Renting Our Spaces
- Theatre Rental Rates and Conditions
- Receptions
- Lobby Displays
- Vancouver Services and Suppliers for Visiting Productions
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Rental Rates and Conditions
For more information contact our Booking Manager, Peter Kendall at 604.665.3028.
Rental Rates
For September 1, 2011 to August 31, 2012[top]
Conditions
Taxes
All listed rates and fees, unless specifically exempted, are subject to Harmonized Sales Tax (HST) in accordance with Federal Legislation. Current rate: 12%.
Additional Information, Terms & Conditions
1. Performance or Event Time Allowance:
Not to exceed 5 hours (includes 1 hour before curtain time). When a performance continues beyond the allotted 5 hours, it will be subject to additional rental at a rate equal to 20% of the basic rental for each hour or part.
2. Other Time Allowance:
Included with rental:
An additional allowance of up to 5 hours on the day of performance is allowed for taking-in or on-stage rehearsal. This time may not conflict with other scheduled events.
Additional Charge:
Any additional taking-in or on-stage rehearsal time, before 5 p.m., will be charged at the following rate:
- Queen Elizabeth Theatre: $480 per hour
- Orpheum: $480 per hour
- Orpheum Annex: $50 per hour
- Vancouver Playhouse: $310 per hour
3. Stage Use Only:
Schedule Conflict:
Where stage use precludes the scheduling of another event, the following rental rates will apply. The number of days permitted at these rates is at the discretion of the Director of Civic Theatres:
- Queen Elizabeth Theatre: $6,000 Sunday - Friday; $12,000 Saturday
- Orpheum: $6,000 Sunday - Friday; $12,000 Saturday
- Orpheum Annex: $500 per day
- Vancouver Playhouse: $1,585 Sunday - Friday; $3,170 Saturday
Rehearsals without Performance Rental:
On-stage rehearsals for events not taking place in the Civic Theatres will be charged at the rates set out in Clauses 2 and/or 3 of this schedule.
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4. Rehearsal Room, Recital Hall & Green Room Use:
Licensee Use:
At the discretion of the Director, a Licensee may use the Rehearsal Room, Recital Hall and/or Green Room, in the venue rented, in preparation for or at the time of performance. Any additional costs arising from this use, such as stage crew, stage door attendants or building service workers, will be charged to the Licensee.
Other Use:
When not being used by the Licensee, the Rehearsal Rooms, Recital Hall and Green Room are available for rent at a rate of $25 per hour, $100 per day, $300 per week (monthly rates available), plus all staffing and cleaning costs. Rental rates differ when these areas are used for receptions (see "Receptions Within Theatre Spaces").
5. Stage Crew:
Included with Rental:
As required, the services of a stage carpenter and/or lighting console operator are provided for the performance/event and for taking-in and on-stage rehearsal for up to 8 hours in any one day. Any time over the 8 hour allowance is chargeable to the Licensee.
Additional Charge:
When, during the run of a show, the stage is used for conducting classes or for rehearsals for performances elsewhere, the use of the stage and the services of any and all stage crew (including those noted above) are chargeable to the Licensee.
All stage crew services, except as indicated above, are the Licensee's expense and are to be paid at the time of the performance to IATSE Local 118.
6. First Aid Attendant:
British Columbia Workers' Compensation Board regulations require the presence of an Occupational First Aid Attendant, Level II, whenever the employer's workforce exceeds 50 people. If, on behalf of a Licensee, the Theatre provides such a person, the (current) cost is $30 per hour, 4 hour minimum call.
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7. Security:
At the discretion of the Director, some Licensees may be required to provide a damage deposit of at least $2000 and/or at the Licensee's expense, a stated number of security personnel (uniformed off-duty police and/or licensed security firm personnel).
8. Surcharge:
To help finance Civic Theatres' capital improvements, a surcharge of $2.50 per patron attending events in any Civic Theatres' venue ($2.25 per patron for City-supported, local non-profit performing arts organizations) will be applied. Where a grant in lieu of rent is given by City Council, the grant cannot be applied to this surcharge. A limit of up to 10% of the total paid patrons attending an event may be complimentary and exempt from surcharge. With prior arrangement, the 10% limit may be increased for promotional strategy to stimulate sales for further performances in the run of a presentation or future similar presentations in a series.
Surcharge collection is by one of the following arrangements:
- The commercial box office - Ticketmaster - collects and remits the applicable surcharge on each ticket over $20 sold through their facilities.
