Noah Patel
Auditoriums are often needed by independent playhouses, theatre troupes, and religious groups, and high schools are sometimes able to rent out their auditoriums for these purposes. High schools may also be able to offer their auditoriums for filming, events, or photoshoots. Some high schools, such as Manchester Regional High School, require a security deposit and proof of insurance before renting out their facilities. Lakeview Public Schools' auditorium is equipped with state-of-the-art lighting, audio, and video equipment, making it a desirable rental option. Auditorium rental prices vary depending on location, amenities, and length of rental, but generally range from $50 to $100,000 per hour.
| Characteristics | Values |
|---|---|
| Location | St. Clair Shores, MI |
| Auditorium Name | Schaublin Auditorium |
| Rental Cost | $50/hr |
| Insurance Requirements | Yes |
| Custodian Requirements | Yes |
| Amenities | ETC Source four ellipsoidal lights, moving wash lights, ETC “ION” console, 32 Channel Allen and Heath GL2400 audio console, twenty-four channel Soundcraft audio console with EQ, SHURE QLXD4 lavalier and handheld wireless microphones, wired microphones, Crestron Presentation cart with multi-media options, Sanyo rear video projection system, video monitoring in every room, black velour legs and borders, black traveling velour's, counterweight lock rail fly system by Secoa |
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What You'll Learn
Costs and fees
The costs and fees associated with renting out a high school auditorium can vary depending on the specific school and location. However, there are some common factors to consider:
Rental Fees
Rental fees typically cover the increased operating costs incurred by the school due to factors such as extra staff, utilities, and wear and tear. The profits generated from rental fees are often used to support educational programs or other school initiatives. It is worth noting that schools may offer discounts or waivers for specific organizations or events that benefit the school or community. For example, non-profit organizations with valid federal 501(c)(3) status or a letter from the State Comptroller's Office may receive a 50% discount on facility rental fees.
Custodial Fees
In addition to the rental fee, there may be a separate charge for custodial services. This fee covers the cost of having custodial staff on duty during the event, including the time before and after the event for set-up and clean-up. The standard custodial fee is $45 per hour per custodian, but the actual cost may be higher depending on the specific requirements of the event. Custodial fees are mandatory and cannot be waived.
Additional Staff and Services
If your event requires additional staff or services beyond the standard custodial staff, you will be charged at a flat rate of $45 per hour per staff member. This may include technical staff for operating sound and lighting equipment or other specialized services. These charges will be added to your final bill, and timesheets for these additional staff members cannot be processed without a valid facility reservation request.
Cancellation Policy
It is important to be mindful of the cancellation policy to avoid any unexpected fees. Most schools require cancellations to be made at least 48 hours before the event to avoid being charged the full rental price. Late cancellations may result in forfeiting any deposits or incurring additional fees to compensate the school for their losses.
External Costs
Depending on the nature of your event, there may be external costs to consider. For example, if you are using a ball field, you may be responsible for field preparation and equipment, as well as cleanup after the event. Lack of proper cleanup may result in additional charges or penalties. Additionally, if you require the use of specialized equipment or facilities, such as sound systems or stage lighting, there may be an extra charge for their usage and any associated staff time.
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Insurance requirements
Certificate of Insurance:
Any organisation renting a high school auditorium must provide a valid Certificate of Insurance before their request can be approved. This certificate demonstrates that the organisation has the necessary insurance coverage to use the school's facilities. The certificate should name the school or the district as an additional insured party. This ensures that the school is protected against any liability claims arising from the use of its premises.
General Liability Insurance:
The user or organisation renting the auditorium is typically required to maintain a General Liability Insurance policy with a reputable insurer. This policy should provide coverage for any claims arising from injury to persons or damage to property during their use of the school premises. The coverage limit is usually set at a minimum of $1 million, ensuring that the school is adequately protected financially.
Hold Harmless Clause:
The rental agreement often includes a Hold Harmless Clause, which protects the school, its employees, officials, and representatives from any liability arising from the user's activities. The clause states that the user agrees to indemnify and hold harmless the school and its affiliates against all claims, demands, actions, suits, damages, and expenses resulting from the use of the school premises. This includes any injuries or property damage that may occur.
Specific Insurance Requirements:
Optional Insurance Packages:
In some cases, the school or rental platform may offer optional insurance packages that users can purchase for added protection. These packages can provide peace of mind and ensure that the user is covered for any potential damages or liabilities that may arise during their event.
It is important to carefully review the insurance requirements specified by the high school before renting out their auditorium. Meeting these requirements is essential to ensure that both the school and the renting organisation are adequately protected in the event of any unforeseen circumstances.
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Custodian requirements
When it comes to renting out a high school auditorium, one of the key requirements is the presence of a custodian. Here are the custodian requirements that must be considered:
Availability and Scheduling
The availability of a custodian is an important factor. The rental request should align with the custodian's schedule to ensure their presence during the event. Schools may have custodians regularly scheduled to be on duty, and their availability should be confirmed before approving the rental.
Custodian Fees
Custodian fees are typically charged in addition to the facility rental fee. These fees cover the cost of the custodian's time and services during the event. The rate may vary depending on the school and region. For example, some schools charge $25 per hour for a regularly scheduled custodian and $35 per hour if no custodian is regularly scheduled.
