POLICIES AND PROCEDURES

I.  POLICIES FOR PATRON SAFETY

• TPAC is located inside a state-owned building, and therefore, smoking is not permitted in any part of the building. Smoking is permitted outside of building.
  
• Food is not permitted in theaters. Drinks, including bottled water, purchased from TPAC Concessions will be allowed for certain performances. Please contact TPAC Event Services for complete information on food and drink policies.
  
• The Licensee shall not obstruct: (i) any entrances or exits from the building, (ii) any stairways, hallways, or access to utilities within the building, or (iii) any sidewalks immediately outside the building.
  
• Animals (other than seeing eye dogs) will not be allowed in the building for any reason other than use in the event, without the consent of the TPAC Technical Director prior to load-in.
  
• Decorations and signs may not be placed in any rooms, hallways, lobbies, or theaters in the building without the permission of TPAC.  Costs to repair any damage caused by placing such decorations or signs will be paid by the Licensee.
  
• No sign or decoration is allowed on the building exterior or sidewalk.
  
• Firearms are prohibited in all state buildings.  All “prop” weapons must be approved by the TPAC Technical Director.
  
• TPAC equipment must be operated by TPAC personnel.
  
  BACK TO TOP

II.  PRODUCTION RELATED POLICIES

• Prior to the event the Licensee shall provide a complete list of all persons to be allowed in the backstage area. This list must be approved by the Technical Director. TPAC reserves the right to restrict backstage access.
  
• The house opens 30 minutes prior to the scheduled performance. All set-up and sound checks must be completed by this time. The Event Technical Director will assist the Licensee in opening the house on time. In the instance of War Memorial Auditorium, due to the size of the lobby, TPAC and Licensee will mutually agree on a time for the facilities exterior and interior doors to open.
  
• The express oral approval of the Event Technical Director, in collaboration with the Licensee’s Stage Manager, is required to begin each performance and end each intermission.
  
• House seats will not be removed to accommodate sound and lighting boards. TPAC will provide space behind orchestra level seating to the extreme right and/or left of the control booth. Accessible seating locations will take priority over placement of sound and lighting boards.
  
• TPAC reserves the right to control the final sound level for any event.
  
• All coordination between Licensee and TPAC staff will be done through the Event Services Manager with the exception of 1) merchandise or food and beverage requirements, which will be coordinated with the TPAC Concessions Manager and/or 2) technical labor and requirements, which will be coordinated with the TPAC Technical Director.
  
• No additional locks will be permitted on any door of the premises. It is recommended that valuables be collected by the Licensee’s Stage Manager prior to the event and kept until the event is completed. Although TPAC maintains twenty four (24) hour security in all areas under its jurisdiction, TPAC assumes no responsibility for valuables left in dressing rooms.
  
• ALL SMOKE AND PYROTECHNICS EFFECTS MUST BE APPROVED BY THE TPAC TECHNICAL DIRECTOR AND THE METROPOLITAN NASHVILLE FIRE MARSHALL. In addition, pyrotechnic effects must first be approved by the State Fire Marshall’s office. The Licensee must provide a written description of each effect and may be called upon to demonstrate that effect to the Metropolitan Nashville Fire Marshall prior to approval. Pyrotechnic effects permits also require a drawing of the stage showing locations of the effects with respect to audience, actors and/or performers and scenery, and a letter attesting to the expertise of the pyrotechnician. The Licensee shall work in conjunction with the TPAC Technical Director in coordinating demonstrations with the Metro Fire Marshall. Pyrotechnic permits must be issued ten business days prior to the demonstration. Substantial fees are involved in this process.
  
• All scenery and paraphernalia shall be flame proofed by the Licensee so as to satisfy legal standards and the highest standards of accepted contemporary practice.
  
• All electrical equipment brought into the building by the Licensee shall comply with all rules and regulations of city, state, and federal governments.
  
• Any use and/or change of rigging and equipment must be approved in advance by TPAC’s Technical Director.
  
• The Licensee shall not allow nails, tacks, stage screws or similar articles to be driven or placed in any part of the building without prior approval by TPAC’s Technical Director.
  
• The Licensee may not use a forklift on any stage.
  
• The facilities are a place of public accommodation and are accessible to disabled persons in compliance with Titles II & III of the Americans with Disabilities Act (ADA). The Licensee shall not allow any of its artists, employees, contractors, agents, invitees, or other persons it permits on the premises to render the facilities inaccessible to disabled persons or otherwise cause the facilities to be out of compliance with the ADA. In the event the Licensee permits any person to render the facilities inaccessible to disabled persons or otherwise cause the facilities to be out of compliance with the ADA, the Licensee shall immediately remove the cause and return the facilities to compliance.
  
