chatham cultural centre rent… · the history of the chatham cultural centre, a public, non-profit...

CHATHAM CULTURAL CENTRE

OPERATING PROCEDURES MANUAL

FOR RENTAL CLIENTS

KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009

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TABLE OF CONTENTS

1. Introduction …………………………………………… Page 4

2. Building Hours and Scheduling …………………………… Page 5

3. Directions …………………………………………………… Page 6

4. Chatham Cultural Centre Floor Plan …………………………… Page 7

5. Rental of the Chatham Cultural Centre – Kiwanis Theatre …….. Page 8

6. Seating Plan – Kiwanis Theatre …………………………… Page 10

7. Technical Specifications …………………………………… Page 11

7.1 Lighting

7.2 Sound

7.3 Intercom

7.4 Pianos

7.5 Access

7.6 Stage Dimensions

7.7 Drape Locations & Sizes

7.8 Cross-Section of Stage

8. Rental Services …………………………………………… Page 15

9. Rental Information …………………………………………… Page 16

9.1 General Procedures for the Use of the Theatre

9.2 Agreement

9.3 Basic Conditions of Use

9.4 Refusal to Rent

9.5 Loading Entrance

9.6 Use of Auditorium Seating Area

9.7 Merchandise Sales

9.8 Objectionable Persons

9.9 Compliance with Laws

9.10 Schedule of Rental Rates and Charges

9.11 Front of House

9.12 Box Office Services to the Rental Client

10. General Policies ………………………………………….. Page 19

10.1 Smoking


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10.2 Food & Beverages

10.3 Nudity

10.4 Live Animals

10.5 Pyrotechnics

10.6 Weapons & Gunshots

10.7 Set Construction

10.8 Confetti

10.9 Helium Balloons

10.10 Videotaping in the Theatre

11. Sale of Alcohol …………………………………………. Page 22

12. Theatre Safety …………………………………………………. Page 23

13. Box Office Location & Hours………………………………….. Page 24

13.1 Location

13.2 Hours

13.3 Contact Information

13.4 Telephone Orders

13.5 Fax Your Orders

13.6 Mail Orders

13.7 Reservations

13.8 Exchanges

13.9 Lost Tickets

13.10 Refunds

13.11 Right to Refuse

13.12 Surcharges

13.13 Theatre Policies

13.14 Expulsion from the Theatre

13.15 Patron Services

13.16 Discounts


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1. INTRODUCTION

The history of the Chatham Cultural Centre, a public, non-profit arts centre, began in

1963 when the abandoned Chatham Vocational School (built in 1925) was offered for

sale to the highest bidder. It was purchased for $37,500 by a group of citizens eager to

establish an arts centre in Chatham. By 1969, The Thames Theatre Association for the

Arts was presenting live performances in the original 700-seat school theatre and art

exhibitions in the original gymnasium. Renovations to the auditorium and the studio

areas of the building took place in 1975. The City of Chatham assumed financial

responsibility for the building in 1980 and the building became known as the Chatham

Cultural Centre. In 1988, the Chatham-Kent Museum moved from across the street into

the Cultural Centre. The year 1998 marked the restructuring and amalgamation of

Chatham and Kent County.

Staff and Management

Today, the Chatham Cultural Centre is operated by the Culture and Special Events

Division of the Community Services Department, Municipality of Chatham-Kent. The

Kiwanis Theatre, Thames Art Gallery and the Chatham-Kent Museum and Milner House

each have separate co-ordinators responsible for each of the areas. These three co-

ordinators report to the Supervisor of Culture and Special Events.

The Chatham-Kent Museum and Milner House is managed by the Heritage Co-ordinator

along with support staff including an assistant curator, an education co-ordinator and

part-time weekend staff. The Heritage Co-ordinator is also responsible for Ridge House

Museum in Ridgetown as well as liaising with the curators at the Buxton National

Historic Site and Museum and the Wallaceburg Museum.

