Rental FAQs

Date Requests
When May Dates Be Placed On Hold?
Hold requests are accepted any time, even years in advance, and always at no charge. It is best to submit a hold request as early as possible. This is because priority is given to the earliest request. However, a date on hold is not the same as a reserved date. A date may be reserved only after its availability is confirmed (see next question).

When May a Held Date Become a Reserved Date?
Usually, a date may be reserved as soon as we receive a request. However, dates within a future school season require time before their availability may be confirmed. Why? Because the local school district has first priority over dates within future school seasons (late August through late May) - as long as they submit their schedule to us no later than February 1 prior to the coming school season. For this reason, we recommend presenters request multiple dates for their future event - to increase odds of finding availability.

What If More Than One Presenter Requests the Same Available Date?
A. If a held date is not pending the next school district schedule (see previous question), it may be "challenged" by a second presenter who wants the same date. When a challenge is issued, the first presenter must choose to either A) reserve the date by promptly sending the Reservation Payment and completing a Rental Agreement; or B) release their hold. If the first presenter releases the date, the second presenter is given the same two options.
B. If a held date is pending the school district, then we 'stack' requests in the order received. Once availability is confirmed, we proceed as above.

Are Requests Accepted for Yearly "Patterns" of Dates Into the Indefinite Future?
Yes.

What About Short-Notice Requests?
Most presenters request dates a year or more in advance. However, date requests may be processed with as little as six weeks advance notice. Depending on circumstances, requests can sometimes be granted with less notice, but higher rates and certain restrictions likely apply.

Reservations
Is the Reservation Payment an Extra Charge?
No. The Reservation received for each date is credited toward the final charges accrued on that date.

What Is the Reservation Payment?
Essentially, it is ‘cancellation insurance’ for you. The LPAT guarantees not to cancel your reserved date and give it to any other presenter - even if they are planning a much bigger or longer-running event.

Why Is a Reservation Payment Required?
A reserved date on the LPAT calendar is the only real “product” we offer. All other amenities (staff, services, equipment, tickets, etc.) are meaningless without a date. Presenters essentially “own” their date, with the right to develop it as they please. Once a date is reserved, there is no way to create another one on the calendar to take its place.

There is also a “shelf life” for each date. To explain: Presenters only reserve dates which are far enough in the future to allow good scheduling. By the time a date is less than about 10 months away, most presenters no longer want it. Why? Because, by that point, their schedules are already full.

Example: Imagine you manage a popular band which is booked by someone to play at their big New Year's Eve party. But, on short notice, the buyer cancels the events. Now the band cannot get work on a valuable date, because every other buyer already has a band booked for New Year's Eve. This is why pro musicians have cancellation policies. The LPAT is the similar.

Can We Move* Our Reservation Payment From One Date to Another Date?
No, because this expression really means that a presenter is attempting to cancel a reserved date and receive credit for canceling it. Each cancelled date is a significant loss (see above).
* “transfer”, “swap”, “roll over”, “exchange”, “switch”, “trade”, “scoot”, etc.

If We Cancel a Reserved Date, How Much of the Reservation Payment Will Be Refunded?
A prorated refund will be given if written cancellation notice is submitted with ample advance notice, as shown in the table below:
If cancellation notice is received, and the reserved date is…
Or if the Reservation was just paid, and cancellation notice is received…
Percent of Reservation refunded
More than 18 months away
Within 7 days
100%
More than 15 months away
Within 14 days
75%
More than 12 months away
Within 21 days
50%
More than 9 months away
Within 28 days
25%
Less than 9 months away
Over 28 days
0%

Rental Costs
How Much Will Our Event Cost?
Your event is your own unique creation. Likewise, your cost depends totally upon all the unique details under your control. Using your intimate knowledge of your event, along with a Rate Sheet (PDF), here's how to build a reasonably accurate estimate...

On each day, what is your Entry time (when your first crew member needs inside the LPAT) and Exit time (your last crew member to leave)? Use this range of time to figure...
A) the Venue rate - whether a full-day rate, or one of the half-day rates;
B) the hourly Building Supervisor - if your Exit time extends past the regular Center closing time for that day of the week.

Do you want the LPAT to focus lights for your event or rig any of your equipment overhead? If Yes, then add the hourly rate of one Additional Tech for at least their minimum hours.

Will you use our audio system; and, if so, what time should it be ‘ready to go’ each day? If Yes, then multiply the hourly Audio System rate beginning at your ‘ready to go’ time, until audio is no longer needed (or the minimum hours).

Will any rigged items (like backdrops) need to fly in or out during rehearsals and performances; and, if so, what time should they be ‘ready to go’ each day? If Yes, then multiply the hourly Fly System rate beginning at your ‘ready to go’ time(s) until the rehearsal or performance ends that day (or the minimum hours).

On each day, which pieces of LPAT equipment do you wish to rent? For each date, add the rate of each piece of LPAT equipment.

Which extra services (tickets, marketing, piano tuning, etc) do you wish to use? For each date, add the rate of each service desired.

On each day, how many times and for how long will you allow guests inside the LPAT? For each time range, add the hourly rate of the Guest Safety Manager (or the minimum hours). Or, if you send us all the above details, we will gladly build an estimate for you - based solely on the information you provide.

Are Reduced Rates Available for Non-profit Presenters?
Currently, rates are the same for all presenters. However, if a subsidy program is eventually approved, details will be posted on this website.

Are Technicians an Extra Charge?
No and Yes. One lighting tech is included with every LPAT rental. And, if you opt to rent our in-house audio system, one audio tech is included with the system. There is no extra charge for either of these 2 technicians.
However, if you opt to incorporate certain elements into your event, like rigging work, a light focus, or live operation of the fly system, an hourly charge applies for each additional technician needed for the task.

