Liberty Hall

Booking and Production

DOWNLOAD THE FULL LIBERTY HALL TECHNICAL SPECS PACKAGE (ZIP)

Individual Production Documents:

Liberty Hall Technical Specifications & Gear Manifest (PDF)
Stage - Drape and Electrics Plan (PDF)
Stage - Rigging Plan (PDF)
Stage - Lighting Plan (PDF)
House - Balcony Seating Map (PDF)
House - Floor Seating Map (PDF)
House - Full Building Floor Plan (PDF)
House - Parking Map (PDF)

 

Dean D. Edington, II
General Manager
Operations, Events, Rentals and Technical Director
management@libertyhall.net

Regarding opening spots on confirmed events:
Liberty Hall is a rental facility and does not buy talent directly. Our events come in from a wide variety of local, regional and national promoters, therefore we cannot assist in getting you or your artist to open for a national act.  All support submissions must go through the event's promoter and the headlining artist's agent and/or manager.

 

LIBERTY HALL GENERAL RULES AND REGULATIONS

Thank you for considering Liberty Hall for your event. We look forward to working with you to make your event a successful one. While we are generally pretty laid back here, there are a couple things to keep in mind that will help everyone have a smooth and trouble-free event (and generally make everyone’s lives a whole lot easier). The following General Rules and Regulations will help answer many of the frequently asked questions about event rentals at Liberty Hall. If any other questions arise, feel free to discuss with our Event Manager.

Availability
Liberty Hall’s Main Theater is available to rent any day of the week for most of the year. The Little Theater is NOT open for rentals as it is needed to operate the Liberty Hall Cinema on a daily basis. Event rentals are for the main theater only and other areas of the Liberty Hall facility will operate in normal business fashion during your event. Rehearsal time during non-rented dates is not included but is available in some circumstances during limited time frames for an additional rental fee. Rehearsal time cannot be guaranteed until roughly a month out from your event date due to keeping the calendar open for other events.

In general, the facility is not available for the following holidays without extreme circumstance: New Year's Eve, New Year's Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve and Christmas Day. Fridays and Saturdays go very quickly, oftentimes 9 – 12 months in advance or more. Rental dates more than 2 years in advance are generally not yet available for reservations.

Facility Capacities
The following is a list of general public occupancy and capacity limits for the main theater. Numbers do not include any production kills. Indicated capacities are reduced by staging, head table, A/V requirements, etc.

Balcony capacity: 397 seats
Full General Admission event: 1,050 (397 balcony, 653 floor – standing room only, no tables or chairs on floor)
Fully-seated event: 703 (397 balcony, 306 floor –no tables on floor)
Fully-seated event with standing room: 723 (397 balcony, 306 floor seating, 20 standing room at back of floor –no tables)
Cabaret-style event seating: 573 (397 balcony, 176 at tables and chairs on floor)
Maximum cinema presentation seating with tables & chairs on floor: 533 (397 balcony, 136 floor)
Maximum cinema presentation seating with chairs only on floor: 587 (397 balcony, 190 floor)
Dinner seating on floor: 176 persons in optimal configurations
Dinner seating on stage: 64 persons (8 persons each at 8 x 8’ tables, no end seating)
Maximum dinner seating: 240 persons (utilizing floor and stage areas for dinner seating)

Back stage, dressing room and office/conference room areas are off-limits to the general public. Only authorized individuals should be in these areas and only while using them for their intended purposes. Box office, bars, pin rail, closets, projection booths and other working areas of the facility are strictly off-limits.

Rental Time and Event Conclusion
You may have access to Liberty Hall to begin set-up and decoration for events no earlier than 10:00 am on the day of the event unless otherwise agreed upon. All events held in Liberty Hall will take place during contracted time but must conclude no later than 1:00 am. Keeping the cost of renting the facility down is contingent upon being able to use the facility for cinema presentations and other rentals in the time before and after your rental so please be mindful of your end time to be sure everything is wrapped up in time for the next event in the room. You must remove all personal items, rental items and decorations you want to keep at the end of the event. We cannot be responsible for any items remaining after the event that belong to you or your guests.

