Ursuline A R T S C E N T E R Thank you for your interest in our newly renovated, state-of-the-art Ursuline Arts Center (UAC)! The most significant arts complex to be built in the St. Matthews or Crescent Hill communities, UAC will provide professional performance space for Sacred Heart Schools and the greater Louisville arts community. Enclosed you will find detailed information on the space and how to enter into a Facility Use Agreement with UAC and Sacred Heart Schools. If you have any questions about the information within or UAC in general, please contact: Gerald Kean Director, Ursuline Arts Center 502.386.6374 gkean@sacredheartschools.org Ursuline Arts Center 502.736.6514 3113 Lexington Road Louisville, Kentucky 40206 www.sacredheartschools.org www.ursulineartscenter.org We hope that UAC will be your chosen venue for your next function. Sincerely, Dr. Cynthia R. Crabtree President, Sacred Heart Schools Gerry Kean Director, Ursuline Arts Center 3113 Lexington Road Louisville, Kentucky 40206 502.736.6514 www.sacredheartschools.org A member of Sacred Heart Schools Sponsored by the Ursuline Sisters of Louisville
Ursuline A R T S C E N T E R Ursuline Arts Center, a new arts center for music, theatre and dance, opened on the Ursuline Campus to the public on January 17, 2010. The most significant arts complex to be built in the St. Matthews or Crescent Hill communities, Ursuline Arts Center will provide state-of-the-art performance space for the Sacred Heart Schools community and the greater Louisville arts community. The Ursuline Arts Center is a showcase. The shining jewel reflects the thought and care that went into the planning and 18-month renovation of the 85-year-old Ursula Auditorium. The $4.5 million renovation and expansion of the original structure offers a modern venue for students of all ages to learn their craft, rehearse, and perform, as well as the latest tools and technology that support professional-caliber theaters. The original auditorium has been rescaled and configured to accommodate 507 seats, plus wheel chair seating, on the floor and in a new balcony. The stage remains 24 deep and 32 wide. A 30 6 x 7 10 orchestra pit has been added. A new stunning and grand atrium provides a unique reception area and exhibition space for visual art exhibits. The glass structure blends beautifully with the preserved historic interior moldings and exterior brick façade. Ursuline Arts Center also includes A scene/prop shop Technical control booth Costume shop and storage Green room Dressing rooms Music classroom Amphitheater for outdoor performances The creation of the Ursuline Arts Center continues a tradition of arts excellence at Sacred Heart Schools and is an investment in the Louisville arts community. Like the arts, the Ursuline model of education helps foster the development of mind, body and spirit of all human beings. Sacred Heart Schools is committed to furthering the arts in its schools and in the community. The Ursuline Arts Center project is part of the Sacred Heart Schools Campus Master Plan and was funded through the $9.55 million Ursuline United Capital Campaign. The architect was Godsey and Associates and the contractor was Parco. The interior designer was Bittners. Sacred Heart Schools, sponsored by the Ursuline Sisters of Louisville, is a community of four Catholic schools located on the beautiful 48-acre Ursuline Campus located at 3105 Lexington Road in Louisville, Kentucky. The priorities of SHS are the development of the Ursuline Core Values of community, leadership, reverence and service as well as rigorous academic programs. SHS includes the following member schools: Sacred Heart Academy (girls, grades 9-12), Sacred Heart Model School (coed, grades K-8), Sacred Heart Preschool (coed, ages 1-6) and Sacred Heart School for the Arts (coed, all ages). The total student population is nearly 2,000. 3113 Lexington Road Louisville, Kentucky 40206 502.736.6514 www.sacredheartschools.org A member of Sacred Heart Schools Sponsored by the Ursuline Sisters of Louisville
Ursuline A R T S C E N T E R Ursuline Arts Center Facility Use Process 1. Contact UAC Director for verification of availability and estimate of fees. If the facility is available we will send you a Facility Use Agreement, UAC specs, and a Production Data Sheet. Spot will be held for five business days while awaiting return of required items. 2. Read and sign Facility Use Agreement, fill out Production Data Sheet, and return with full security deposit and certificate of insurance. Certificate of Insurance must list Sacred Heart Schools and Ursuline Society and Academy of Education as Certificate Holder. 3. Submit payment of all fee balances and an estimate of tech fees two weeks prior to performance. 4. Within two weeks of receiving final invoice, submit or receive payment of any incurred fees or overcharges. 3113 Lexington Road Louisville, Kentucky 40206 502.736.6514 www.sacredheartschools.org A member of Sacred Heart Schools Sponsored by the Ursuline Sisters of Louisville
