1. Requests for Use of Rice Cinema
1.1 Rice University Community Requests. Department and student organization requests must be presented in writing by completing, signing and returning the Rice Cinema Reservation Request form and Rental Packet. All items must be completed and signed upon submitting request to the Facilities Manager for approval and verification that dates for the event can be appropriately scheduled and adequately staffed.
Co-sponsored organization requests must be presented for approval in writing, accompanied by written verification from a member of their faculty or administrative staff, that sponsorship meets all requirements as outlined in section 1.3.
1.2 Requests by Off-Campus Organizations. It is the practice of Rice University to share facilities with the greater community when, in the University's discretion, it is possible and the intended use is appropriate to the university setting and to Rice Cinema and the Department of Art. Rice reserves the right to decline an application for use when, in its judgment and sole discretion, such use is not in the interests of Rice University, Rice Cinema or Department of Art.
1.2.1 The use of Rice Cinema for an event to be presented or sponsored in any part by a group or organization other than a campus organization requires the approval of the Facilities Manager, and the Rice Cinema Director.
a. Unless a request for a closed event is approved, all such events must be open to all Rice students, faculty, and staff.
b. Approval from the Rice Cinema Director is required for any admission or other fees or charges associated with the event. Charges, if approved, may not exceed actual costs. Explicit approval of the Rice Cinema Director is required for charges intended for the benefit of any non-profit organization or where funds will be solicited at an event.
1.2.2 Assuming the event meets the requirements for acceptable use as outlined in section 1.3, requests for the use of Rice Cinema by off-campus organizations must be presented in writing by submitting a completed Request for Use of Facilities to the Facilities Manager for approval and verification that the date for the event can be appropriately scheduled and staffed.
1.2.3 Event dates are not considered confirmed until Rice has approved the executed Rental Packet and Rice Cinema and Facilities Manager has returned to Presenter written confirmation of the date. The rental invoice will be sent within 48 hours after event. Full payment is due upon receipt.
1.3 Acceptable Uses of Rice Cinema
1.3.1 Events of a fine arts or educational nature presented by a department of the university primarily for the benefit of the Rice University community. Examples include, but are not limited to, films, lectures, award presentations, and meetings.
1.3.2 Events of a fine arts or educational nature presented by a registered Rice University student organization primarily for the benefit of the Rice University community.
1.3.3 Events of a fine arts or educational nature co-sponsored by a registered Rice University student organization or academic or administrative department in conjunction with non Rice University affiliated organizations primarily for the benefit of the Rice University community. Co-sponsorships must meet all of the following requirements:
a. the co-sponsoring organization must be a Rice University academic or administrative department or a student organization registered with the Office of Student Activities;
b. the event must be in keeping with the organization’s stated purpose and with the overall mission of Rice University;
c. the co-sponsoring organization must participate in the event to a significant degree; and
d. the organization must offer admission to Rice University students at a significantly reduced rate.
1.3.4 Rentals to Presenters of off-campus non-profit organizations that are of a fine arts or educational nature, which will serve to enhance significantly the university environment for current and potential students.
2. Scheduling
The following is a list of priority scheduling for events in Rice Cinema:
a. Official Rice University functions as scheduled by the Department of Art.
b. Rice University community requests. Requests must be submitted no less than 90 days prior to the event. Requests will be considered in the following priority:
1. Department of Art Events & Activities
2. Academic Departments, Centers, and Programs
3. Student Organizations
4. University Relations
5. All other Rice University Departments and offices
6. Co-sponsorships, as described in Section 1.3.
c. Off-campus organization requests may be submitted at any time but will not be considered if the event date is less than ninety (90) days from the request date. Reservations will not be considered confirmed until all appropriate approvals have been received by the Facilities Manager and the Facilities Manager has confirmed the approval of the request in writing.
d. Requests submitted after the deadline indicated above will be scheduled on a first-come, first-serve basis and will not be considered approved until the appropriate approvals have been received by the Facilities Manager and the Facilities Manager has confirmed the approval of the request in writing.