Approvals
The following must be approved by Liberty Hall at least two weeks prior to the event date:

Arrangements for bar set-up, food/catering, floor plan, rental furniture placement, equipment and entertainment (musicians, DJs, etc.)
Delivery schedule for flowers, decorations or other rental items
Your technical/audio-visual needs and event requirements
ANY placement or installation of any kind of electrical device requiring our electricity
Table linen orders (when using our linens)
Special order alcohol
Event agendas/timelines

Base Rental Includes:
Set up and breakdown of in-house tables and chairs.
Black stage curtain and drape system & Grand Drape (gold, Austrian-style, cannot be used when using String Bulb Canopy)
Janitorial service during event hours in theater and restrooms, including trash removal
Pipe and drape (4 uprights, 4 crossbars, 12 panels of basic black drape)
Wireless internet
Conventional stage lighting system (no operator)
2x presentation/meeting screens (62” x 80” - House Left and Right wall alcoves)
Mason & Hamlin Model BB 7’ grand piano. (Day of show tuning is at the expense of the renter.)
Bike rack (6 sticks)
Reasonable use of ice machine
Conference room and dressing room access for approved individuals
1 minor strike/changeover of seating plan. (Large changeovers will require additional labor to complete in a timely manner.)
All utilities, including 3 phase and shore power connections
Staging: Podium, 2x stage stairs, House Left and Right stage thrusts, Drum riser (2 - 4’ x 8’ x 1’ sections)
Staff: House/event manager on duty, 1 door person, 1 bartender, house electrician, Appropriate door staffing for entry positions.

Base Rental Does Not Include:
Decoration of event space or tables.
Additional staging and stage barricade
Security staffing for areas of the barricade, stage, backstage, dressing rooms or any other special needs areas. Additional security for these areas is required for groups over 250 people and will be billed to the renter if not provided in an approved manner and if deemed necessary by Liberty Hall for the safety of the facility and occupants.
Stage crew and technical operators
Special lighting
Extra pipe and drape
Large scale seating changeovers and strikes
Specialty tables, chairs or furniture
EMTs
Fire Marshal if the local Fire Marshal determines that a member of the Fire Marshal's staff must be present at the event.

Deposits, Fees, Invoice and Payment
A deposit of 50% of the rental fee is due at contract signing to ensure confirmation of your date. The balance of the rental fee must be paid by the night of the event. An additional security deposit may be required, depending upon the nature of the event. Cash and check to Liberty Hall are the accepted form of payment. Visa and MasterCard are accepted in extenuating circumstances but not encouraged due to large processing fees. Liberty Hall will issue an invoice night of the event for any additional costs, services or purchases, including any damages or balance due of the rental fee. We reserve the right to require the rental and service fees be paid in full before opening any event to the public, at our discretion.

Cancellation
We retain the right to cancel any rental contract with written notice at any time for the following reasons: misrepresentation of the event, lack of insurance, deposit check returned by bank, threats or actual damage, violence or theft to the Hall or our employees or subcontractor by your employees, subcontractors or guests or failure to abide by the terms and conditions of the rental contract and these General Rules and Regulations. Cancellation by Liberty Hall for any of these reasons will result in the loss of the entire rental amount. Venue Deposits are non-refundable but can be re-applied to a future event within one year of approved cancellation. In the event of cancellation, written notice must be delivered to Liberty Hall (email is fine).

Insurance Requirement
For all events open to the general public, you are required to maintain a $1,000,000 general liability insurance policy naming Liberty Hall Inc., Club Liberty and Liberty Hall Associates as additional insureds. You must secure the policy as we do not provide event insurance to renters.