The Thames Art Gallery is managed by the Gallery Curator along with support staff

including two education co-ordinators and part-time weekend staff. In addition to the

Thames Art Gallery, the Gallery Curator also has budgetary responsibility for Studio

Two, a common space is primarily used for visual arts programming.

The Kiwanis Theatre is managed by the Theatre Programmer along with support staff

including a number of part-time box office staff. In addition to the Kiwanis Theatre, the

Theatre Programmer also has budgetary responsibility for Studio One, a common space

used by all three venues as programming space as well as rental space for the community

at large.

All three venues share a number of full and part-time staff in the areas of marketing,

technical, maintenance, and administrative.

The purpose of this manual is to provide information to the rental clients or potential

rental clients of the Kiwanis Theatre and/or Studio One.


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2. BUILDING HOURS AND SCHEDULING

Administration Office

The Administration Office is open 9:00 am to 5:00 pm Monday to Friday with the

exception of Statutory Holidays.

Box Office

The hours of operation are Monday to Friday, 9:00 am to 5:00 pm. The temporary Box

Office, which is utilized prior to a performance, is in the Theatre Lobby. The temporary

Box Office normally opens 60 minutes prior to the performance.

Kiwanis Theatre

The Kiwanis Theatre is open during performances only.

Studio One

Studio One is open for scheduled programming only.

Staffing

Generally, facility and/or maintenance staff is scheduled for work when there is any

public use of the building.


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3. DIRECTIONS

From Sarnia and Wallaceburg – Hwy 40 south to downtown Chatham, turn left at King

Street, take King to William Street, turn left at William and travel two blocks north. We

are located across from Tecumseh Park on the right hand side.

From Windsor and Detroit – Hwy 401 east to first Chatham exit (Bloomfield Road),

north on Bloomfield to Park Avenue, take Park Avenue to Queen Street, turn left on

Queen Street, keep right – street becomes William Street, follow William to Murray

Street. We are located across from Tecumseh Park on the right hand side.

From London and Ridgetown – Hwy 401 west to Hwy 40 (first exit), travel north to

Park Avenue, turn left on Park Avenue, take Park Avenue to Queen Street, turn right at

Queen Street, keep right – street becomes William Street, take William to Murray Street.

We are located across from Tecumseh Park on the right hand side.


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4. CULTURAL CENTRE FLOOR PLAN


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5. RENTAL OF THE CHATHAM CULTURAL CENTRE – KIWANIS

THEATRE

General

The Chatham Cultural Centre - Kiwanis Theatre is a municipal, non-profit theatre

committed to providing visitors with high quality, professional programs and facilities.

As such, the Theatre’s primary use is for performing arts activities. The Theatre can also

be made available for a number of other activities including but not limited to lectures,

films, meetings and graduations.

Limitations of Use

Services of a technician, custodian, stagehand and other appropriate trained personnel are

required for all activities. Rent, services and equipment will be assessed as outlined in

Appendix 1 - Approved Rates.

Scheduling Priority

The programs of the Kiwanis Theatre shall take precedence over any other rental

activities for the use of the Theatre. It is noted that a number of user group activities

are carried over from year to year with dates being confirmed on an annual basis with the

Theatre Programmer. These user groups include the Kiwanis Music Festival, Sears

Drama Festival, Theatre Kent, Chatham Cultural Centre Chorale, CKSS Annual Musical

and Families First. The use of the theatre by all other organizations shall be on a first-

come first-served basis subject to the scheduling priorities listed above.

The Kiwanis Theatre has a proscenium (picture frame) stage with an extended apron in

front. Seating capacity is 679 plus the wheelchair section, and is reduced when seats are

removed to accommodate an orchestra, bad sight lines, or a soundboard.

The Box Office is located at the administration office. The hours of operation are

Monday to Friday, 9:00 am to 5:00 pm. The temporary Box Office, which is utilized prior

to a performance, is in the Theatre Lobby. The temporary Box Office normally opens 60

minutes prior to the performance.

