Rental Guidelines

Four Weeks (28 Days) Before First Day in Wimberly/Roberts

•  Rough scenic drawings

• Minimum number of seats for Box Office purposes

• Submit fire samples of all soft goods to the Boston Fire Department

• Contact list of show supervisors – ex. TD, Prod. Electrician, Wardrobe, SM

• Show supervisors schedule site visit to review building policies

Two Weeks (14 Days) Before First Day in Wimberly/Roberts

• List of people who will require keys and building access swipe cards

• Load-in schedule with ladder/Genie requests and rough load-out Schedule

• Detailed tech schedule - A detailed schedule is extremely important for building operations. We can better serve all user of the building when we know when they will be in and out.

• Lighting plot, including cable estimates & rental gear

• Sound plot, including cable estimates & rental gear

• Final scenic design, ground plan, and rigging plan

One Week (7 Days) Before First Day in Wimberly/Roberts

• Loading dock requests for load-in

• Copies of flame certificates for soft goods

• Wardrobe schedule for load-in and load-out

Two Weeks (14 Days) Before Last Day in Wimberly/Roberts

• Updated load-out schedule

• Loading dock requests for load-out (use of dumpster or truck)

Documents and requested information from the list above should be submitted to the Calderwood Pavilion Operations Supervisor by e-mail. Google Docs or other live updating / living documents are copied at the time of submission, and require notification when adjustments or new copies are made.

• The Building hours are as follows: M-F 8a – 11p / Sa 12p – 11p / Su 12p-10p. The end times of each work day are hard out times. Please plan to end rehearsal at an appropriate time in order to allow yourself enough time for all personnel to be out of the building before 11p (subject to change).

• Renters will be provided swipe cards and keys for members of the cast and show crew. These swipe cards will allow you to enter during our regularly scheduled building hours. It is the Renter’s responsibility to admit any additional personnel hired for load-in, load-out, or other calls.

• At no time will the propping of an exterior door be deemed an acceptable method for managing the entrance of cast, crew, or staff into the building. If it is necessary to keep a door unlocked for a specified period of time for cast and crew arrival (subject to prior approval by Calderwood management), it will be necessary for that door to be supervised by an individual devoted to that task at all times.

• Load-in and load-out of all equipment, scenery, etc. must be completed through the loading dock and not via other entrances to the facility. Please plan your load-in and load-out schedules around the loading dock hours, which are not adjustable.

• It is important to keep all Calderwood staff updated on schedule and progress of shows. Calderwood Staff must be copied on all rehearsal/performance reports and schedule update emails starting with the beginning of the rehearsal period. Please include calderwoodstaff@huntingtontheatre.org on reports. This email address goes to all appropriate staff to ensure a timely response. Calderwood Pavilion staff members are scheduled around specific production tasks, so updates are crucial.

• Due to the multi-purpose nature of the Calderwood Pavilion, it is critical that Calderwood staff receive detailed schedules for your show. In addition to the deadlines listed above, any changes must be approved to ensure they don’t interfere with other building activity.

• The first day in the theatre may only be used for load-in/tech work. Work with actors is not permitted on your first day in the space.

• All load-in, tech, and load-out work must have a Calderwood supervisor present. Please make sure to communicate all schedule changes so we can schedule staff appropriately.

• Spike and gaff tape are the only acceptable tapes for use on the floor and must be provided by the renter.

• Nothing may be adhered, pinned, tacked, stapled, screwed, or otherwise attached to the walls. Corkboards are provided in the space to post materials if necessary.

• In accordance with Boston Fire Department regulations, seating configurations must include a 3’ aisle for egress; 4’ where wheelchair access is expected.

• Calderwood staff will advise on appropriate level of house lights to ensure patron and staff safety. This includes the light level in the Roberts lobby hallway during performances.

• Use of Genie lift and ladders belonging to the Calderwood Pavilion will be scheduled through Pavilion staff.

• Unsafe operation of this equipment, including but not limited to operating the lift without outriggers extended and tightened, will result in loss of access. All users of this equipment are required to go through Genie training prior to use. This training should be noted within the load-in/load-out schedule. Training takes approximately 30 minutes.

• The Wimberly loading galleries, catwalks, and front of house lighting positions require fall protection. Operators of the fall protection system must be trained in advance of use by approved Calderwood Staff. Training on the full system takes approximately one hour, and should be scheduled in advance.

• The Roberts is equipped with a mobile scaffolding unit to aid in the hanging and cabling of lighting instruments and scenic elements on the grid. The assembly and disassembly of this scaffolding unit must be led by an approved Calderwood Staff member, and crew members must comply with the guidance of that staff member.

• Calderwood Staff may halt any work or performance at any time that they deem to be unsafe. The Calderwood Pavilion will not be held responsible for any unsafe work of the Licensee or its contractors that is not stopped or is permitted through omission.

• A broom, dustpan, mop, and bucket will be made available. Renters should plan to clean the space as part of load-in and load-out, and periodically throughout the run. Removal of construction waste (wood, metal, paint, etc) and/or scenery will incur additional waste hauling charges. There is no disposal of construction trash allowed on-site without the rental of a dumpster. Please contact building staff for assistance with scheduling a dumpster if necessary.

• Standard cleaning is included in the rental price. This is defined as regular trash removal, broom swept hallways and floors, vacuuming, and clean + sanitized bathrooms. Such services are performed on a regular schedule built around rehearsal and performance times. This does not include the cleaning of performance areas (i.e. sweeping and mopping stages). The Calderwood Manager has the sole right to determine additional cleaning needs. Dressing Rooms are cleaned on request only to Calderwood Staff. Please tidy floors so they can be mopped when cleaning is requested. Trash cans should be left in corridor spaces overnight so cleaning staff can attend to them. Licensee will be charged for any additional cleaning needs created by its production or event.

