The purpose of this memorandum is to provide some guidance for the most effective use of the Jane and Arthur Stieren Theater in the Ruth Taylor Theater Building. So that everyone understands our perspective, we will first state some general assumptions which frame our guidelines. Note: This form is to be used by Trinity University Departments and Offices to request the use of the Stieren Theater.

Assumption #1: The primary use of this facility is to serve the pedagogical, including the production, demands of the drama program in the Department of Speech and Drama. Special arrangements for use by groups outside of Trinity must be coordinated with the Department Chair and other relevant units, such as Continuing Education, Public Relations, Conferences and Special Programs and/or the Registrar.

Assumption #2: Although no department or program "owns" its space, the Department of Speech and Drama has an obligation to maintain the condition of the theater at the highest possible level. While the Department will make every effort to maximize the effective use of the Stieren Theater for other university needs, it must primarily pursue the programmatic demands of the drama program.

Assumption #3: Despite the "user friendly" renovations, the Stieren Theater remains a "special use" space with sophisticated and expensive equipment that must be operated by skilled personnel. Therefore, the Department of Speech and Drama needs to monitor its use.

Assumption #4: Because the department operates on constrained budgets, uses of the Stieren Theater beyond its normal employment require us to charge others to underwrite the personnel required to assist with the extraordinary uses.

Assumption #5: Because we expect others will want to use the facility, we must schedule events carefully through the main office of the Department of Speech and Drama. The Department will then further coordinate with other university units.

Assumption #6: The Department of Speech and Drama produces four productions during the academic year. Each production requires a minimum five week period for rehearsal, scenery construction, etc. before opening. In general, the theater is in continuous use from 1:30 PM to 11:00 PM 6 to 7 days a week during this period.

Within the framework of these assumptions, we recommend the following guidelines to help us maintain this outstanding facility, to avoid conflicts in scheduling, and to provide maximum cooperation:

Guideline #1: Depending upon the requirements of a given program, a minimum of two qualified individuals trained in the use of systems and equipment in the Stieren Theater must be employed for any secondary event scheduled in the space. Unlike Laurie Auditorium, the Department of Speech and Drama has no staff paid to satisfy the technical demands of this facility for other than the Department's pedagogical needs.

Guideline #2: These two individuals should be hired for the duration of the event, plus a minimum of two additional hours to allow for set up and restoring the space (depending on the specific needs of the event). The pre- and post-event additional costs are negotiable depending on the nature of the event and its demands. Current per person hourly rates are $12.00 during the academic year and $13.00 during the summer.

Guideline #3: Funds to cover these expenses can be conveniently transferred into the Drama Activities Fund (account #24-1368002) from which the individuals will be paid.

Guideline #4: Under no circumstances will food or drink be allowed in the Stieren Theater!

Guideline#5: We discourage serving refreshments in the Stieren Theater lobby. I you choose to do so, please arrange to have all items removed from the lobby after the event and to have the lobby and theater seating area cleaned.

Guideline#6: Any special cleaning before or after an event is the responsibility of the event sponsor.

Please recognize that this is a functioning theater and not simply an auditorium. This means that any non-drama usage will typically require conversion of facilities to accommodate them. This minimally includes the closure of house drapes, movement of the lectern into position, the activation of the amplification system, and the restoration of the facility for its normal use after the event. This minimal arrangement does not include any special lighting, sound, or other audio-visual system operation. This is not a single switch operation.

Request for the use of the Stieren Theater Form