repair the damage. 11. Clients renting the Revelstoke Performing Arts Centre space must have public liability and property damage insurance of not less than $2 million dollars to cover any risk while renting the Revel stoke Performing Arts Centre space, if applicable.

Revelstoke Arts Council Agrees:

1. To allow the Client, its volunteers & employees & people transacting business with the Client in relation to this agreement to enter the premises at all reasonable times. 2. To issue (within 30 days) an invoice for the amount owed by the Client from the event. For non local touring companies, the settlement may, by prior arrangement, be done the day of the performance or the following day.

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The Client and Revelstoke Arts Council Both Agree:

1. In the event that the building is destroyed or damaged by fire or any other unforeseen cause that makes the fulfillment of this agreement impossible, then this agreement will terminate and the Client will only pay for the amounts for the use of the premise up until the termination, and the Client waives any claim for damages or compensation should this agreement be so terminated. 2. Revelstoke Arts Council's staff and volunteers have the right to enter the space at reasonable hours to make repairs, alterations, or additions for any other purpose which is necessary for safety, preservation or improvement ofRevelstoke Performing Arts Centre, without being liable to pay any compensation or damages to the Client. 3. Revelstoke Arts Council reserves the right to eject any objectionable person or people from Revelstoke Performing Arts Centre and the Client waives any right and all claims for damages or compensation by reason of Revelstoke Arts Council exercising this right. 4. Revelstoke Arts Council is not responsible for any loss, damage or injury that may happen to or be suffered by the Client and its volunteers, employees, or property either prior, during or subsequent to the period covered by this agreement, unless caused by the negligent act of Revelstoke Arts Council, its staff or volunteers. 5. The Client is responsible for their own Box Office sales, and requires their own Front of House staff/volunteers, if applicable. 7. CANCELLATION POLICY: Revelstoke Arts Council requires a minimum of 48 hours notice of cancellation for the Client to receive their full deposit.

Witnesses:

On behalf of the Client

On behalf of Revelstoke Arts Council

Dated

Dated

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APPENDIX D

Regulations Governing the Use of Revelstoke Performing Arts Centre

Contact 1. There must be one contact person assigned for the whole event that can speak with the host regarding all issues. That person should be available to us at any time and should be able to resolve key issues that arise. A phone contact should be provided prior to the event (home or business phone) and a mobile number is preferred during the event. Insurance 2. Insurance is required for non-district or non-Arts Council users of the Performing Arts Centre. A certificate of liability is to be submitted 30 days in advance of your program. Please contact us if we can support your acquisition of insurance. Capacity 3. The maximum capacity ofRevelstoke Performing Arts Centre is 275 people. The Client and Revelstoke Arts Council are responsible to uphold this regulation. Safety 4. Your organization and all representatives are responsible for following the safety guidelines put in place by the district. If guidelines are not followed your organization could be denied future use of facilities. 5. All "EXIT" doors must be properly accessible for emergency exits, including all backstage doors and stairways. Passage ways must be kept clear. 6. No form of additional/portable seating is permitted. Except for performers during a show, there cannot be any sitting or standing on the ramps to the stage. Aisles must be clear at all times for emergency exiting. 7. Any special effects (e.g. flame, fireworks, strobes, smoke or haze, steam or gasoline engines, special motors, pumps, running water, live animals, etc.) used by the Client must be discussed with, and approved by, the Theatre Manager in detail prior to signing the contract. Revelstoke Performing Arts Centre reserves the right to disallow the use of any theatrical properties deemed unsafe. 8. The use of weapons, actual or simulated, used by the Client during a performance must be discussed with, and approved by, the Theatre Manager in detail prior to signing the contract. First Aid 9.The Performing Arts Centre has the most basic of first aid and does not provide ice

