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Facility Rental Application

Currently the Theater is Only Available to Performing Artists, Educational and Civic Groups.

Performing Artists May Contact Raine Howe with any questions:   Raine@PollyKlaas.org or 707-769-1334 x 104

STEPS TO RESERVE A FACILITY

DAY OF BOOKING:

    • Complete Facility Application on this page
    • Initial and Sign Facility Use Policies
    • Sign Alcohol Policy (if serving alcohol)
    • Sign Private Security Policy (if applicable)
    • Pay Facility Deposit (if required) and/or rental Fees in Full

DUE 30 DAYS PRIOR TO EVENT:

    • Pay rental Fees in Full
    • Turn in Insurance Certificate
    • Turn in copy of Security Contract (if applicable)
    • Turn in ABC Permit (if applicable)

diagram, schematic

THEATER

The Polly Klaas Community Theater is a 100 Seat Theater which is perfect for intimate audience sizes. It is the ideal facility for performing arts, poetry readings, book readings, civic engagement, lectures, educational presentations, fundraisers, trade and special events.

 

STAGE

The stage is 27 feet deep and 30 feet wide with a 3-foot curtain wing on the right side and a space where up to 3 people hide from audience and enter stage left. The stage has purple velvet curtains.

 

AUDIO/VISUAL

The A/V system is state-of-the-art and can only be used by authorized technicians. If the presenter has professional AV staff or volunteers, they may use that staff or volunteer, only after being approved by PKCT approved agent. Otherwise, please refer to the list of approved A/V technicians for your program.

 

CONCESSION STAND

The concession area includes a lobby and is near the entrance. Users can rent the concession area during public performances to sell items to their audience before the performance, during intermission or after the show.

Suggested items users may bring in for sale:

    • Beverages in Recyclable Containers
    • Beer and Wine in Recyclable Containers
      • Beer and Wine may only be offered once an ABC license, and proper insurance, is obtained
    • Packaged candy and/or chips
    • Baked Goods
    • Other items that do not need to be prepared on the premises

The concession stand is equipped with a counter, two small refrigerators, and 1 sink. There is no cash-register. Users will need to bring their own cash box and/or payment processing equipment (such as Square) Wifi is available.

 

BACKSTAGE

Backstage is an area that can be used, if desired, by presenters, performers or private parties. There is a partition backstage which allows performers to change costumes, or presenters to change their clothes in privacy.

The backstage can also be used as a 50-seat venue for small gatherings or catered meals. Users are responsible for renting tables, chairs, plastic wear, linens and all equipment needed to host a catered meal.

 

CATERING KITCHENETTE

The Theater is equipped to handle small parties, quinceañeras, banquets, and wedding receptions for up to 50 guests seated at tables backstage. There is no oven or stove – There are countertops with outlets, a refrigerator, 1 microwave, 1 sink with disposal, and dishwasher.

This kitchenette is for catering only. There is no dishware or utensils on sight. Users will need to provide their own, we recommend the use disposable recyclable dishware and utensils. Glassware is not permitted.

The Catering Kitchenette is bare and clean, and ready for you to bring in whatever you would like to serve. The Kitchenette, like all rooms within the theater, must be returned to its previous condition before leaving.

 

BATHROOMS

There are 4 bathrooms (2 ADA) on site. The bathrooms are included with any rental space fee.

 

Basic Package Included with Rental Fee

  • No Technician Required
  • 2 wireless mics, speaker, connection for your laptop/smartphone on cart

  • A selection of lighting preset options   (click image to view in PDF format/print format)

Full Package

  •  Pricing depends on Technical Needs and is Negotiated with Authorized Technician to run the equipment for your performance. Authorized Technician rates generally run between $200 and $600 dollars.
  • Combination of Shure sm58 wireless mics, and sm57 and sm58 wired microphones
  • Event audio playing through our 2 Meyer house speakers.
  • 2-3 stage monitors for your event to enhance your onstage sound
  • Chamsys lighting console to create thousands of customized looks for your event, including curating lights to match any multimedia presentations in our space with our house projector.
  • Behringer x32 sound board for mixing onstage and house sound for your event, includes any multimedia presentation needed for your event.
  • If you have any questions regarding this equipment, please contact Liam Robertson Liam.Robertson@yahoo.com

Theater rental includes: House Seats, Stage, Houselights, Backstage, Kitchenette, ADA Bathrooms, Stage single-switch lights, 1 microphone and speaker.

