Venue Date Inquiries, General Bookings Inquiries, and Contracts:
Skylar Nakazawa, Rentals and Facilities Coordinator, skylar@wctlive.ca, 778-471-9063.
Settlements & Invoicing:
Jenny Edwards, Administrative Assistant, jedwards@wctlive.ca, 778-471-9056
Initial Technical Inquiries, Scheduling, Production Planning:
Liam Befurt, Sagebrush Technical Direct, liam@wctlive.ca, 778-471-7945
Ticket Sales, Box Office Contracting:
Michelle Chabassol, Manager of Ticketing & Patron Services, michelle@wctlive.ca, 778-471-9049
For inquiries regarding sales reports, please contact the box office representatives at klbo@kamloopslive.ca, 250-374-5483.
Front-of-House, Audience Services:
Morgan Benedict, Manager of House & Volunteers, morgan@wctlive.ca
Final Settlement & Invoicing:
Ron Thompson, Director of Finance, ron@wctlive.ca, 778-471-9057
We encourage all clients to follow this general guide for booking the Sagebrush Theatre:
a. Initial Contact & Date Inquiry:
i. Please email Skylar at skylar@wctlive.ca to inquire about specific dates.
ii. Once initial contact has been made, we will confirm date availability and you may place up to 3 holds for dates prior to going to contract.
b. Date Holds: See below.
c. Event Intake: Submit an Event Intake form, once a date is confirmed to be available, to begin the bookings process.
d. Contract Draft: Management will draft a contract and send for your review.
e. Executed Contract & Venue Deposit: The contract is only considered complete when the following are received by the Manager:
i. A completely signed/executed contract; and
ii. The appropriate deposit has been paid; and
iii. A Certificate of Insurance has been provided, in keeping with the contractual requirements.
f. Technical Rider: Once the contract is complete (above), Management will connect you with our Technical teams, and direct you to our Tech Questionnaire/Rider Information.
g. Box Office/Ticketing: All ticket sales and ticket printing for the Sagebrush Theatre is managed exclusively through the Kamloops Live! Box Office. For further information about ticketing please reach out to Manager of Ticketing & Patron Services, Michelle Chabassol, at michelle@wctlive.ca.
h. Technical Questionnaire/Rider Deadline: At least 2-months prior to the rental period, complete your Technical Questionnaire or submit your rider to the Tech team.
i. Liaise with Technical Supervisor & House Supervisor: In the 2-months leading up to the rental period, you will liaise directly with the Technical Supervisor & House Supervisor to complete arrangements for your event.
The first step is for us to ‘hold’ a date or dates. We will confirm with you, by email, that the date is held for you, and then provide you with the Event Intake Form to complete prior to contracting. Contracting follows automatically, ideally within 30 days of a hold placed.
a. Second Holds
i. If a date is not available a client may make a ‘soft 2nd hold’. This goes into the calendar, but with no real urgency applied to either party.
ii. If a client with a second hold wishes to challenge the first hold, the venue will press the first hold as to their intents for the date.
iii. The client with first hold has 10 business days (2 weeks) to execute a contract and provide a deposit, or the date is released.
iv. If the date is released to the 2nd hold, then that client must execute a contract on the date within 10 business days, or the hold is released.
b. Third Holds – may be placed as a ‘soft’ hold in the event other holds release.
c. Any date that has not been contracted may have a 2nd hold, and /or challenge to the date, in keeping with this policy.
Our venue rental rates depend on your length of rental, space rented, and reason for rental. Additional charges apply to cover flow-through expenses such as the cost of technicians, front-of-house staff, perishables, specialized equipment and incidentals.
For more information about theatre rates or a cost estimate, please contact our Rentals & Facilities Coordinator, Skylar Nakazawa, at skylar@wctlive.ca.
a. Our rental rates are tiered by the type of organization who is the Client, responsible for presenting the performance. Please note that for new clients, we may require proof of non-profit, local or charitable status in order to qualify for certain rates.
i. Commercial / Standard – this is the default rate for all spaces
ii. Professional with Amateur Performers – this is the rate for dance companies, and other professional businesses with amateur performers.
iii. Community & Non-Profit – this rate is available to renters of the theatre that are local and non-profit. Local is defined as an organization with its main office within the TNRD region.
iv. Non-Profit (or Charitable status) will need to be verified by providing us with a copy of your Articles of Incorporation or Charities Return.
b. Rental Rates are structured by area of the theatre. All spaces may be booked independently of one another, except for the lobby on performance days:
i. Theatre – booked on a daily basis (excepting school performances); includes all of the stage, audience seating area, backstage dressing rooms x4. During performances only, a Theatre rental also includes the lobby.
ii.Lobby – booked on a 4-hour basis and hourly thereafter, except for during theatre performances.
iii. Classroom Space – our 2nd floor backstage classroom space is available for rental for rehearsals, meetings or workshops .