Restrooms are located in the basement, at both sides of the Theatre Lobby. Additional

restrooms are available behind the administration office and at the end of the hall past

Studio One. The Museum restrooms are on the first floor near the back, and the Gallery

restrooms are on the second floor. The restroom behind the administration office and the

Museum restrooms are wheelchair accessible.

Fire extinguishers are located in the lighting booth in the Theatre balcony, underneath the

window in the Theatre lobby, and backstage.


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There is a drinking fountain in the hall behind the administration office.

There is one pay phone at the entrance to the administration office.

Internet access is available in the backstage area as well as the booth.


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6. SEATING PLAN – KIWANIS THEATRE


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7. TECHNICAL SPECIFICATIONS

7.1

Catwalk 2 FOH catwalks

1 overhead downstage catwalk

Backstage tension grid

Control Equipment ETC ION Console

Instruments Strand #2205 Zoom Leko’s

Altman 6 x 12 Leko’s

Colortran 6 x 12 Leko’s Altman 6 x 9 Leko’s

Strand #2206 mini Leko’s

Berkey 4.5 mini Leko’s

Strand Fresnels

Altman Cornet 360 watt followspot

Sound 2 JBL Mpro 415 Speakers

2 JBL Mpro 418 Subs

1 14-channel mic/line Mixer

2 Crown Xti 2000 amps

DBX 1231 Stereo 31 Band Eq

DBX 223 Stereo 2-way Crossover 4 SM-58 microphones

2 Compact Disc Players

Intercom 5 Technical Projects Packs/Headsets

6 stations-front of house; 2 in lighting booth;

Upstage left; upstage right; sound (main floor)

5 Panasonic Wireless Handheld Communicators

Pianos Steinway, 5 ½ ft.

Seiler, 7 ft.

Access Load-in available from ground level approx. 30’

from parking lot entrance

Stage is 42” in height, ground to deck

Doors to stage 7’ x 7’, no centre post


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7.6 STAGE DIMENSIONS


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7.7 DRAPE LOCATIONS & SIZES


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7.8 CROSS-SECTION OF STAGE


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8. RENTAL SERVICES

The following are the services that are provided. Each service has a rate for non-profit

and commercial groups. Please refer to Appendix 1 of this Manual for the current year’s

prices.

Venue or Service

Kiwanis Theatre - 1 performance, max. 5 hours

Kiwanis Theatre - 2nd performance same day

Kiwanis Theatre - rehearsal/set-up time

Kiwanis Theatre - Sunday or Holiday

Studio One – hourly (2 hr min.)

Studio One – daily (8 hr max.)

Kitchen

Lighting Technician, Theatre or Studio Use

Stage Hands – 2 hr min.

Follow Spot

Follow Spot Operator

Sound Support

P.A. System

Risers, per unit

Piano Platform

Steinway Piano

Seiler Piano

Piano Tuning

Piano Moving

Merchandise Sales Commission

Box Office Services

Ticket Commission

Credit Card Surcharge

Debit Card Surcharge

Theatre Improvement Fund Charge

Mailouts / Postage


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9. RENTAL INFORMATION

9.1 General Procedures for Use of the Kiwanis Theatre

All uses of the Kiwanis Theatre shall be directed to the Theatre Programmer or his/her

designate. Any organization can place a hold on a date for up to one month without a

deposit requirement. During this time period, should another organization request the

same date, the original requestor shall have up to 2 working days to confirm by placing a

non-refundable deposit on the date or cancel. Should the original requestor release the

date, the second requestor shall provide a non-refundable deposit immediately to secure

the date.

9.2 Agreement

Once a date has been secured, an agreement will be prepared and two (2) copies will be

sent to the client for execution. The client is required to sign both copies and return them

to the Theatre with a non-refundable deposit of $250. The Theatre will then sign both

copies and return one fully executed copy to the client. The Theatre reserves the right to

request a deposit prior to the issuance of this agreement.

