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Rental Guidelines

Checklist & Deadlines

To confirm a date

After placing a date on hold, you will have two weeks to return a security deposit along with either 1) the completed Notification of Intent form (if your date is more than six months away and you do not yet know the full details of your event), or 2) the Rental Application. If you submit a Notification of Intent form then you will be required to submit your Rental Application no later than 12 weeks before your event.

Upon receiving your application and security deposit, we will move forward with programming your tickets for sale and scheduling the necessary staff (technical advisor, house manager, sound engineer, projectionist, ushers, box office, etc.). The security deposit is refunded after the event unless you decide to cancel or move the date(s) reserved, in which case the deposit is forfeited.

After confirming a date

You must submit your signed License Agreement (Contract) along with full balance of payment no later than one month prior to your event (or as stipulated in your License Agreement). Your total balance of payment will be listed in your License Agreement. Please do not send in final payment without your signed License Agreement.

You must acquire (if you do not already have) Workman’s Compensation and Employer’s Liability (including New York State Disability Benefits), Commercial General Liability (Personal Injury and Property Damage) Insurance with a single limit (any occurrence) of no less than $1,000,000 in the Sharp/$500,000 in the Thalia, and fire insurance for full replacement value (with the New York standard extended coverage clause) of all your effects and all other properties and materials owned, rented or brought into theater. You will need to name Symphony Space as “insured” or “additional insured”, and furnish a Certificate of Insurance to us.

It is your responsibility to schedule a meeting with the Technical Director to discuss your tech needs and to contact the Head of House Management to discuss your house needs no later than two weeks prior to your event.

You must inform the Rentals Department or the House Manager at least two weeks prior to your event if it is to be recorded, for archival and/or promotional purposes only on film, video or audio tape.

As a security protocol, we require a list of names of those that need access to the space throughout the day (i.e. crew, artists, volunteers, etc) as well as a point of contact. This list must be submitted to the Rentals Department 3 days prior to your arrival. Please note that if your list is very large (over 50 names) we will ask that you designate someone to be in the lobby to help with verification and there may be additional staffing fees.

If you will be presenting a typed alphabetical (by last name) Complimentary Ticket List to the box office, this must be done no later than three hours prior to curtain. If your list has more than 100 names on it, the box office must have it no later than five hours prior to curtain.

Please provide your printed program – in sufficient quantity and in a manner complete and ready for handout – to the House Manager no later than 3 hours prior to curtain. It is important that your program is printed on 8 1/2 “ x 11” paper folded in half to conform to the theater “playbill” size.

The box office will remain open until one half hour past the scheduled curtain time on the day of your event. If you require extra box office service for a second act, marathon, etc., you must notify the box office no less than two weeks prior to your event.

After the event

On the business day following your event, the Rentals Department will email a sales report for your records.

Settlements are processed on a weekly basis and will be mailed or sent via ACH transfer to you one to three weeks after your event (depending on holiday closures). Settlements are sent as one check or ACH transfer and cannot be spilt into multiple payments.