SPACE USE POLICIES

SUBMITTING A REQUEST + LOAN-OUT RATES

SUBMITTING A REQUEST

Student groups and University departments interested in reserving a TAPS space for their event should fill out our Loan-out Request Form. Please review our rates (below), general policies, and space-specific policies before sending a request. This form is intended for use in scheduling public events; student group rehearsals will continue to be scheduled through the TAPS Calendar.

Click Here to Fill Out a Loan-out Request Form

Scheduling

Stanford TAPS will schedule use of its facilities, with priority given to official University events and TAPS programs and activities. We will do our best to accommodate your event request, though there are many outside factors that determine our ability to open a space for an outside event.

Loan-Out Rates

Renters of TAPS spaces must be able to pay through Stanford iJournal.

All facility loan-outs have a four hour minimum and include use of basic theater equipment (projection, lighting and sound) that is already in the space. Some venues vary in set up of equipment and seating; please confirm understanding of available equipment prior to committing to the venue.

All facility loan-outs require a qualified Venue Supervisor.

BASE EQUIPMENT RATE
  Stanford Student Group Other Stanford Entity
Small Venue* $25/hr $50/hr
Large Venue** $50.00/hr $75.00/hr
STAFF SUPERVISOR RATE
Stanford Student Group Other Stanford Entity
Straight Time $50/hr $75/hr
Over Time $75.00/hr $115.00/hr
12AM - 8AM $125.00/hr $175.00/hr
Stanford Holiday Double the applicable rate Double the applicable rate
STUDENT SUPERVISOR RATE
                           Stanford Student Group Other Stanford Entity
$20/hr $30/hr
ADDITIONAL CHARGES
  Stanford Student Group Other Stanford Entity
Serving Food $250/venue $250/venue
Serving Food a/o Alcohol $300/venue $300/venue
Exclusive Occupancy
Multi-day only
On request On request
Piano Rental
Client responsible for cost of professional moving and tuning
$200.00 $200.00



*Small Venues include Prosser Theatre, most Roble studios and the following in Memorial Hall; M121-Green Room, M125-Seminar Room, and M129-Acting Studio.
**Large Venues include Pigott Theatre, Roble Studio Theatre (R123) and the Roble Dance Studio (R113).


Billing is done in half hour increments only and includes any time supervisor is required to be present in venue, excluding breaks.

Supervisors must have a scheduled meal break of no less than 30 minutes to 1 hour every 4 to 5 hours or a 1 hour meal penalty will apply. If meal break is less than 30 minutes additional charges for meals will apply.

Supervisors are not run crew. Supervisors are able to advise on use of TAPS equipment but renter should be prepared to provide technicians to operate equipment for their event or production.

Staffing assumes use of rep lighting/video/sound plot and no moving of seating or scenic curtains. Any changes to rep set up will incur additional charges.

Additional staff and or cleaning may be required depending on the nature of the event.

All use must adhere to the applicable Facility Use Policy found on the TAPS website under each venue name.

If minors (children under the age of 18) are involved in the event or production all applicable policies must be followed

Memorial Auditorium is booked through the Registrar’s Office and 25Live and will include costs from Event Services for the lighting and sound systems in the space.

Commercial activity, solicitation or other retail activities on the Stanford campus are governed by the University Policy on Unrelated Business Activity (see Administrative Guide 15.3 - pdf) and Internal Revenue Service tax codes.

GENERAL SPACE USE POLICIES

DEPARTMENT PRIORITIES

Please note that our spaces are highly sought-after. TAPS follows the below guidelines for prioritizing the use of the space:

  1. University and Departmental use as required
  2. TAPS classes, labs and workshops as required to support the academic mission
  3. TAPS Departmental productions, final rehearsals, and performances
  4. Stanford Events and Stanford Live activities as appropriate for the space
  5. TAPS Departmental production rehearsals
  6. TAPS sponsored activities or groups with supervision
  7. Other university activities that are appropriate for the space and the other ongoing activities

Building Occupancy Limits

Each space has a specific occupancy limit. There will be no exceptions made to this occupancy limitation. Any group that fails to observe this limit will be denied future access to these facilities.

General Policies

Policies listed here may be in addition to University policy. Violation of policy may be cause for loss of building privileges.