3. Access
3.1 Rice Cinema operating hours are 9:00 a.m. – 10:00 p.m.
3.2 Presenter’s exhibition materials (such as film, DCP, DVD, USB, etc.) must be delivered as soon as possible but no later than 14 business days prior to the event so that a technical run-through of the materials may be done in a timely manner. The run-through will be scheduled at the convenience of the Technical Director.
3.3 Event items, furniture or material may not be delivered to Rice Cinema prior to the approved event date unless permission is obtained from the Facilities Manager and/or Technical Director. All equipment and material must be removed immediately after the final performance unless prior written approval is obtained from the Facilities Manager and/or Technical Director.
3.4 Presenter’s staff members are not allowed in the projection booth unless Rice Cinema staff are present.
3.5 Presenter’s staff members are not allowed at any time in the storage areas or equipment room.
3.6 Audience members are strictly prohibited from going into the projection booth before, during, or after the performance. The Presenter assumes all liability for performers and audience members during the contracted periods in Rice Cinema.
4. Advertising for Off-Campus Organizations. No advertising material bearing the Rice University name or logo may be distributed on or off campus in any way without prior written approval. Rice Cinema can provide approved cinema logos for promotional materials upon written request. Presenter must not imply in any way endorsement of the event by Rice University.
5. Banners and Signs. Presenter must obtain approval in advance from the Facilities Manager of all banners, signs, posters, ropes, or ribbons (including any to be propped on easels, seats, or doors), materials used to attach signage, and locations of signage. Failure to remove all signage immediately following the final performance, including materials used to attach signage, will result in an additional labor charge of not less than $50.00. All signage must be mounted under the supervision of the Technical Director.
6. Alcohol. Presenter may not serve or allow to be served alcoholic beverages in connection with the event without prior approval.
7. Animals. No animals of any kind are allowed in Rice Cinema without prior written approval of the Facilities Manager. Exception is made for service animals used to assist persons with disabilities.
8. Cancellations. Presenter must notify Rice Cinema and Facilities Manager of any cancellation in writing. If cancellation is made less than thirty (30) days from scheduled event, future requests will not be approved and the deposit will not be refunded.
9. Capacity. The seating capacity of Rice Cinema is 223 (TBD**). No standing room tickets may be sold and no additional seating may be added. Once all seats are filled, no other persons may be admitted to the auditorium. Violation of this rule may result in the immediate cancellation of the event.
10. Condition of Facility.
10.1 All rentals are “as is” and entitle Presenter the use of Rice Cinema with its projection equipment as they exist on the day of the event and without any representations or warranties as to their fitness for a particular use.
10.2 Equipment needs must be stated in the reservation request form.
10.3 The Presenter is responsible for return of all areas of Rice Cinema to the same condition in which it was received.
11. Damages. As specified in the Agreement, Presenter is financially liable for all damages including, but not limited to, persons, facilities, or equipment.
12. Non-Discrimination. Presenter, in its use of Rice Cinema, may not discriminate on the basis of race, color, religion, national origin, gender, sex, age, sexual orientation, disability or veteran status.
13. Equipment. Rice Cinema standard equipment must be operated by Rice Cinema staff. Fees for use of additional equipment not included in standard set up are in addition to the rental fee for the facility and must be paid by the Presenter.
14. Beverages or Food. Bottled or reusable water containers are allowed. All other food and/or beverages are not permitted in Rice Cinema auditorium.
15. Accessibility. Wheelchair seating is available on the front row of the house. Wheelchairs will not be allowed to block fire exits or aisles. Presenters are required to provide space at no charge for service animals that assist the disabled patrons. Presenters must make wheelchair seating available at a price no higher than the lowest price ticket available for regular seating. Any special equipment or personnel required to accommodate persons with disabilities shall be provided by the Presenter at the Presenter's costs.
16. Hazardous Materials. Presenter shall not use or store, or permit anyone else to use or store, hazardous materials upon or about the premises nor permit such materials upon the premises at any time.