Tipping
Liberty Hall does not add automatic gratuity to your service fees or alcohol orders. We will generally provide, as part of a standard rental, 1 or 2 door staff / laborers, 2 bartenders (one of whom is the closing bar manager) and your event manager (during the day). When additional bartenders are needed and complimentary alcohol service is ordered, a staff labor charge will apply for your invoice; this is typically for 1 bartender, solely for the duration of the service period. This labor charge goes toward the overall staffing overhead, not directly to the bartenders themselves so it is important to remember all of the Hall staff’s excellent service at the end of the evening. There are several great guides for event/wedding tipping online if you would like suggestions on how and when to tip personnel, vendors, staff, etc.

Catering
Our open catering policy allows food service from any caterer you choose. You are fully responsible for all arrangements and contract entered into with any caterer. All caterers must be self-contained as Liberty Hall does not have any kitchen facilities (there is a small sink room off the main bar). Caterers may only utilize propane stoves or grills generating smoke OUTDOORS (a city permit may be required). Caterers must collect all trash from their food prep areas and place in the marked dumpsters in the back alley. Any rental food service dishware or items must be bagged up entirely at the end of the night, even when in racks. Caterers must leave all food preparation and serving areas neat and clean, including any surface that has directly come in contact with any food or spills during serving or preparation. You and your caterer jointly assume all liability associated with the service of food from any source except the Liberty Hall concessions stand.

Alcoholic Beverages
All alcoholic beverages must be purchased and served by Liberty Hall. No one may leave the property with an alcoholic beverage or an open container. No person under the age of 21 may at any time, drink, hold or otherwise be in possession of an alcoholic beverage. Liberty Hall security and staff retain the right to limit the amount of alcoholic beverages being consumed by you or your guests. “Last Call” for alcohol is at the discretion of the Hall and will be at least thirty (30) minutes prior to the end of the business day at 1:00am. If you provide, or cause to be provided, alcohol not in accordance with local laws and the above policies, we retain the right to end your event immediately and without further explanation. Absolutely no alcoholic beverages may be given as gifts inside the facility, open or closed.

Fire Safety
Liberty Hall enforces fire protection safety codes and is subject to inspection by the City of Lawrence Fire Department. No pyrotechnic devices or open flame are allowed. All candles must be enclosed in a glass or metal container extending above the flame or suspended in water. No taper candles or lit candelabras are permitted. No fog/haze machines allowed without prior authorization. All fire aisles and exits must be kept clear of equipment and people. No production, equipment or case storage can occur in the exit tunnels on the right and left sides of the stage. No smoking is allowed anywhere in the building. At no time can the theater be entirely blacked out. A minimum amount of light must be on at all times to ensure patron safety, particularly in the pit areas of the main floor and aisles of the balcony. All house lights are to be ultimately controlled by Liberty Hall staff. There is no standing allowed in the aisles or on the stairs in the upper balcony during any performance. Failure to follow these rules will result in the immediate suspension of the event until the conditions are corrected.

Smoking
Liberty Hall is a no smoking building. You agree to inform your agents, employees, subcontractors, licensees, and invitees that smoking tobacco products or other substances inside Liberty Hall or within 10 feet of a public entrance is prohibited by City of Lawrence Public and Workplace Smoking Restriction Ordinance No. 7782 (effective July 1, 2004) and violations of this smoking ban may result in fines payable by renter.

Lobby Restrictions
The main lobby is a public pass-through area and the main fire egress for the facility, therefore, no tables, seating or large displays are allowed in the lobby. Small free-standing signage, easels and unobtrusive decorations are OK.