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or ice packs. Lighting/Audio-visual Equipment 10. The Theatre Manager must receive notice of technical requirements at least seven days prior to the date of your program. Floor and technical information is available. 11. Technicians are not included in the Performing Arts Centre basic rental cost. We have a generic 'light plot' but not a 'reset' crew; therefore the lights 'are where they are and as they are' when you walk into the centre. The stage usually has a wash of white. Upon request, and at a separate cost, we can provide technicians. House Rules 12. Performers under 14 years of age are to be accompanied by an adult when they are not onstage. It is recommended that one adult be responsible 8- 10 young people. 13. There is to be no eating or drinking in the house. 14. Smoking and alcohol are not permitted anywhere in or on School District property. Please ensure all performers and patrons are aware of this requirement. Performing Art Centre Clean Up 15. It is the responsibility of the user to clean up the house, backstage area, dressing rooms to a reasonable state before vacating the premises. All garbage must be cleared up and left in the allocated place. Should staff be required to undertake unusual time and effort to clean and restore the facility then the user will be billed for the service. Fine 16. If any of these Regulations are violated then the Client will be subject to a $500 fine for damages. I have read and agree to abide by the regulations outlined in this rental contract: Signature:

Organization:

Date:

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APPENDIX E
Revelstoke Performing Arts Centre Equipment List STAGE INFORMATION Stage dimensions Proscenium opening: Width -40' Height-19' Total stage width (including wings, proscenium NOT centred) - 76' 6" Cyclorama to front of stage not including orchestra pit- 27' Cyclorama to front of orchestra pit- 36' 4" Floor Plywood, non-working deck, with black painted hardboard cover, with rubber feet. Orchestra Pit Removable pit cover (Staging Concepts Platform Decking) Access: Side entrance from House Width where stage meets pit - 24' 6" Maximum width of pit - 30' (Arc of pit - 47' radius) Loading Area 9' from stage left, at stage level Loading Door Height: Maximum 10', Width: Maximum 10' Dressing Rooms
2@ 20 People Each dressing room has a sink, wheelchair accessible washrooms and private changing rooms. There are stage monitors in both.

DRAPES Main Curtain Green velour, positioned at proscenium, manually operated from wings Legs 3 pairs @ 9' X 23', black velour

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Mid-Stage Traveller Black velour, manually operated from wings. Up-Stage Traveller Black velour, manually operated from wings, covers eye. Cyclorama 1@ 50' X 23'

LIGHTING (Booth located house rear) Lighting Control: Philips Strand Lighting Board- 48/96 Palette (92802) II: 96 Channels memory/ 32 submasters CIRCUTS 96@ 20 amps Lighting Instruments: House Catwalk- 20 Strand Variable Focus - 4 Acclaim Axial Mark2 Zoom Spot, Variable Focus

Stage Grid Cyclorama lights

Connectors Twistlock, 20 amp

- 22 Selecom Acclaim Frenels - 5 Altman LED Spectra Cyc 100

Power Source 1. Location: Stage Right, Capacity: 50 amps, Phase: 1, Voltage: 220, Cycles: 60 2. Location: Stage Left, Capacity: 50 amps, Phase: 1, Voltage: 220, Cycles: 60 3. Location: Stage Right, Capacity: 200 amps, Phase: 3, Voltage: 120/208, Cycles: 60

SOUND EQUIPMENT (Booth located house rear) Booth Equipment: Sound Board - SOUNDCRAFT LX7ii 32CHAN MIXING CONSOLE Multi-zone mixer/amplifier (PZS 140RA) - 5 Channels, 4 Zones 2 CD Players- TASCAM CD-200 SINGLE DISC Microphones Desk Mount Paging Microphone Wireless Microphones 1 Lapel and 1 Headset:
A.T.-ATW2110 2000 SERIES UHF FREQ AGILE WIRELESS BELTPACK SYSTEM A.T.-ATW-2192-TH THEATER MODEL, 2000 SERIES UHF SYSTEMS, W/AT892CW-TH BEIGE MIC

Handheld Microphones (4 wired, 2 wireless):

20

BEYER-OPUS 29 S DYNAMIC VOCAL MIC W/SWITCH Podium Microphone Audio-Technica (Pro 490L) Stage Microphone 1 Unidirectional Condenser Stage Mic Microphone Stands 3 black tripod style Microphone cables - various lengths
Speakers and Monitors Stage Monitors 2 JBL EON31515" 2WAY POWERED SPEAKER SYSTEM House Monitors 4 JBL EON315 15" 2WAY POWERED SPEAKER SYSTEM House Subs 2 JBL PRX618-S COMPACT 18" POWERED SUBWOOFER Intercom Theatre Intercom DX21 0 Sets

