HotHouse guidelines for special events

Reservation & Licensing Process

Scheduling
Priority will be given to the scheduling of the HotHouse's programs and activities.

License Fees
Nonprofit space rental fees (community rates) are available for organizations that qualify as tax exempt organizations pursuant to section 501(c)(3) of the Internal Revenue Code. The Executive Director may permit, by exception and in writing, other organizations to pay community rates.

Reservation Process

Tentative Reservations
Tentative Reservations will be held for one (1) week. If no further communications take place within that one week, the Tentative Reservation is subject to cancellation, without notification to the applicant. Tentative Reservations may be extended for another two weeks by communicating the request in writing. Two-week extensions may continue to be granted at the HotHouse's discretion until the date is confirmed or the date is challenged according to the policies outlined below.

Early Reservations
The Executive Director may grant exceptions-subject to additional fees-for early reservation (prior to the typical opening of dates) of events that require reservation in advance of calendar availability as previously described in Scheduling, above.

Challenges
An organization may challenge a date with a previous Tentative Reservation by notifying the Event Manager and submitting a deposit of fifty percent (50%) of the estimated rental fee for their proposed event. The Event Manager will be responsible for contacting the organization with the Tentative Reservation and informing them of the challenge. Notification may be made by telephone, letter, facsimile, or email. To keep the Tentative Reservation, the organization must submit to the HotHouse a deposit of fifty percent (50%) of their proposed licensing fee and execute a Rental Agreement within two (2) working days of such notice. If geographical or logistical considerations warrant, the HotHouse may waive these requirements or extend the time limit for up to five (5) days.

Application
Organizations wishing to rent any of the facilities must first submit a Request For Proposal Form (RFP). Reservations will be confirmed after application approval and the full execution of the contract by both the HotHouse and the renter.

Applicants with Outstanding Debts
Applicants with outstanding debts to the HotHouse must clear those debts before their application will be reviewed or considered.

Approval
RFPs are reviewed for approval by the HotHouse. All proposed uses must conform to provisions in this policy.

Confirmation of Short Term License Agreement
The HotHouse will notify an applicant of approval as the dates become open (see Scheduling above). Within two weeks of approval of an RFP, the HotHouse generates a Space Rental Agreement (SRA). Clients shall return the signed SRA contract within the allotted time to ensure reservation date(s). When returning the SRA renter must also submit any necessary deposits. The Space Rental Agreement shall be considered "fully executed" only after both the HotHouse and the Client have reviewed and signed the agreement. Events may not be publicly announced, nor tickets sold until a fully executed agreement has been completed.

Payment Schedule

Community Rentals
A non-refundable deposit of 50% of the fees outlined in the SRA is required upon execution of the agreement. The remainder of the BLF must be paid no later than one week before the event.

Commercial Rentals
A non-refundable reservation deposit equal to 50% of the fees outlined in the SRA required upon receipt of the SRA to secure tentative facility rental date holds. The deposit will apply towards rental costs for the dates specified. Payment should be made by personal, corporate or cashier's check, payable to "HotHouse/CIPEX." Visa, MasterCard and American Express credit cards are acceptable forms of payment.

Cancellation
Events canceled with more than two (2) months notice are subject to forfeiture of up to fifty percent (50%) of the SRA fees, and any direct costs incurred (for additional information about cancellation, see Code Compliance and Protection of Facilities).

Events canceled less than two (2) months before the first scheduled date of an event will be subject to forfeiture of all deposited fees and all direct costs incurred by the HotHouse.

Insurance
Clients are required to have Comprehensive General Liability Insurance coverage, in amounts not less than $1 million, in effect during their entire use of the facilities. A Certificate of Insurance is required, naming the following as additional insured: HotHouse/CIPEX

General Facility Use Policies

These policies and procedures pertain to the use of the HotHouse's facilities by Clients and their employees, volunteers, agents, vendors, subcontractors, and other representatives.