If your performance requires a full light and sound system, please contact an AV tech from our Authorized AV Technician List

HOURLY RATE:
$50/hour, 4 hour minimum

WEEKLY RATE:
For weekly rehearsal/classes, please contact us to discuss your needs and pricing

Please note: Fees per week provide usage of that space for up to 4 hours per day

Monday – Friday

All Weekend and Holiday

CLEANING FEES:

$250 NON-REFUNDABLE CLEANING DEPOSITS REQUIRED FOR ALL PUBLIC EVENT RENTALS

Cleaning deposits are due at time of reservation; they do not apply toward room reservation fees. If your reservation is canceled within 1 week of reservation, your cleaning deposit will be refunded. Cancelations less than 1 week prior to reserved date will not be refunded. If a performer is presenting more than 1 public event, a cleaning deposit will be applied to each public event. This is to ensure the space is always professionally cleaned before the next public performance.

Non-Refundable Cleaning Deposit $250 for Rehearsal/Classes

Cleaning Deposits for Weekly Rentals / Rehearsal or Classes will only be applied at the end of rented time, providing User cleans up after themselves after each time of use. Please remember to leave the space the way you found it. For example, if User rents the space for 4 weeks, the $250 cleaning deposit applies at the end of the 4 weeks.

ITEMS THAT MAY BE REQUIRED WHEN RESERVING THE FACILITY:

  • Facility Application & Use Policies (completed, initialed & signed)
  • Deposit Paid
  • Fees Paid (if less than 30 days from event date)
  • Insurance
  • Security Agreement
  • ABC Permit (if selling alcohol)
  • Alcohol Policy (signed- if applicable)
  • Private Security Policy (signed- if applicable)

Insurance Requirements

Name of Event and Event Date on Certificate

Certificate Holder:

Polly Klaas Community Theater
417 Western Avenue
Petaluma, CA 94952

Additional Insured: The Polly Klaas Community Theater, its officials, officers, employees, agents, and volunteers are listed as additional insured.

 Liability Amounts Each Occurrence:

  • $1,000,000 {in an occurrence policy)
  • Damage to Rented Premises: $1,000,000 Personal and ADV Injury: $1,000,000
  • General Aggregate: $1,000,000
  • Products-COMP /OPAGG: $1,000,000
  • *** Must Show Proof of Host Liquor Liability if serving alcohol***

 

Cancellation:

Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named above.

 

Required Documents:

  • Certificate of Liability Insurance
  • Additional Insured Endorsement {CG 20 12 04 13 or comparable) naming the Polly Klaas Community Theater, its officials, officers, employees, agents, and volunteers are listed as additional insured

 

LIABILITY/INSURANCE COVERAGE

Each permittee shall take out, at their expense, and keep in force during the period covered by the agreement, broad form comprehensive general liability insurance, naming the Polly Klaas Community Theater, its officials, officers, employees, agents and volunteers as additional insured, at least 30 days prior to the event. The minimum required insurance liability coverage amount is $1,000,000 (l million).

The certificate holder should be:

The Polly Klaas Community Theater
417 Western Avenue, Petaluma CA 94952

NO MAIL IS ACCEPTED AT THIS ADDRESS/ THE MAILING ADDRESS IS

PO Box 2009
Petaluma CA 94953

Permittee agrees to hold harmless from any liability of damages and claim for damages for personal injury including death as well as for claims of property damage which might arise from the use of the rental facilities or furnishings.

