Theatre Rental

The basic rental information, policies and procedures are listed below if you are considering holding your event at the Polk Theatre. Please contact the Polk Theatre via the website or call the administrative office at (863) 682.7553 if you would like to discuss an event you are planning.

Polk Theatre Rental Information

These are the basic costs of Polk Theatre rental. Complete fees and policies are available with rental agreement.

$900.00 - Week night rental (Monday – Thursday)

$2,200.00 - Weekend (two-night minimum)

$4,400.00 - Full week (Monday – Sunday)

7% Florida State sales tax (unless tax exempt) applied to items preceded by

$1,500.00 - Security deposit (refundable assuming there is no damage to the premises)

$175.00 - Cleaning fee (one-day minimum. Additional to be assessed according to nature of and duration of rental.)

TBD - Police officer (necessity to be determined by Executive Director. Required for concerts, children’s events and dance performances)

$22.00/hr. - House Manager

$30.00/hr. - Technical Director

$14.00/hr. - House staff

$25.00/hr. - Stage crew

$75 ea/day - Follow spot

$22.00/hr. - Follow spot operator

$300/day - Production Equipment Package ($900/week) Includes: lighting (light board and basic lighting inventory); sound system (sound board, communications, monitor speakers, microphone inventory, CD player); ladders and Genie lift; incidentals (gaffing and masking tape, batteries, lighting gels)

$100.00 - 7’ Baldwin grand piano tuning

$100.00/show - Projectionist

$100.00/day - Projector (35 mm, DVD/Video)

$100 - Film booking

TBD - Film rental

TBD - Film shipping

$100/day - Storage (articles delivered prior to load-in or remaining after load-out times)

TBD - Fire Marshall / fire watch (necessity determined by technical rider & Fire Marshall)

Payment Schedule: $1500 security/damage deposit and signed rental agreement due two weeks after receipt of agreement. No exceptions. Remainder of fees assessed in rental agreement due minimum of two weeks prior to event load in. Additional costs will be reconciled after event and invoiced or subtracted from damage deposit refund.

Renter must provide proof of $1,000,000 insurance policy covering public liability, personal injury and property damage. Certificate should list dates of use and designate the Polk Theatre as an additional insured.

General:

  • Theatre House Manager and/or Technical Director must be present at all times.
  • Theatre Administration or Technical Director will determine type and numbers of staff necessary to service event.
  • Outside technical people must be approved and supervised by Theatre Technical Director.
  • Children’s events must be well chaperoned at all times. Children will not be allowed backstage without adult supervision. Security officer(s) required.
  • Renter must provide any table coverings needed.
  • Renter is responsible for own ticket sales & marketing. Rental fees must be paid in full and rental agreement signed before renter may advertise event or sell tickets.
  • Marquee listing (sides only) is available day of event and at Theatre’s discretion for $125 charge. Theatre events and sponsors always take precedence.
  • Flyers / posters may not be posted on Theatre doors, windows or walls.
  • No food or drink (except water) allowed backstage. A $150 fine will be assessed for each occurrence.
  • Renter may not sell food & beverage concessions.
  • Renter will pay 15% commission + 7% Florida State sales tax on sale of merchandise on Theatre premises.

Revised 7/08

POLK THEATRE RENTAL POLICIES AND PROCEDURES:

The following defines what you agree to upon signing a rental contract for the Polk Theatre. Please read your rental packet carefully. You are responsible for everything in it. Initial each page and sign where indicated.

I. SCHEDULING

  • Each rental request by an individual or organization must be submitted to the Polk Theatre office at least two months prior to the event.
  • Events must be scheduled around the Theatre’s scheduled events. Theatre activities take precedence.
  • Dates may be held on a tentative basis (without a contract or deposit) for two weeks after a hold is requested. Unless a potential user confirms the date, the tentative hold will be automatically released at the end of the two-week period without notice.

II. FINANCIAL REQUIREMENTS

  • A $1,500 damage / security deposit is required with the signed rental agreement two weeks after receipt of agreement. All deposits and fees determined in the rental agreement must be paid in full two weeks prior to the event. Failure to follow this payment schedule will result in cancellation of the event and loss of deposit.
  • Production fees and expenses not predetermined in the rental agreement and incurred in the course of the event will be invoiced after the event. Payment for these charges is due upon receipt of invoice. A 2% charge will be added to fees still outstanding 30 days from invoice date. The Renter is responsible for any costs associated with collection of payments (legal fees, bank fees for returned checks, etc.)
  • The $1,500 damage / security deposit is refundable after the event provided there is no damage to the facility. Any outstanding fees or expenses assessed after the event will be subtracted from this deposit and the difference refunded.
  • Proof of public liability insurance (as described in rental agreement) must be provided at renter’s expense for all rentals. A certificate listing dates of use and designating the Polk Theatre as an additional insured must be received before rental can take place.

III. LEGAL REQUIREMENTS

  • All documents must be signed and returned with proof of insurance and full payment of fees according to the schedule determined in the rental agreement.
  • Non-profit organizations must provide copies of IRS determination letter or State of Florida non-profit incorporation letter.
  • Renters are responsible for meeting any applicable fee requirements of music licensing agencies (BMI & ASCAP).
  • Any deviation from the Theatre’s contract requirement may result in cancellation of your function.
  • Failure to take possession of Theatre at time of scheduled event or cancellation of event by the renter will result in loss of all fees and deposits paid.