Americans With Disabilities Act and Accessibility
Liberty Hall is a public entity subject to Title II of the Americans with Disabilities Act (the ADA). Liberty Hall is reasonably accessible to disabled patrons as required by the ADA and applicable regulations. There is ramped, ground-floor box office, concessions, restroom and main theater floor access. Due to the historical nature of the building, it is impossible to provide access to the main theater balcony or to the little theater. Theater accessibility for Liberty Hall Cinema first-run film presentations can be made through contacting the box office. More information is here: www.libertyhall.net/about/accessibility

You are responsible for making exhibits and event set-ups accessible to qualified individuals with a disability attending the event. You will not be permitted to make any structural or permanent changes to Liberty Hall. However, you will be responsible for providing temporary auxiliary aids and services to qualified individuals with a disability attending your event. "Qualified individuals with a disability" and "Auxiliary aids and services" shall have the meanings set forth in the ADA and applicable regulations.

Liberty Hall will help you find auxiliary aids and services to the best of our ability, although you remain ultimately responsible for identifying and contracting with such providers. If you fail to arrange for a reasonably requested temporary auxiliary aid or service, Liberty Hall shall have the right, but not the obligation, to provide or arrange for such temporary auxiliary aid or service and will transfer all costs to you.

Handicapped access into Liberty Hall is available via any of the front doors on Massachusetts St. Accessible restrooms are through the concessions area and down the ramp towards the little theater.

Animals or Pets
Except for service animals, and except for animals used as part of an approved exhibit or activity, no animals or pets are permitted in Liberty Hall during a public event. Admission of animals (within reason) during private events is up to the renter to allow or disallow, with approval from the Hall. All approved animals in Liberty Hall must be on a leash or properly contained. The renter is responsible for any cleanup required from the presence of an animal in the facility. The renter assumes full responsibility for any approved animal in the facility.

Event Security
In general, Liberty Hall will provide 1 or 2 door staff to assist in getting your invitees into the building in an orderly fashion. For most private rentals and small public rentals, this will suffice. Extra door staff is required for events having more than 250 attendees or where ushers are required for reserved seating assistance. Security staffing for areas of the barricade, stage, backstage, dressing rooms or any other special needs areas is not included. Additional security for these areas is required for groups over 250 people and will be billed to the renter if not provided in an approved manner and if deemed necessary by Liberty Hall for the safety of the facility and occupants.

Disruptive People
Liberty Hall reserves the right to eject, or cause to be ejected from the premises, any person or persons (including unruly and unsupervised children) engaging in dangerous, disruptive, belligerent or threatening conduct. Liberty Hall reserves the right to refuse admission to any person displaying the above behaviors or who appear intoxicated or under the influence of illegal substances. Liberty Hall shall not be held liable for any damages by the applicant through exercising this right.

Safety
Open-toed shoes, flip-flops or sandals are not permitted in the working areas of the Liberty Hall stage when in operation. Cell phone and personal mobile device use in the working areas of the stage is also not permitted. You and your subcontractors agree to abide by and comply with directions and instructions issued by Liberty Hall employees. Keeping everyone safe is the top priority.

Exterior Doors
No unattended exterior doors to Liberty Hall may be propped open in any way. Keeping the doors closed helps keep an eye on the crowd, helps contain unwanted entry to the building as well as keeping the heat/AC in the building so everyone is comfortable.

Shipment of Items or Equipment
Liberty Hall may, at its election, accept delivery of property addressed to you or your subcontractors only as a service to you and will not be responsible for any such property at any time. Event Manager must be informed of any event-related deliveries so that arrangements can be made to accept these deliveries. All materials delivered to Liberty Hall must be delivered between 10:00am and 1:00pm on any day that is not the event date. C.O.D. deliveries will not be accepted.

Use of Alley for Loading and Unloading
The loading dock is available for the drop-off of large event related materials but generally only between 10:00am and 1:00pm on any day that is not the event date. You are not permitted to leave vehicles in the alley for any time longer than reasonable loading/unloading time as it is a public pass-through used by several businesses in their daily operations. Please inform your vendors that all pick- ups and deliveries of goods must be coordinated with the Liberty Hall Events Manager to ensure access to building at the appropriate time.