4 wireless, 1 wired Communication Head-

Additional Sound Stage Mic (SM81 Cardioid Condenser Microphone)

Programme Sound backstage & in booths

VISUAL CCTV Camera linked to monitors in Dressing Rooms, Wings and Box Office HD Projector (permanently mounted in tech booth)- SANYO (PLC-HP7000L) Projection Screen - Retractable, permanently mounted above stage 1 DVD Player - Sony BlueRay (BDP-S380) VGA to HDMI Scaler with VGA Local Out- Atlona AT-HD510VGA HDMI cables- 5', 10', 15', 25'(1/8" Sound cable for laptop/projector hook up15') VGA cables - 50' Connections HDMI, and 3/8" sound patch panels in booth and stage left positions

OTHER EQUIPMENT (Enquire regarding availability) Musical Instruments Piano - 1 concert baby grand Local Piano Tuner Available upon request Chairs 100 stacking, blue and green Tables 20 6' trestle

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APPENDIX F

HOST GUIDE
While acting in the position of Host you are the School Board and Revelstoke Arts Council's representative on site, and are responsible for ensuring the theatre is used responsibly in line with the 'Regulations Governing the Use of Revelstoke Performing Arts Centre' a copy of these regulations is attached. This document is designed as a reminder checklist. In order to use this document effectively you will need to: attend a training session familiarise yourself with the School documents "Fire Drill Procedure/Dangerous Intruder/Safety Threat" attached and the "Fire Safety Plan" document, which you can find in the top drawer in the tech booth. Collect a set of keys for the facility including: Swipe card, Theatre Master Key AB, Breaker Room Key AA2, Allen Key and Loading Dock key 3217.

ENTRANCE PROCEDURE
1) To access the theatre during school hours Bam -3:30pm you should sign in at the school office. 2) If you are entering the school before 9:30pm on a weekday the custodial staff will be in the school, therefore you do not need to unlock the doors. However, please remember to sign in on the Sign In/Sign Out Sheet inside the entrance doors. 3) When the school is locked you will need to swipe your card against the keypad at the side-entrance to the school, this will automatically open the right hand door on the nearest set of doors. 4) When you enter you must quickly enter the security code**** in the alarm keypad to deactivate the school alarm. If for some reason this doesn't work, or there is an emergency you should immediately call the Alarm Company Emergency Number: 1-800-241-1122 (this number can also be found on the Sign In/Sign Out Sheet.) 5) Sign your name, location and time on the Sign In/Sign Out Sheet. 6) Use the allen key to unlock the main entrance doors by locking the panic bars in the 'in' position, you can also use the automatic door switch to keep the automatic doors propped open. 7) Use your theatre master key to unlock the main doors to the theatre auditorium. All three need to be unlocked. 8) Your theatre master key can be used to open the box office booth, the tech booth, the side auditorium door which leads to the bathrooms 'Door 120.4 Seating Lock', the stage access door '120H.1 Stage Lock' if needed, the backstage hallway and dressing rooms. 9) Your loading dock padlock key can provide access to the loading dock.

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10) Remember once doors are unlocked, to lock them again they must be manually re-locked. So re-lock them after you, if you do not want other people to enter the doors you are accessing. 11) If a technician needs to access the lighting/sound breakers during a performance you must attend them . Use key AA2 to access the rooms, which are above the loading dock area.

FRONT OF HOUSE LIGHTS 1) If the lights are off when you enter the building you can use your light lock key, labelled: WRK 8611, to switch them on. To turn on the lights in the main hallway you have to insert the key into the panel which has a red light on it, turning the key to the left should switch on the hallway lights instantly but it will take 15 minutes for the main ones to warm up and come on. 2) To turn on the lights in the hallway by the bathrooms there is a similar panel with a red light and key hole at the end of that hallway near the emergency exit. Again turning your key to the left should instantly turn these lights on. 3) When you leave remember to turn both these sets of lights off by repeating this process and turning the key to the right.

