the UCSC TheaterArts Center
The following information is intended to address the responsibilities
Theater Operations does not perform the duties of the Sponsor.
Definition of "Sponsor"
All users of the Theater Arts Center facilities may access services and facilities by way of sponsorship by a recognized campus unit (e.g. a department or board of studies, a student organization, S.O.A.R., etc.). This campus unit sponsors the event at the Theater Arts Center.
The Sponsor is essentially the Producer of an event. The responsibilities of a campus Sponsor encompass all aspects of presenting an event. The Sponsor must be in contact with all impacted campus units, including but not limited to: Theater Operations/Public Events Office, Parking Services, the UCSC Ticket Office (unless not applicable), and the University Events Office and must make all necessary advance arrangements with those units.
Moreover, the Sponsor is ultimately liable for all costs incurred by Theater Operations/PEO on behalf of the event. The Sponsor will provide an authorized FOAPAL to which all production expenses incurred at the Theater Arts Center will be recharged (an estimate of projected expenses will be provided in advance to the Sponsor by way of the Event Agreement Form). The Sponsor assumes financial liability for the event even if the event fails to raise the anticipated "income."
Sponsoring unit is responsible for the following when presenting an off-campus group:
• Procurement and confirmation of insurance coverage through the UCSC Office of Insurance and Risk Management (459-2853), due 10 days in advance of event;
• Completion of the Theater Operations Event Agreement Form;
• Signed Theater Operations Memo of Understanding (if applicable);
• Signed Ticket Office Agreement Form;
• Copy of each of above documents to Scott Anderson (Theater Arts Center, A201)
Income and Expenses
The Sponsor must provide a University FOAPAL to Theater Operations (on Event Agreement Form).
Daily ticket sales will be deposited to the income account which the Sponsor has provided. Approximately 2-3 weeks AFTER the event, a recharge for production costs and a separate recharge for Ticket Office fees will be sent to the Sponsor.
All production and ticketing costs (expressed in advance on the Theater Operations Event Agreement and the Ticket Office Agreement) will be charged to the Sponsor’s expense account regardless of whether actual ticket income covers these production expenses.
The Sponsor may wish to process the production and ticketing recharges before disbursing any of the deposited ticket income to performers, or risk being liable for these charges.
If the Sponsor is in doubt of an event’s ability to "pay for itself," it may wish to collect a refundable deposit from the event organizer before agreeing to act as Sponsor.
Sponsor Representative at Event
When initiating your sponsorship, please designate one individual from your unit who will be the ongoing liaison to Theater Operations and Public Events staff. We will need regular communication with each other throughout many phases of planning for the event.
This liaison (or a designated representative of the organization presenting the event who is familiar with the entire production) must be present at all performances, must arrive no later than 1 hour before the event and must be present for 30 minutes after the event starts. There are always decisions and judgment calls which can only be made by an authorized representative of the sponsoring unit or event organizer.
Ticketing (for events charging admission)
Ticketing for all events charging admission must be handled by the UCSC Ticket Office. Sponsor makes all arrangements with the Ticket Office regarding: ticket sales, guest lists, fees, etc. (459-2159)
Confirmation of event is contingent upon advance Ticket Office approval.
Some free events which expect capacity audiences (e.g. graduations, lectures) may be required to issue free tickets in order to prevent overselling the event.
revised 4/99