Guide to Rent
Under certain circumstances Sanders Theatre, Annenberg
Hall and Lowell Hall are available for rent.
Sanders Theatre is available for rent by both Harvard affiliated and
non-Harvard affiliated organizations provided the event is appropriate
to the space. The Sanders season follows the academic calendar--July 1-June
The next season is booked in the fall of the previous season. In other
words, requests for the 2007-2008 season will be accepted in the fall
of 2006. The first round of non-Harvard affiliated requests will be accepted
beginning November 1. Once the student event schedule has been set, non-Harvard
groups will be scheduled. Confirmations in the form of contracts will
be sent early in the year. Though the schedule generally settles by March
1, rental requests will continue to be accepted throughout the year.
Student groups interested in renting Sanders Theatre
should come to the Adminstrative offices of the Memorial/Lowell Hall Complex
in Memorial Hall, room 027 or send an email to the Program
Non-Harvard affiliates and Harvard Departments should use
the following guidelines when requesting a date in Sanders Theatre. Dates
must be requested in writing in order to be considered:
THE PRODUCER REQUESTS A RESERVATION IN WRITING
Address requests to the attention of the Program
Manager of the Memorial/Lowell Hall Complex, 45 Quincy Street, Cambridge,
MA 02138 or fax 617.495.2420. An online
form is also available.
The request letter should include:
Be precise about time reserved and do not assume additional hours will be
available without charge. Please note that Sanders Theatre is a used as
classroom on week days and is generally not available before 3pm during
the academic term. Please contact the Program
Manager with any questions regarding scheduling parameters or academic
calendar details that may impact availability.
- preferred date(s) and alternates, if applicable
- the time period needed (including load in, set up and break down)
as well as the performance time
- information about the nature of the event, whether it is a lecture
or a concert or some other type of activity (approximate number of performers
is helpful, as well as a general idea of anticipated equipment needs
and whether the piano will be used)
- plans to record and/or broadcast the event, including the type of
recording, recording use (archival or distribution) and scope of broadcast
- support space needs
- special security considerations
RECEIPT OF THE REQUEST
The Producer will be contacted via e-mail acknowledging receipt of the
request. If possible, information will be included about the availability
of the date.
CONFIRMATION OF HOLD LETTER
The Program Manager will send a confirmation letter indicating the date
is being "held." A "hold" is not guaranteed after
60 days if a 50% deposit is not received. Accompanying materials will
include a licensing agreement, contract, producer's handbook, Technical
Requirements Form and other pertinent information.
LOCKING IN A DATE
The producing organization may "lock-in" a "held"
date by sending in a 50% deposit (or, if the event is within 30 days,
a 100% deposit). If a deposit is not received, and another request is
made for a date, the producing organization holding the date will have
two business days to pay for the rental; otherwise, the date will be released.
The group "challenging" the hold will be required to put a deposit
on the date immediately if it becomes free.
EXECUTING AN AGREEMENT
The producing organization will execute the agreement by signing and returning
both copies of the contract for Memorial Hall /Lowell Hall Complex representative's
signature with the appropriate deposit to the Memorial Hall/Lowell Hall
Complex. Payment in the form of a check or money order made out to Harvard
University should be mailed to the attention of the Program Manager. One
copy of the signed contract will be sent back to the producing organization.
PRODUCTION AND BOX OFFICE INFORMATION
The Producer will fill out the Technical
Requirements Form and forward it to the Production Office, and contact
the Harvard Box Office regarding ticketing.
Producers are cautioned not to publicize events or put tickets on sale
through any ticket office until the entire reservation procedure has been
No event will take place that has not been paid for in advance.
Reserving one facility does not ensure the use of any other part of the
A copy of the vendor license must be filed with the Program Manager of
the Memorial/Lowell Hall Complex. See the License
Requirements Form for details.
Any outstanding charges (i.e. extra hours, piano, damage, etc.) will
be deducted from the box office receipts.
The Producer must provide proof of adequate insurance coverage. See the
Insurance Requirements section of the Producer's Handbook below:
Producers are responsible for securing all necessary insurance coverage,
permits, financing and related sponsorship pertaining to their event prior
to scheduled use and filing these with the Memorial Hall/Lowell Hall Complex
The contract specifies the types of insurance required. It states the
following insurance requirements for users of Sanders Theatre:
A fully paid policy of public liability and property damage insurance
covering the theatre and the time of use, naming Harvard University, Memorial
Hall/Lowell Hall Complex and Licensee as insureds.
Minimum limits of liability of $1,000,000 for injury or death and $1,000,000
for property damage.
The insurance company used must be licensed to do business in Massachusetts
and rated A-VIII or better by A.M. Best and Company.
A duplicate original or certificate for each such policy must be delivered
to the attention of the Program Manager no later than one week prior to
the first time of use.
Annenberg Hall is not available during the academic term or during summer
school. Requests for non term time rentals should be directed to the
Program Manager. Non
term time includes:
- spring break
- the period between the last exam in May and the week of commencement
- the period between commencement week and the start of the summer school
- the period between the end of the summer school session and freshmen
- winter break
Lowell Hall is available for use by student groups only. Application
information is available here.
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