Most Home-Owner Insurance Carriers will add this to your coverage – Some vehicle insurance companies also offer this. Additionally, you can find online insurance coverage at: www.theeventhelper.com – or- www.wedsafe.com

Please call 707-769-1334 X 104 or email Theater@PollyKlaas.org to Request a Tour of the theater.

Docent Tours (excluding holidays) are available as follows:

 

  • Mondays 3PM – 5PM / With Docent Raine Howe
  • Wednesdays 2PM – 4PM / With Docent Susan Coolidge
  • Thursdays 10AM – Noon / With Docent Cindy Rudometkin

Rental Application

Please complete Step #1 below, we will get back to you within 1-2 business days with a confirmation of your dates, at which time you can return to complete Step #2.

Step #1: Submit a Request For Availability of Your Event Date(s)

Customer Information

5 day max
(Please take into account time to arrive early to set up as well as clean up time after the event).
Step #2: Complete Your Booking and Submit Your Payment (ONLY AFTER STEP #1 IS COMPLETE!!!)

Have You Completed Step #1 above, and received a confirmation from us on the availability of your event dates?

The application below should ONLY be filled out after completing Step #1, and receiving a confirmation email from PKCT.   

Customer Information

Organization/Company Information

Event Information

5 day max
The Theater has 92 seats, and 4 spaces for ADA Wheelchairs. There is a maximum of 92 General Admission seats that can be pre-sold. If you want to allow people to purchase a ticket at the door and stand in the back, you may sell up to 20 additional tickets at the door the night of the show.
Projected Attendance over 21
Projected Attendance under 21
Total projected guests
View our Authorized Technicians

Reservation Date & Time

To avoid delays in confirming your reservation, please make sure the times selected for Arrival for set-up and Departure after clean-up, match the number of hours you are requesting to reserve the facility for. E.g. if you are arriving to set-up at 4pm and leaving the facility after clean-up at 9pm, the total rental hours should be 5.
4 hour minimum, total hours subject to availability. Please make sure your total rental time includes both pre-event set-up and post-event clean-up time for all dates. E.g. if you are renting for 3 days and plan to arrive to set up each day at 4pm and leave the facility after clean-up each day at 8pm - that would be 4 hours per day x 3 days - so 12 total hours.
NOTE: ALL EVENING EVENTS MUST END AT 9:30PM AND ALL GUESTS MUST LEAVE THE BUILDING BY 10:00PM

Click here to read the insurance requirements.

If you don't have this at the time of booking, you can skip this field for now - you will have up until 30 days before the event to provide it.