Adding Lobby or Classroom Space to a Theatre rental – These spaces may be rented separately to other clients outside of during performance times. We consider ‘performance time’ to be 2-hours prior, through to 2-hours after a performance. Subject to availability, and upon request, we will make these spaces available to theatre rental clients, and at no additional charge.
A certificate of insurance (COI) will need to be obtained at least 5 days within execution of the venue agreement, and in any case no later than 30-days prior to the event. The COI will need to indicate coverage for:
a. A minimum of $5,000,000 in comprehensive public liability; and
b. List the following organizations as additional insureds, agreeing to indemnify and hold harmless: “Board of School Trustees of School District #73, Kamloops/Thompson, City of Kamloops and Western Canada Theatre Company Society against any and all claims for injury to person or property in the employ of or associated with the Licensee (including any contractor or subcontractor) arising out of the activities conducted by the Licensee, its agents, servants, employees, associates, invitees or guests”
The Sagebrush Theatre aims for venue invoicing to be completed within 10 working business days following the event. Inquiries regarding settlements may be sent to payables@wctlive.ca or venueservices@wctlive.ca.
a. Payments:
i. The Manager will issue the cheque in the full legal name and address of the Licensee, as itemized on the face of this Agreement. ii. Payment will be issued to the Licensee, in Canadian dollars, by means of a company cheque. iii. There may be an additional service charge for wire transfers or other electronic means, if available, which will be charged out to the Licensee on the invoice at market rates.
b. The onus is on the Licensee to review the settlement once it is received. Please contact the Company if any errors are found.
c. The Licensee authorizes the Manager to automatically deduct and remit from the net proceeds of the Event:
i. To the Kamloops Live! Box Office, payment for ticketing services;
ii. To the Sagebrush Theatre, payment for facility rental, staff time, and other services;
d. The Company shall deduct and remit any other invoices from the net proceeds of the Event only when explicitly directed by the Client, in writing, subject to the applicable fee.
e. Invoices that are not able to be deducted from settlement are on terms Net. 30.
a. All external clients of the Sagebrush Theatre will be required to pay a deposit for their rental in the amount of:
i. For new clients: 100% of the minimum rent applicable for all days
ii. For returning clients: 50% of the minimum rent applicable for all days
iii. For resident/recurring/anchor clients (including KSO, WCT, Laughing Stock Theatre Society, KFPA, Dance Schools): 50% of the base rent applicable for all days to a maximum of $1000 standing, to be applied against the final rental of the applicable season
iv. For classes/schools/programs of SD73: no deposit
b. Deposits are applied against the final applicable rental invoice.
c. Deposits are due at the time of contracting – a contract is not complete until the deposit has been received.
d. Deposits are made by cheque payable to SAGEBRUSH THEATRE, or may also be paid by Credit Card # via telephone. Please contact venueservices@wctlive.ca to arrange your deposit by credit card. Do not send credit card info by email, please!
e. Sagebrush Theatre will issue an invoice for the deposit upon request. Please write to venueservices@wctlive.ca to request a deposit invoice.
Cancellations are pursuant to the terms of the contract; Deposit amounts may be retained by the Manager as damages.
Rental rates are approved & published annually for the subsequent season.
a. All rates are subject to a minimum 2% annual increase, or more as approved by the Sagebrush Management Committee.
b. Increases take effect on August 1 of each year, and are effective through the following July 31st.
c. The rate sheet in effect for the contract is attached to the contract. Note that certain a la carte charges, including labour, are found within Schedules A + B as well.
a. All events where members of the public pay for a ticket and enter the facility via the front doors must be ticketed in some form.
b. Tickets that are reserved or sold in advance for a purchase price, must be sold exclusively through the Kamloops Live! Box Office. Licensees are not permitted to sell tickets through any other ticket agent other than the Box Office, without the prior permission of the Manager.
c. Tickets will not go on sale until the following are completed:
i. An executed rental agreement;
ii. We have received & executed a ticketing contract, complete with signed/approved pricing breakdowns for every price ticket to be sold;
iii. Deposits received, as required by the contract(s).
iv. Proof of insurance in place.
