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Turner Auditorium (B-28)

Original Implementation: May, 1987
Last Revision: July 15, 2008

The provisions of university Policy B-1, Use of University Facilities, govern the use of all buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State University (SFA). That policy provides that the university may establish additional procedures for the reservation and use of specific facilities; therefore, the following provisions apply to Turner Auditorium.

W. M. Turner Auditorium is a part of the Griffith Fine Arts Center, an academic facility of SFA. In addition to the Turner Auditorium, the facility contains the SFA Gallery, two lab theaters, technical shops, classrooms, design areas and the offices of the College of Fine Arts and the Department of Theatre.

Scheduling and use of the facility and its equipment are pursuant to university Policy B-1, Use of University Facilities. That document assigns responsibility for administrative control of the facility to the "dean of the college having jurisdiction over the space."

Auditorium Operating Policy

The William M. Turner Auditorium is an academic and performing arts facility of SFA. Scheduling and use of the facility and its equipment are pursuant to university Policy B-1, Use of University Facilities. The dean of the College of Fine Arts is the administrator of the facility and its operating policies. Nothing contained in this policy shall be construed to prohibit or hinder the operation of Turner Auditorium in pursuing the university's mission as a public institution of higher education. All activities associated with that mission shall have priority in the use of this facility.

Priority of Users

Because Turner Auditorium is an academic and a performing arts facility, its use shall be restricted. The following priorities for assignment of use shall be in effect:

Category I - Events sponsored by the Schools of Art, Music, and Theatre; Dance productions of the Department of Kinesiology and Health Science; and other performance activities that are a necessary adjunct to academic programs in the College of Fine Arts.

Category II - Events that are a part of the university Series or the Children's Performing Arts Series of the CFA @ SFA visual and performing arts programming.

Category III - Events sponsored by university departments or registered student, faculty, and staff organizations of both an academic and nonacademic nature.

Category IV - Events sponsored jointly by official university departments or agencies with non-university groups subject to the regulations described herein.

Reservations Procedures

Reservations for all functions in Turner Auditorium are made through the office of the dean of the College of Fine Arts. Scheduling priorities will be given in accordance with the following procedures:

Category I - Events requiring the use of the auditorium for five days or longer have priority for reserving dates until October 15 of the previous academic year. Events requiring the use of the auditorium for fewer than five days have priority for reserving dates through December 15 of the previous academic year.

Category II - Events in this category have priority for reserving dates after October 15 and prior to March 15 of the previous academic year.

Category III and IV - Events in these categories may reserve available dates after May 1 of the previous academic year.

The office of the dean of the College of Fine Arts will produce and distribute to all Category I and II auditorium users a working calendar on October 15 and December 15 of the previous academic year. Attempts will be made to resolve any conflicts. The dean of Fine Arts will act as arbitrator in circumstances where scheduling conflicts cannot be resolved.

Procedures for Reserving Facility

The following reservation procedures apply to requests to use Turner Auditorium:

Category I, II

  1. The office of the dean of the College of Fine Arts will distribute an invitation to Category I and II users of Turner Auditorium to make their initial date requests according to the reservation procedures.
  2. Once conflicts are resolved, each scheduled user will receive forms ("William M. Turner Auditorium Reservation Request") to complete and return to the office of the dean of the College of Fine Arts. Formal confirmation of a requested date will be issued upon receipt of a completed form.
  3. The office of the dean of the College of Fine Arts will notify users at the appropriate times regarding technical needs, publicity, house management, etc.

Category III, IV

  1. Obtain a reservation packet from the office of the dean of the College of Fine Arts. The Auditorium should be reserved as far in advance as possible (suggested minimal time: 12 weeks prior to the event) since there is great demand for the facility and insufficient staff to easily accommodate all requests. Alternate dates should also be selected in the event that the date of first choice is not available.
  2. For all non-College of Fine Arts users, if a date is confirmed, a meeting with the Turner facilities manager will be scheduled to formalize equipment and personnel needs (suggested minimal time: 5 weeks prior to the event). At the time of the signing of a rental contract, the user will pay a deposit of 20% of the estimated rental, personnel, and equipment fees as indicated on the contract addendum. For College of Fine Arts users, standard Arts Information Office procedures will be utilized.
  3. Meet with the Turner facilities manager and staff two weeks before the event to finalize plans. Additional meetings may be required at the discretion of the dean and/or the Turner facilities manager.

Schedule of Fees

Category I

  1. Rental Fees: None charged.
  2. Equipment/Personnel Fees: During the academic year, equipment fees general are not charged to Category I users, except in those instances where the use of equipment results in an unusual expense to Turner Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel fees may be charged per number of hours worked times the minimum wage. A minimum of two hours per worker per rehearsal or performance is charged. For the summer months, Category I users may be required to cover personnel costs on a per-use basis (summer fees will be based upon budgetary allocations to the College of Fine Arts).

