BostonUniversity Stage Troupe
Set Piece Rental Agreement
Valid as of 2/15/2007
Stage Troupe has an inventory of set pieces available for rental to Student Groups on the Boston University Campus. This agreement outlines the procedure for renting pieces as well as the policies and guidelines associated with the rental. Rental of set pieces is at the discretion of the Stage Troupe Executive Board and inquiry does not necessarily imply a rental contract.
Article 1: Rental Procedure: In order for Stage Troupe to accommodate a rental request we require a preliminary list containing all items the renter and their organization wish to rent. This list can be presented to the Stage Troupe E-Board, namely the Technical Advisor, for approval and/or confirmation that we do in fact have the items requested. Once this list has been reviewed a final list of items can be agreed upon by both parties. A contract will be formed including an appropriate security deposit and an itemized list of the rented set pieces and prices. The renter will be required to sign this contract as well as a general rental agreement stating the renter understands the terms and conditions. This procedure must be followed in order to gain access to Stage Troupe set pieces.
Article 2: Rentable Items:There are many set pieces in the stage Troupe facilities, however it is up to the discretion of the Technical Advisor as to which pieces are available for rental. By providing a preliminary list of pieces the renting group requires to the Technical Advisor he/she can quickly and easily relay what Stage Troupe has and does not have as well as what is available at that time. Stage Troupe continually has events during the semester that often conflict with other events on campus. If a conflict of set pieces does arise, priority will be given to the Stage Troupe event. The following is a list of rentable set pieces:
8’ Flats (Various sizes)
Platforms (Various Sizes)
Black Boxes (Various sizes)
Stairs (Various sizes)
Furniture (Must be approved specific to piece)
Currently all costumes and props are not rentable due to their availability at local vendors.
Article 3: Pricing and Payment Procedure: When the renter enters a rental agreement with Stage Troupe there are two financial requirements: A security deposit and payment for items via an account transfer or check.
Deposit- Stage Troupe requires each organization to provide a security deposit determined by the Treasurer to guarantee the safe and prompt return of the rented items. This deposit will be returned if all the terms and conditions are followed. Before the items can be removed from the space Stage Troupe must have proof through SAO that such a deposit has been made. If any piece is damaged during its lease it must be replaced or repaired promptly after the drop-off date or the security deposit will be cashed, in part or in whole, to cover the time and cost of repair.
Account Transfer- Stage Troupe does charge for rental of items in our facility; these prices are relatively low compared to outside vendors and are reasonable for student group budgets. If the renter belongs to an SAO affiliated student group payment can be provided through an account transfer. If the renter not an SAO group Stage Troupe will also accept a check payment. Payment must be received before rented items can be picked up our used.
Pricing- As mentioned before Stage Troupe tries to provide a reasonable rental rate for student groups on campus. All the pricing is determined by the Technical Advisor for each individual piece. Pricing is based on the amount of lumber and labor put into the piece.
Article 4: Conditions of Rental: By renting from Stage Troupe the renter must adhere to certain terms and conditions. The following is a list of guidelines the renter is expected to follow:
- Meet with the Stage Troupe E-Board or Technical Advisor to draw up rental contract
- Sign both the agreed upon rental contract as well as the general Stage Troupe rental agreement
- Provide the Stage Troupe Treasurer with payment for rented pieces and with the refundable security deposit.
- Contact the Technical Advisor for pick-up of rented items
- When picking up items you must provide hands/transportation for the load out- this will not be provided for you
- Pick-up time must not inconvenience TA
- Provide Storage for the time items are in your possession
- Contact the Technical Advisor for drop-off of rented items
- Same conditions apply as for pick-up
- All set pieces must come back in the same condition they left – no exception
Article 5: Treatment and storage of Items: Once the rented items are picked up from the Stage Troupe facilities they are the renter’s responsibility. The renter must provide an adequate storage facility for the pieces while they are in the renter’s possession as well as employ proper treatment of the piece. Unless otherwise agreed upon the items are leased for the week prior to the renter’s show. The pieces must be returned in the same condition as when they left. Any alterations made to the piece must be approved by the TA before they are made. If a piece is returned broken or severely altered Stage Troupe will require compensation or replacement of this piece. The security deposit will be kept until such time that the piece has been replaced.
Article 6: Violations of Rental Agreement: This is a binding rental agreement and if it is at all violated Stage Troupe will charge for damages. Any outstanding contract might interfere with plans to rent from Stage Troupe in the future and must be discussed promptly with the Stage Troupe E-Board.
I ______agree to the Terms and Conditions outlined in the agreement and will adhere to the guidelines listed in the agreement.
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Renter SignatureDateOrganization
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Financial Officer Signature DateOrganization
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ST Technical Advisor SignatureDate
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ST Treasurer SignatureDate
BostonUniversity Stage Troupe – Setting Rental Agreement1