Please read and sign off on each the following facility policies

Refundable Deposit Policy
A $500.00 deposit is required for use of any area of the facility. Fees are due at the time of booking. Deposits are processed immediately upon receipt and will be returned four to six weeks after the event date, if no damages or violations occur. Deposits will not be returned if your event results in the need for any of the following:
  • Cleaning beyond the normal, daily Center
  • Repairs or replacement due to structural or equipment
  • Fire Department response due to false alarm or exceeding room capacity per the Fire
  • Police Department response due to failure to follow all laws and ordinances, including, but not limited to, the City's sound ordinance and laws related to disturbing the peace
The deposit will be used to pay for the additional fees. If fees exceed amount of the deposit, the renter will be required to pay the additional amount. Facility inspections are conducted by Theater staff immediately following events to determine the condition of the facility (including common areas, restrooms and kitchen). Deposits will be refunded if all the clean-up criteria are met, the rental time was not exceeded, and no damage has occurred. The Polly Klaas Community Theater reserves the right to retain the entire security deposit if the applicant has knowingly made a false statement of material fact or has knowingly omitted a material fact in the rental application.
RENTAL FEES & CHANGES
All fees are due and payable 30 days prior to scheduled use. Payments may be in the form of a check, cash, or credit card (MC, or Visa) We currently do not accept American Express. Failure to meet this deadline may result in cancellation of the permit and forfeiture of deposit and/or fees paid. Renters who arrive earlier or stay later than the reserved time will be charged for the additional time. Additional fees will be charged for any time necessary for cleanup, caterers, bands, DJ's, and permittee to depart facility. The hourly rate for any occupancy of the building past the contracted ending time will be charged to the permittee. Rental times must include your set-up and take-down/clean-up time. The room will be set up to your specifications prior to your arrival (tear-down/clean-up is defined as removing any garbage, decorating, and food remains). Fees are not  refunded for reserved time not used. The PKCT reserves the right to adjust fees at any time. Only the person(s) listed as 'responsible' on the application is authorized to submit rental changes. Changes must be made in writing and be approved by Theater staff; additional fees may apply.
CANCELLATIONS & RESCHEDULING       
  • A $50 processing fee will be charged for any cancellation, refund, and/or re-scheduling of an event
  • If the nature of the event, or the number of participants changes, the PKCT representative must be notified at least 10 days in advance, and if necessary, fees will be charged in accordance with applicable rates
  • The PKCT reserves the right to disapprove of any such changes.
  • Cancellations made less than (30) days prior to the event will result in forfeiture of 100% of all rental fees ($500}, regardless of when the event was reserved and the permit was issued, including regular renters who have ongoing events
All cancellations are required to be in writing by the person who signed the contract. In addition to the right to terminate this rental agreement upon permittee's default, the PKCT staff shall have the right to terminate part or all of this agreement at any time in the following circumstances:
  • Upon 30 days written notice
  • Immediately without notice if the facility is destroyed or damaged
  • Neither PKCT nor any of its officers, agents, or employees shall be liable to permittee for any damages that may be sustained by permittee while using the PKCT
ALCOHOL & SMOKING                                      
  • Intent to serve and/or sell alcoholic beverages must be noted on the application and must receive departmental approval and is limited to 5 hours per event
  • Alcohol must be consumed only in the room(s) rented
  • Serving alcohol to minors is strictly prohibited and it is the responsibility of the permittee to ensure that minors are not permitted to consume alcoholic beverages at the facility
  • Groups where majority (51%) of participants are under 21 years of age will not be permitted to serve, consume, or have alcohol
  • Permittees who charge an admission fee or accept donations and serve alcohol must obtain a temporary alcohol sales permit from the State of California Alcoholic Beverage Control Board
  • A copy of the ABC license must be on file at the PKCT office 30 days prior to the event
  • The original ABC license must be posted on site during the entire event
  • NO GLASS bottles permitted. Beverages must be served in plastic or aluminum containers. Alcoholic drinks must be served in a different colored cup than non-alcoholic drinks.
  • Only one keg of beer per 100 adults is permitted.
  • Per City Ordinance, SMOKING IS NOT PERMITTED inside or within 20 feet of the facility.
  • A $100 fine will be assessed for each infringement.
STAFF, SECURITY & CHAPERONES
  • Based on the size and type of the event, additional staff/private security may be required. Arrangements and costs are the responsibility of permittee. Private security may be obtained from any security agency licensed and bonded by the State of California. Each guard from the security agency must have and show a copy of his/her guard card. A copy of the security contract must be provided at least 30 days prior to the event.