Category II

  1. Rental Fees: None charged.
  2. Equipment/Personnel Fees: During the academic year, equipment fees general are not charged to Category I users, except in those instances where the use of equipment results in an unusual expense to Turner Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel fees may be charged per number of hours worked times the minimum wage. A minimum of two hours per worker per rehearsal or performance is charged. For the summer months, Category I users may be required to cover personnel costs on a per-use basis (summer fees will be based upon budgetary allocations to the College of Fine Arts).

Category III

  1. Rental Fees:
    1. First Hour of Use - $150
    2. Second Hour of Use - $100
    3. Third and All Succeeding Hours of Use - $25 (This charge applies to hours contracted for over several days.)

      4. Hours are determined according to the production plan and are continuous. Accordingly, a Category III event with eight rehearsal hours and a performance of three hours would cost $150 plus 100 plus 9 times $25 for a total $475. Gaps of unscheduled stage time (periods between rehearsals) may be used for certain events ( i.e., speaker) even though the stage is taken with sets or other equipment.

  2. Personnel/Equipment Fees:

    3. The minimum personnel requirement for any rehearsal or performance (whether or not admission is charged) is one each:

    1. Stage technician - two hours times minimum wage
    2. House manager - two hours time minimum wage (when audience is present)
    3. (Turner Auditorium personnel are hired from a list of trained stage assistants familiar with apparatus and equipment of Turner stage and employed only through the office of dean of the College of Fine Arts.)

      4. Personnel needs are determined during the planning conferences with Turner staff. Follow spot operators, lighting technicians, sound technicians, and miscellaneous stagehands may be needed. These workers will be employed by the dean of the College of Fine Arts and supervised by the stage technician. The cost of the workers will be charged to the user.

      A schedule of equipment rental charges is available separately from the office of the dean of the College of Fine Arts. The need for House Personnel (ushers, ticket takers, house manager, box office staff) will be determined at the planning conference. A member of the Turner Auditorium staff will provide the user with an estimate of total costs associated with the use of the auditorium.

Category IV

  1. Rental Fees:
    1. First Hour of Use - $200
    2. Second Hour of Use - $150
    3. Third and All Succeeding Hours of Use - $75 (applies to hours contracted for over several days).

      4. Hours are determined according to the production plan and are continuous. Accordingly, an event with eight rehearsal hours and a performance of three hours would cost $200 plus $150 plus nine times $75 for a total of $1,025. Gaps of unscheduled stage time (periods between rehearsals) may be used for certain events (i.e., speaker) even though the stage is taken with sets or other equipment.

  2. Personnel/Equipment Fees: Same as Category III

Events with Admission Charges

Category I, II users: If an event has an admission charge, the user of the facility must deposit the proceeds from ticket sales to a university account.

  1. Users scheduling events with admission charges must conform to university Business Office ticket procedures.
  2. Ticket prices and ticket availability notices may not be published until Turner Auditorium staff certifies that the event has received adequate planning and all necessary approvals.

    3. Category III, IV users: Users are free to set admission prices and handle admissions as they see fit. Notwithstanding this general statement, university departments must deposit funds in a university account and conform with university business practices and policies.

Jointly Sponsored Events

Jointly sponsored events (i.e., events where official university departments and agencies jointly sponsor an event with a non-university group) may be scheduled only in accordance with the provisions of university Policy B-1, Use of University Facilities. Jointly sponsored events in Turner Auditorium are subject to the following regulations:

  1. Only official university departments and agencies may jointly sponsor an event with a non-university group.
  2. A jointly sponsored event must have approval from a dean or vice president and have self-evident educational implications.
  3. A written agreement between the university department/agency and the non-university group must be prepared after consultation with the office of the dean of the College of Fine Arts and the Turner facilities manager. This agreement must be signed by the appropriate dean or vice president.
  4. The university department/agency acting as sponsor agrees to assume full responsibility for the event and all charges for damages related to that event.
  5. The Turner staff will work directly with the sponsoring university department/agency rather that the non-university group. The university agency will be considered the producer of the event.
  6. All advertising, promotion, and announcements of the event must include the name of SFA and be approved by the university joint sponsor.
  7. The university agency sponsoring an event assumes responsibility to assure that the use of Turner Auditorium does not result in private gain for the non-university group.