Ursuline A R T S C E N T E R Rental Item Checklist Completed Production Data Sheet Signed Facility Use Agreement $200 security deposit Certificate of Insurance listing Sacred Heart Schools and Ursuline Society and Academy of Education as added as additional named insureds All remaining fee balances and an estimate of tech fees, based on the submitted Production Data Sheet, paid in full two weeks prior to date of use 3113 Lexington Road Louisville, Kentucky 40206 502.736.6514 www.sacredheartschools.org A member of Sacred Heart Schools Sponsored by the Ursuline Sisters of Louisville
Ursuline A R T S C E N T E R Ursuline Arts Center Facility Use Agreement Introduction This Facility Use Agreement ( Agreement ) is entered into by and between Sacred Heart Schools, Inc. ( SHS ) and the undersigned responsible party ( Responsible Party ) as of the last date set forth on the signature page of this Agreement. This Agreement governs the terms and conditions by which the Responsible Party will have access to and the use of the Ursuline Arts Center located at 3113 Lexington Road, Louisville, Kentucky ( UAC ). In consideration of the mutual promises set forth herein and intending to be legally bound hereby, the parties hereby agree as follows: Access SHS is the primary user of the UAC. At the discretion of the UAC Director, outside users may request to use the facility when not being used by the primary user. Each potential outside user must sign a Facility Use Agreement and must provide to the UAC Director a certificate of liability insurance, with Sacred Heart Schools and the Ursuline Society and Academy of Education ( USAE ) as Certificate Holder. SHS may reject any application or cancel any Facility Use Agreement. This Facility Use Agreement is not transferable or assignable. Standard facility use includes Green Room, Dressing Rooms, Atrium, Stage and House, for up to 8 hours per day. SHS reserves the right to use the space as needed, during unscheduled times during the run of the scheduled dates. Secondary Users may in no way dismantle, move or reconfigure set up of primary User. Secondary Users will have availability only at the discretion of UAC Director as set forth on the Production Data Sheet. Liability 1. Responsible Party agrees to save harmless, indemnify and defend SHS and USAE from any and all claims, obligations, and liability including liability arising from negligence, for bodily injury, including death to any person or for any damage to property resulting from, or arising out of the Responsible Party s use of the premises. 2. Responsible Party agrees to indemnify and hold SHS and USAE harmless from any loss, damage or expense arising from any claim of copyright infringement, violation of intellectual property interests or rights, defamation, or violation of privacy interests or rights in or as a result of any performance, program or activity of Responsible Party. Compliance with any and all legal requirements relating to interests in intellectual property shall be the sole responsibility of the Responsible Party. 3113 Lexington Road Louisville, Kentucky 40206 502.736.6514 www.sacredheartschools.org A member of Sacred Heart Schools Sponsored by the Ursuline Sisters of Louisville
3. Responsible Party warrants and will provide evidence in the form of a Certificate of Insurance that its insurance coverage provides that Sacred Heart Schools and Ursuline Society and Academy of Education are specifically added as Certificate Holder under Responsible Party s policy for Comprehensive General Liability coverage for bodily injury, including death, of $1,000,000 per occurrence, with an aggregate of $2,000,000, plus $1,000,000 in property damage per occurrence. This coverage shall be considered primary insurance and any other coverage available to SHS or USAE shall be excess. 4. Responsible Party agrees to be responsible for any damage to Facility or to any of the property located at the Facility or to any other portion of the Ursuline Campus on which the Facility is located caused by the agents, guests or invitees of Responsible Party. 