Scheduling Information

Scheduling Information for Baldwin Auditorium

General Information:

Seating Capacity: 1,395
[Orchestra: 1,106 / Balcony: 289]
Theater Type: Proscenium
Date of Construction: 1952
Non-union crew

Address

Baldwin Hall Auditorium
Marion & Normal Streets
Truman State University
Kirksville, Missouri   63501-4221

Auditorium Manager

Randy Bame
(660) 785-4073  phone
(660) 785:7463   fax
rbame@truman.edu

Baldwin Auditorium is intended primarily for Truman State University educational and cultural events.  However, the Auditorium is also available for rent by off-campus organizations for a fee.  Because of the demand for the space, the order in which events can be scheduled is dictated by scheduling priorities.  What follows are general, scheduling, and operating policies for Baldwin Auditorium.

General Policy | Scheduling Policy | Operating Policy

GENERAL POLICY FOR BALDWIN AUDITORIUM

The University Auditorium shall principally be used for the furtherance of the liberal arts and sciences mission of the university by providing a place for ceremonial and cultural events, lectures and meetings of educational merit, and entertainment for the whole University community and in circumstances where a large seating capacity hall or a large, well-equipped stage is required.  A secondary use of the University Auditorium shall be to provide a performance or meeting place for events of general interest to the whole University community not requiring the Auditorium but in circumstances where no other suitable place is available, to provide a space for large meetings or events of University sanctioned organizations that are likely to be of interest to the University community in general, for classes when no other suitable sites are available, for necessary and reasonable amounts of rehearsal for performances in the Auditorium, and for suitable use by non-University organizations for programs beneficial to the community at large.

Nothing in the above statement shall be construed to limit any appropriate use of the University Auditorium within limits of scheduling time; budget for personnel, equipment, and operation; and staff capacity.

The operating hours of Baldwin Hall auditorium are from 8:00 a.m. to 12:00 midnight, Monday through Sunday.  All performances, rehearsals and meetings must end no later than 12:00 midnight unless otherwise cleared by the auditorium manager.  The auditorium shall be considered closed during all official student vacations and breaks or any other periods of time when regularly scheduled University classes do not meet (i.e. midterm and final exam weeks).

SCHEDULING POLICY FOR BALDWIN AUDITORIUM

Category I.

  1. Events directly sanctioned by the President of the University.
  2. University ceremonial and organizational programs.
    1. Graduations and other academic ceremonies.
    2. Administrative meetings.
    3. Recruiting, promotional, and public relations events.
  3. University-wide cultural or educational programs that require advanced contractual commitments.
    1. The Kohlenberg Lyceum Series.
    2. Distinguished speakers who would attract large audiences.
    3. Music Festivals / Ensembles involving area high school students and faculty
      (only those which occur at a specific time each year).
  4. University performance groups generally open to all qualified students, groups that require a large stage and/or hall and elaborate production facilities for performance.
    1. Musical Theatre productions.
    2. Theatre productions.
    3. Musical group concerts.
    4. Group performances playing an important role in student recruiting
      (e.g. men’s and women’s honor choir events).
    5. SAB contracted events

Category I events should, whenever possible, be scheduled as early as possible and at the latest, one week before the first day of the fall semester.

[NOTE: Category I D. 5.  SAB – SAB is permitted to hold four dates in the fall and four dates in the spring beginning May of the previous school year.  The fall dates can be held until the end of the first week of classes.  The spring dates may be held until no later than November 1st.]

Category II

  1. Entertainment activities by all-campus groups and for the whole University community.
    1. SAB Programs
  2. Student recitals when necessary to fulfill degree requirements.
  3. Faculty recitals.
  4. Films and programs (series or individual showings) that are part of class assignments.
  5. FAC (funds allotment council) sanctioned events.

Category II events shall have scheduling priority from five to ten days before the first day of classes for a fall semester through five to ten days after the first day of classes, the exact dates for any academic year to be determined and published by the person assigned to schedule the Auditorium (hereafter called the scheduler).

Category III

  1. Scheduled University Classes
    1. The auditorium shall only be used for regularly scheduled classes of generally 30 students or more for performance-based classes which require the use of a large, well-equipped stage and when no other suitable facilities are available.
    2. All classes held on a regular basis in Baldwin Auditorium must conclude and have vacated the facility by no later than 5:00 p.m., so as to facilitate the setup and execution of evening performances, unless otherwise cleared by the auditorium manager.
    3. The assigned instructor for such classes shall be responsible for the setup and strike of any and all equipment that may be used including chairs, music stands, lecterns, and so on.
    4. Classes do not take priority over necessary technical preparation times or scenery set up on stage, and classes must be moved or canceled when necessary to allow for programs or preparation.

Category IV

  1. Events produced or directly sponsored by chartered student organizations, which do not conflict with University classes held in the Auditorium.  The general rule to determine usage is as follows:
    • A large crowd of at least 200 persons must be expected; or-
    • A large and/or well-equipped stage is needed; or –
    • A more suitable place for the event is not available on the needed date.
    • Priority given to those events opened to and of interest to the whole University community.