- At events where individual tickets are sold through a process other than the above, the applicable surcharge is still in effect. It is payable on the day of the event, based on a count of the paid patrons entering for the event with a ticket valued over $20.
- At non-ticketed or free-admission events except for school graduations and church services, the applicable surcharge is still in effect. It is payable on the day of the event, based on a count of the patrons entering for the event.
- At the discretion of the Director, a deposit of $1,500 may be required in advance of the event. The Licensee may then apply for a refund, if applicable.
All tickets must have a printed price and complimentary tickets must be stamped accordingly. The number of Complimentary Tickets exempt from the surcharge is limited to 10% of the total number of tickets taken at the door. If tickets are not stamped, they will be counted as regular tickets for purpose of assessing the surcharge.
The surcharge will be applied to events such as meetings where there are no ticket sales. It is payable on the day of the event, based on a count of the patrons entering for the event. This surcharge is subject to change without notice.
Ticketing Policy
Please note that as of January 1, 2012, Vancouver Civic Theatres requires that all audience members, including children, must have a ticket. There are no exemptions to this policy regardless of the child’s age.
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9. Non-refundable Rental Deposit:
The required rental deposit, which is non-refundable and subject to HST, will be:
- Queen Elizabeth Theatre: $3,000 per performance period or set-up day plus HST
- Orpheum: $3,000 per performance period or set-up day plus HST
- Orpheum Annex: $250 per performance period or set-up day plus HST
- Vancouver Playhouse: $800 per performance period or set-up day plus HST
In the event of a cancellation for any reason, the deposit is non-refundable. If the date is subsequently rented by another Licensee, 50% of the deposit may be refunded. Payment may be made by cheque or bank draft. The City of Vancouver charges a $20 administrative fee for any cheque presented in payment, but returned as not negotiable.
10. Insurance:
A certificate of Public Liability and Property Damage Insurance, for a minimum of $5 million of coverage per event, and with the City of Vancouver as the additional insured, is mandatory. Insurance can be arranged through Vancouver Civic Theatres.
11. City Licence Fee:
Ticketed events are subject to the following fee (HST not applicable) which is subject to change without notice.
| Per Day | Per Week | |
| Queen Elizabeth Theatre | $196 (non-profits $34) | $385 (non-profits $43) |
| Orpheum | $196 (non-profits $34) | $385 (non-profits $43) |
| Orpheum Annex | $126 (non-profits $34) | $250 (non-profits $43) |
| Vancouver Playhouse | $145 (non-profits $34) | $291 (non-profits $43) |
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12. Commision on Merchandise & Collateral Sales:
There is a charge of 20% of the gross receipts from Souvenirs, Programs, Librettos or any other article offered or displayed for sale, or for which a donation in kind is taken, in any Civic Theatre's venue, by a Licensee. In all cases, the sanction of the Director must be obtained before any such sale or exchange for donation is conducted.
13. Receptions:
For details, see the "Receptions Within Theatre Spaces" rates and information area. Any stand-alone reception in these spaces may be pre-empted by a performance up to one month prior to reception date, unless full performance rental is paid. There is no additional rental charge to the Licensee unless outside the 5-hour event time allowance.
14. Special Set-Up Charges:
The right is reserved to make certain additional charges for special seat set-ups, stage, electrical, audio or utility services, including preparing tape recordings.
15. Electronic Tape or Broadcast:
Television and radio broadcasts are permitted by prior arrangement only, with the right reserved to make an additional charge for such broadcasts. There is a separate payment of $1,500 per event for rights to videotape a stage event for commercial purposes. The Licensee must inform patrons, at the time of their ticket purchase, of the intent to have film or electronic recording equipment operating in the auditorium during the performance.
16. Film & Photo Shoots:
The venue use fee for video, film and photo shoots, which precludes a performance, is:
- Queen Elizabeth Theatre: $6,000
- Orpheum: $6,000
- Orpheum Annex: $500
- Vancouver Playhouse: $1,585
For shoots during irregular hours the fee is:
- Queen Elizabeth Theatre: $480 per hour
- Orpheum: $480 per hour
- Orpheum Annex: $50 per hour
- Vancouver Playhouse: $310 per hour
plus all applicable staff/crew costs, with a 4-hour minimum. If the shoot invites or makes use of an audience, additional conditions and charges will apply.