• The Event Technical Director must be informed anytime chemical smoke or haze is used to insure building management is informed and proper safety precautions are taken.
  
  BACK TO TOP

III.  TECHNICAL LABOR POLICIES AND PROCEDURES

• The Event Technical Director must be on duty at any time there are production personnel in the building.
  
• Minimum crew call will be four (4) hours for load-in, rehearsals, and performances. Minimum call will be three (3) hours for load-out. All billing for labor will be assessed in half hour increments.
  
• Meal breaks are to be allowed after each five (5) hours and no earlier than three (3) hours of work. The entire crew will participate in this break. Meal breaks may be taken by departments as mutually agreed upon by the Licensee and the Event Technical Director. If meal breaks are not observed, the Licensee will be charged a meal penalty rate (one and one half times the employees regular rate) after five (5) hours of work and until a meal break is observed or the end of the call is reached. In lieu of a full hour break, the Licensee may furnish a meal for all technical staff on call and take less than one (1) hour, but not less than one half (½) hour. No time shall be deducted for breaks of less than one (1) hour. All crew members shall be guaranteed two (2) hours minimum of work following a one (1) hour meal break. If a meal break in excess of 90 minutes is taken a new four (4) hour minimum call will ensue. Overtime rates apply to all technical staff, including departmental heads.
  
• During any call, the technical staff will be given a minimum of one (1) break of fifteen (15) minutes after three (3) hours and no earlier than two (2) hours of work in one five (5) hour period and two (2) breaks if the call is over five (5) hours. This break procedure starts over after the first eight (8) hours worked.
  
• An overtime rate (one and one-half times employee's regular rate) will be charged for each hour worked over eight (8) hours in one day and for each hour worked over forty (40) regular hours in one week. Overtime rates apply to all technical staff, including departmental heads.
  
• There will be an eight (8) hour rest period between calls of the same production or an overtime rate (one and one-half times employee's regular rate) will be charged until an eight (8) hour rest period is observed. Overtime rates apply to all technical staff, including departmental heads.
  
• An overtime rate (one and one-half times employee’s regular rate) will be charged for any hours worked between 2:00 a.m. and 6:00 a.m. Overtime rates apply to all technical staff, including departmental heads.
  
• Double time will be charged for all work performed on the following holidays or the day TPAC chooses to observe these holidays: New Year’s Day; Easter; Memorial Day; Independence Day; Labor Day; Thanksgiving Day; Christmas Eve; and Christmas Day.
  
• The Licensee must give the TPAC Technical Director twenty-four (24) hours notice of intent to cancel any crew prior to a scheduled call. Failure to inform the TPAC Technical Director will result in an automatic four (4) hour minimum charge being awarded to those personnel who were scheduled but did not work.
  
• The Technical Director will assist the Licensee in adhering to the preceding Policies and Procedures. It is, however, the responsibility of the Licensee to schedule the event in such a manner as to avoid penalty.
  
  BACK TO TOP

IV.  HOUSE POLICIES

• Up to three (3) tables, clothed and skirted, with chairs and up to three (3) easels will be provided and set up in the lobby at no charge so long as requests for such items are received three (3) days prior to the event. Labor required to set up additional tables and chairs will be charged to the Licensee. Tables will not be added during performance times. Please contact TPAC's Event Services Manager to request special lobby set up needs.
  
• Labor to hang standard banners in the James K. Polk Theater and the Andrew Johnson Theater will be provided at no charge providing the request is communicated to TPAC three (3) days prior to the event. These banners must be delivered to TPAC by 12:00 Noon on the day of the event. Please contact TPAC's Event Services Manager to request special lobby set up needs. At present, there is no rigging system in place to hang banners at War Memorial Auditorium lobby. Please contact TPAC’s Event Services Manager to discuss possible options in displaying banners at WMA.
  
• No Banners may be hung in the Andrew Jackson Hall Lobby. In lieu of banners, TPAC has provided four 50" plasma screens available to rental clients at no additional charge to recognize sponsors and provide information to audiences prior to the performance. The locations of the screens are: Two on the orchestra level, over the entrance to the theater; one on the restroom level; one on the tier level; and one on the balcony level. The plasma screens display images with the use of Microsoft Power Point. Clients can supply a Power Point presentation to TPAC for use of the plasma screens. Rental clients may submit mini digital videotape clips (with sound) for use on these screens, subject to the approval of the Tennessee Performance Center. A VHS, DVD, or digital copy of the clip must be provided to TPAC for viewing with a request for inclusion in the audio-visual presentations. Clips may be no longer than 30 seconds in length. If TPAC approves use for audio-visual tape from a rental client, a fee of $25 will be charged to cover the cost of importing clips submitted on mini digital videotape. Audio-visual clips approved for use by TPAC will be displayed before every performance.
  