The chartered organization immediately and directly involved in the production or sponsorship is responsible for and shall be knowledgeable about the event, and, in effect, is not merely “fronting” for another organization that would not qualify for use of the Auditorium under this Category IV.  If admission is charged by the sponsoring organization, any profits are to be used principally for educational or charitable purposes.  Category IV events will be able to begin scheduling from the time Category II events no longer have priority after five to tens days following the first day of the fall semester, the exact date for any academic year to be determined and published by the Scheduler.

Category V

  1. Programs and events of community-wide interest.
  2. Non-profit programs of narrower interest.
  3. Professional programs sponsored by local charitable groups for percentage of box office receipts.
  4. Profit-making performances.

Category V events can only be scheduled after University activities have been scheduled.  All scheduling in this category will only be scheduled with the approval of the Auditorium Manager to assure that there is no interference with the University productions schedule in the Little Theater and to assure that necessary supervisors and crew will be available.

All organizations in Category V shall pay the established rental fees to the University Business Office prior to each usage of the Auditorium and shall present the receipt of payment to the Auditorium Technical Manager or his deputy prior to use.

Exception to the payment of such established fees shall only be made by the President of the University or a person appointed by the President to determine such exceptions.  Except for the services of the Auditorium Manager or deputy appointed by him, all crews and technicians used for set-ups, rehearsals, performances, and strikes shall be paid by the Category V user.

 

Category V events must make requests through the Conferences and Events staff in the Student Union at conferences@truman.edu or by phone at 660-785-4186.

All organizations in Category V shall pay the established fees:

RENTAL FEES:

(for performance, rehearsal, and any required technical or set-up hours)
$500 for the first four hours
$50 for each additional hour

No food or drink in the Auditorium. Any littering or damage to the facility will result in a fine.

 

OPERATING POLICY FOR BALDWIN AUDITORIUM

  • Absolutely no food, beverages, or tobacco are allowed in the Auditorium either on stage or in the audience.
  • All scheduling shall be made through the Scheduler.  The Scheduler shall be immediately informed of those events sanctioned by the president of the University or a deputy of the President.  Even those events traditionally done at a certain time should be scheduled to prevent conflicts or confusion.
  • All scheduling will be done in a manner to implement the “General Policy on Auditorium Use” and “Priorities to be Used in Scheduling the Auditorium”.  Consistent with these policies, scheduling shall be done on a first-come, first-serve basis.
  • The Scheduler shall assign each event a Category and determine all other matters relative to scheduling.
  • All scheduling that might present unusual problems in technical support, subsidiary use of the Acting Studio and the Little Theater, or cause interference with other productions in the Acting Studio or Little Theater shall be made after consultation with the Auditorium Technical Director.
  • The Scheduler, with the advice of the Auditorium Technical Director, shall determine what forms and practice shall be used in scheduling the Auditorium, and all applicants for use shall use these forms and follow the practices as published.
  • If an event is canceled, the user must immediately inform the Scheduler and the Auditorium Technical Director in writing.  Only the user who scheduled the program may cancel a program.
  • Applications for use must be made at least two weeks before the time requested.  The Scheduler shall determine when exceptions will be made to this rule.
  • Application for general technical support–concert lights, follow spot lights, sound shells, risers, curtain arrangement, sound amplification, and so forth– shall be made in writing on the forms determined by the Technical Director at least two weeks prior to the event.  Special lighting requiring hanging, focusing, gelling; scenery of any kind; or any other practice requiring considerable set-up of rehearsal by technical crews must be specially arranged with the Auditorium Technical Director, and he/she may refuse any special mounting when it does not fit into his/her work schedule or the schedules of the Auditorium technicians or crews.
  • PLEASE NOTE:  Baldwin Auditorium does NOT employ an official lighting or scenic designer.  The Baldwin Auditorium staff does not offer any sort of official design or construction services, and is under no obligation to do so.  Any special design requests, lighting or scenic, will be accommodated only if one of the student employees is willing to take on the project at what ever compensation is agreed upon by the student worker/designer and the person holding the event and then only if time allows its execution.  If there is not a student interested in designing the project, the auditorium technical staff will provide one full stage wash of “white” light and appropriate house drapery only.
  • Baldwin Auditorium does not have any stock scenery or furniture pieces of its own.  If a group wishes to use such items they must make arrangements to provide the desired items themselves.  If large scenic pieces, such as furniture or set pieces are used, special arrangements must be made with the auditorium manager in advance if the presenting group wishes to store these items in Baldwin Auditorium over night.  If these arrangements are not made in advance or if storage space is not available, the presenting group may be asked to remove all of their belongings from the auditorium at the end of their reserved time each day.
  • All persons working as technicians and crew members for rehearsals, set-ups, performances or strikes, whether paid employees or unpaid volunteers, must be approved by the Auditorium Technical Director to assure safety for persons and equipment.
  • During non-crewed rehearsals, each group is responsible for the set-up and striking of chairs, music stands, risers, and other equipment used.
  • At any time the Auditorium is used for an event when there is an audience, there must be in charge and acting as House Manager, a responsible faculty member or a designated deputy associated with the using group; or, in the case of events by non-campus groups , a responsible person from that group must be in charge.  The person in charge must contact the Auditorium Technical Director or his deputy prior to the event to assure proper coordination between stage and auditorium activities.
  • Any unusual dirtying or cluttering of the stage or Auditorium shall be cleaned, corrected, or repaired by the user.  Ignoring this rule may lead to denial of future use of the Auditorium.