  • A building supervisor will be present for all TAPS department sponsored activities and will act as our representative to ensure that activities are safe, properly scheduled, and that policy is followed.
  • A qualified and trained technical supervisor shall be present for all non-TAPS activities and will act as the responsible university representative to ensure that activities are safe, properly scheduled and that policy is followed.
  • The spaces within this building are not available for use without an approved reservation. Groups that use these spaces without a reservation shall be denied future access to the space.
  • If a space is reserved but not used, effectively blocking other groups, future bookings may be affected.
  • Cancellations must be received at least 24 hours in advance in order to let the reserved space go to other groups.
  • In booking a space you must be aware of any groups using the space both before and after your activity. Please make sure that your participants do not intrude on the group scheduled before your activity or extend beyond the time that you have scheduled.
  • There shall be no open flame within this building at any time unless a specific permit has been obtained. Permits, which have many very specific requirements and conditions, will be facilitated by the Department’s Technical Director.
  • Any decorations or theatrical type sets or materials must be constructed with flame resistant materials or be treated with an approved flame retardant chemical.
  • No banners, posters or materials of any kind may be tacked, pinned or taped onto any of the buildings walls, seats, windows or doors. Inappropriately posted materials and remaining tape will be removed at the event sponsor’s expense.
  • Scotch tape is not permitted on any building surface or theater chair. If tape must be used, it must be used sparingly and only “blue painters tape” is acceptable.
  • When using amplified sound or loud instruments, you must be respectful of the other scheduled activities in the building.
  • If you use rehearsal furniture, please return each piece to where you found it before you leave.
  • Generally, as you leave, the space you used must be left clear, clean and ready to use with the rehearsal furniture placed neatly against the perimeter walls.
  • At the conclusion of an event where food is served, it is the responsibility of the person that booked the event to make sure that the space has been left clean and that all food has been properly disposed of. Food is not to be left inside the building past the initial serving.
  • Receptions and work sessions or classes that provide food and/or drink are never permitted within any theater space.
  • The sponsor for a special event is directly responsible for all direct costs incurred to support the event including, but not limited to, custodial, technical costs and supervision. All details relating to how the building will be used for the special event must be agreed to in advance.

MEMORIAL AUDITORIUM

Memorial Auditorium is scheduled by the University Registrar's office as governed by University policy and is not available to outside groups or individuals. The scheduling of this space is complicated by the fact that TAPS is housed in this building and has some priority to the calendar. Unfortunately, due to the layout of the performance spaces in this building, only one performance space may be used at a time for any activity other than classes. Many spaces within this building are controlled and operated by TAPS. TAPS spaces within Memorial Hall are available for online booking for TAPS activities and to other qualified university groups only on an “as available” basis.

BUILDING HOURS

The Memorial Auditorium space is closed other than for performances or events. Other TAPS spaces in Memorial Hall are typically open weekdays between 9am and 7pm. The building is closed most school holidays. All after-hours, weekend, or holiday use of this building must be arranged for in advance and scheduled on the calendar. Supervision is required for all activities in Memorial Auditorium and is subject to a fee.

AVAILABLE SPACES

Memorial Auditorium – This large theater space is where the University stages many of its larger events. Seating is available on two levels with seating up to 1711. The stage area covers 4,870 square feet behind a 40 foot wide proscenium. Theatrical lighting, rigging, curtains and sound systems are installed. It should be noted that the use of this space conflicts with Pigott Theater and Prosser Studio Theater. When there are activities scheduled in any one of the spaces, the other two will be restricted.

The Green Room – A 560 square foot room directly adjacent the main stage and the Pigott stage. This space is utilized for small meetings and receptions as well as providing support space to the scheduled activities of both stages. When there are activities scheduled on the main stage, this space will not be available for meetings or other unrelated activities. This space is automatically included with a Memorial Auditorium booking.

Specific Use Policies

Policies listed here are in addition to General TAPS Spaces policy and University policy.

  • A building supervisor will be present for all TAPS department sponsored activities and will act as our representative to ensure that activities are safe, properly scheduled, and that policy is followed.
  • All events in this space require special custodial and technical services that the sponsor or booking group must pay for. Work orders must be submitted prior to event approval.

Booking Procedures

Contact the Registrar’s Office for booking an event in this space.

