Booking Procedures

Rental Agreement

All uses of Ovens Auditorium shall be permitted only after proper execution of a formal rental agreement. Ovens Auditorium will issue signed contracts upon receipt of Lessee’s signature on rental agreement. Issued agreements may be considered null and void if not returned to the Ovens Auditorium within 20 days.

Rental Period

The rental period is for four hours. An overtime rental rate applies after that time period.

Deposits

A deposit in the amount to be determined by Ovens Auditorium shall be required by the signed contract to make the contract binding. Ovens Auditorium may reserve the right to require full payment of the minimum rental and anticipated costs in advance. Rental deposit shall be non-refundable in the event of cancellation.

Tentative Holds

Requests for tentative dates will be honored for a predetermined period of time. It shall be the responsibility of the Lessee to confirm tentative dates. Failure to contact Ovens Auditorium may result in dates being released.

Ticketing

Ovens Auditorium uses the computerized Ticketmaster system for the sale and distribution of tickets for all public events. At all times, tickets and monies received from all ticket sales shall be under the control of the Ovens Auditorium management. No money shall be advanced to the Lessee until completion of the scheduled event. At the completion of the event, Ovens Auditorium shall make all necessary payments to the Lessee from monies received from sale of tickets, less expenses incurred. For the use of the Ticketmaster system, the Lessee shall be charged 3% of the gross tickets sales.

Event Personnel

Minimum and percentage rental fees do not include costs of stagehands, ticket takers, door guards, ushers, security, first aid and all other personnel required for the event.

Insurance

Lessee is required to purchase comprehensive liability insurance, including public liability and property damage, written by a company capable of writing such policies in North Carolina. The insurance policy shall provide the following minimal limits coverage: $1,000,000 bodily injury per accident and $1,000,000 property damage liability. As evidence of the required coverage, the Lessee shall submit a certificate of insurance to the Ovens Auditorium, naming the Arena/Auditorium Authority, its officers, employees and agents as additional insureds, no later than 14 days prior to the scheduled event.

Licenses and permits

The Lessee shall be responsible for acquiring and shall pay the costs of any and all licenses or permits required by authorities having jurisdiction over Ovens Auditorium.

Concessions

Ovens Auditorium owns and operates all food and beverage concessions and retains all revenues from these sales.

Novelties

The Lessee may elect to sell event-related souvenirs, programs, novelties or merchandise during the Lessee’s event. If the Lessee elects to sell novelties, such sales shall be administered by employees of the Ovens Auditorium’s Food & Beverage Department, with a standard fee of 20% of the after tax sales (gross less 8.25%) being charged. The location(s) and time(s) for novelty sales shall be at the discretion of the Ovens Auditorium Manager or the Director of Food & Beverage.

Signs | Banners | Posters | Literature

We ask that you do not post, or permit to be posted, any signs upon the premises. Nails, hooks, adhesive fasteners, tacks or screws are not permitted on any part of the interior or exterior of Ovens Auditorium. Temporary banners and signage, if fire resistant, are allowed upon the approval of the Ovens Auditorium.

Fire Prevention | Pyrotechnics

All Ovens Auditorium seating configurations must be approved by building management prior to ticket on-sale date.

For pyrotechnics, a City of Charlotte permit is required, along with an original insurance certificate showing a minimum of $1 million liability coverage. Lessee must also provide a detailed map and description of pyrotechnics.

Renovation Fee

Effective July 1, 2011, all contracts issued will include a $2.00 per ticket renovation fee.