EVENT MANAGEMENT 1) The Theatre Manager will send the Host the rider information and contact details for the client/performers, including timings for load in, set-up and sound check and the groups technical requirements. 2) The theatre space must be unlocked, open and lit, at least one hour before the scheduled performance time. 3) The Host must be present at all times when the client/performer is on the premises and make yourself available to answer questions, organise furniture and help with the stage set up. 4) The Host is also ultimately responsible for the clients technical needs, including house lights, basic stage wash and projector use, and liaising with technicians for more complex technical requirements . If the clients have questions you cannot answer please refer them to the technical information document which they will have seen, this has all the information they will need. 5) The Host must ensure they are aware of the running order of the event, including timings for any intervals, lighting and projector cues. 6) The Host is responsible for ensuring the Theatre Regulations are upheld, particular around ensuring there is no food, drink allowed in the house or alcohol allowed on the premises. There is a $500 fine for violation of these regulations written into the Client's contract. If the Client is thought to be breaking these regulations then they can be told that a fine will be applied.

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USHER MANAGEMENT 1) The Host must be available to meet with the volunteer ushers or the clients nominated front of house staff one hour before the event to brief them on the evenings performance, running time, interval and positions 2) Depending on the number of ushers available, two should be positioned at the door, two inside where the wheelchair spaces are to give out programs and provide assistance where needed and one or two ushers can man the ticket/concession stands. 3) Ushers must be briefed to open the house half an hour before the performance, close the doors just before the performance begins and open the doors just before the interval and at the end of the performance, to ease audience access to the house. 4) During the interval ushers can sell concessions, and at least one should stay in the house and one should be positioned in the foyer in case of emergency. 5) Ushers will stay to clean up garbage and belongings from the space after the event, this includes walking up and down the aisles, dressing rooms and the foyer area. 7) The Host must then let Ushers know when they can leave.

HOUSE LIGHTS 1) To access the house lights you must use the BOOTH MASTER control in the tech booth. 2) Press the 'MANUAL' button so that it lights up red to switch the house lights to manual and make sure the 'MASTER' slider is pushed all the way up. 3) Ensure the 'Seat Aisle Lights' slider is pushed up so the 'runners' (stairway and aisle lights) are lit. 4) When the auditorium is in use make sure the front of house lock is lit, this is the 'HOUSE LIGHT LOCK' slider, it can be positioned halfway up. 5) When the back-stage area and dressing rooms are used make sure the 'STAGE LIGHT LOCK' slider is in the up position. 6) Button number 5 activates the stage work lights.

STAGE LIGHTS 1) If a client wants a simple stage wash and/or cyclorama lights the Host can control that for them. If they want anything more complicated a technician must be called. 2) To switch on the Strand Lighting Board flick the switch at the front bottom left of the Board. This will activate the Board and switch the right-hand screen on. 3) Sub-masters 1-4 have been pre-set with different stage wash options, you can run through these allowing the client to choose which they like.

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4) Sub-masters 25-28 are LED lights which project onto the back cyclorama (the white material at the back of the stage.) Different colour options can be selected, again the client can choose if they want to use these. 5) When you have decided on a style make sure to only push the slider to a maximum of 90%, this lengthens the life of the lighting instruments. 6) Do not leave the stage lights up when they are not being used, instead turn on the stage work lights by pressing button number 5 on the Booth Master Control. 7) Ask the client when they want the stage lights brought up and taken down . 8) To turn off the Board click on the SYSTEM button on the bottom left hand corner of the screen, then select POWER OFF, when prompted click enter on the keyboard and then leave the system to shut down.

CURTAINS 1) Depending on the type of performance and use of space the stage curtains can be used to partition off unused areas as follows: Main Curtain: Green velour, positioned at proscenium, manually operated from wings. Mid-Stage Traveller: Black velour, manually operated from wings. Up-Stage Traveller: Black velour, manually operated from wings, covers eye.

