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Waddell Theater Protocol
(Internal Use)
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Internal College groups using the Waddell Theater must adhere to these
guidelines:
If you are interested in looking at the theater for a possible event
or showing it to others, please check theater availability before
visiting the theater. A master theater use calendar is maintained by
Continuing Education. To check availability, contact Lisa Karim (LR Room
252, 703 450-2551, lkarim@nvcc.edu).
To reserve the theater for an event, contact Lisa Karim in
Continuing Education. If the theater is available for the date
requested, we will hold that date and time for one work week
while awaiting submission of a Facilities Use Form (NVCC 105-112).
Before turning in a completed Facilities Use Form, it is the
event organizer’s responsibility to contact the following
departments to arrange for support during the event:
AV/IT Services – sound, lights, and other technical equipment
Buildings & Grounds – furniture
Campus Police – keys and security
Parking Services – parking arrangements are necessary for all
events held at the Loudoun Campus
You must obtain a signature from each department (even if a
particular department’s services are not necessary for your event).
E-mail can be used to obtain the needed approvals.
Submit a copy of these protocol guidelines containing the necessary
signatures and the completed Facilities Use Form to Lisa Karim. The
theater is not formally reserved until this paperwork has been submitted
and the Facilities Use Form has been approved by the Provost. You will
receive a confirmation copy once your event is approved.
EVENT DATE: ______________ EVENT: _______________________________
EVENT CONTACT PERSON: ________________________________________
PHONE: _______________________ E-MAIL: __________________________
When the theater is in use, a College Representative (staff or
faculty) must be present at all times. (This includes rehearsals,
lectures, meetings, etc.)
Only authorized individuals may operate the light or sound
equipment. Only authorized individuals may be in the booth.
Authorized individuals are those who are AV/IT staff, trained
professional CE staff, or individuals who have gone through AV/IT or CE
approved training.
AV/IT staff will set up and/or run needed equipment for events
occurring during regular working hours (8:30 a.m. – 5:00 p.m., Monday
through Friday). AV/IT must be given appropriate notification time to
schedule their work.
For events occurring outside of daily working hours (after 5:00
p.m., Monday through Friday, and at any time Saturday or Sunday), it may
be necessary to hire an approved technician. This determination will be
made by Loudoun Campus AV/IT Services based on the event requirements.
AV/IT staff will not be available to run lights or sound equipment after
5:00 p.m. on weekdays.
No food or drink is allowed in the theater. The only exception is
water, which is allowed in the performers’ dressing rooms.
Fire regulations prohibit the use of open flame onstage or anywhere
in the theater. This includes lighting matches, cigarettes, oil lamps,
or any other devices using open flames.
The fire doors in the theater must be kept closed.
After the event, you are responsible for leaving the theater in the
condition in which it was found. College Housekeeping is only
responsible for the "house" (audience section). All spaces beyond the
house, including the stage, dressing rooms, shop, sound/light booth,
backstage, cat walk, etc., must be cleaned by the parties using the
space.
Campus Police have keys to the theater facilities. You are
responsible for signing out the key from Campus Police. Campus Police
will have a copy of the Facilities Use Form for authorization
verification and only the College approved event sponsor or approved
College Representative may obtain the theater key.
If there are any changes to the event specifications after you
submit the paperwork, you must contact the individual departments
supporting the event (AV/IT, Buildings & Grounds, Campus Police, and
Parking Services).
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