17. Inappropriate Behavior. Inappropriate behavior on the part of the Presenter, performers, and/or audience may result in the cancellation or cessation of the event at the discretion of the Rice Cinema Facilities Manager, or his/her designee. Inappropriate behavior includes, but is not limited to obstruction of aisles, exits, doorways, stairwells, or passageways; destruction of and/or damage to Rice University facilities, property, or equipment; failure to abide by any of the rules, procedures, or policies stipulated in this contract; or perceived danger to staff, patrons or performers.
18. Parking. Presenters may park vehicles and trucks in the loading dock for the purpose of loading and unloading during load-in/strike for event with scheduled times approved by the Facilities Manager. At no time may the presenters park vehicles in the loading dock that are not for the express purpose of loading and unloading. Visitors to Rice Cinema may park in the Greenbriar Lot, west of the football stadium. Enter the Greenbriar lot at campus entrance 13A, 13B or 16 from Rice Blvd. The Greenbriar’s rates are $3 per day per entry. Alternatively, there is visitor parking West Lot 4 and 2, near the Alice Pratt Brown Hall, Shepherd School of Music, and the Moody Visitor Lot, adjacent to the Moody Center for the Arts. The fees for the three lots are $1 per 10 minutes, with a daily maximum of $12. All buses must park in the Greenbriar Lot. At no time can vehicles park on Stockton Blvd/College Way. More information about parking may be obtained from the Parking and Enforcement office website http://park-trans.rice.edu/. A map of the Rice campus is available at https://www.maps.rice.edu/. Information about shuttle service from parking lots is available at https://transportation.rice.edu/schedules/campus-inner-loop or call 713-348-7275. To enter and pay for visitor parking guests must use a credit card. One-time use parking validations for visitor lots may be purchased for $8.50 each. In the Facilities Request of Use Form there is a space to indicate number of validations needed. Requests must be made when submitting completed Rental Request Packet.
19. Personnel.
A. All events in Rice Cinema require the presence of the Technical Director or his/her designee.
B. The number of staff required in addition to the Technical Director shall be determined by the Facilities Manager based on the needs of the particular event. The fee for any and all Rice Cinema staff is separate from the rental fee for the facility and is the responsibility of the Presenter at the hourly rate stipulated in the attached Exhibit 2 (Fee Schedule).
20. Merchandising. No merchandise of any description will be offered for sale unless approved in writing by the Facilities Manager.
21. Security. Rice University reserves the right to require security personnel, uniformed or otherwise, based on the particular event. Fees for security are separate from rental fee for facility and are the responsibility of the Presenter at hourly rates listed in Fees & Payments section. All uniformed security personnel must be officers employed by the Rice University Police Department. No personnel or individuals other than Rice University Police Department officers may carry or conceal firearms on campus.
22. Smoking. Rice University is a tobacco-free campus. Smoking is prohibited in any interior and exterior areas of Sarofim Hall. Anyone found smoking near the building will be asked to leave the campus.
23. Standard Setup. Presenter is responsible for the cost of restoring all Rice Cinema equipment to standard setup if changes have been made to accommodate the event.
24. Weapons. Presenter shall ensure that no firearms, or other potentially dangerous weapons or objects are admitted to the Facilities.
25. Additional Issues. These policies and procedures attempt to discuss the most commonly occurring questions regarding Rice Cinema usage, but they cannot cover all possible questions. Presenter should raise any additional questions to the Program Manager or Facilities Manager. Presenter should assume that anything not expressly permitted in these policies and procedures is prohibited until permission has been granted by the Facilities Manager.
NOTE: WHILE RICE WILL ATTEMPT TO NOTIFY PRESENTER OF ANY CHANGES, POLICIES AND PROCEDURES ARE SUBJECT TO CHANGE WITHOUT PRIOR NOTICE.
If you have read and agree with the policies and procedures outlined above email rental request to: cinema@rice.edu.