Nondiscrimination
There shall be no discrimination against or segregation of any person or group of persons on account of race, color, religion or creed, national origin or ancestry, sex, gender identity or sexual orientation, age, marital or domestic partner status, political affiliation or disability (including HIV or AIDS status) in the use or licensing of the Licensed Facilities, nor shall the Client or any person claiming under or through the Client, establish or permit any such practice or practices of discrimination or segregation with reference to the selection, location, number, use or occupancy of Client, patrons, lessees, or vendees of the HotHouse's Facilities or any parts thereof.

Protection of Facilities
Clients shall be responsible for the payment of any special costs necessary for maintaining order, security, public health, safety, and protection of the facilities. Potential security concerns may result in suspending an event until security arrangements are approved in writing by the Chicago Police Department and the Client agrees to pay for additional measures. The HotHouse may also cancel or interrupt an event which threatens damage to property or injury to persons in or near the facilities.

In no case shall Clients permit physical alteration of the facilities without the HotHouse's permission. Alterations include and are not limited to painting; adhesion, connection, or suspension from or on walls, ceilings, battens, floors, etc.; and removal or repositioning of furnishings, fixtures, or equipment.

Code Compliance
Users of the facilities and their subcontractors are required to comply with requirements of all state and federal regulations, as well as ordinances and regulations of the City of Chicago, including Safety and Health, Fire and Life Safety, and all other applicable laws. Events may be subject to cancellation for noncompliance with codes.

Smoking
City mandates prohibit smoking anywhere inside the HotHouse's facilities, as well as smoking anywhere near doorways which might enable smoke to enter the facilities.

Electrical Outlets
To avoid overloading of an electrical outlet's capacity all electrical distribution plans require the HotHouse's pre-approval.

Capacity
In no case shall event attendance exceed the established capacity of the facilities. Clients may not admit a larger number of persons than can safely and freely move about the facilities; the decision of the HotHouse and/or the Chicago Fire Department in this respect shall be final.

Public Right of Way
The HotHouse's facilities are open to the public during specific hours and the priority during this time is to serve the public. The public has priority of access during regular business hours in the public areas (Gallery, lobby, restrooms, etc.). Access to entrances, exits, doorways, information desk, and ticket sales windows must be free and clear of obstructions at all times.

Recording, Filming, Photography and Broadcasts
Any reproduction of events within the facilities is subject to prior approval by the HotHouse. This includes but is not limited to video or audio recording; motion picture filming; photography; and radio, television, or Internet broadcasts. All such uses require written agreements separate from the rental agreement and are subject to additional fees.

Names of all persons authorized to use recording devices (cameras, video cameras, audio tape recorders, etc.) shall be provided to the HotHouse in advance of the event. Flash photography is prohibited during performances.

Performance Information

In addition to the preceding policies, the following apply to theatrical events within the HotHouse's facilities.

Standard Performance Time Schedules

Lobby Access
Access for setup all HotHouse Lobbies begins when the House Manager arrives. Standard timing for the Theater lobbies is two and a half (2 ½) hours prior to curtain, and two (2) hours prior to curtain for access to the Grand Lobby (confirm time with your Event Coordinator). Earlier setups are possible by special arrangement. Setup should be complete prior to times when areas are open to the public.

House Access
The House (seating area) opens 30 minutes prior to curtain. The HotHouse's House Manager shall be responsible for pronouncing the House "open," in consultation with the technical staff and the Client. Under no circumstances shall the House open without the House Manager's authorization.

Running Time
The Client shall provide the Event Coordinator with a running time schedule no later than one (1) day prior to event.

Opening and Start of Performance
Lobby access to ticket windows shall be available to the public 90 minutes prior to curtain time. Seating begins 30 minutes prior to performance, unless prior arrangements are made. Events are to start according to the scheduled and published start times.

Intermission
For the convenience of our patrons, every public performance of at least two (2) hours in duration shall have an intermission of not less than twenty (20) minutes, unless the nature of a performance prevents this, in which case, advertising materials shall indicate that the performance has no intermission.