9.3 Basic Conditions of Use

All users of the Kiwanis Theatre shall completely indemnify and save harmless the

Chatham Cultural Centre and the Municipality of Chatham-Kent and shall provide proof

of separate public liability insurance of 2 million dollars. Users of Studio One shall

indemnify and save harmless the Chatham Cultural Centre and the Municipality of

Chatham-Kent and shall provide public liability insurance of 2 million dollars only if

admission is charged or if alcohol is being served.

Users shall conduct the event in a safe, secure and orderly manner.

Users shall remove all material and debris from the grounds immediately following the

event.

If the Theatre Programmer or his/her designate considers it appropriate to assign security

staff to supervise the event, such costs shall be charged to the licensee.

The operation of concessions in association with the event shall be prohibited unless the

Theatre Programmer or his/her designate provides permission. The Theatre shall receive

a commission of 15% of the gross sales for approved concession operations.

9.4 Refusal to Rent

The Theatre Programmer or his/her designate may refuse to rent the facility for any

event, activity or performance if he/she reasonably determines that the event, activity or

performance, or the audience response to the event, activity or performance, will cause

physical damage or unusual risk of damage to the facility. In addition, any history or lack


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of financial reliability or previous failure to comply with the operating procedures may

result in a refusal to rent.

9.5 Loading Entrance

All articles, exhibits, fixtures, materials, displays, etc., will be brought into or out of the

building only at such entrances as may be designated by the Theatre Programmer or

his/her designate.

9.6 Use of Auditorium Seating Area

The intent of this article is to avoid situations where it becomes necessary to re-clean the

Theatre or Studio after it has been made ready for a performance, and further, to protect

carpeting and seat upholstery from unnecessary wear and spoilage, and to ensure that the

Theatre seats are not used as storage places for coats, props, musical instrument cases,

etc.

The use of the Theatre seating area is restricted to people in possession of tickets. During

rehearsals, performances, setup and strike periods, the licensee's personnel should restrict

their activities to the stage, backstage, dressing rooms, and other areas as authorized by

the Theatre. Where it is necessary to view a rehearsal from an audience vantage point,

provisions can be made for a limited number of people to be accommodated in the

seating area for this purpose. However any more than 20 people in the audience seating

area during rehearsal will be considered a performance and the full theatre rental rate will

be charged.

9.7 Merchandise Sales

The Theatre is to receive a 15% commission on all merchandise sold in the lobby. The

Theatre can provide a seller if necessary, at no extra cost. The House Manager will settle

the revenue from sales with the company representative after the performance or run.

9.8 Objectionable Persons

The Theatre Programmer or his/her designate reserves the right to eject, or cause to be

ejected, from the facility any objectionable person or persons; and neither the Theatre nor

any of its officers, agents or employees shall be liable to the licensee for any damages

that may be sustained by the licensee through the Theatre’s exercise of such right. The

term “objectionable persons” shall include those persons who by virtue of disorderly

conduct, intoxication, disruptive behavior, violation of building policy, municipal,

provincial or federal law, make the proper conduct of business, an event, or the

enjoyment by others of that event, difficult or impossible.


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9.9 Compliance with Laws

The licensee will comply with all laws of Canada, the Province of Ontario, and all by-

laws and regulations of the Municipality of Chatham-Kent; and the licensee will not

suffer to be done anything on the property of the Theatre in violation of any laws, by-

laws, rules or regulations. The licensed premises shall not be used for any illegal,

indecent or immoral purposes.

9.10 Schedule of Rental Rates and Charges

A current schedule of rental charges for space, equipment, personnel, and services is

outlined in Appendix 1.

9.11 Front of House

Front of House staff including a House Manager, ushers and ticket takers will be

provided as part of rental charges.

9.12 Box Office Service to the Rental Client

All rental clients using the Kiwanis Theatre or the Studio One for a ticketed event,

must use the services of the Box Office. This provides consistency in ticket selling

policies as well as providing the Front of House staff with the proper information to

handle the house in a professional and safe manner.

A charitable organization number is required to access the non-profit rate.

Ticket commission is charged on all tickets sold and all complimentary tickets given

away over 20 per show.

