To book the GPAC, please contact Paul Mixon at 706-609-9888 or gpac@heard.k12.ga.us
Building Policies for Event Organizers and Participants
The Heard County School System recognizes that the Performing Arts Center is a substantial investment and should be used to showcase the talents of our students and to serve the needs of our community. This facility shall be available for community use under conditions prescribed by law and in accordance with the following procedures:
School programs, school-sponsored activities, and school related activities shall have priority for the use of the Performing Arts Center without charge. However, the school event reservation must be made prior to the outside organization's reservation.
The following are policies for the use of the performance venue and technical equipment in the Heard County School System Performing Arts Center. These policies are designed for the protection of the facility, staff, and equipment as well as the safety and well-being of the presenters/performers and public. It is the responsibility of the event organizer (contract signer) for each group to make sure that all participants are fully aware of these rules and that they adhere to them. Violation of any of these rules will result in the violator(s) being ejected from the facility for the remainder of the group's time. Violations of these rules may also result in the loss of your group's remaining time as well as their ability to use the facility in the future. Our goal is to provide your group and your audience with a safe and comfortable environment for your event.
1. Heard County School System reserves the right to refuse service to any applying outside entity.
2. Heard County School System reserves the right to cancel any permission granted.
3. Lobby doors open one hour prior to the advertised start time for an event. Performing Arts Center staff work scheduled events and have irregular schedules, often including nights and weekends, and are not always available during office hours. Due to their schedules, it is advisable to book appointments directly with them.
4. Use of the Performing Arts Center by non-school related organizations or individuals will be defined for a specific amount of time on the Heard County School System Application for Use of Facility.
5. For all scheduled events, The Performing Arts Center closes at 10:00 p.m. Performances/Events should end no later than 9:00 p.m. to allow time for the audience and the participants to vacate the facility. All parties must vacate no later than 9:45 p.m. including all vendors and outside recording agencies. Please allow time in your program schedule for any post-show receptions, meet and greets, etc. to be completed in time to have the facility cleared by 10:00 p.m.
6. Groups receiving approval for use of the Performing Arts Center are restricted to the dates, times and facility area in the request for facility use.
7. No one will be allowed into the facility prior to the scheduled access time. Please make sure that all of your participants arrive at or after the scheduled access time. Changes in scheduled times must be approved by the Performing Arts Center staff at least 48 hours in advance. Your scheduled arrival and/or departure time will not be changed the day of the event. Please plan accordingly for set up, event, and break down times. Principal/Event Director should always be on campus prior to the arrival of students.
8. All presentation, music, and video needs must be submitted to the Technical Support Staff no less than one week in advance to ensure quality and functionality of electronic files. Same day presentations and/or performance music will not be accepted.
9. An employee of the Heard County School System must be present to unlock the building and supervise the use of the building facilities. Group activities on the grounds will be permitted upon request with the approval of the GPAC Coordinator, provided supervisory personnel for the particular group shall assume complete responsibility for the liability for personal injury and/or damage to the building and or premises.
10. Non-school related organizations using the Performing Arts Center will be required to pay fees for the facility rental, the cost of utilities, the cost for personnel, technical assistance and security services. Such fees will be computed at prevailing rates and prorated for the period of time the facility is used. The sponsoring agency of any activity shall be responsible for payment of adequate police protection if this service is required by the activity planned.
11. Groups receiving permission are responsible for the observance of county and state fire and safety regulations at all times. Fire Safety regulations prohibit sitting or standing in the aisles or at the back of the theater.
12. Groups receiving approval for use of the Performing Arts Center must not exceed maximum capacity for the facility. Maximum capacity for the designated spaces within the facility are as follows: Main Auditorium 606; Hospitality Room 40, and Gym Lobby capacity is 120 without tables and 80 seated at round tables.
13. Smoking/Tobacco use is not permitted anywhere on the property of or within the Performing Arts Center. Violators will be asked to leave campus.
14. Food and beverage is not allowed in the performing arts side of the GPAC. Any food and/or beverage provided by an event coordinator must be kept within the gym lobby or hospitality room. It is the event coordinator's responsibility to ensure that no food or drink is taken into prohibited areas.
15. Catering is permitted. All catering needs must be overseen by the event coordinator; this includes meeting said caterer for set up as well as clean up. Performing Arts Center staff will not be available to open the building prior to scheduled times in order to meet your catering needs, this time must also be allotted within your event schedule.
16. The Performing Arts Center nor the Heard County School System, its officials, officers, employees, agents, members, representatives, volunteers or their respective insurers shall not be held liable for the loss of any personal items. Please make sure that personal items such as purses, wallets, phones, etc. are secured by a member of your group.