5. Responsible Party acknowledges and agrees SHS reserves the right to control, manage and enforce all rules and regulations concerning proper conduct while using this Facility. The use of any illegal substances in the Facility or the grounds of the Ursuline Campus is prohibited. Noncompliance by an individual or group can be the basis for removal of the person or group from the property. Improper conduct can also be the basis for refusing an individual or group future privileges to use the Facility. Rules for Usage Responsible Party agrees to provide its own supervision of all participants and/or activities without assistance or involvement on the part of SHS or UAC. Safety Fire code must be observed at all times. Users may not exceed established room capacities. Capacity for the house is 518 and under no circumstances may be exceeded. Chairs may not be placed in theatre aisles; standing room in the rear or at the sides of the theatre is prohibited. Fire equipment (including extinguishers, pull boxes, exit lights, etc.) must be free and clear of obstacles at all times. Exit ways and required means of egress must remain unobstructed so they may be used as exits. Parking Observe all parking signs and posted restrictions. Parking is very limited on campus. Please park only in non-reserved spaces on campus. We ask for respect for our neighbors and do not encourage on street parking in the surrounding neighborhoods. Clean up/strike/load out Responsible Party must strike their production/event immediately following the closing performance. Responsible Party will restore the theatre and its support spaces to the condition in which they were found. Including but not limited to: Removal of all set pieces, costumes, props, outside equipment; Restoration of general lighting and drapery plots; Removal of all materials from house, lobby, and box office; Restoration of furniture to original positions; Cleaning/straightening of dressing rooms and green room areas; and Disposal of any garbage generated by the activity in provided trash receptacles, except in the case of catered events, where all garbage must be taken to dumpsters. UAC staff will inspect the theatre and support spaces following strike of the event. Materials or belongings left in the building are not the responsibility of SHS. The cost of removing such materials will be charged to the Responsible Party or subtracted from the Security Deposit. SHS is not responsible for lost or stolen items
Food and Drink Alcoholic beverages may be approved on a case by case basis. No food or drink is permitted in the theatre (house, booth, or stage) or dressing rooms, with the exception of bottled water. Food and non-alcoholic drink are permitted only in the green room and Atrium. Should any food item be made available to audience (concessions), a house manager must either be provided or hired to enforce food and drink rule in theatre. Tape/Spike tape No tape or adhesives may be used on the walls, seats, windows, doors or any painted surface in the building. UAC recognizes the need to mark the stage floor. This can be done with theatrical spike tape, glow tape, or colored plastic electrical tape. UAC will not supply tape. Nailing, screwing, or tacking to any surface in the building is prohibited. Outside Equipment No outside lighting, sound, or special effects equipment can be used without the permission of the UAC Director. Any special set considerations and special effects must be approved before their use in rehearsal or performance. Fog, dry ice generators, and smoke may not be used. All pyrotechnics, or any open flame devices, are strictly prohibited. Technical Director A Technical Director is required onsite at all times that the Responsible Party is present at the Facility and is provided by UAC at a cost of $25 per hour to the Responsible Party. The Technical Director shall have authority for the following: The safety, well-being, and behavior of technical staff involved in the event, including lighting, sound, set, and backstage running crews, provided or paid for by Responsible Party. Strict adherence to safety protocols. Answering questions and providing technical expertise as to the use of the theatrical equipment and facility. Provision of simple lighting (warm-cool, on-off). Provision of simple sound (tape/cd player, hand held microphones). Note: If additional design time is needed, Technical Director can comply, with two weeks prior notice and time charged outside of scheduled reservation. Operation of either Light or Sound board for rehearsals and performances, if needed. Scheduling and approval of scene shop use. Users may provide their own technical staff upon the approval of Technical Director. Informing UAC Director of any injuries or damage. Advertising and Marketing Programs, flyers, tickets, posters and all advertising are the responsibility of the Responsible Party. The name of the center should be written properly as Ursuline Arts Center. Responsible Party should not list the UAC phone numbers without prior permission of the SHS Manager of Marketing and Branding. The SHS Manager of Marketing and Branding must approve all advertisements listing the UAC name or displaying the UAC logo prior to publication or circulation. All such materials will be presented to the UAC Director for perusal by the SHS Manager of Marketing and Branding.