Parking
Parking in downtown Lawrence is all public and subject to metering (and ticketing) from 9:30am to 6:00pm Monday through Saturday. The latest parking locations and information can be found here: www.lawrenceks.org/parking or by calling Parking Control at (785) 832-7590. Parking meter bagging permits are available under some circumstances from the City Planning office. Keep in mind that this process can take up to 4 weeks, so plan ahead. Our Event Manager can provide you with more information and an approval letter for your application if needed.

Technical Requirements and Production Equipment
All technical requirements and arrangements will be agreed upon between you and Liberty Hall prior to event date. Liberty Hall can supply a state of the art sound system and other production services although it is the responsibility to provide the proper gear needed for your particular event’s need. One representative of the Liberty Hall technical staff must be on staff when our concert audio production is used. In some cases if you can provide qualified operators for the lighting board and audio console, we may waive tech labor fees at our discretion. We retain the right to determine operator qualifications. Unless otherwise requested, you agree to provide staff for loading and unloading of equipment and for use on stage as audio and staging assistants when needed for your production.  Liberty Hall reserves the right to control the sound level for contracted bands and entertainment.

Merchandising Sales
Liberty Hall will allow your merchandising representatives to sell t-shirts, records, tapes, CD’s and souvenirs. We will provide a table, chairs, grids and power. PLEASE, no freebie stickers or helium balloons are to be handed out in the building at ANY time.

Decorations
Use of tape or adhesive-backed materials on any painted mural/wall surface is prohibited. Except for quick-release blue painter’s tape or board tape, no tape is allowed on the non-mural walls, banisters, the staircase, the chairs, or on any equipment. Gaffer’s tape is permitted on the floor and stage when necessary. This particularly applies to duct and packing tape. An excess of tape or utilizing unapproved tape may result in damage/cleanup charges. Please consult a Hall staff member for approved locations and method of hanging flyers in the facility at concert events.

The location and method of installation of any special decorations, extension cords or signs must be approved by Liberty Hall management prior to installation, particularly those with electricity requirements. Nothing may be nailed, tacked, hung, stapled or affixed in any way to the facility, inside or out. The following decorations are specifically prohibited at Liberty Hall—confetti (static and cannons), glitter, stickers, spray paint, liquid paint, burning objects (except approved candles), helium balloons, rice, streamers or poppers. Bubbles may be used outside of buildings only. Flower petals are OK within reason.

No furniture or decorative objects belonging to the Hall may be moved from their respective positions without the permission of Liberty Hall’s Event Manager. Only Liberty Hall Staff members are authorized to relocate furnishings due to fire codes. Special decorations that you wish to save must be removed at the conclusion of the event. Any materials left in Liberty Hall after the event will be considered left as trash unless other arrangements are made.

General
Any other rules, matters, regulations, or exceptions not discussed in the guidelines will be decided upon by event managers. Liberty Hall Event Staff reserves the right to enter any and all areas of the building at any time to enforce the rules and to limit the number of people in the area. These rules and regulations are subject to update or change without notice.

 

