Rental FAQs

LPAT Date Requests

How Soon May Dates Be Requested?

LPAT accepts date requests at any time, even years in advance. Each new request is prioritized in the order it was received. So it is always wise to Submit Your Request as early as possible, especially since date requests are always free, even for lots of dates. In fact, to increase the odds of getting the best date(s) possible, we recommend requesting the widest possible range of dates that could be made to work for your event. If there is an order of preference, Just let us know.

Once Requested, When Can Dates Be Locked-In?

Submitting a date request does not automatically convert those dates into WAITLIST dates, PENCILED dates, or LOCKED-IN dates. The status of each requested date must first be doubled-checked and confirmed.

• If your requested dates were already PENCILED by another organization, you will be offered to Challenge them. If you win the challenge, the dates will be permanently LOCKED-IN for your event.
• If your requested dates are available and within a school year which IS already set, they will usually be PENCILED immediately and a Date Status Notice will be sent which will show how to LOCK-IN your dates whenever you decide to keep them permanently.
• If your requested dates are available and within a school year which is NOT already set, then your dates will be put on the WAITLIST and a Date Status Notice will be sent which will include a link explaining How the WAITLIST Works and when to expect the status to change.

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

Yes. Simply tell us the range of workable dates you desire each year. For example, the "last weekend in March" or "any weekend between the second-to-last weekend in April and the third weekend in May" are just a few valid requests for the indefinite future.

What About Short-Notice Requests?

Date requests may be processed with as little as six weeks advance notice. Depending on circumstances, requests might occasionally be granted with even less notice, but higher rates and certain restrictions will likely apply.

Lock-In Fees 

Is the Lock-In Fee an Extra Charge?

No. The payment received to Lock-In each date is credited toward the final charges accrued on that date.

What Is the Lock-In Fee?

It is ‘cancellation insurance’ for you and a deposit for LPAT.

• Once a date is Locked-In, LPAT guarantees not to cancel that date or grant it to any other organization, even if they are planning a much bigger event.
• The Lock-In Fee also represents a commitment by you to run your event on the Locked-In dates.
  
  ILLUSTRATION. Imagine someone manages a catering company. The caterer is hired by Large Business A for their giant New Year's Eve party. After being hired, the caterer turns down multiple requests from similar potential clients for their New Year's Eve parties. Then, on short notice, Large Business decides to cancel their party. The caterer is now out of time to be hired again because the other businesses the turned down already hired different caterers months ago. That is why date-based companies have cancellation policies.

Can a Lock-In Fee Be 'Moved' or 'Transferred' From One Date to Another Date?

No. The expression means that someone wished to cancel a permanently Locked-In date and receive credit for canceling. Every cancelled date is a significant loss. See the illustration above.

If a Locked-In Date is Canceled, How Much of the Fee Will Be Refunded?

Time is of the essence. Any refund given is based on the amount of advance written notice provided, as shown below:

Rental Costs

Are Reduced Rates Available for Nonprofit Organizations?

Rates are the same for all organizations.

Are Technicians an Extra Charge?

Technicians are already included in the rates for most services.

• Every LPAT rental includes one lighting tech.
• Renting LPAT's audio system instead of bringing your own includes one audio tech.
• Requesting rigging work includes the tech(s) needed.
• Requesting a light focus includes the tech(s) needed.
• Requesting live operation of the fly system during rehearsals and/or attractions includes the tech(s) needed
• Extra charges for technicians are involved only when special requests are received for technicians to do different tasks besides those listed above.

Do I Get Credit for a Referral?

Yes. Organizations that previously rented LPAT receive a $500 credit for each new organization they refer to LPAT. There is no limit to the number of credits that may be earned.

How is a referral credit earned?

• The referred organization, and their key personnel, must be completely new to LPAT.
• The new organization must inform us that the referral is yours; or, you may inform us in writing that the referral is yours before the new organization’s event is posted on LPAT's public calendar.
• The credit will be added to your account after the new organization’s event has been completed. 

Once earned, the credit may be:

• Applied toward the final charges of your next completed (un-canceled) LPAT event
• Given as a gift by you, in whole or part, to any other organization
• Used up to 2 years after the credit is received
• Combined with other credits

The credit may not be:

• Applied toward a Lock-In Fee
• Used to create a cash refund
• Applied to an event which ended before the credit was awarded

Other Questions

Can LPAT Assist With Marketing?

Yes. The following marketing services are available at no charge:

• Post your event and website on LPAT's “Coming Events” page
• Display your posters and flyers in our lobby beginning about three weeks in advance
• Proof your press release and suggest possible adjustments before distribution

What If an Organization Changes Their Timetable On Short-notice?

If you request to alter your Timetable less than three weeks before your event, it is considered a “short notice” request. See your LPAT Rental Agreement for more detail. There is typically no issue if a short notice request only involves shortening a Rental Period or reducing desired pieces of equipment. However, a request made on short notice to enter LPAT earlier than scheduled it is usually not possible. By this point, LPAT personnel have already been hired and confirmed for specific work hours.

May Organizations Use the Hallways Beside LPAT?

There is a hallway on both the west side and the east side of LPAT. The west hallway is for use by Liberty Center members and passholders only. The east hallway may be used by theater performers and crews to travel between the backstage dressing rooms and the upstairs meeting rooms. However, all passageways are official fire exits for the entire building. They are not part of LPAT. They must always remain passable. Items may not be placed in any hallway. There is no ‘private use’ of any hallway. All persons inside Liberty Center, including those in wheelchairs, must be able to pass through these spaces quickly at any time without obstruction. This is especially critical when large crowds are present.

Does LPAT Co-Present Events?

Usually, the answer is no. However, if requested by the promoter of a major public event, LPAT might consider serving as a co-presenter. In this relationship, an agreement is made to split gross event revenue. Expenses covered by LPAT typically include the venue, the technical staff, the online box office, the cleaning staff, and basic stage equipment. Expenses covered by the promoter typically include the production itself, all marketing and promotion work, and the non-technical production staff and expenses. To qualify for consideration, the promoter and their event must meet the following minimum criteria:

1. Be a complete, high-quality production that has wide public appeal and acceptance, generally without age restriction
2. Be produced and promoted by established organizations 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 LPAT's calendar, with at least 6 months lead time
5. Be within LPAT’s ability to cover the promoter’s need for space and technical amenities

May Organizations Sell Goods and Services During Their Events?

Yes, but with certain restrictions. The sale of any consumables (food, drink, candy) may take place only within meeting rooms. The setup and operation of non-food ‘sales booths’ are permitted in additional locations depending on their size. Here are some options:

1. Sell in one or more meeting rooms. Sales booths may be any size. The only charge is for the meeting rooms themselves, regardless of how many sales displays are setup in the rooms.
2. Sell inside LPAT, in the house. There is no charge, but aisle space available for sales is quite limited.
3. Sell inside LPAT, onstage. There is no charge, and the stage is larger than any of the meeting rooms; but, obviously, sales must happen before or after the onstage attraction takes place.
4. Sell inside LPAT, backstage. There is no charge and a reasonable amount of space, especially in the large upper dressing room, but most organizations choose to use backstage space for their talent and crew rather than sales displays.
5. Sell in the Side Lobby. LPAT's 'mini lobby' inside the lower east VIP Entryway might accommodate one or two small sales displays.