d. Clients should clearly iterate their ticketing expectations in their Event Intake Form, to ensure that all policies & instructions are clear. This includes: refund/exchange policy for the event, babes-in-arms, accessible seating, Row Q seating/technical holds, and any other held seat requests. These requests should be confirmed at least 2 weeks prior to on sale.
e. On sales utilize all available sales channels, including: online sales through kamloopslive.ca, telephone sales & in-person sales.
f. Box Office in-person & telephone sales hours may vary depending on the upcoming event schedule.
g. The Box Office and Licensee agree on an expression of the ticket price that considers:
i. A ticket agent surcharge per sold ticket, as outlined under the approved pricing calculator, paid to the Box Office;
ii. Any facility/capital improvement fees payable directly to the venue from the box office;
iii. Any applicable taxes;
iv. Any credit or debit-card processing charges
h. Tickets that are not sold but given away must be printed with clear date, time & venue name, and have a removable stub and/or scannable unique barcode, so that the stubs may be ‘ripped’ or the barcode scanned at the door.
The Licensee acknowledges that the tickets may be produced and sold through a computerized system which may be subject to intermittent interruption due to technical malfunction. The Licensee agrees that provided that all reasonable efforts are made to service and maintain the system, and all reasonable steps are taken to restore the system to operation in a reasonable time frame. The Ticket Agent may not be held responsible or liable for downtime due to technical malfunction or scheduled system maintenance.
DRESS REHEARSAL AND ADMISSION BY DONATION POLICY
a. If the Licensee chooses to allow entry to the venue by donation or free of charge, the following process applies.
b. All persons entering the facility shall be counted by Sagebrush Theatre ushers as they enter. At no time will the posted occupancies be exceeded.
c. Donations at the door are ‘silver collection’ only; no electronic means of collection is permitted.
d. The Licensee is responsible for the security, depositing and management of their collected donations.
e. Invited dress rehearsal admissions do not garner the Capital Improvement Fee, however, free admissions to performances DO garner the Capital Improvement Fee.
Everyone entering the Sagebrush Theatre may require a ticket of some kind, including infants. The policy may vary from client to client.
A “babe-in-arms” is an infant that meets all of the following criteria:
i. is not yet walking; and
ii. is under the age of 3; and
iii. does not require an individual seat; and
iv. is accompanied by and held by the parent/guardian for the duration of the event.
Any patron, or infant that does not meet the above criteria must have a regular seat assigned and ticket purchased, and are not considered under this policy.
“Babes in Arms” must be assigned an “infant admission pass” by the box office attendant at the door, and will be allowed entry, with the following restrictions:
i. Patrons should present themselves at the box office window, to be issued an Infant Pass. Infant passes are issued by the box office attendant at the door, and are not issued in advance. For emergency purposes, the pass indicates the guardian’s name, contact information, seat location, and the date/time of performance.
ii. Infant passes are confirmed with the house management, for information for emergency evacuation.
iii. Strollers, bags, blankets and accessories may not be taken to the seat and should be checked at Coat Check in the lobby.
iv. To avoid interruption to other patrons, we encourage guardians with infants to book seats close to an aisle for easy entry/exit.
v. Guardians whose infants are disrupting a performance will be asked to “take a break” in the lobby. Guardians/infants re-entering from the lobby may be asked to wait for a suitable break in performance to be re-seated. The lobby features a TV with live feed from the stage, so that those waiting in the lobby may continue to observe the performance in progress.
vi. For the comfort of guardians and infants, we have a changing station, and a family/accessible/gender-neutral washroom available in the lobby.
vii. The Sagebrush Theatre does not have a booth available for parents to view a performance – rather the lobby video screens may be used.
a. The client has sole prerogative in determining the recommended age range suitable for the performance.
b. As an alternative to expressly prohibiting certain audience members, the Sagebrush Theatre encourages all clients to make use of “recommended” language as to the intended audience, without expressly discriminating based on age or family status. In the case where a recommendation exists, the venue and box office will do their best to inform all ticket holders of this recommendation, and will issue refunds upon customer request.
i. We strongly recommend that Licensees state whether their performance is recommended for infants under the age of 3, or not.
ii. “Recommended Audiences” are not enforced, but will be communicated to audiences when booking and/or entry to the venue.
a. All damage done to the facility during a rental shall be paid for by the renter and/or their insurance policy.
b. This includes, but is not limited to: torn draperies or soft goods, paint touchup on backstage walls, condition of stage floor and/or equipment.
c. The Technical Supervisor will undertake a walkthrough of the backstage at the end of the rental to ascertain any damage that may have occurred.