• For 30 days prior to any performance, up through the night of the performance, the title, date, time, and theater space will be displayed in rotation on the marquee with other TPAC events. Each performance appears once approximately every 10 minutes between 6 a.m. and 12 midnight. "Stars" and "Name in Title Sponsors" may be included on the marquee, subject to the approval of the Tennessee Performing Arts Center on a case-by-case basis. There is no additional charge to the client for marquee promotion.
  
• Inserts must be delivered at least 90 minutes prior to curtain. Late arrivals will be stuffed prior to the next performance. More than three (3) inserts require additional usher time, and this charge will be billed to the Licensee.
  
• TPAC oversees four facilities. Requests for easels, tables, and cloths are on a first come, first served, space available basis. Last minute requests may not be readily accommodated.
  
• Storage for merchandise is limited. Therefore, only the merchandise to be sold during the event can be brought to the front of the house.
  
• The Licensee should not leave its merchandise or ticket tables unattended before, during, or after events. TPAC does not accept responsibility for Licensee’s front of house setup, including merchandise, displays, or other items left unattended.
  
• Remaining programs, inserts, or other items (for example: promotional, development or marketing items) left behind after the final performance will be discarded within 48 hours of that performance.
  
• The Licensee should submit a late seating policy to the TPAC House Manager one (1) week
  prior to the event. In the absence of the Licensee’s policy, TPAC will handle late
  seating at its discretion. The policy will not be changed during the performance, but can be
  modified prior to the next performance.
  
• For the safety of the Licensee’s guests and to minimize the Licensee’s liability risk and costs for stage labor that may be delayed in loading out the event, it is recommended that all guests who wish to go backstage following a performance are directed to the stage door. In individual instances where it may be more appropriate for guests to have backstage access from the house, the Licensee’s staff must escort the guest. The Licensee’s staff will be allowed regular backstage access through the house at any time. Guests attending receptions and “meet and greets” held backstage, in the Green Room, or in a dressing room must exit the building via stage door. Guests attending receptions held on the stage or in the holding area may exit through the house. For all events at War Memorial Auditorium, coordination of backstage guests will be mutually agreed by TPAC’s Event Services Manager and Licensee.
  
• TPAC requires 48 hours advance notice for any added performances not previously scheduled including, but not limited to invited dress rehearsals, sponsored dress rehearsals, corporate performances etc.
  
  BACK TO TOP

V.  ALCOHOL AND FOOD RELATED POLICIES

• As the authorized license holder, TPAC is responsible for the serving of alcoholic beverages in certain designated areas of the performing arts center and War Memorial Auditorium. TPAC follows and strictly adheres to the alcoholic beverage laws established by the State of Tennessee and Metro Nashville.
  
• The authorized alcohol licenses may limit the locations where alcoholic beverages are served. Alcoholic beverages may not be taken into the State Museum area or outside the designated areas of the performing arts center.
  
• TPAC reserves the right to close serving areas at any event where the serving of alcohol may cause a dangerous situation. TPAC shall use its sole discretion in serving persons believed to be intoxicated.
  
• TPAC shall supply all product and labor necessary to provide concessions service to guests and artists. Request for an exception to this rule shall be submitted in writing to the Concessions Manager whose decision is final.
  
• Special functions that require food and beverage beyond the normal concessions at events
  must be coordinated with TPAC’s Concessions Manager. Depending on the nature of the event, TPAC may be able to provide complete service or may authorize the hiring of an outside caterer to provide the food portion of the function. A menu and price list of TPAC’s food and beverage items is available from the TPAC Concessions Manager.
  
  BACK TO TOP

VI.  TENNESSEE STATE SALES & AMUSEMENT TAX

• TPAC is required to collect and pay to the State of Tennessee sales tax of 9.25% on the following items:
  a) Equipment and/or services from an outside vendor arranged by TPAC as specified in Article 2(c)(vi).
  b) Consumable items purchased from TPAC.
  
• Licensee is required to make an Amusement Tax Payment, as specified in Article 2(c)(ix), to the State of Tennessee in an amount equal to 9.25% of the face value of all tickets sold or complimentary tickets used in trade.
  
• Licensee may direct questions about either state sales tax or the amusement tax to a tax specialist with the Tennessee Department of Revenue by calling (615) 360-0401 or writing to Tennessee Department of Revenue, Tax Enforcement Division, Airways Plaza Building, 1283 Murfreesboro Road, Suite 500, Nashville, TN 37243.
  
  BACK TO TOP

VII.  TICKETING POLICIES AND PROCEDURES

• When pre-paid or complimentary tickets are to be distributed to patrons by the Licensee immediately prior to a performance at a location other than the TPAC Box Office, a written account of patrons’ names and/or group name and where they may pick up their tickets must be provided to the TPAC Box Office 90 minutes prior to curtain.
  