Credit card and debit card surcharge is charged on the total of all sales paid by credit

card or debit.

Theatre Improvement Fund Charge is charged on all tickets including complimentary

tickets.

Postage will be charged back to the renter when tickets are mailed in bulk (ie.

subscription tickets) otherwise individual patrons pick up the cost of mailing.

It is requested that advertised ticket prices include the ticket commission charge and

theatre improvement fund charge.

All rates and services are subject to GST (HST will be applicable beginning July 1,

2010).


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10. GENERAL POLICIES

If you have any questions regarding the following policies or procedures, or if you

require additional information, contact the Chatham Cultural Centre. The local phone

number is (519) 354-8346 extension 31 or toll free (866) 807-7770.

10.1 Smoking

Smoking is prohibited in all areas of the Chatham Cultural Centre. The Centre is

designated as a non-smoking building. If smoking is included as part of a production, it

is the responsibility of the renter to attain guidelines and permission from the Theatre

Programmer or his/her designate.

10.2 Food & Beverages

Food and beverages are prohibited in the Chatham Cultural Centre except in Studio 1 and

the bar area operated by the Kiwanis Theatre.

Anyone using the kitchen at the Chatham Cultural Centre will need to ensure that food

products and food handling procedures are executed in a safe and sanitary manner in

accordance with Public Health requirements.

10.3 Nudity

Nudity is prohibited in the Theatre in all cases. No productions shall be allowed to

include nudity if they are to be performed in the Kiwanis Theatre or Studio One.

10.4 Live Animals

Animals are not allowed in the Kiwanis Theatre or Studio One, including on the stage.

The only exceptions that will be made to this rule are seeing eye and hearing dogs.

Exceptions are at the discretion of the Theatre Programmer or his/her designate.

10.5 Pyrotechnics

Pyrotechnics shall be allowed during productions, providing the renter has obtained a

permit. Written approval from the Chatham Fire Services Safety Inspector is required

prior to the event and must be on file in the Kiwanis Theatre Administration office.

10.6 Weapons & Gunshots

Weapons shall be allowed during productions, providing the renter has obtained a permit.

Gunshots are permitted providing the audience has been given appropriate warnings and

a permit has been obtained if necessary. Written approval from the Theatre is required

prior to the event.


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10.7 Set Construction

Any such acts such as nailing and screwing objects into the theatre floors and walls is

prohibited. Other set construction acts such as painting, etc, must first have been

approved by the Theatre Programmer or his/her designate.

10.8 Confetti

The use of confetti, in all cases, is prohibited in the Theatre.

10.9 Helium Balloons

The use of helium balloons is prohibited in the Theatre.

10.10 Videotaping in the Theatre

Videotaping is not permitted in the Theatre in most cases. Should a renter wish to

videotape a performance, this can be done under certain circumstances. The renter

should contact the Theatre Programmer to discuss the guidelines and arrange for the

proper forms to be completed.

10.11 Performance Policies

Children are welcome to all performances providing they are old enough to enjoy the

show. However, every person in the Theatre must have a ticket, including children of

all ages.

Latecomers will be seated at a suitable break in the performance at the discretion of

the House Manager.

Unless arranged in advance, cameras, recording, and communication devices are

prohibited inside the Theatre and must be checked with the House staff. Pagers and

cellular phones must be turned off.

No sitting or standing in or at the ends of aisles.

Smoking in the Theatre or other parts of the building is prohibited.

No drinking or eating is permitted in the Theatre.

All ticket prices include GST, handling charges and theatre improvement fund charge

where applicable.

Tickets will be mailed at the request of the customer providing it is within two weeks

of a performance. An additional cost will be added to your invoice.

Dates and performances subject to change.

10.12 Expulsion from the Theatre

The Theatre Programmer or his/her designate reserves the right to expel any person from

the theatre who:

Is found in the possession of:

alcohol


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weapons of any sort

air horns

pets or animals of any sort (with the exception of seeing eye/ hearing dogs)

unauthorized, offensive signs or banners

Is found using offensive/profane/threatening language with another patron or staff

Is found spitting/throwing/dropping objects

Is drunk

Is found passing alcohol to minors

Refuses to

wear proper foot attire

move from a prohibited area, or from a seat he/she doesn’t have a ticket for.


