Symphony Space

Checklist/Deadlines

Rentals

Booking Department: rentals@symphonyspace.org

After placing a date on hold, you will have ONE MONTH to return a completed Intent to Use Theatre form and security deposit.

A rental application and security deposit must be received NO LATER than TWELVE WEEKS prior to your event.

Upon receiving your application and security deposit, we will move forward with programming your tickets for sale and scheduling the necessary staff (technical advisor, house manager, sound engineer, projectionist, ushers, box office, etc.).

It is YOUR RESPONSIBILITY to notify our Marketing Department of your event SEPARATELY from your rental application. If you do not send information on your event to our Marketing Department by the deadlines listed below, your event will not be included in the subsequent materials. Please see the Marketing Guidelines for requirements.

You must submit your signed License Agreement (Contract) along with full balance of payment no later than ONE MONTH prior to your event (or as stipulated in your License Agreement). Your total balance of payment will be listed in your License Agreement. Please do not send in final payment without your signed License Agreement.

It is your responsibility to schedule a meeting with the Technical Director to discuss your tech needs and to contact the Theatre Administrator to discuss your house needs no later than TWO WEEKS prior to your event.

You must inform the House Manager at least TWO WEEKS prior to your event if it is to be recorded, for archival and/or promotional purposes only on film, video or audio tape.

The box office will remain open until one half hour past the SCHEDULED curtain time on the day of your event. If you require extra box office service for a second act, marathon, etc., you must notify the box office no less than TWO WEEKS prior to your event.

You must provide the House Manager with a list of personnel requiring access to the Theatre no later than 24 HOURS prior to load-in.

If you will be presenting a typed alphabetical (by last name) Complimentary Ticket List to the box office, this must be done NO LATER than THREE HOURS prior to curtain. If your list has more than 100 names on it, the box office must have it no later than FIVE HOURS prior to curtain.

Please provide your printed program – in sufficient quantity and in a manner complete and ready for handout – to the House Manager no later than 3 HOURS prior to curtain. It is important that your program is printed on 8 1/2 “ x 11” paper folded in half to conform to the theatre “playbill” size. Ushers will slip your program into the Symphony Space House Program cover.

The Box Office Manager will have sales reports ready to be signed 45 MINUTES TO 1 HOUR past the SCHEDULED curtain time. You must have a representative come to the box office in the main lobby AT THAT TIME to sign these reports. The Box Office Manager will not wait for an intermission or for someone to become available. The designated person must have the authority to sign sales reports, accept a cash advance (if applicable) and receive your copies of the reports.

Settlement checks are processed on a bi-weekly basis and will be mailed to you TWO TO THREE WEEKS after your event.