Move In Form

If you plan on renting space at the Batavia Fine Arts Centre, please complete this move in form.

"*" indicates required fields

Performance

Organization/Department Name*

Day of Event Contact Name*

First

Last

Day of Event Contact Phone*

Day of Event Contact Email*

Event Name*

Date of Event*

MM slash DD slash YYYY

Equipment

Do you need Lav mics?*

Yes

How many Lav mics do you need?*

Location of Lav mic(s)

Do you need spotlights?*

Please note: Spotlight operator to be provided by the user unless noted in the Staffing section later in this form.

Yes

How many spotlights do you need?*

Do you need a dance floor? (Extra cost unless already in your contract.)*

Yes

Dance Floor*

We would like the dance floor laid prior to our arrival

Please lay the dance floor at the beginning of our rental (expect delayed start time of rehearsals or events)

Do you need a side light?*

Sidelight package available for an extra cost and dependant upon availability.

Yes

Do you need 3 foot x 6 foot risers?*

Yes

What size risers do you need? Please check all that apply.*

We have a maximum of 10 risers in total available for use.

Short

Medium

High

How many short risers do you need?*

How many medium risers do you need?*

How many high risers do you need?*

Total number of risers needed*

Please keep in mind that we have a maximum of 10 risers in total available for use. If you total is greater than 10, please adjust your riser amounts so that they equal 10.

Please enter a number less than or equal to 10.

Locations of 3 foot x 6 foot riser(s)

Media Needs

Do you have music to be played?*

Please note: Accepted file formats for audio are .wave and .AIFF

Yes

Do you need a projector?*

Yes

Regarding items to be displayed on the projector:*

Please note: BFAC runs QLab performance software. If you have Powerpoint or presentations, please select the other option.

Files will be provided to be loaded onto a BFAC computer (Must be provided on a flash drive a minimum of 48 hours prior to the event)

I will be hooking my computer up to the projector and controlling all show files myself.

Do you have video to be played?*

Please note: Our computers don’t have CD drives. When creating content for presentation at the Centre, please keep in mind that our screens are in the 16:10 aspect ratio, and that we are projecting at HD resolution.
Accepted file formats for video and still images include .mov, .mpeg, .png, and .jpeg.

Yes

Notes on Media Needs

Staff

House Managers

For every 275 patrons in attendance, you will need one house manager.

How many patrons are you expecting?*

Technicians

Lead technician: The Centre will supply a Lead Technician for the Event at the Renter’s expense. Technicians shall arrive 30 minutes prior to and depart 30 minutes after the Event. More hours may be necessary based upon usage and will be determined at the discretion of the Lead Technician. Lead Technicians may NOT be assigned to any one location, they are to remain mobile at all times.

Do you need BFAC staff to run sound?*

Extra cost for out-of-district.

Yes

Do you need BFAC staff to run lights?*

Extra cost for out-of-district.

Yes

Spotlight Operator

Please indicate if you will be providing a spotlight operator or if you would like BFAC to provide one for you.

For the spotlight you requested:*

User will be providing a spotlight operator

User needs BFAC to provide a spotlight operator (extra cost)

Box Office

NOTE IF TICKETS ARE BEING SOLD THE TICKETING SETUP FORM SHOULD BE FILLED OUT AS WELL.

Fill out the ticketing setup form here. (opens in new window)

Are tickets being sold for your event?*

Please note: BFAC is the exclusive Box Office for all events unless the ticketing buyout is purchased. Should tickets be sold, BFAC will provide one box office person on the day of your event.

Yes

Do you want a second box office person for an additional cost?*

Yes

Ushers

Employment of ushers is the responsibility of the renter/user. All ushers must be trained by Centre staff prior to guest arrival. Doors will not open for public entrance until ushers are trained and in place.

Number of Ushers Needed*

Note: Should more ushers be required for specific types of events, the BFAC manager will inform you.

It is the renter/user’s responsibility to inform all ushers of the dress code (white collared shirt/black bottoms – to remain identifiable for patrons), and to enter through the STAGE DOORS.

Main floor only – Reserved Seating: 4 ushers (Ushers must arrive 1 hour and 15 minutes in advance of performance start time.)

Main floor and balcony – Reserved Seating: 10 ushers (Ushers must arrive 1 hour and 30 minutes in advance of performance start time.)

General Admission event: 5 ushers (Ushers must arrive 1 hour in advance of performance start time.)

Notes

Room Set-Up

Do you need any tables or chairs?*

Yes

The Batavia Fine Arts Centre has ONLY the following number of tables and chairs available:

6ft. rectangle tables: 15
4ft. round tables: 15
High top tables: 10
Chairs: 40

Please indicate below how many of these items your event will require.

6ft. rectangle tables:*

Please enter a number from 0 to 25.

4ft. round tables:*

Please enter a number from 0 to 15.

High top tables:*

Please enter a number from 0 to 7.

Chairs:*

Please select where you would like these items located (select all that apply):*

Lobby

Black Box

Back Hallway

Backstage

Courtyard

North Vestibule

South Vestibule

How many of the tables and/or chairs you requested would you like in the Lobby?*