Warner Theatre - Information: Rent/Production

WARNER THEATRE
ADDITIONAL INFORMATION

We are pleased you are choosing to host your event at The Warner Theatre. The following information will help ensure a smooth production. While this is not totally exhaustive, it is a good guideline and should answer most questions concerning an event here. Please pass information to others in your organization as appropriate.

Parking
The Theatre does not operate any parking facility. As such, we have extremely limited parking arrangements. (No staff or crew member at the Warner has parking privileges.) The loading dock/bay is shared with the other building tenants, as well as the tenants in the adjacent building. We have priority for show-related vehicles, but only when planned in advance. Usually these vehicles are load-in trucks, and star transportation. It is important to inform all your staff and crew that parking is not permissible in the loading area. The Theatre maintains a list of area parking facilities for information.

Building Access
The main entrance to the Theatre on 13th Street is open only at showtime to ticketholders. All production crew, talent, and related parties must enter/exit building via the Stage Door. The Stage Door is located at the end of the loading alley off of 12th Street, between E & F Streets. The Box Office cannot provide access via the main entrance. Note: smoking area is available outside Stage Door and payphones are located throughout backstage areas.

Backstage Passes
Everybody in the house/lobby needs a ticket for seating. Backstage passes are not valid for entry via the public entrances. Holders of backstage passes are limited to backstage areas. Backstage access is often limited by "AFTER SHOW" only or "ALL ACCESS" and we encourage limited numbers of distributed passes for the comfort and security of backstage and talent personnel. The Theatre can arrange for actual passes, or a traveling productions' passes may be used.

Printed Programs
STAGEBILL is the official published performance program of the Theatre. Inclusion is free of charge. However, deadlines for materials are strict. Program materials (i.e. photos, performer biographies) are due on disk to STAGEBILL 20 working days prior to the performance. Detailed information is available on separate memo. Please note that due to contractual arrangements with STAGEBILL, no "stuffers" are permitted, other than change-of-cast notices, etc.

The Theatre assumes that promoters will use STAGEBILL and will follow all deadlines and procedures unless arranged otherwise with the Director of Marketing.

Front-of-House
Any information or issues concerning front-of-house (all aspects of the event other than backstage/technical) need to be discussed with Director of Theatre Services in advance so that proper arrangements may be made for security, ushers, other staffing, advisory signage, etc.

Due to limited lobby space and applicable city regulations, any requests for tables, signage, or other special set-ups in the lobbies or outside the Theatre must be arranged in advance.

Production Sponsors
The only banners that may be hung in the Theatre are from a hanging pipe onstage. No banners are permitted in the lobbies or the house, inside or outside. IMPORTANT: Any anticipated advertising or sponsorship on premises MUST be cleared in advance due to contractual and legal arrangements.

Press, Publicity and Promotion
Theatre must be informed with information pertinent to media and public relations (press kits, etc.). The Theatre maintains a monthly mailing to press and concierges and any event for which information is available is included free of charge. There are opportunities for poster space, flyer distribution at the box office and other signage. Arrangements must be made in advance with the Director of Marketing. Advance proofs of materials is necessary so that exact information can be verified and so that our staff will have a better understanding of your event.

Any requests for press cameras/recording must be arranged in advance.

Catering
All catering requirements including dressing room/backstage hospitality must be coordinated with the Food & Beverage Manager. In some cases, the promoter may pre-arrange catering requirements with an outside caterer. (A kitchen/green room use fee may apply.) All additional expenses associated with private caterers will be discussed prior to the event. Pursuant to our liquor license, all liquor requirements must be through the Theatre.