SAFETY PROCEDURES 1) You will find an emergency exit map inside the entrance doors to the building. 2) There are four lit emergency exits out of the auditorium. 3) There are two emergency exits from the stage and two from the back stage area. 4) The fire drill assembly point is in the Forum Parking Lot. 5) If any accident occurs in the facility it should be noted and reported to the School office whenever the School is next open.

VENTILATION 1) The A/C panel is on the wall between the wheelchair lift and the lighting board in the tech booth, you do not have to touch the dial (this relates to the amount of air coming through back-stage.) 2) The panel is labeled 'Overrides' and there is a button labeled 'Performance' and a button labeled 'Rehearsal'. You need to press the performance button once right before the show goes up. 3) To check air is circulating put your hand over the round black vents located underneath the seats in the house and make sure you feel a light breeze against your hand . 4) The air will last for three hours and then automatically switch itself off.

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CLOSING PROCEDURE 1) Ensure all lights are switched off. To switch off the house lights using the pad next to the house entrance doors you should press 4 and then press it again to deactivate. 2) Make sure the client has removed all of their belongings from the Facility, you can remind them that we are not liable for any belongings left behind. 3) Check that all garbage from front of house, auditorium, dressing rooms, and washrooms and that all garbage is in the designated areas. 4) Ensure all doors that were previously unlocked are re-locked, including the main entrance doors where the panic bars should be locked in the out position using the allen key. 5) When all the above checks have been made you can sign out on the 'Sign In/Sign Out Sheet'. 6) When you are ready to leave the building you can activate the emergency alarm by entering the code **** and then quickly exiting the building within 60 seconds. If you have any problems with the alarm be sure to call the Alarm Company Emergency Number: 1-800 241-1122 (this number can also be found on the Sign In/Sign Out Sheet.) Key Contacts Miriam Manley, Theatre Manager- 250 814 7386 Garry Pendergast, Arts Council- 250 814 9325 Technical Contacts Brad Binnington, Lighting Technician- 250 837 6614 Darren McKay, Lighting Technician- 250 814 7109 Grant Leiterman, Sound Technician- 250 814 1757 Francois Desrosiers, Sound Technician- 250 837 9559/250 814 9400 School Contacts Andy Dawes, Head of School Custodial Services- 250 814 8322 Earl Woodhurst, Head of School Operations- 250 837 8759 Andy Pfeiffer, Vice Principal- 250 837 6152 Greg Kenyon, Principal- 250 837 2127 (home)

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APPENDIX G
VOLUNTEER USHERS (PART TIME)

Revelstoke Performing Arts Centre is currently seeking dedicated volunteers to join our front of house team to create a safe welcoming environment for our patrons. Our ushers will be responsible for providing customer care and ensuring the safety of our audiences throughout the show. Applicants must be aged 14 or over and an interest in performing arts and experience of customer service is desirable. If you wish to be considered for a volunteer usher position please contact us at revelstoketheatre@gmail.com or 250 814 7386.
JOB DESCRIPTION At Revelstoke Performing Arts Centre we are constantly striving to maintain a friendly and welcoming atmosphere for our patrons while also making sure that their safety is a priority. Volunteer ushers will work alongside the Host during the show shift and will be located inside the auditorium during the performance to ensure that health and safety and licensing regulations are met. The role requires ushers to work during evenings, weekends and matinees. Job Title: Part Time Volunteer Usher Responsible to: Host!Theatre Manager Key responsibilities: To assist in ensuring the safety and comfort of members of the public and staff. To adhere to all Fire, Health & Safety Procedures to minimize the risk of injury and accidents. To abide by and enforce appropriate licensing regulations. To deal effectively with customer problems and enquiries. To provide accurate information about the Revelstoke Performing Arts Centre and its productions. To ensure all cash and equipment is kept safely whilst on the premises. To ensure the public areas are well presented and cleared up at the end of the event. To adhere to the House rules and policies. To provide a welcoming atmosphere.

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Skills/Experience: An interest in the performing arts. Previous experience of working with the general public. Excellent communication skills. A willingness to provide first rate customer service. Applicants should have the ability to: Work calmly and effectively in stressful situations Operate successfully in a team Deal confidently with the general public Use their initiative and prioritise during busy periods Terms and Conditions: Status: Casual Part Time Hours of Work: At least six shifts per year. Most shifts are in the evenings from 6.00pm onwards, although we may have matinees on weekends Saturdays and occasionally on other midweek days.