IV. BASE RENTAL FEE INCLUDES:

  • Front of house, which will be available to patrons 30 minutes prior to performance time.
  • Stage, auditorium and lobby custodially prepared prior to occupancy.
  • The Theatre, heated or cooled, house lights, and overhead stage work lights.
  • All stage curtains in the Theatre's standard inventory. These must be manipulated by Theatre personnel only.
  • Three front of house lights. All other lighting is rented as part of the production package.
  • Sound system (console, amp and speakers) and public address system (one microphone).
  • Electrical outlets and disconnect panels.
  • Initial consultation with staff to plan and implement your rental. Walk-throughs of theatre are by appointment only. Drop-ins cannot be accommodated.
  • Basic stage equipment.

V. BASE RENTAL FEE DOES NOT INCLUDE:

  • Staff (including technical, stage and house personnel). Theatre administration will determine number and type of staff necessary to service event. Staff charges are hourly with a three-hour minimum.
  • Ushers, ticket takers, or any audience control personnel required to service the event.
  • Production equipment package (includes: light board, 4-color stage wash, sound board, communications, monitor speakers, microphone inventory, CD player, Genie lift).
  • Box Office Service. Renter is responsible for all ticket sales and must provide the Theatre with information regarding ticket availability.
  • Promotion, advertising or public relations services of any kind. Renter may not post flyers or advertisements on Theatre doors, windows or walls. Website listing will be the Theatre’s discretion.
  • Taxes. 7% Florida State Sales Tax is charged for base rental fees, equipment rental and cleaning. Renter is responsible for reporting and paying taxes on merchandise and ticket sales directly to the State of Florida Department of Revenue.
  • Permission or license to use Polk Theatre name or logo in any advertisement unless coordinated with and approved by Executive Director.
  • Permission to promote, sell, or distribute concessions, novelties, souvenirs, etc. unless approved by Executive Director. A 15% commission plus 7% Florida State sales tax will be charged on sale of merchandise on Theatre premises (20% + tax if sold by Theatre personnel).
  • Projection equipment or projectionist (35mm and DVD / Video).
  • Use of Theatre organ, grand piano, or electric keyboard. Piano tuning must be arranged by Theatre at renter’s expense.
  • Police protection. Necessity will be determined by Theatre, and is required for children’s events, concerts and dance events.
  • Hospitality. Ice, towels or refreshments for cast or crew.
  • Use of dressing rooms and/or basement. Use must be arranged with Theatre staff. Cleaning charges apply.
  • Any other personnel, services, or equipment not listed under "Base Rental Includes".

VI. PERSONNEL

  • All rentals require the presence of a House Manager and/or a Technical Director. Additional technical staff, stage crew and house staff requirements will be determined by the Technical Director and Theatre administration.
  • The Theatre maintains the right to approve all outside technical personnel. All outside technical personnel will be under the supervision and authority of the Theatre Technical Director. Other outside volunteers or staff servicing the event will be under the supervision and authority of the Theatre House Manager.
  • Personnel charges are hourly as defined in the contract and include hours of occupation as well as time required for set up prior to the event and restoration of the house afterward.

VII. CONCESSIONS

  • Concessions are sold to help offset the rental costs to the renter and for the comfort of patrons. Concessions are operated by, and at the discretion of the Polk Theatre. If you do not want sales during your event, a waiver of $300 will be required (per performance). If you do not want sales of alcoholic beverages during your event, a waiver of $150 will be required (per performance). Renter may not sell food or beverage concessions.
  • Arrangements for catered food must be approved by, and coordinated with, Theatre administration. No other outside food or beverage is permitted in the Theatre.

VIII. SALE OF MERCHANDISE

  • The sale of merchandise on Polk Theatre premises will require a commission of 15% (20% if sold by Theatre personnel) to be paid at the close of sales. It is your responsibility to inform all parties involved in your function of this commission. The House Manager will require a beginning and ending inventory.

IX. MARQUEE

  • Cost of listing your event on the marquee sides is $125. Listing is for day of event only. Availability must be determined by the Executive Director. Theatre events take precedence over rental events. The marquee front is reserved for Theatre sponsors and events.

X. FACILITY

  • Smoking is not permitted in the Theatre. A $500 fee will be assessed for any violation of this policy. Lighted candles are notpermitted in the Theatre. The use of substances, materials or equipment that may jeopardize public safety or cause damage to the facility will not be permitted.
  • Use of basement and dressing rooms must be approved. Food and drinks (with the exception of water) are not allowed in dressing rooms. A $150 fee will be assessed for each violation of this policy.
  • Nothing is to be affixed to Theatre walls, doors or windows without Theatre approval. Only painter’s tape is acceptable – no gaffing or scotch tape.
  • A limited number of tables and chairs are available for rent. Linens and other supplies must be provided by renter.
  • Those renting the Polk Theatre must make their own arrangements for special services / equipment not provided for in their rental agreement and shall be responsible for prompt delivery / pick-up and charges. Any bills received by the Theatre for such services / equipment will be forwarded to the renter. Deliveries and pick-ups must be coordinated with Theatre staff.

Revision 7/08