General Operating Regulations

Regulations Applying to All Turner Auditorium Users:

  1. Signs and displays: No signs, messages or other materials may be posted, displayed, distributed, or announced in, on, or adjacent to Turner Auditorium by the user of sponsor without prior written approval by the dean of the College of Fine Arts. Such materials may not be fastened to any part of the facility except in spaces provided for the purpose and may not be permitted to interfere with crowd movement and safety.
  2. Advertising: All news releases, handbills, advertisements, television and radio announcements or other media utilized to inform the public of a non-university event to be held in Turner Auditorium must be approved by the Public Affairs Office and also must carry a disclaimer, approved by the university general counsel, to the effect that use of Turner Auditorium does not imply endorsement of the event by the sponsoring organization or the university.
  3. 3. Safety: Safety regulations, as determined by the Turner Auditorium staff and the university safety officer, will govern all areas of Turner Auditorium and the Griffith Fine Arts Building.
  4. Conduct: The user organization is responsible for the conduct of its representatives, members, and guests while in the Griffith Fine Arts Building. Organizations with a history of conduct violations during previous use of the Turner Auditorium may be denied subsequent use.
  5. Smoking: Griffith Fine Arts Building is designated as a no smoking facility. That means there shall be no smoking in the building!
  6. Photographs and recordings: Each user is advised to make its policies regarding the taking of photographs and/or recordings clear to the audience.
  7. Broadcasts: Users must have prior written permission from Turner Auditorium staff to make any broadcasts, telecasts, master recordings, films, and transcripts of performances. If consent is given, the user organization will furnish and install all equipment necessary other than Turner equipment furnished and contracted for by the user organization.
  8. Hours: The user must specify daily clock hours of occupancy and may not carry out activities in the facility other than at those times. The Turner staff will be in attendance and may be paid for by the user during all specified hours.
  9. Personnel: Turner Auditorium operating personnel needed shall be determined by the office of the dean of the College of Fine Arts and the Turner facilities manager. A minimal crew (Turner Auditorium technical crew for all events; House management when an audience is present) is required. Any additional technical and house personnel required as determined by the office of the dean of the College of Fine Arts shall be provided at the user's expense.
  10. User Staff: Organizations may wish to use their own crews for tasks more appropriately understood by their personnel (music stand and chair setup, prop arrangements, etc.). This arrangement must be cleared by the office of the dean of the College of Fine Arts and Turner facilities manager in advance. Such arrangement does not, however, release the user from the basic personnel charges identified in other sections of this document.
  11. Services: Technical and house needs and functions performed by Turner Auditorium staff on behalf of the use outside scheduled occupancy shall be paid for by the user. All university equipment will be operated by trained personnel employed by the university and/or approved by the Turner facilities manager.
  12. Operating Code: Any user whose technical or house crew fails to operate and maintain the facility according to the stated Operating Regulations shall be required to use Turner staff for future events. Users who fail to abide by the Operating Regulations may forfeit future use.
  13. Payment for damages: All users and sponsors shall be responsible for payment for damages to the facility, its fixtures and equipment, whether caused by the user or its patrons, ordinary wear and tear excepted.
  14. Pianos: Pianos owned by SFA may be provided for use on the stage. Any tuning requested by the user organization may be billed at cost to the user. The dean of the College of Fine Arts will designate the piano to be used and the tuner employed.
  15. Stage work: All stage work shall be done at the user's expense under the supervision of the Turner facilities manager. Prior approval must be secured as indicated above if user organizations wish to employ their own personnel.
  16. House equipment: A request to use Turner Auditorium equipment must be made at pre-event conferences and involve individuals who have been designated as competent and qualified by the Turner facilities manager.
  17. Cleared stage: The user organization shall leave the stage and stage areas, including dressing room, clear after the final performance, unless permission is given for a longer storage period. Such permission is granted by Turner facilities manager. If the stage is not cleared within the designated period, the Turner staff will employ a cleanup crew for this purpose and assign charges to the user organization. A user will be released from further responsibility only after inspection by the Turner staff reveals the facility to be in satisfactory condition.
  18. Concessions: The user organization shall not allow tobacco products, beverages, food, gum, or refreshments of any kind to be sold, brought into, or served on the premises. No refreshment shall be taken onto the stage, into the backstage areas or into the auditorium at any time.
  19. Prior approval: The user organization will acquire written approval from the Turner facilities manager before placing any equipment on the stage. The user organization will acquire written approval from the Turner facilities manager before a) erecting or operating any machinery or equipment run by electricity or other power, or by b) installing any wires, electrical installations or other appliances. All decorations shall be installed without defacing the building and shall be subject to the supervision and approval of the Turner facilities manager. The use of tape, nails, adhesives, tacks, screws, or similar articles on wall, floors, or plaster surfaces is not allowed.
  20. Cancellation: In most cases, should an event be canceled more than two weeks before the scheduled performance date, no financial obligation will accrue to the user organization. Should an event be canceled within two weeks of performance, however, appropriate charges will be made.
  21. Curtain time: Doors ordinarily open 30 minutes before curtain time. The house manager starts the performance. Normally, evening performances begin at 7:30 p.m.
  22. Rental Payments: When applicable, payments for use of Turner Auditorium will be made within thirty (30) days of the event.

Cross Reference: Policy B-1, Use of University Facilities

Responsible for Implementation: Provost and Vice President for Academic Affairs

Contact for Revision: Dean of the College of Fine Arts

Forms: None