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APPENDIX H REVELSTOKE PERFORMING ARTS CENTRE VOLUNTEER USHER GUIDE

As a volunteer usher, you help Revelstoke Performing Arts Centre ensure that our patrons enjoy their theatre experience. Your assistance, positive attitude and customer service affect how individual patrons view the show they are seeing and their experience at Revelstoke Performing Arts Centre. You play a crucial role in Revelstoke Performing Arts Centre's success. We appreciate your commitment and could not do what we do without your support! The information below will help you answer patrons' questions and be a more informed representative of the theatre. Please take the time to read through it and if you have questions, please contact Miriam Manley, the Theatre Manager, at reveltoketheatre@gmail.com or 250 814 7386. A common sense application of the principles contained in this guide will ensure that both you and our patrons have the best possible experience at Revelstoke Performing Arts Centre.

Volunteer Basics
Dress Code The purpose of having a dress code is to ensure that our usher staff is both professionally and distinctively dressed. It is important to be easily identifiable as representing Revelstoke Performing Arts Centre. The dress code is all black clothing and black shoes. Please wear shoes that are comfortable for walking, climbing stairs and standing. Call Time Call time is promptly one hour before a scheduled show. The Host starts orientation one hour before the scheduled performance and counts on all ushers being present and ready to work. Please make every effort to be on time. The lobby is considered open one hour before the performance begins. Expectations Please do not eat, drink, sit, socialize or read after the lobby opens. Please turn off your cell phone when you arrive. Ushers are expected to be familiar with emergency exits, the location of restrooms, water fountains, will call, the box office, and the information in this guide.

Additionally, ushers are expected to be able to answer questions about the

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length of the show, when intermissions will occur and how long they will last, and when the house will open. The Host will review most of this information at the orientation period before each usher shift. Ushers are also expected to follow the directions of the Host. If you have questions about any of these matters, please ask the Host. After The Lobby Opens The house (inside theatre) is off-limits until the Host tells you that the house is open. Please do not go into the house to look at seats or allow patrons to enter the house until the Host gives the okay. Please consume beverages or food before the lobby opens to patrons. The Host The Host will make assignments, give you instructions, and tell you when and where you may be seated. Please do not leave the theatre without letting the Host know that you are leaving. Attitude and Conduct Our volunteer ushers are the faces of Revelstoke Performing Arts Centre that most patrons see. Ushers represent the entire staff who work hard to provide a unique and enjoyable experience for our guests. Ushers are expected to hold themselves to the highest standard of behavior when interacting with each other and patrons. Ushers are always expected to carry out their duties with courtesy at all times. Never argue with a patron, and if a conflict arises, please excuse yourself and ask the Host to intervene. Patrons Who Need Special Assistance Please pay particular attention to the needs of patrons in wheelchairs or with walkers or who otherwise need special assistance. There are 2 wheelchair spaces available on either side of the back row in the theatre. If friends or family wish to sit with the wheelchair user chairs can be found in the box office. Walkers need to be stored in the designated in the box office next to the coat rack. Please be sure to return the walkers to patrons who need them during intermission and at the end of the show. Ask the Host if you need assistance. Coat Check Revelstoke Performing Arts Centre does not have a coat check. There are coat racks located inside the box office. Inability to Keep a Schedule Date If for any reason you are not able to keep your scheduled ushering date, please let the Host know by contacting Miriam Manley at revelstoketheatre@gmail.com or by calling 250 814 7386. You may arrange for a substitute to take your place. Please let Miriam Manley know that you have arranged for a substitute to take your

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place. If you do not arrange for a substitute and do not let the Front of Host know that you will not be able to keep your scheduled date in time for the Host to arrange for a substitute, you may not be asked to usher again . After two no shows, you will be asked not to return and your scheduled shift will be given to the next usher on the waiting list. Benefits of Ushering You are entitled to a complimentary seat at a performance you are scheduled to usher. The Host will tell you where you may sit. Depending on who is running the concession stand you are also entitled to free water or coffee. Please do not consume beverages while you are performing your ushering duties. By being an usher, you become part of the Revels toke Performing Arts Centre family and get to meet and socialize with other people who love the theatre and enjoy ushering.

