The Roanoke Civic Center

ROANOKE CIVIC CENTER
EVENT SCHEDULING POLICY

STATEMENT OF PURPOSE

SCHEDULING PRIORITIES
COLISEUM | THEATRE | EXHIBIT HALL

SCHEDULING
TENTATIVE | CONFIRMED | DEPOSIT SCHEDULE

STATEMENT OF PURPOSE

The purpose of this scheduling policy is to establish priorities to maximize revenues and facility usage, while balancing the economic effect on the City of Roanoke.

SCHEDULING PRIORITIES

Facility and date scheduling commitments for events and activities made more than twelve (12) months in advance are subject to change. Facility and space commitments for first priority events and activities may be made as far in advance as is necessary or appropriate and may supersede requests by second priority events and activities scheduled more than twelve (12) months from the event date. The Civic Center reserves the right to block dates to allow sufficient time to schedule first priority events. Second priority events which do not have a fully executed license agreement may be bumped by first priority events at any time.

In all cases, the Civic Center management may use discretion in maintaining a waiting period before and after an exisiting event which is considered to be competing for the same audience and/or ticket buyers (i.e., concerts, ice shows, sporting events, circuses, boat shows, craft shows, etc.) Furthermore, the Civic Center management may limit the number of competing activities presented during a given twelve-month period. During the months of October through April (ice season), no more than one consumer show of the same type will be permitted in the Coliseum.

COLISEUM

FIRST PRIORITY
First priority for scheduling the Coliseum is to make dates available to national promoters and tour directors and amateur, and professional sports officials to promote top revenue producing events.

SECOND PRIORITY
Second priority for scheduling the Coliseum is to make dates available to national, regional, and state conventions which generate significant economic impact for the Roanoke Civic Center and City of Roanoke.

THIRD PRIORITY
Third priority for scheduling the Coliseum is to make dates available for consumer or public exhibitions, tradeshows, corporate meetings, special events, banquets, business meetings, dances, and other activities.

Date requests for third priority events will not be confirmed and contracts will not be issues more than (6) months in advance of the date(s) of the event.
THEATRE

FIRST PRIORITY
First priority for scheduling the Theatre is to make dates available to national promoters and tour directors to promote top revenue producing events and to make dates available to national, regional, and state conventions which generate significant economic impact for the City of Roanoke, and to performance dates for the Roanoke Symphony Orchestra.

SECOND PRIORITY
Second priority for scheduling the Theatre is to make dates available for meetings, special events, banquets, local, and all other activities.

THIRD PRIORITY
Third priority for scheduling the Theatre is to make dates available for rehearsals on non-performance days. Facility and date scheduling commitments for rehearsals made more than six (6) months in advance are subject to change to accommodate first and second priority events.

License agreements for third priority events will not be issued more than six (6) months in advance of the event.
EXHIBIT HALL

FIRST PRIORITY
First priority for scheduling the Exhibit Hall is to make dates available to national, regional, and state conventions which generate significant economic impact for the City of Roanoke.

SECOND PRIORITY
Second priority for scheduling the Exhibit Hall is to make dates available for catered food service events and multiple-day consumer or public exhibitions and tradeshows.

THIRD PRIORITY
Third priority for scheduling the Exhibit Hall is to make dates available for single day events that do not include catered food service. Date requests for third priority events will not be confirmed and contracts will not be issued more than six (6) months in advance of the date(s) of the event.

SCHEDULING

In order to hold a date(s), the licensee must indicate the exact name of the act/activity involved. Substitutions of acts/activities for a date(s) voids the hold. Civic Center Management reserves the right to determine which events are in the best interest of the facility when the same dates and/or similar events are being requested by more than one promoter. Regardless of the hold sequence, the Civic Center may reject a tentative hold after it has been placed.

In the process of scheduling facilities and dates, the following terms and definitions shall apply to scheduling commitments:

TENTATIVE
Hold – Requests for tentative dates that are made inside twelve (12) months of the event are held for two (2) weeks. If the date is not confirmed, within this time period, the Roanoke Civic Center management reserves the right to book another event on the date(s) being held, without notification to the potential licensee. Those desiring date(s) to be held more than two (2) weeks without an executed license agreement should make a request to the Civic Center management and with mananagement’s approval, will be granted up to a two (2) week extension.

Requests for dates for events held on an annual basis are held more than 12 months out. However, the same date or time period in future years is not guaranteed and is subject to change or cancellation.

Potential licensees shall not assign or transfer any right or interest in tentative hold dates, including, without limitation, the right to receive any payment, without Roanoke Civic Center management’s approval of such assignment. Any such assignment without approval of the Roanoke Civic Center management shall be null and void.

When a license agreement is fully executed and appropriate deposit is received, tentative dates then receive the status of confirmed.

First Option – Facilities and dates reserved on a first option are held pending execution of a license agreement or the release of hold dates. In the event the hold dates are released, first option dates receive hold status upon notification to the first option holder.

Challenges - If a potential lessee makes a request for a tentative date being held by another party, they will be given a second option. If the second option holder wants to challenge the date(s), Civic Center management will give the first option holder written notice of the challenge and the first option holder will have seventy-two (72) hours to make a non-refundable deposit in the amount of the basic facility fee for one event day. Upon payment of the deposit, the holder will be granted the date and will have fourteen (14) days from the date of receipt of the deposit to sign and return a license agreement. If the executed license agreement is not received by the Civic Center within 14 days, the date will then be made available to the first option holder. The first option holder will have 72 hours from his receipt of written notice of the availability of the date to make a non-refundable deposit in the amount of the basic facility fee for one event day and sign a license agreement.

Hold Sequences - When two (2) potential lessees are vying for the same act, the promoter who signs the contract with the act receives the license agreement for the date(s) regardless of the hold sequence.
CONFIRMED
Upon confirmation of a date(s), the Roanoke Civic Center will prepare the license agreement. The original and one copy indicating the portion of the Civic Center to be leased [details of the event] and a cover letter detailing instructions will be mailed to the event sponsor. From the date of the cover letter, the Civic Center will continue holding the date(s) without a properly executed license agreement for fourteen (14) days. If the properly executed license agreement is not returned within this time limit, the Civic Center may contract with other parties for the use of the space on the same date(s) without notification to the potential lessee. The original as well as the copy must be signed and returned to the Civic Center along with the required deposit. The Civic Center Manager will then sign and return the fully executed copy to the licensee.

The properly executed license agreement, deposits and insurance certificate must be in he office of the Civic Center manager seven (7) working days prior to the event or the Civic Center reserves the unqualified right to cancel the events. Persons booking events less than seven days out must provide the aforementioned materials upon booking the date.

Tickets for events will not go on sale until the license agreement has been properly executed and deposits received at the Civic Center.
DEPOSIT SCHEDULE
Deposits are required for all activities upon execution of the license agreement. Licensee shall pay to City the initial required deposit of 100% of the required basic facility fee for one event day with the return of the license agreement. The balance of the rent shall be paid prior to occupancy.

If multiple events are held in one year, the licensee may opt to roll over the deposit from the previous event in lieu of making multiple deposits. Licensee also has the option of providing a standing deposit for the year.