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11. SALE OF ALCOHOL

Theatre Clients – The Kiwanis Theatre has exclusive rights to conduct alcoholic and/or

non-alcoholic bar service prior to performances, during intermission and following a

performance.

Studio One Clients – Rental clients, excluding combined studio/theatre rentals,

conducting their own alcohol sales and/or service in Studio One must adhere to the

Municipal Alcohol Policy. Requirements will be discussed with the rental client upon

booking the space. If requested, a copy of the Municipal Alcohol Policy can be picked

up from the Chatham Cultural Centre Box Office.

Users of Studio One shall indemnify and save harmless the Chatham Cultural Centre and

the Municipality of Chatham-Kent and shall provide public liability insurance of 2

million dollars only if alcohol is being served.


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12. THEATRE SAFETY

Everyone using the facilities of the Chatham Cultural Centre is required to follow proper

procedures at all times. For all rentals, a technician and a stagehand are provided for

assistance, co-ordination and supervision. The Theatre Programmer or his/her designate

are to be informed of all plans with respect to staging, rigging and decoration of the

Theatre.

A copy of the “Safety Guidelines for the Live Performance Industry in Ontario” is

available backstage and in the administration office.


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13. BOX OFFICE LOCATION & HOURS

13.1 Location

Chatham Cultural Centre

75 William Street North

Chatham, Ontario

N7M 4L4

13.2 Hours

Monday to Friday, 9:00 am to 5:00 pm

1 hour prior to curtain in the front lobby of the Theatre

13.3 Contact Information

Information: (519) 360-1998

Box Office: (519) 354-8338

Toll Free: (1-866) 807-7770

Fax: (519) 354-4170

Online: www.cktickets.com

Email: [email protected]

13.4 Telephone Orders

Telephone orders can be taken during business hours as indicated above by calling 519-

354-8338 or by calling our toll-free number, 1-866-807-7770.

13.5 Faxed Orders

Faxed orders can be taken at any time by faxing 519-354-4170.

13.6 Mail Orders

Completed order forms may be mailed to Chatham Cultural Centre, 75 William Street

North, Chatham, Ontario, N7M 4L4.

13.7 Reservations

As a general rule, reservations are not available. Tickets must be paid for when they are

ordered.

http://www.cktickets.com/

mailto:[email protected]


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13.8 Exchanges

Tickets can be exchanged for another performance of the same show or another seat

location. The cost is $1.50 per ticket and is assessed to the patron at the time of exchange.

Exchanges must be done in person and unwanted tickets must be returned to the box

office.

13.9 Lost Tickets

Replacement tickets can be issued at a charge of $1.50 per ticket. Please visit or call the

Box Office to make arrangements.

13.10 Refunds

Refunds are not available as a general policy of the Cultural Centre. Exceptions will be

at the discretion of the Theatre Programmer or his/her designate and an administration fee

of 15% of the total will be assessed to the patron. Cash refunds are not given in any case.

13.11 Right to Refuse

Box Office staff retains the right to refuse to sell tickets to anyone whose conduct they

feel is inappropriate.

13.12 Surcharges

Ticket prices may include a Theatre Improvement Fund charge and the applicable Box

Office charge.

13.13 Patron Services

Parking is free in the Chatham Cultural Centre lot and on streets surrounding the Centre.

Check municipal signage for allowable times to park. The Centre is wheelchair

accessible. Enter via the parking off of William Street North.

Wheelchair and Hearing Enhancement devices are available at no charge. Call the Box

Office 48 hours in advance. Additional amenity requests can be identified with the Box

Office Clerk.

13.14 Discounts

Group discounts are available on selected shows for groups of 20 or more. Contact the

Box Office for details.

chatham cultural centre rent… · the history of the chatham cultural centre, a public, non-profit...

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