Overtime Rates
If the rental extends beyond the custodian's regularly scheduled hours, overtime rates may apply. Non-profit organizations, in particular, may be responsible for paying the custodian's overtime rates when the event exceeds their regular hours. This ensures that the custodian is compensated fairly for their additional time and efforts.
Minimum Custodial Fee
There may be a minimum custodial fee requirement. For instance, a school may set a minimum charge of $45 per hour per custodian on duty. If the actual custodial fees are higher than the minimum rate, the renter will be charged the actual cost. This ensures that the school covers the expenses associated with providing custodian services.
Timing of Custodial Services
The custodial services should cover not only the duration of the event but also the preparation and conclusion. For instance, custodial fees may start 30 minutes before the event and continue for 30 minutes after it ends. This ensures that the auditorium is properly prepared before the event and adequately cleaned and secured afterward.
Waivers and Discounts
In certain cases, custodian fees may be waived or discounted. For example, if the event is deemed to be of particular benefit to the school or community, the school district may choose to waive or reduce the custodian fees. Additionally, non-profit organizations may receive discounts on facility rental fees, which could indirectly reduce the overall cost, including custodian fees.
These custodian requirements are essential to consider when renting a high school auditorium. They ensure the availability of custodial services, proper compensation for the custodian's time, and adherence to the school's policies and procedures.
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Available amenities
High schools often rent out their auditoriums and other facilities to the public for various events and activities. When it comes to amenities, here are some common ones that are available when renting a high school auditorium:
Audio-Visual Equipment: High school auditoriums typically offer a range of audio-visual equipment to support performances, presentations, and events. This can include microphones, speakers, audio consoles, and lighting systems. Some auditoriums may also provide video projection systems and multimedia options, ensuring that your event has the necessary technical capabilities.
Seating and Stage Setup: Auditoriums usually have flexible seating arrangements, allowing you to accommodate different group sizes and event formats. They may offer a combination of fixed and movable seating, ensuring you can customize the space to your needs. Additionally, features like a proscenium opening, aprons, and stage curtains provide the necessary infrastructure for theatrical performances or presentations.
Internet and Connectivity: Some high school auditoriums offer high-speed internet access, which can be crucial for events that require online connectivity. This enables streaming, virtual participation, or the use of online platforms during your event.
Support Staff: Depending on the high school and their policies, you may have access to support staff during your rental period. This could include custodial staff to assist with setup and cleanup, as well as technical staff to help with the operation of audio-visual equipment.
Athletic Facilities: If your event requires athletic facilities, many high schools offer access to their gyms, courts, fields, and pools. This can be especially useful for sports tournaments, community gatherings, or events that require a larger space for physical activities.
Accessibility and Safety: High school auditoriums generally adhere to safety standards and may provide amenities like accessible entrances, exits, and seating to accommodate individuals with disabilities. They also often require users to obtain insurance and provide a Certificate of Insurance to ensure the safety and protection of all individuals involved in the event.
When renting a high school auditorium, it is essential to inquire about specific amenities and any associated costs. Each school may have unique offerings, and understanding the available amenities will help ensure your event's success.
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Booking process
The booking process for renting out a high school auditorium varies across different schools. Here is a step-by-step guide on how to rent a high school auditorium:
- Online Platforms: Many schools now offer online platforms or applications to simplify the process of renting their facilities. For example, websites like Giggster and Facilitron provide a wide range of school auditoriums and other facilities for rent, along with features like real-time availability calendars and online payment processing.
- Contact the School: If an online platform is not available, you can contact the school directly. For instance, to rent the Troy High School or Athens High School Auditorium, you would need to contact their Theatre Manager/Auditorium Director, Mr. Gino Minchella, via email.
- Check Availability: Before confirming a date, check the school's calendar for availability. Some schools provide publicly displayed calendars, while others may require you to create an account and log in to access their calendar. Make sure to choose a date when the auditorium is not already booked for school events or other external rentals.
- Fill Out Forms: After selecting a suitable date, fill out the necessary forms provided by the school. These forms may be available online or may require manual submission. Provide all the required details, including the purpose of your event, expected attendance, and any specific requirements.
- Approval and Payment: Once your form is submitted, the school administrators will review your request and approve it if there are no conflicts. You may also need to provide insurance for your event, either through your own insurance broker or by purchasing insurance from platforms like Facilitron during the checkout process. Finally, proceed with the payment to confirm your booking.
- Additional Details: Depending on the school and your specific needs, there may be additional steps or requirements. For instance, at Ridgefield High School, the Auditorium Manager handles IT tickets for any technology-related needs, such as a screen/projector.
By following these steps, you can rent a high school auditorium for your event, ensuring a smooth and efficient booking process.
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Frequently asked questions
Yes, high schools often rent out their auditoriums for filming, events, or photoshoots.
The cost of renting an auditorium varies depending on the property type, features, and rental length. Generally, prices range from $50 to $100,000 per hour.
The equipment provided can vary depending on the auditorium. Some common equipment includes lighting, audio consoles, microphones, and video projection systems.
Yes, there may be requirements such as obtaining a Certificate of Insurance and meeting insurance requirements. Some schools may also require a security deposit and proof of criminal background checks for individuals involved in youth-oriented activities. It is important to review the specific policies and requirements of the school or district you are renting from.
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