Volunteer Usher Posts

Tickets Ticket ushers greet patrons, tear tickets, and direct patrons to the proper entry door. Ticket ushers must be friendly and fast. They should have good eyesight for reading tickets. Please check the date, time, and performance. When tearing tickets, give the patron the larger, portion. Think of it as "we keep the small, they get the big." Seating Seating ushers assist patrons in locating their seats. They should be friendly, able to climb stairs, and have good eyesight to read tickets. They should also be familiar with the seating layout of each theatre . If there is a conflict in seating assignments that you cannot readily resolve, please ask the Host to assist in resolving the issue. Doors Door ushers greet patrons, hand out programs and answer questions. Stage Guards At intermission, two ushers are needed during intermission to direct patrons away from the stage and the back stage areas and to assist patrons in returning to their seats. The House Manager will make these assignments. Post-Show After the show, all ushers are asked to assist patrons while they are exiting and to help the Host in picking up the house. Please be sure to return walkers to patrons who need them at the end of the show.

House Rules and Policies

Food and Drink

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Patrons are not allowed to bring food or beverages into the theatre. No glass containers, bottles or cans are permitted in the theatre. Cameras and Recording Devices Cameras or recording devices are not permitted in the theatre. Copyright law strictly prohibits the taking of images of copyright material, including the performance, sets and props. Additionally, camera flashes are extremely distracting to performers who rely upon lighting cues during the performance, and they are annoying to other patrons. If you see someone using a camera, please politely ask them to stop. The Stage and Backstage Areas Are Off-Limits to Patrons Patrons are not permitted to go on the stage, touch the sets or props or enter the backstage areas. Late Seating Latecomers will NOT be seated once the performance has started. If a patron leaves the theatre during a performance, generally the patron will not be permitted to return until the next intermission. Parking You may park in the School parking lot, the Forum parking lot or behind the school building. If patrons tell you they are having trouble finding parking, please alert the Host.

Emergencies
The Host is trained as to what to do in the event of an emergency. Should there be an emergency, find the Host immediately. Specific Emergencies Minor Accidents and Falls An usher should stay with the injured person and send another usher to get the House Manager. If the patron says that he or she does not need assistance but appears to be injured, please note the patron's appearance, where the patron is sitting, and report the incident to the Host immediately. First Aid Kit Some limited first aid items are available in a first aid kit located in the theatre tech booth. Any request for these items should be directed to the Host. Medical Emergency In the case of heart attack, stroke, seizure, or medical emergency, notify the Host immediately. If it is during the performance, one usher should remain with the patron and send another usher to find the Host immediately. Fire

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If there is a fire, the Host will make an announcement directing patrons to exit the theatre. Ushers should assist patrons in exiting the theatre. Ushers should be familiar will all exits out of the theatre. There are four exits out of the theatre and there are several exits out of the lobby. Additionally, fire extinguishers can be found in designated locations in and around the theatre. If you are ushering and you do not know the location of exits out of the theatre, ask the Host to show you where exits are located .
Disruptive Patron If a patron disturbs the performance in a manner that requires attention, find the House Manager immediately.

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Appendix I
RPAC Income & Expense

Feb 26/13
Income
CBT SD 19 RCU Municipality Partners/Sponsors Rentals Ticket Sales Capital Fee 10/o Total

YTD
15,000.00 8,000.00

5,752.88 8,091.30 660.00

37,504.18

Expenses
Staff Technical Custodial Host Website Marketing Office Exp/Start Up Centre Supplies Piano Tuner Program Dev Performer Fees Performer Hotel Costs SC# 19 Utilities Capital Replacement Fund Total

7,010.00 1,044.00 630.00 840.00 120.00 30.00 1,207.47

128.80 5,040.00 632.88 4,000.00

2082.5

22,765.65 14,738.53

Surplus (committed for Staff and 50#19 Utility expenses to August 2013)

p. 34