• For shows that are NOT night-of-show settlements: Seven (7) days following the run of any production the audit will be considered final. Adjustments by the Licensee made to ticket holds or accounts must be made before the end of this seven day period. After seven days, the numbers that are on the system are the numbers on which TPAC will settle. There will be no exceptions to this policy without notice in advance of the final day within the seven day period.
  
• The TPAC Box Office has the right to place “nine holds” on the system in order to secure seats for purchase, customer service issues, etc….These holds will be left on the system for a maximum of seven (7) days.
  
• Any requests for ticket stock or “will call” envelopes must be made at least seven (7) days in advance of pick-up. Should Ticketmaster be out of stock of these supplies, Licensee will be notified of any anticipated delay.
  
• New and pre-existing Report Generators (“Repgens”) must be requested at least three (3) days in advance. Should requested Repgen take longer than this to create, set-up and execute, Licensee will be notified of any delay and anticipated delivery date.
  
• Requests for hard copy files such as labels or electronic files of single ticket buyers require a three day notice. Please note the following charges for these services:
  Labels: $10.00 for up to the first 500 labels (includes setup/capture)
  $ 5.00 per 500 for remaining records
  
• All complimentary ticket requests to be filled by the TPAC Box Office must arrive at least twenty four (24) hours in advance of curtain. All requests for complimentary ticket processing and pre-printed tickets must be faxed or delivered in writing.
  
• All Will Call tickets must be delivered to the TPAC Box Office no later than 90 minutes prior to curtain.
  
• Licensee may choose from the following two options when replacing lost or stolen patron tickets:
  a) Reprint the ticket. Licensee should only reprint rickets they processed. For instruction, please contact TPAC Box Office Management.
  b) Request a Lost Ticket Voucher (for War Memorial Auditorium events only). Lost Ticket Vouchers ("LTV's") are the responsibility of the venue, thus TPAC will be the sole provider of LTV's for War Memorial Auditorium only. For security reasons, LTV's are only given out at the TPAC Box Office on the day of the show, even when written in advance . LTV's are never mailed. For additional security, TPAC house staff is instructed to accept only LTV's signed by a member of the TPAC Box Office management. In the case of duplicated tickets, TPAC House staff is instructed to honor LTV. There is a nominal fee per ticket for each LTV written. This information should be conveyed to the patron who will pick up the LTV.
  
• Licensee must have a representative present in the box office 90 minutes prior to curtain for each performance to address potential questions or problems.
  
• For security reasons, no merchandise or tickets may be left or stored in the box office(s) at any time. The door to the box office(s) will be a locking door. Only box office personnel and the Licensee’s representative are allowed in the box office(s).
  
• All advertising must include the TPAC Box Offices (Downtown and at Davis-Kidd Booksellers), www.tpac.org, www.ticketmaster.com, Ticketmaster charge number" (615) 255-ARTS (255-2787) and should also include Ticketmaster outlets area Kroger stores and Macy's locations.
  
• Ticketmaster phone room hours are: Monday - Saturday 9:00 a.m. - 9:00 p.m. Central and Sunday Noon - 6:00 p.m. Central.
  
• TPAC Box Office hours are: Monday - Friday 10:00 a.m. - 5:00 p.m. (except show days). If there is a show in-house, the corresponding theater box office will open 90 minutes prior to the show, and remain open until the first intermission of the latest running event or 20 minutes to the show if there is no intermission.
  
• Satellite Box Offices and how they work:
  a) These offices will serve the specific theater only.
  b) Satellite box offices will be open 90 minutes prior to curtain, all tickets printed by the organization are to be delivered to these offices stuffed and labeled 90 minutes prior to curtain.
  c) For security reasons, no merchandise or tickets may be left or stored in satellite box offices at any time. Only Box Office personnel and the licensee representative are allowed in the satellite box office.
  d) Should Polk Theater be the only venue operating within the performing arts center, night of show tickets sales for Polk Theater will be sold at the Polk Theater Satellite Box Office only. The satellite box office for Polk Theater will serve as sales and will call before the performance and during intermission.
  e) Should Johnson Theater be the only venue operating within the performing arts center, night of show tickets sales for Johnson Theater will be sold at the main TPAC Box Office only. It will serve as sales and will call before the performance and during intermission.
  f) Night of show tickets sales for events at War Memorial Auditorium will be sold only at the War Memorial Auditorium satellite Box Office. The satellite box office at War Memorial Auditorium will serve as sales and will call before the performance only. There will be no intermission sales.
  g) At the War Memorial Auditorium, a Licensee representative may be asked to handle all will call. The need for a Licensee representative to handle will call will be addressed on a case by case, day by day basis. Need is based on size of will call. This office will be opened 90 minutes before show time.
  
  BACK TO TOP