Rental FAQs

Date Requests 

When May Dates Be Placed On Hold? 

Hold requests are accepted any time, even years in advance, and always at no charge. Please submit your hold request as early as possible. This is because priority is given to the earliest request. Remember, a date on hold is not the same as a reserved date. Dates may be reserved only after availability can be confirmed (see next question).

When May Held Dates Become Reserved Dates?

Dates less than one year away may usually be reserved as soon as they are requested. 

However, dates within a coming school year may require time to confirm availability because the local school district has priority over dates within school seasons (late August through late May), provided they submit their requests to us no later than the February prior to the coming school year. 

To increase the odds of finding availability, we recommend you request multiple, workable dates for your future events.

What If More Than One Presenter Requests the Same Available Date?

1. If a date on hold is not pending the next school district schedule (see previous question), it may be "challenged" by other presenters who want the same date. When a challenge is issued, the first presenter must choose to either: 

  • reserve (pay for) the date 
  • release their hold. 

If the first presenter releases the date, the second presenter receives the same choice.

2. If a held date is pending the next school district schedule, then we 'stack' requests in the order received. Once availability is confirmed, we proceed as above.

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

Yes. Simply let us know that you desire the same dates every year (such as "the last weekend of March or first weekend of April") until further notice.

What About Short-Notice Requests?

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

Reservations 

Is the Reservation Payment an Extra Charge?

No. The payment received for each date is credited toward the final charges accrued on that date.

What Is the Reservation Payment?

Essentially, it is ‘cancellation insurance’ for you and a deposit for the LPAT. 

  • LPAT guarantees not to cancel your reserved date or give it to any other presenter - even if they are planning a much bigger or longer-running event.
  • It also is represents a commitment by you to utilize keep your reservation on the requested dates.

    Imagine you manage a catering company. The company is hired by someone for their big New Year's Eve party. But, on short notice, the buyer cancels their party. Now, the caterer cannot get anyone else to hire them on New Year's Eve, because everyone else already made their plans months ago. This is why event-based companies have firm cancellation policies. LPAT is similar.

Can We Move or Transfer Our Reservation Payment From One Date to Another Date?

No, because this expression really means that a presenter is attempting to cancel a reserved date and get a credit for canceling. Each cancelled date is a significant loss (see above).

If We Cancel a Reserved Date, How Much of the Reservation Payment Will Be Refunded?

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

If cancellation notice is received, and the reserved date is…
Or if the Reservation was just paid, and cancellation notice is received…
Percent of Reservation refunded
More than 18 months away
Within 7 days
100%
More than 15 months away
Within 14 days
75%
More than 12 months away
Within 21 days
50%
More than 9 months away
Within 28 days
25%
Less than 9 months away
Over 28 days
0%


Rental Costs 

Are Reduced Rates Available for Non-profit Presenters?

Yes, rates are the same for all presenters. 

Are Technicians an Extra Charge?

  • One lighting tech is included with every LPAT rental. 
  • If you opt to use our audio system rather than bring your own, one audio tech is included. 
  • If you request rigging work or a light focus, the techs handling those tasks are included. 
  • If you request live operation of the fly system or additional techs for unusual tasks, an hourly charge applies for each.

Do I Get Credit for a Referral?

Yes. Existing presenters receive a $400 credit for each new presenter that they refer to the LPAT. There is no limit to the number of credits that may be earned. 

How do I earn a referral credit:

  • The referred presenter, and their key personnel, must be completely new to the LPAT
  • The new presenter must inform us that the referral is yours; or, you may inform us (in writing) that the referral is yours before the presenter’s event is publicly posted on the LPAT calendar 
  • The credit will be added to your account after the new presenter’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 LPAT presenter
  • Used up to 2 years after the credit is received
  • Combined with other credits

The credit may not be:

  • Applied toward a Reservation Payment
  • Used to create a cash refund
  • Applied to an event which ended before the credit was awarded

Other Questions

Can the LPAT Assist With Marketing?

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

  • Your event and website included on our “Coming Events” webpage
  • Your posters and flyers displayed in our lobby, beginning about 3 weeks in advance
  • We can proof your press release and suggest possible adjustments before distribution

What If a Presenter 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.) It is typically no issue if a short notice request involves only 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. LPAT will not open until they arrive.

May Presenters Use the Hallways and Vestibules Next to the LPAT?

On each side of the LPAT (west and east), there is one hallway and one vestibule. All four of these passageways are official fire exits for the entire building. They are not part of the LPAT. They must always remain passable. There is no ‘private use’ of these spaces. All persons inside the Community Center, including those in wheelchairs, must be able to get through these spaces quickly at any time and without obstruction. This is especially critical when crowds are gathered.

Hallways and vestibules may be used by guest and performers, such as when waiting to go onstage. Any inanimate obstructions (chairs, luggage, props, set pieces, clothing, tables, supplies, makeup stations, etc) may not be stored in these spaces during an event.

However, people are not considered “obstructions”, since passageways are built for them. So, yes, the hallways and vestibules may be used by guest and performers, such as when waiting to go onstage.

Does the LPAT Co-Promote Events?

Usually, no. However, the LPAT may consider serving as a co-promoter with the producer of a major public event. In this relationship, the LPAT charges no fees for any of its services. Rather, an agreement will be made to split the gross event revenue. Expenses covered by the LPAT typically include the venue, the technical staff, the box office staff, the cleaning staff, and the basic stage equipment. Expenses covered by the producer typically include the production itself, the marketing, and the non-technical production staff. To qualify for co-promotion consideration, the event must meet the following criterion:

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

May LPAT Presenters Sell Goods and Services During Their Events?

Yes, but with certain restrictions. The sale of consumables (food, drink, candy) is never permitted. All other sales require a “Short-Term Event License” from Liberty City Hall for any form of sales activity (videos, programs, novelties, clothing, services, etc). Setup and operation of traditional ‘sales booths’ are typically not a problem - depending on size and location. There are three basic options:

  1. Setup inside the LPAT. There is no additional charge, but the aisle space available for sales is quite limited.
  2. Setup in the lobby. The lobby is a public space used by all patrons of the Community Center, so there is an additional charge for each 8' by 6' space used for sales. Also, the exact location and size of each lobby space is fixed, to comply with fire codes.
  3. Setup in one or more meeting rooms. Booth sizes are not fixed, and there is no extra charge for booth spacs. Rather, there is only the charge for the meeting room(s), regardless of how many booths are setup in the room(s).