Rental Policy

ANDOVER PUBLIC SCHOOLS
ANDOVER, MASSACHUSETTS
http://www.collins-center.com/

J. EVERETT COLLINS CENTER RENTAL POLICY and AGREEMENT

Adopted by the Andover School Committee on June 2, 1998, and revised November 10, 1998, September 16, 2001, September 19, 2003, September 26, 2006, October 1, 2007, and September 23, 2008

Effective retroactive to September 1, 2008, persons and organizations must comply
with the following rules and regulations established by the Andover School Department.

1. Parties wishing to reserve the Collins Center are to contact the Collins Center Manager between the hours of 10:00 a.m. and 6:00 p.m. Monday through Friday by calling 978-623-8642.
   1. Forms are required to be completed prior to the execution of the Agreement for use of the Collins Center and can be obtained from the Collins Center Office at Andover High School, 80 Shawsheen Road, Andover, Massachusetts 01810or on the Collins Center web site at http://www.collins-center.com/.
   
   
2. Persons and organizations using the Collins Center will be charged certain fees such as those to cover the cost of the time required to prepare the facility for use, restore the facility to an acceptable condition after use, secure the facility after use, support of performance activities, administration, maintenance, police security, fire safety, and so forth. These fees shall be in addition to any rental charge. All fees and rent are payable to the Andover Public Schools in a manner set forth below. Fees payable to the police and fire departments must be made directly to the departments and in separate checks.
   
   
3. Persons and organizations renting the Collins Center are restricted to the specific area(s) approved and the nearest toilet facilities. Faculty rooms, cafeterias, etc., unless separately rented, are off limits.
   
   
4. If school aged youngsters are involved in activities, adequate and responsible adult supervision shall be provided at all times during the activity. Entry into the Collins Center will not be allowed until responsible supervision is present, and at the conclusion of the activity a responsible adult from the renting organization must remain until the last youngster has safely left school property.
   
   
5. Weekday rentals (Monday through Thursday) shall not extend beyond 11:00 PM without the written permission of the School Business Administrator or his designee.
   
   
6. The renter will be charged for the time necessary to prepare the facility for use, cleanup, and secure the facility after use. Under no circumstances shall a custodian be responsible for supervision of participants before, during, or after an activity.
   
   
7. The use of the Collins Center shall not be allowed while school is in session.
   1. The examination of the Collins Center may be conducted while school is in session provided prior arrangements are made.
   
   
8. All decorations that are used, including sets and scenery, must be flame retardant and adhere to local and state fire codes.
   
   
9. No sets or scenery shall be left set up on the stage during the week without the written approval of the Collins Center Managers.
   
   
10. Refreshments of any kind are prohibited inside the Collins Center.
    1. Refreshments may be served/sold in the lobby with the prior permission of the Collins Center Manager. The use of the cafeteria may be secured for an additional fee.
    2. Food service requiring kitchen facilities, food preparation or use of cafeteria equipment or utensil will necessitate the employment of a school cafeteria supervisor(s) to oversee use. The renter shall be responsible for the cost of said supervisor(s).
    3. Alcoholic beverages of any kind are prohibited on school property.
    
    
11. Smoking is prohibited everywhere inside school facilities and on school grounds.
    
    
12. Established capacities shall not be exceeded under any circumstances. The seating capacity of the Collins Center is one thousand two hundred (1,200) which includes twenty six (26) handicapped seats. An area for wheelchairs is also available.
    
    
13. All technical equipment in the Collins Center is available for use. A qualified technician, selected by the Collins Center Manager, shall be employed by the renter at an additional cost to provide technical and operational assistance.
    
    
14. If damage to school property or equipment results, the cost to repair or replace the property or equipment shall be the responsibility of the renter or approved user of the Collins Center. Failure to do so will result in that person or organization being denied use of the Collins Center in the future. Court action may also be taken by the School Department, if necessary.
    
    
15. A renter must provide the Andover Public Schools with a Certificate of Insurance in the amount of one million dollars ($1,000,000) naming the Town of Andover, the Andover School Committee, and all their offices, agents, employees, etc. as insured.
    
    
16. Any unchartered, unincorporated, or informal group or individual renting the Collins Center must sign a statement releasing and forever discharging the Town of Andover, the Andover School Committee, and all their offices, agents, employees, etc. from liability (see page 5). Only those persons or organizations whose names appear on the form will be allowed to use the Collins Center.
    
    
17. When custodial services are required, the renter will be charged a fee to include a minimum of one quarter hour before the activity commences and a reasonable amount of time, as determined by the Collins Center Manager, to secure the facility at the conclusion of the activity.
    
    
18. The following rules and regulations shall be strictly enforced:
    1. Curtains shall not be altered or removed without the prior approval of the Technical Director.
    2. Tape used to mark the stage floor shall be plastic. Masking and duct tape are not to be used. At the conclusion of the rental, all tape and other alterations to the stage must be removed.
    3. At the conclusion of the rental the stage shall be returned to its original condition.
    4. No alterations or changes shall be made to the stage counterweight system.
    5. No alterations or changes shall be made to the cables on the stage fly bar units.
    6. No alterations or changes shall be made to the lighting system.
    7. No alterations or changes shall be made to the sound system.
    8. All questions regarding the use of the Collins Center are to be directed to the Collins Center Manager or in his/her absence, the Senior Custodian or High School Principal.
    
    
19. If a performance requires rehearsals, the renter will be assessed an hourly rental fee equal to one half the hourly rate established for the actual performance.
    1. Rehearsals shall not begin before 4:30 p.m. on weekdays.
    
    
20. Rental of the Collins Center does not cover the use of other high school facilities. For example, rental of the Collins Center does not include the use of the cafeteria. An additional fee shall be assessed for use of other school facilities.
    1. If both the Collins Center and other school facilities are rented, additional custodian(s) will be assigned and the renter will be charged in accordance with the Schedule of Rental Rates and Fees For the Collins Center.
    2. The rental of the Collins Center entitles the renter the use of the Band and/or Chorus Room at no additional cost. However, these rooms are not available most weekdays.
    
    
21. Failure to comply with these rules and regulations will result in the forfeiture of the future right to rent any Andover School facilities.
    
    
22. The Andover School Committee or its designee reserves the right to cancel any performance or other activity involving the Collins Center whenever, in its sole discretion, such cancellation is deemed to be in the best interest of the Andover Public Schools or the Town of Andover.