PIGOTT THEATER

Pigott Theater is scheduled and managed by TAPS at an “as available” basis. Pigott is available for TAPS activities and to qualified University groups; TAPS reserves the right to reschedule events and/or activities based upon the needs of its academic activities and programs.

Pigott Theater is not available for use by outside groups or individuals.

BUILDING HOURS

Pigott is generally open weekdays between 9am and 7pm. The building is closed most school holidays. All after hours, weekend or holiday use of this building must be arranged for in advance, scheduled on the calendar, and may require direct supervision by staff which would be subject to a fee.

Holiday use of this space is prohibited unless arranged for in advance and a TAPS faculty or staff member is to be present the entire time of occupancy.

AVAILABLE SPACES

Pigott Theater – This Theater is where the majority of TAPS’s major productions are staged, as well as occasional lectures, symposiums, and workshops. Seating is available for 194. The stage area covers 1,380 square feet behind a 28 foot wide proscenium. Theatrical lighting, curtains, projection, and sound systems are installed. It should be noted that the use of this space conflicts with Memorial Auditorium and Prosser Studio Theater. When there are activities scheduled in any one of the spaces, the other two will be restricted.

The Green Room – A 560 square foot room directly adjacent the Memorial Auditorium and the Pigott stage. This space is utilized for small meetings and receptions as well as providing support space to the scheduled activities of both stages. When there are activities scheduled on either of the stages, this space will not be available for meetings or other unrelated activities. This space is automatically included with a Pigott Theater booking.

Specific Use Policies

Policies listed here are in addition to General TAPS Spaces policy and University policy.

  • A building supervisor will be present for all TAPS department sponsored activities and will act as our representative to ensure that activities are safe, properly scheduled, and that policy is followed.
  • All events in this space require special custodial and technical services that the sponsor or booking group must pay for. Work orders must be submitted prior to event approval.

BOOKING PROCEDURES

Visit the TAPS Production Calendar for booking student rehearsals. To book a public event, fill out this form. Questions may be emailed to TAPSCalendar [at] stanford.edu

PROSSER STUDIO

Prosser Studio Theater is scheduled and managed by TAPS at an “as available” basis. Prosser is available for TAPS activities and to qualified University groups; Prosser is not available for use by outside groups or individuals. All activities must be booked in advance. TAPS reserves the right to reschedule events and/or activities based upon the needs of its academic activities and programs.

AVAILABLE SPACES

Prosser Studio Theater -- Prosser Studio is a 1,370 square foot black box studio theater. The seating capacity is 30 to 55, based upon the chosen seating configuration. Theatrical lighting, sound, and video systems are available for use. The adjoining space, room 204, is dedicated to supporting the activities of the Prosser Studio Theater. It should be noted that the use of this space conflicts with Memorial Auditorium and Pigott Theater. When there are activities scheduled in any one of the spaces, the other two will be restricted.

Specific Use Policies

Policies listed here are in addition to General TAPS Spaces policy and University policy.

  • Details outlining any activity where an audience will be invited must be submitted in advance to the Department’s Technical Director for compliance review and approval.
  • Prosser’s illuminated exit signs must remain visible to all occupants at all times.
  • Appropriate egress, or exit, paths must be maintained at all times. These paths may change based upon the set or audience configuration and must be agreed to in advance of use.
  • Cables, stage properties, production equipment, equipment operators, and other tripping hazards are never permitted in any egress or exit path.
  • Scenery or props may not be utilized that would block the fire sprinklers.
  • Productions or activities that alter the lighting plot configuration must restore to the standard plot when that activity is complete.
  • The projection system is also used for classes; it should not be moved or altered. Exceptions may be made for projects, but the department’s production staff will be responsible for relocating the equipment.
  • Those that use Prosser are responsible for cleaning; custodians do not clean this space.
  • The backstage area, Room 204, must be kept neat and clean. A proper egress path shall be maintained through this space at all times.

BOOKING PROCEDURES

Visit the TAPS Production Calendar for booking student group rehearsals. To book a public event, fill out this form. Questions may be emailed to TAPSCalendar [at] stanford.edu

NITERY STUDIO

The Nitery Studio Theater in Old Union is operated by the TAPS Nitery Studio Board.

BUILDING HOURS

Please note that there are no regular hours for this space. All activities within this space must fall within the agreed upon hours and all participants must be outside the building by closing time so that the supervisor may lock up and secure all spaces. After hours use of this facility is prohibited without advance arrangement and consideration.