Merchandise Sales
Souvenir programs, books, posters or recordings, photographs against backdrops or other merchandise may be sold with advance notice and approval by Theatre. An inventory of merchandise shall be required. Merchandise will be inventoried and stored only in those areas designated by the Theatre. The sales of merchandise shall be conducted in such a manner as not to create undue noise or disturb or interfere with performances. The standard house concessionaire's commission as stated in the Lease Agreement will be paid. All commissions will be based upon gross receipts. Settlement shall be made at the close of the final performance of the engagement and shall be accompanied by a complete and detailed statement of sales. The Theatre shall have the right to deduct from settlement with Producer any monies outstanding. Any local or other sales tax must be paid from gross sales and collected by the Theatre. Any tax-exempt organization must present to the Theatre in advance proper certification. Please note that a 501c(3) status is NOT sufficient proof of tax-exempt status for sales tax purpose. Proper notice of tax-exempt status for the District of Columbia must be presented.

Public Contact for Press and Inquiries
The Theatre regularly receives inquires from the press and public regarding different aspects of presentations, including:

Policy or promoter contact for complimentary tickets for charities/VIPs
Policy or promoter contact for complimentary tickets/passes for press or pseudo-press
Policy for personal cameras/recording devices; Policy for autograph-seekers and other fan issues
Running time, opening act information, and cast notices; Appropriateness for children/teenagers

Box Office Access/Tickets/Will-Call
The Box Office coordinates all ticketing and controls all advance ticket sales monies. Pricing configurations and onsale strategies must be arranged in advance, before any publicity. The Box Office, in its discretion, places seats on hold for potential obstructions and accessible seating needs. These holds may be lifted after stage set-up or as sales warrant.

The Box Office requires a contact person who can assist with will-call concerns. This person is encouraged to stay in close proximity to the Box Office, but must be reachable at all times.

Everyone in the house/lobby needs a ticket for seating. Standard procedure for guestlist will-call pickup all orders must be ready in Box Office at least one hour prior to showtime. All will-call orders must have name of PERSON CLAIMING THE TICKETS, as well as name of person leaving the tickets. Will-call patrons may be asked for appropriate photo identification before tickets are released. Recipients of tickets must be informed of this policy.

The Theatre often participates with TICKETplace, Washington's half-price ticket booth, that sells discounted tickets and is a great opportunity to further market a show as well as move unsold tickets on the day of the show.

Recording/Broadcasting
Any intention of recording (audio or video) or broadcasting (including internet) the production in part or in its entirety must be declared in advance and may affect financial terms of contract.

Settlement
Generally show settlement is completed after intermission of the final performance. All Theatre expenses, including production, stage, ticketing, and other contractual items besides merchandise sales, are deducted from box office receipts and/or advance deposits. A check is written for the balance upon approval by the promoter and the Theatre. Arrangements may be made for a bank wire transfer the following business day. Settlement may also be conducted on a business day following load-out. This option is sometimes preferable, as it allows for ample time for reports to be compiled and represents actual stagehand labor time for load-out, not to mention reduced fatigue for all parties involved.

Cash at Settlement
With proper notice and sufficient available box office funds, the Theatre can arrange for cash as part of settlement. Requests with denominations required MUST BE IN WRITING (a simple form is available from us, if needed) and must be received at least 72 business hours in advance. Fax to 202-783-0204. A follow-up telephone call is required as confirmation. Please be aware that settlement cash may be subject to certain IRS paperwork (e.g. Form 8100), for which the Theatre is not responsible for maintaining.

Personal Property
Although the Theatre maintains a high standard of security, it cannot be held responsible for items lost, stolen, or damaged. All visiting personnel must be wary of personal/business belongings in dressing rooms, offices, and any other spaces.

Visiting in Advance
To ensure a smooth production, advance "walk-thrus" are strongly encouraged. These should be timed so that all applicable Theatre department representatives can attend. Advance notification of at least one week is requested.

Area Restriction
Only authorized production personnel are permitted in backstage areas. Only ticketed patrons are permitted in the lobbies or auditorium.

Applicable Building Regulations
There are local, municipal, and building fire, police, or other regulations that may become a factor in show preparation. Examples: permits for onstage gun use, parking for oversized production vehicles, limitation of sidewalk access, pyrotechnical needs, etc. The renter is responsible for assuring all applicable regulations are followed.