Rates, Fees and Payment Policies A fee of $400 will be charged for each performance day of use. A performance day is up to 8hrs. A fee of $250 will be charged for each rehearsal day of use. A rehearsal day is up to 8hrs. A refundable security deposit of $200 is required at the time of booking. Deposit will be forfeited for the following reasons: Cancellation occurring within two weeks of first reserved date. Failure to leave the building in the same condition as arrival. Damage to facility, equipment, furniture. Charges will be in proportion to the cost of repair or replacement. Any damage exceeding the deposit will be charged to Responsible Party. Failure to complete required documents and payments will result in cancellation and forfeiture of deposit. A Technical Director is required to be onsite at all times that the Responsible Party is present at the Facility at a cost of $25.00 an hour, starting from the time of scheduled load in until the departure of the last person. Additional technical staff, such as follow spot operators, board operators, house managers, ushers, backstage running crew, etc. may be acquired from SHS at a rate of $20 an hour, per person, with two weeks prior notice. Technical staff may be subject to availability. All remaining fees and an estimate of Tech fees, based on the submitted Production Data Sheet, must be paid in full two weeks prior to date of use. Any over or under payment will be charged or reimbursed within seven days of receipt of final invoice. Responsible Party hereby agrees to the conditions listed in this Facility Use Agreement and has completed the UAC Production Data Sheet. This signed Agreement must be accompanied by the $200 Security Deposit in order to hold the reservation. Accepted: Signature of Responsible Party Date: Printed name and organization of Responsible Party By: Ursuline Arts Center representative By: Sacred Heart Schools, Inc. Date: Date: Contact Information Gerald Kean Ursuline Arts Center UAC Director 502.736.6514 502.386.6374 3113 Lexington Road gkean@sacredheartschools.org Louisville, KY 40206 www.sacredheartschools.org
Ursuline A R T S C E N T E R Ursuline Arts Center Rates $400 for each performance day $250 for each rehearsal day $25/hr. Technical Director fee $20/hr. each additional Technical Staff member (optional) $200 security deposit Sample Invoice 1 performance at a rate of $375/day.................................................. $400.00 1 rehearsal at a rate of $225/day..................................................... $250.00 Estimated 12 tech. hours at a rate of $25/hr............................................. $300.00 1 additional technical staff (optional). Estimated 8hrs. at a rate of $20/hr..................... $160.00 Deposit.......................................................................... $200.00 Sample Total Expenses.................................................................... Responsible Party signature UAC Director Date Date $1,310.00 3113 Lexington Road Louisville, Kentucky 40206 502.736.6514 www.sacredheartschools.org A member of Sacred Heart Schools Sponsored by the Ursuline Sisters of Louisville
Ursuline Arts Center Production Data Sheet RESPONSIBLE PARTY Information Name Event Contact E-mail Phone Fax Performance Information Performance Dates House Open Onstage rehearsal dates Run time of show Times Arrival Time Times Intermission Additional spaces needed Dates Times Will you sell tickets? Box Office Manager Phone Will you sell concessions? What items? Is your event catered? Caterer Needs Do you need a piano? Would you like it tuned for a rate determined by Gist? Will you be using the orchestra pit? Do you plan any special effects? Free standing scenery? Hanging scenery? Does scenery shift during performance? Equipment/Services Needed Theatre Lighting Design time needed UAC designer your designer Board operator UAC operator your operator Follow spots UAC operators your operators SOUND SYSTEM Tape deck CD player Microphone How many What kind Stands Board operator UAC operator your operator Sound equipment you are bringing OTHER NEEDS Additional production staff Podium Chairs Tables Lobby display board Will there be a program? Posters? Flyers? Your publicity contact Name Phone Please list any other equipment/service you need on a separate page.
Ursuline A R T S C E N T E R Theatre Specs House capacity: 403 floor seats, 104 balcony seats Dressing room capacities: Individual dressing areas provided for 17 women and 8 men Stage dimensions: 24 deep x 32 across Proscenium dimensions: 24 H x 32 W Orchestra pit dimensions: 30 6 x 7 10 Load in door dimensions: Overhead door at stage: 9 W x 14 H Exterior dock overhead door: 10 x 10 NOTE: Seating chart and floor plans included Available lighting and equipment SOUND Baldwin Baby Grand Piano Kurzeweil Mark 12 Digital Keyboard Two (2) crown floor microphones Two (2) Shure wired hand held microphones Six (6) hanging choir microphones Mackie sound board with 24 channel capacity Four (4) microphone stands LIGHTING Two (2) Altmann 1000 follow spots Strand Light Board Lighting Rep Plot attached 3113 Lexington Road Louisville, Kentucky 40206 502.736.6514 www.sacredheartschools.org A member of Sacred Heart Schools Sponsored by the Ursuline Sisters of Louisville
First Floor Seating Chart
Balcony Seating Chart
Lighting Plot
First Level Floor Plan