17. The loading dock at the rear of the facility is available for large-scale set pieces and equipment. There is a large roll-up door for load-in. If you use a vehicle to transport equipment to the facility it should be moved to a parking place as soon as you have finished unloading. The loading dock area is considered a Fire Zone and must be left open for emergency vehicles, so all equipment & personnel vehicles must be moved as soon as you have finished unloading. Any vehicles left parked in this area will be towed at the owner's expense.
18. The Performing Arts Center staff has complete control over the individuals who will operate equipment within the facility. All technical personnel must be approved by either the Technical Support Staff or the GPAC Coordinator. The Performing Arts Center staff reserves the right to refuse to allow any person they see as unfit to operate equipment within the facility. Performing Arts Center equipment shall be operated by an employee of the Heard County School System as authorized by the GPAC Coordinator.
19. Clearance to use the Steinway piano in the Performing Arts Center must be obtained from the GPAC Coordinator prior to the load in of your group. If permission is not obtained, you will not be allowed to use the piano. Only the Performing Arts Center staff will be allowed to move the piano in the facility. If your group has obtained permission to use the piano and you need to move it, please contact a member of the Performing Arts Center staff. At no time is any member of your group allowed to move the piano.
20. Groups using Heard County Schools Performing Arts Center facility must conform to all school policies. All activities shall be in compliance with local, state, and federal laws and shall be in keeping with the school board policies. The use of tobacco products, alcoholic beverages, profane language, or gambling in any form is not permitted on school campuses including the Performing Arts Center.
a. Alcoholic beverages will not be served nor brought into any function on campus.
b. Consumption of alcoholic beverages is prohibited in all areas of the campus.
c. The furnishing of alcoholic beverages or the possession or consumption of alcoholic beverages by persons on campus will subject the violator to disciplinary action and/or arrest.
21. Authorization for use of the Performing Arts Center shall not be considered an endorsement of or approval of the activity, group, or organization nor the purpose they represent.
22. All applicants must recognize and consider the risk they are assuming under the save harmless agreement and covenant not to sue, which they must accept and agree to the terms thereof prior to any approval for use of the Performing Arts Center.
23. A written request for permission to use the facility shall be filed by an officer of the sponsoring organization/group with the GPAC Coordinator. Such a request must be made on the Application for Use of Facility designated specifically for the Performing Arts Center. The Coordinator will determine if the applicant fulfills the requirements.
24. Any applicant wishing to appeal the decision of the GPAC Coordinator may appeal directly to the Heard County Superintendent of Schools or designee.
25. In situations where extended usage for a long period of time is approved, the rental rate may be set at a contract price.
26. Every effort will be made to ensure that the Performing Arts Center has received adequate set up information. If this information is not received 48 hours prior to your event, please ensure that you bring adequate assistance in order to meet your staging needs.
27. The person and/or organization allowed to use the facility agrees that the Heard County School System, its officials, officers, employees, agents, members, representatives, volunteers or their respective insurers (collectively referred to hereafter as the "School System") shall not be liable for any loss damage, injury or liability of any kind to any person or property caused by, arising from, or in any way related to, any use of property owned by the School System; or by defect in any building structure or improvement thereon, or in any equipment to be used therein, or because of the same being out of repair or arising from any act or omission of the undersigned or its employees, agents, affiliates, representatives, invitees, licenses or other persons entering upon or using said facility.
28. Notwithstanding anything to the contrary herein contained or irrespective of any insurance carried by the person and/or organization allowed to use the facility for the benefits of the above enumerated entities, the person and/or organization allowed to use the facility agrees to protect, indemnify, covenant not to sue and hold the School System harmless from and against any and all costs, expenses (including, without limitation, attorneys' fees), damages, losses, actions, causes of actions, fees or liabilities of any nature arising out of or in any way related to the School System or the use or occupancy of the School System property or arising from any state or condition of said premises or any part thereof.
29. The person and/or entity allowed to use the facility shall maintain in force and effect occurrence based liability insurance with limits of at least $1,000,000.00 per occurrence to cover its use of the School System property. Heard County School System shall be named as additional insured on said policy and the undersigned shall provide the School System with a certificate of insurance evidencing proof of said coverage. Said insurance shall be primary to any insurance maintained by the School System. Notwithstanding any term or condition herein, Heard County School System shall have the right to revoke this agreement at any time in its sole discretion.
30. This agreement shall be interpreted, controlled and governed by Georgia law, including, without limitation, O.C.G.A. § 51-1-53.