Backstage Access
Only authorized personnel have access to backstage areas. Performers, crew, and company personnel shall enter and exit through the stage door. Clients shall provide a list of all persons authorized to enter the HotHouse's stage door no later than one (1) working day prior to the performance date of access.

Every person, including performers and company personnel, must have a ticket to the seating areas of the House for the purposes of watching the performance. We ask that you make arrangements to meet post-performance guests outside the stage door rather than in the seating areas or lobbies.

Public Safety Notices
All programs distributed in connection with any public events at the HotHouse's facilities must contain the following safety notice along with an exiting diagram for the facility in which the event is scheduled:

The exit indicated by the illuminated sign nearest your seat is the shortest route to the street. Please note these exits. In an emergency, WALK, do not run.

Merchandising Setup
Merchandise sales-e.g., T-shirts, CDs, or novelties-require approval at least one (1) week in advance and shall be set up no later than one (1) week prior to curtain.

Event Information
The HotHouse's professional staff will coordinate with every Client to ensure smooth event execution. The HotHouse requests cooperation, courtesy, and patience from the sponsors of these events when planning logistical details. Additionally, the HotHouse requests the Client's assistance in complying with the following regulations and procedures for rental events in the HotHouse's facilities.

Running Time
The Client shall provide the Event Coordinator with a running time schedule no later than one (1) day prior to event.

• House Staff: The House Manager is the Client's main contact during the event and oversees all front-of-house activity and personnel and ensures enforcement of all HotHouse policies. HotHouse will provide, bartender, cocktail servers, bar-backs, and box office staff appropriate to your event.
• Technical Crew: The scope of your event determines the crew that is on hand for your event. You will be given an estimate of the costs for technical crew by your Event Coordinator.
• Security: Basic building security is included in the basic rental fee. If your event requires additional security, you will be billed for the costs. o Janitorial: If your event requires janitorial service your Event Coordinator will request the appropriate staff.

Supplemental staffing requests are negotiable. All stage technicians, house managers, staff ushers, security officers, janitors, and Box Office personnel shall be under the management and control of the HotHouse, supplied at the expense of the Client.

HotHouse house staff is not available to lift, carry, or move anything that is not HotHouse property.

Client Event Staffing
You are required to provide a principal event representative who is responsible for running the event and will be onsite for the duration of the event.

Pre-Event Walkthrough
A pre-event site tour prior to the event shall include the HotHouse's Event Coordinator and a representative from the HotHouse production department, the Client's event planner, and caterer to discuss the following:

• On-site/production schedule for the event (i.e., load-in, rehearsal, show time, strike, load-out, etc.)
• Floor and traffic flow plan(s) including schedule of loading dock use
• Special technical requirements (e.g., A/V, catering equipment, telecommunications, etc.)
• Planning for decor and cleanup
• A list of participating vendors

Client must provide all final details to the HotHouse in writing at least 48 hours prior to the event. On the day of the event, the House Manager shall lead an additional walkthrough inspection prior to setup.

Venue and Building Access Times
No access can be permitted without prior arrangement with the HotHouse's Events Staff.

Setup Time
Setup-e.g., caterers, concessions-may not begin in any public spaces prior to the closing of those public spaces without the HotHouse's written approval and payment of additional fees. The event coordinator shall specify the time, location, and limits for early setup.

Parking
The HotHouse does not provide parking. Metered street parking is available; however, please pay attention to the posted parking regulations. Paid parking is available in several nearby lots or garages. The preferred garage is the 710 S. Wabash parking garage located on Wabash just south of Balbo.

Loading Docks
Load and unload through the front door. There is loading zone parking on the street in front of the doors. Cars should unload with their hazard lights flashing. All clients who utilize this loading zone do so at their own risk.