AVAILABLE SPACES

The Nitery Theater – A 1,820 square foot black box studio theater with a typical seating capacity of 72 to 82. Theatrical lighting and sound systems are available along with reconfigurable audience platforms. Attached to the theater is a 273 square foot dressing room with restroom and a 112 square foot “backstage” service area. There are no storage areas available at the Nitery.

Specific Use Policies

The absolute occupancy limit for this theater is set by the seating configuration. Extra rows of chairs may not be added without advance approval and at no time may people sit in the aisles or exit pathways.

  • All exit pathways, including the one running across the stage area, must remain completely clear at all times.
  • A building supervisor will be present for all activities open to the public and will act as our representative to ensure that activities are safe and that policy is followed.
  • Receptions serving food or drink are not permitted within the Nitery Theater.
  • Our arrangement with the custodial contractor is to provide only basic services to support our programmatic need. Special events and productions require special services that the sponsor or booking group must pay for.
  • When using amplified sound or loud instruments in this building, you must be respectful of the other scheduled activities in the building.

BOOKING PROCEDURES

The Nitery Studio Theater in Old Union is operated by the TAPS Nitery Studio Board. Questions about scheduling space may be emailed to TAPSCalendar [at] stanford.edu

ROBLE GYM

The Roble Gym building is operated by the Department of Theater & Performance Studies (TAPS) which is dedicated to maximizing the utilization of its spaces (within its means) for the performing arts community of Stanford University. Meeting and rehearsal rooms of the Roble Gym building will be available for online booking to qualified university groups and individuals on an “as available” basis. Application for use of one of the Roble spaces for a special event or performance must be made far in advance to the designated facility coordinator. The Department of Theater & Performance Studies reserves the right to reschedule events and/or activities based upon the needs of its academic activities and programs.

BUILDING HOURS

The building hours vary and are shown on each of the calendar pages and at the building’s front entrance. The building is closed most school holidays. All after hours or holiday use of this building must be arranged for in advance, scheduled on the calendar and will require direct supervision of faculty or staff which may be subject to a fee.

SPACE DESCRIPTIONS

Roble Seminar Room 139 – A 500 square foot seminar room for as many as 30 individuals around one table. White boards, bulletin boards, projector with sound system and a projection screen are available.

Roble Classroom 137 – A 460 square foot basic classroom with white board, bulletin boards, a projection screen, projector with sound system, and work tables for 16 to 18 individuals.

Roble Studio Theater 123 – This 6,540 square foot space features a new “black box” theater. Seating platforms will be available to provide various configurations as approved by the county.

Roble Studio 136 – A 900 square foot room with sprung floor dedicated to acting classes, workshops and production rehearsals. There is a selection of rehearsal furniture that resides in this space to facilitate the intended activities.

Roble Lounge 102 – This space is dedicated for student activities, meetings and receptions during the building’s normal operating hours. Groups may reserve the lounge for special events that are scheduled after normal operating hours.

Roble Studio 113 (Roble Dance Studio) – This 5,220 square foot space is used exclusively for Dance. The floor in this space is sprung and the floor is maintained to support only dance activities.

Roble Studio 114 - An 890 square foot dance and movement studio. One full wall is mirrored. The floor in this space is sprung and the floor is maintained to support only dance activities.

Roble Studio 115 – A new 3,067 square foot dance and movement studio with a cushioned dance wood floor over concrete.

Roble Studio 117 - A 540 square foot rehearsal room with a rubber floor over concrete. This space is very basic and has rehearsal furniture available to support acting classes and the production rehearsal process.

Roble Courtyard – This internal space will be available for receptions and special events, but only outside of normal operating hours.

SPECIFIC USE POLICIES

Policies listed here are in addition to General TAPS Spaces policy and University policy.

  • The kitchen and its equipment are reserved for use by our faculty and staff only. After serving an event or reception, the kitchen and its dishes must be immediately cleaned by the participants.
  • Our arrangement with the custodial contractor is to provide only basic services to support our programmatic need. Special events, productions or receptions require special services that the sponsor or booking group must pay for.

Booking Procedures

Visit the TAPS Production Calendar for booking student group rehearsals. To book a public event, fill out this form.  Questions may be emailed to TAPSCalendar [at] stanford.edu