  • When applicable, the PKCT may require adult chaperones for youth activities. A list of chaperones
  • PKCT staff or agent shall have the absolute right to enter premises herein specified, or any portion thereof, at all
CLEAN-UP PROCEDURE /DECORATING RESPONSIBILITIES 
• Use of confetti, rice, glitter, candles, and fog machines are prohibited. Use of any of these items will result in a forfeiture of the deposit and may result in additional fees. • Permittee is responsible for leaving the rented facility in clean condition, as it was found, in accordance with this policy.  
CLEANING PROCEDURES
  • In addition to those listed in this section ("CLEAN-UP/DECORATING RESPONSIBILITIES). If additional cleaning of the facility is warranted via PKF staff or Agent, or contracted janitorial services, the permittee will be responsible for additional charges and/or forfeiture of deposit.
  • All items brought into the building by permittee must be removed upon departure
  • Dispose of all loose trash (cans, paper products, decorations) in receptacles
  • All cardboard is to be broken down and placed in the cardboard recycling container
  • Wipe off all surfaces and counter
  • Mop all liquid spills (including kitchen, stage and dressing room areas if applicable).
  • Remove all decorations, tape and equipment belonging to your
  • Return all property belonging to the PKCT to their proper This includes microphones, extension cords etc.
  • Report all damages or injuries to the PKCT staff or
  • Advise PKCT staff or Agent of final departure It is your responsibility to leave promptly at the time indicated on your agreement.
  • If you do not leave on time, you will be charged overtime at 1 times the rental
  • Do not leave the sinks If there is any stoppage, please report it to PKCT or Agent.
  • Do not dump ice or grease on landscaping or
  • Remove all food items from refrigerators and freezer. Any items remaining will be removed by PKCT staff or Agent.
*It is strongly suggested that renter also notify caterer of these kitchen-cleaning requirements.
DAMAGE OR LOSS  Any damage or loss to facility or equipment is the responsibility of the renter/User. They shall be liable for costs associated with call outs of public safety officials and restoring and/or replacing any damages or losses. The User additional liability insurance shall not be limited to the amount of the deposit. If the permittee refuses to pay, legal action may be taken. In any case, the permittee will not be allowed to use any City facilities until full payment has been made.
PERMIT (FACILITY USE) REVOCATION
  • A permit may be revoked for failure to observe any rules, regulations, and ordinances of the City of Petaluma, for improper conduct.
  • If incomplete or incorrect information regarding the nature of the event or expected attendance on the application
  • Any publication of the proposed activity that occurs prior to the permit being approved shall cause the permit to be denied.
  • Not being in possession of their ABC license/permit, if applicable, will result in the immediate cancellation of the permit/and or event with no refund of fees and/or deposit.
  • Events that exceed expected attendance capacity may be immediately cancelled with no refund of fees and/or deposit.
  • Fights, vandalism, or unacceptable behavior occurring during an event shall cause immediate cancellation of the permit and no refund of fees and/or deposit.
MISCELLANEOUS In compliance with the Americans with Disabilities Act of 1990, renters are prohibited from discriminating against individuals with disabilities in any events, programs, or activities.  PKCT prohibits discrimination in all its programs, facilities, activities, on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or a part of an individual's income is derived from any public assistance program. Modification of electrical systems or hook up is prohibited unless prior approved is given by PKCT or Agent. The following is strictly prohibited:
  • Open flame candles (prior approval required).
  • Pyrotechnics or fireworks
  • Blocking of exits or exit lights with curtain or booths, tables, chairs, or other objects
  • Propane or flammable gas cylinders of any type
 
I agree to pay the PKCT all costs it may incur as a result of any failure to fully comply with all these conditions. To the extent a release and/or waiver of any type is obtained from any participant in the event/activity, said release and or waiver shall expressly include the PKCT, its employees, agents and representatives as released parties. Said provision{s) shall confirm that the PKCT, its employees, agents and/or representatives are released from all claims or damages of any type which may arise or are in any way related to participation in said event/activity. My signature below signifies that: I am 21 years old or older; I agree to abide by all the conditions of this Facility Use Policy; and I also agree to pay to the PKCT all costs it may incur as a result of any failure to fully comply with all of these conditions.
Price: $ 125.00
Price: $ 500.00
Deposits will be returned after the event, providing no damage has occurred
$ 0.00
Assuming no damage, once your $500 security deposit is returned, the total rental cost will amount to $575 to conduct a 4 hour public performance at the Polly Klaas Community Theater ($50 additional for each hour over 4).