Deliveries

• Event delivery schedules require the event manager's prior approval.
• Clients are responsible for arranging appropriate personnel or equipment for loading, unloading, or transporting of their deliveries. No deliveries are permitted prior to the Client's arrival on site, except with special pre-authorization.
• The HotHouse staff will not unload, count or check-in delivered items. The HotHouse staff may accept, but shall not be responsible for pre-approved deliveries prior to the event sponsor's arrival on site.
• Client may not block any doors at any time and maintain sufficient clearance through halls and other access ways at all times.

Check-In
Client will check in with the House Manager prior to set up. The House Manager will identify accessible areas and will specify those areas available for food preparation and service.

Catering
All caterers must obtain pre-approval by the HotHouse. Prior to approval, caterers must review the facilities and policies pertaining to catering activity with the Event Coordinator, including the opportunities and limitations within the facilities. Caterers shall be responsible for participating in pre-event and post-event walkthrough inspections. Caterers should plan to store their extra items in an unseen area.

Cooking and Candles

• Use or storage of Propane or Butane is prohibited inside HotHouse Facilities.
• Cooking is permitted in designated areas with fire permits issued by the Chicago Fire Department. A copy of the permit must be given to the HotHouse's event coordinator prior to event. All outside fire passages must remain obstruction free.
• Sterno, electric heating, and natural gas usage require permits issued by the Chicago Fire Department.

Equipment to Bring
When planning an event involving food, Clients shall provide or have the caterer provide the following equipment:

• dollies/hand trucks
• floor mats for prep areas
• tables and chairs for use with food or beverage (including prep and serving areas as well as guest seating)

Busing Food/Beverages/Glasses
Clients and/or caterers shall provide for continuous removal of food, throughout an event to prevent breakage and spillage or accumulation of foodstuffs.

Tables and Chairs

• Do not leave tables stacked, collapsed, or leaning against walls in public areas, halls, or access ways.
• Avoid dropping or dragging tables or equipment across the floors, or banging items against the walls.
• Keep tables and chairs at least three (3) feet away from the walls and at least six (6) feet away from the doors.

Fire Exits/Egress
Do not block any doors, entrances, or exits at any time.

Decorations/Signage

• All use of props or decorations requires approval by the event coordinator at least one (1) month prior to the event setup and shall be in compliance with fire safety codes.
• Decorations and signage may not be fastened to any walls, ceilings, or exhibits inside the buildings without the HotHouse's permission.
• No decor may be pre-placed in any public areas during the HotHouse's regular business hours. o Depending on the scope of your decoration/signage setup, you may be required to use the HotHouse's technical crew.

Cleanup Procedures
Plans for cleanup require approval by the event coordinator at least one (1) week prior to the event. Facilities shall be restored to conditions found prior to use.

Dumpsters and Trash
Deposit trash or debris in the appropriate dumpster at the end of each event. If additional dumpsters are needed, please make arrangements with the HotHouse, in advance, for delivery on the day of the event and pick up the following day.

Leave all trash in the dumpsters. Keep event spaces, lobbies or service areas clear of all trash and debris. Pick up all non-sweepable items from the floor.

Prep Areas
Sweep and mop cooking and food prep areas.

Borrowed Items
In the event that anything has been borrowed from the HotHouse, return item(s) to the House Manager or the security office at the end of the event.

Storage

• Due to the HotHouse's space limitations and quick turnaround between events, equipment rentals and other items must be picked up/taken away immediately after each event.
• Event coordinators may approve pickup the following morning.
• A charge of $175 per day may be incurred for items (equipment, etc.) not removed by 9 am. the following day.
• Store items neatly and compactly-without obstructing doors, hallways and fire passages.
• The HotHouse is not responsible for items left in the HotHouse's facilities.

Post-Event Walkthrough

• Contact the House Manager when cleanup is completed for a final inspection of all areas used.
• If areas are found in unsatisfactory condition, subsequent cleanup will be required and may be subject to additional fees.
• Check out with Security at the loading dock of the Galleries and Forum building or the theater Security Entrance at the stage door.