• All pre-show and post-show events outside of the regular performance calendar must be approved by Calderwood Pavilion management no less than two weeks in advance.

• All scenic items and structures must be constructed outside of the Calderwood Pavilion. Renters must plan to assemble the pre-made scenic elements in the space. Any and all use of saws must be approved by house personnel and be used with appropriate dust collection. The Calderwood may have dust collection equipment available for daily rental.

• The Calderwood will not provide any tools or hardware.

• Any scenic elements to be attached or rigged to the grid or line sets must be approved by Pavilion staff in advance of load-in. Please send in technical drawings for approval in advance of load-in. House soft goods are available according to each space inventory.

• Flame retardant paint is required for all exposed wood including the back, bottom, and unseen-by-audience sides of scenic elements. Items must be treated with flame retardant prior to entering the building. Scenic painting may take place in areas approved by Licensor. There is no spray painting allowed anywhere on the Premises.

• No part of the Calderwood and/or its theatres may be painted without the prior written permission from the Calderwood Manager.

• No permanent or semi-permanent alterations or anything that will mar, injure, or in any manner deface the Premises may be made to the Calderwood facilities without prior written permission of Calderwood Management. Costs for any damages are the sole responsibility of the Licensee. This includes drilling holes in the walls and affixing equipment to the walls of the theatre without approval.

• Precautions should be taken by the Renter to prevent marking or scuffing walls and floors throughout the building. This may include use of felt padding, packing blankets, or duvetyn.

• The backstage hallway space (concrete floor) may be used for some basic construction and alterations like cutting lumber for short periods of time. This must be approved by Calderwood Staff before beginning work.

• There are 287 2.4k dimmers in the Wimberly, controlled by an ETC Ion 2000 board. There are 96 2.4k Dimmers in the Roberts, controlled by an ETC Ion 1500. These consoles are not capable of running ETC’s latest v3.0+ software, so please plan your pre-programming accordingly.

• All rental gear must be approved by Calderwood Management at least one week prior to load-in.

• The rigging of booms, tail-downs or other lighting structures must be approved prior to load-in. Installation of these elements must be supervised by a Calderwood staff member.

• Tie line, gel, tape, and other accessories not included in the house inventory must be provided by the renter.

• All rental gear must be approved by Calderwood Management at least one week prior to load-in.

• A live or recorded preshow announcement must be made no more than 10 minutes prior to the start of a public performance. This announcement must include notification of emergency exits.

  • • • An example of an acceptable pre-show announcement would be: “Massachusetts law requires us to inform you that in the unlikely event of an emergency you may be instructed to evacuate the theatre. Please take a moment to locate the exits. Ushers are standing by to assist you in an emergency.”

• Assisted Listening Devices will be made available through Front of House.

• There are some minor sound bleed issues between the Roberts Studio and the Atelier/505 condos above. Because of this, all additional speakers attached to the grid must be hung on sound isolating brackets (current inventory is equipped with these brackets). The Calderwood reserves the right to require the volume to be adjusted at any time in order to minimize sound bleed into the neighboring apartments.

• A Clear-Com four-channel system is available for stage crew use in the Wimberly. The Roberts has a two-channel system. Backstage paging system can be implemented from Clear Com main station as well as a microphone backstage. Audio and video monitoring systems are also in place. House technical staff will perform setup of these systems in accordance with renter’s needs as part of the base rental package.

Please see the Wardrobe Room page

Please see the Dressing Rooms page

• The Calderwood Pavilion has access to a shared loading dock; hours and availability vary. Dock access must be coordinated through Calderwood Staff. The loading dock is for active loading and unloading vehicles only.

• No portion of the sidewalks, entries, lobbies, halls, or ways of access to public utilities at the Calderwood may be obstructed for any purpose. Backstage hallways and doorways may not be blocked at any time.

• The load-out schedule must be finalized with Calderwood Management at least two weeks prior to load-out. Restrictions on building and loading dock access may occur based on the facility schedule.

• The load-in or out of equipment through the front doors is not an acceptable means of ingress or egress. The loading dock should be utilized for all loading.

• All spike tape, set pieces, and rental equipment must be removed, and trash must be cleared by the end of the load-out day. Pavilion waste cans are for general building refuse only; construction materials and debris must be cleared by the Renter. In the event the volume of debris generated by Licensee requires additional trash pick-up, any such additional trash service will be arranged by Calderwood Staff at Licensee’s sole cost and expense.

• Licensee may be required to paint the theatre floor with AllFlor 530-02 Black during load-out. Licensee is expected to acquire and pay for paint and painting materials for this task. Licensee should assume this requirement unless communicated by the Calderwood Pavilion Staff that the deck does not need to be repainted.

• All swipe cards and keys must be returned to Pavilion Staff at the end of load-out, or additional charges will be added to the Rental settlement.

The Huntington aspires to create an inclusive and welcoming space for all communities that gather here. We are committed to learning as an institution and encourage all to join us in crafting and sustaining an equity-driven culture. We believe mutual respect is the foundation of a healthy community. Therefore, The Huntington will not tolerate racism, discrimination, or harassment of any kind. Thank you for creating this community with us. We are glad you are here. If you witness or experience events that do not align with this code of respect we encourage you to seek out Calderwood Pavilion Management or email wehearyou@huntingtontheatre.org.