PROHIBITED ITEMS, ALLOWED ITEMS & DISCLAIMERS

Prohibited Items

NO MOSHING/BODY SURFING
NO AUDIO/VIDEO RECORDING (INCLUDING RECORDING AUDIO OR VIDEO FROM A CELL PHONE/MOBILE DEVICE)
NO SMOKING BY STATE LAW (INSIDE FACILITY OR WITHIN 10 FEET OF A PUBLIC ENTRANCE)
NO PROFESSIONAL/SLR/DETACHABLE LENS OR EXTERNAL FLASH CAMERAS
NO GUNS/WEAPONS/KNIVES OF ANY KIND (CONCEALED OR OPEN CARRY)
NO ILLEGAL OR CONTROLLED SUBSTANCES, NARCOTICS OR DRUG PARAPHERNALIA
LASER POINTERS, BULLHORNS OR NOISEMAKERS
CONFETTI, GLITTER, STREAMERS, POPPERS, BIRDSEED OR RICE
STICKERS, SPRAY PAINT, LIQUID PAINT, PAINT PENS, BODY PAINT, GLOW PAINT AND PERMANENT MARKERS (SHARPIES)
HELIUM OR WATER BALOONS
HULA HOOPS, POI EQUIPMENT AND JUGGLING STICKS
OUTSIDE FOOD, DRINK OR ALCOHOL OR BOTTLES, FLASKS, COOLERS OR CONTAINERS OF ANY SIZE
FIREWORKS, SPARKLERS, EXPLOSIVES OR FIRE-BREATHING
ANY KIND OF LAUNCHING DEVICE (T-SHIRT/NOVELTY LAUNCHERS, ETC)
LARGE CHAINS, WALLET CHAINS OR SPIKED BRACELETS, JEWELERY, CLOTHING, ETC.
BLANKETS, LAWN OR FOLDING CHAIRS OF ANY STYLE
LARGE BACKPACKS, BAGS OR PURSES
UMBRELLAS
SKATEBOARDS OR ROLLER/INLINE SKATES
PETS (EXCEPT SERVICE ANIMALS)
AEROSOL CANS
HAZARDOUS MATERIALS OR WASTES
SIGNS, FLAGS OR BANNERS
ANY OBJECT THAT COULD BE A PROJECTILE, WEAPON OR DANGER TO YOU OR ANOTHER PERSON
A GOOD RULE OF THUMB IS IF YOU WOULDN’T WANT TO BE ACCIDENTALLY OR INTENTIONALLY HIT WITH IT – LEAVE IT AT HOME OR IN THE CAR

Allowed Items
SMALL, PERSONAL AND NON-PROFESSIONAL CAMERAS
SMALL PURSES
SMALL STROLLERS WHERE CAPACITY PERMITS

Disclaimers
ALL EVENTS TAKE PLACE RAIN OR SHINE. ALL PATRONS MUST WEAR SHOES AND SHIRTS AT ALL TIMES.
MOST EVENTS ARE ALL AGES OR AGES 18+ AND REQUIRE A VALID ID FOR ENTRANCE FOR ANYONE OVER 16 YEARS OF AGE. ANYONE UNDER 16 IS REQUIRED TO ATTEND WITH A PARENT OR GUARDIAN.

IN GENERAL, CHILDREN UNDER THE AGE OF 5 DO NOT REQUIRE A SEPARATE TICKET WHERE CHILD WILL BE SITTING ON PARENT/GUARDIAN’S LAP (THIS DOES DEPEND ON THE EVENT/PROMOTER FROM TIME TO TIME, ALWAYS BEST TO CHECK IN WITH THE BOX OFFICE TO BE SURE.)

FREE WATER IS AVAILABLE FROM COOLERS AT THE BAR OR AT THE DRINKING FOUNTAIN IN THE BALCONY LOBBY
SNACKS, SODA, BOTTLED WATER AND OTHER ALCOHOLIC AND NON-ALCOHOLIC BEVERAGES ARE AVAILABLE FOR PURCHASE FROM THE BAR/CONCESSIONS STAND.

PLEASE BE ADVISED: ARTISTS MAY USE THEATRICAL STROBE LIGHTING EFFECTS AND FOG/HAZE IN THE PRESENTATION OF THEIR LIVE PERFORMANCE.

PARTICIPATING IN OR STANDING NEAR ACTIVITIES SUCH AS MOSHING, BODYSURFING OR OTHER INHERENTLY DANGEROUS ACTIVIY IS DONE AT YOUR OWN RISK.

VIOLATIONS ARE CAUSE FOR CONFISCATION OF ITEMS OR EXPULSION FROM EVENT WITHOUT REFUND AT THE STAFF’S SOLE DISCRETION.

Last Update: 8/06/2014