If We Don't Use All Our Requested Time or Equipment, Will We Be Reimbursed?
No and Yes, depending on the type of charge, as follows…
  • Venue charges: The venue charge for each reserved date is usually a flat rate, so the amount of used or unused time will not alter the rate. There are some exceptions. When a half-day reservation crosses into the other half of the day, that time incurs an additional hourly rate. The charge will be for the amount of time requested, because that time cannot be reserved by another presenter.
  • Hourly charges: At the end of the day, if minimums have been met, most hourly charges will cease about the same time your last associate leaves the LPAT - whatever time that is.
The start of the day is different. Example: If a presenter requests an hourly rate to begin at 8 a.m., our staff will be prepped and ready at 8 a.m.. If the presenter fails arrive until later, the rate is still charged beginning at 8 a.m. Charges for services and equipment: The charge for most pieces of equipment can be reimbursed if the equipment, upon request, was never setup for the presenter. The same is true of several services. The exception would be for things like piano tuning or dropping the orchestra pit - which are completed in advance.

Do I Get Credit for a Referral?
Yes. Existing presenters receive a $400 credit for each new presenter which they refer to the LPAT. There is no limit to the number of credits which may be earned. Here are the qualifications:
  • The referred presenter, and their key personnel, must be completely new to the LPAT
  • The new presenter must inform us that the referral is yours; or, you may inform us (in writing) that the referral is yours before the presenter’s event is publicly posted on the LPAT calendar
The credit will be added to your account after the new presenter’s event has been completed. Once earned, the credit may be…
  • Applied toward the final charges of your next un-canceled LPAT event
  • Given as a gift by you, in whole or part, to any other LPAT presenter
  • Used up to 2 years after the credit is received
  • Combined with other credits
The credit may not be…
  • Applied toward a Reservation Payment
  • Used to create a cash refund
  • Applied to an event which ended before the credit was awarded
Other Questions
Can the LPAT Assist With Marketing?
Yes. The following marketing services are available at no charge:
  • Your event and website included on our “Coming Events” webpage
  • Your event included in the LPAT eNewsletter (typically sent each month)
  • Your posters and flyers displayed in our lobby, beginning about 3 weeks in advance
  • We can proof your press release and suggest possible adjustments before distribution
What If a Presenter Changes Their Agenda On Short-notice?
If you request to alter your Agenda less than three weeks before the event, it is considered a “short notice” request. (For more detail, see your LPAT Use Agreement.) For various reasons, a presenter might make a short notice request to either A) reduce one of their Rental Periods by entering the LPAT later than scheduled, or B) to abandon their date altogether. When either happens, then no charges are incurred for LPAT equipment or services which are not used. But hourly charges are different. Contracted workers are confirmed at the 3-week deadline. Their assigned work contract usually cannot be broken on short notice. When a presenter makes a short notice request which would either reduce or abandon a Rental Period, then each contracted worker assigned to that Rental Period has the option, at their own discretion, to choose how to respond. The choice made by each worker will be reflected on the final invoice.

May Presenters Use the Hallways and Vestibules Next to the LPAT?
No and Yes. On each side of the LPAT (west and east), there is 1 hallway and 1 vestibule. All four of these passageways are official fire exits for the entire building. They are not part of the LPAT. They must always remain passable. There is no ‘private use’ of these spaces. All persons inside the Community Center, including those in wheelchairs, must be able to get through these spaces quickly, at any time, without obstruction. This is especially critical whenever crowds are gathered.

In these spaces, any inanimate thing is an obstruction (chairs, luggage, props, set pieces, clothing, tables, supplies, makeup stations, etc). Obstructions may not be stored in these spaces during an event.

However, people are not considered “obstructions”, since passageways are built for them. So, Yes, the hallways and vestibules may be used by guest and performers, such as when waiting to go onstage.

Does the LPAT Co-Promote Events?
Usually, No. The LPAT serves primarily as a rental venue for events by other presenters. However, the LPAT may consider serving as a co-promoter with the producer of a major public event. In this relationship, the LPAT charges no fees for any of its services. Rather, an agreement will be made to split the gross event revenue. Expenses covered by the LPAT typically include the venue, the technical staff, the box office staff, the cleaning staff, and the basic stage equipment. Expenses covered by the producer typically include the production itself, the marketing, and the non-technical production staff. To qualify for co-promotion consideration, the event must meet the following criterion:
  1. Be a complete, high-quality production which has wide public appeal and acceptance (generally without age restriction)
  2. Be produced by an established presenter with a history of quality live events
  3. Provide justifiable reason why financial balance (break even or better) should be expected
  4. Fit well on the LPAT calendar, with at least 6 months lead time
  5. Be within the LPAT’s ability to cover the event’s need for space and technical amenities
May LPAT Presenters Sell Goods and Services During Their Events?
Yes, but with certain restrictions. The sale of consumables (food, drink, candy) is never permitted. All other sales require a “Short-Term Event License” from Liberty City Hall for any form of sales activity (videos, programs, novelties, clothing, services, etc). Setup and operation of traditional ‘sales booths’ are typically not a problem - depending on size and location. There are three basic options:
  1. Setup inside the LPAT. There is no additional charge, but the aisle space available for sales is quite limited.
  2. Setup in the lobby. The lobby is a public space used by all patrons of the Community Center, so there is an additional charge for each 8' by 6' space used for sales. Also, the exact location and size of each lobby space is fixed, to comply with fire codes.
  3. Setup in one or more meeting rooms. Booth sizes are not fixed, and there is no extra charge for booth spacs. Rather, there is only the charge for the meeting room(s), regardless of how many booths are setup in the room(s).