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17. Lobby Exhibits & Sampling: See Lobby Displays area
18. Temporary Seating:
The Director may permit additional temporary seating to be placed in the Queen Elizabeth Theatre and Vancouver Playhouse orchestra pits and/or on stage there or in the Orpheum, the set-up and take-down to be at the Licensee's expense. The configuration and number of permissible seats is subject to approval by the Vancouver Fire Department.
Seating Capacities
Queen Elizabeth Theatre
- 2,765 without orchestra pit + 16 wheelchair spaces
- 2,649 with small orchestra pit + 16 wheelchair spaces
- 2,559 with large orchestra pit + 16 wheelchair spaces
Orpheum
- 2,672 + 16 wheelchair spaces
Orpheum Annex
- 190 + 3 wheelchair spaces
Vancouver Playhouse
- 668 + 5 wheelchair spaces
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Receptions
For more information about the following, contact our Audience Services Manager, Diane MacDonald at 604.665.3025.
Theatre Lobby Receptions
Queen Elizabeth Theatre
The Queen Elizabeth Theatre lobby space is very flexible and has designated areas on orchestra, mezzanine and balcony levels able to accommodate receptions of 40 to 900 people. Please note: Reception bookings are subject to certain time restrictions.
Lobby Area Capacities |
Performance Availability |
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| Area | Capacity | Pre-show | Intermission | Post-show |
| Main Level | 888 | No | No | Yes* |
| Mezzanine East Lobby | 40 | Yes | Yes | Yes |
| Balcony East Lobby | 80 | Yes | Yes | Yes |
| Mezzanine Lobby | 321 | No | No | Yes* |
| Balcony Lobby | 509 | No | No | Yes* |
* Reception may begin once lobby has cleared (approximately 15 minutes)
Orpheum Theatre
The unique and ornate nature of the Orpheum Theatre lobby allows for a wide variety of spaces to accommodate almost any reception of between 50 and 200 people. Again, availability is subject to certain restrictions, so please consult our Audience Services Manager.
Lobby Area Capacities |
Performance Availability |
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| Area | Capacity | Pre-show | Intermission | Post-show |
| Smithe | 80 | No | No | Yes* |
| Seymour | 200 | No | No | Yes* |
| West Coast | 150 | No | No | Yes |
| Poster Bar Gallery | 50 | No | No | Yes* |
| Granville Entrance | 75 | No | Yes | Yes* |
| Mezzanine Gallery | 75 | Yes | Yes | Yes |
| President's Lounge | 60 | Yes | Yes | Yes |
* Reception may begin once lobby has cleared (approximately 15 minutes)
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Vancouver Playhouse Theatre
The smaller, more intimate atmosphere of the Vancouver Playhouse lobby can accommodate receptions of up to 250 people on the orchestra or balcony level. However, the Playhouse lobby is only available for post-show receptions. For more information, please consult our Audience Services Manager.
Lobby Area Capacities |
Performance Availability |
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| Area | Capacity | Pre-show | Intermission | Post-show |
| Main Lobby | 268 | No | No | Yes* |
| Balcony Lobby | 185 | No | No | Yes* |
* Reception may begin once lobby has cleared (approximately 15 minutes)
Receptions Within Theatre Spaces
In addition to receptions within our lobby spaces, we have many other options we can offer for your reception or event related needs. Consider an On-stage, Green Room or Recital Hall gathering.
Reception Area Rental
| Location | Time | Rates (plus applicable taxes) |
| Lobby, Rehearsal Room, Green Room, Recital Hall | Pre-show | Receptions held in conjunction with a performance, beginning one hour prior to curtain, are not subject to a rental fee. |
| Lobby, Rehearsal Room, Green Room, Recital Hall, Stage | Post-show | Receptions held in conjunction with a performance, ending within Licensee's performance time allowance, are not subject to a rental fee. |
| Lobby, Stage | Stand-alone event |
$460 per hour in 30-minute increments. |
| Recital Hall, Green Room | Stand-alone event |
$25 per hour or part thereof. |
Note: A stand alone reception booked at the above rates may be pre-empted by a performance up to 1 month prior to a reception date. A reception may not be pre-empted where the full applicable performance rental has been paid.
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Staff Charges
| Staff Position | Hourly Rate (plus applicable taxes) |
| Supervisor | $34.50 |
| Bartender | $31.50 |
| Usher | $31.50 |
| Door Attendant | $31.50 |
| Coat Check | $31.50 |
| Stage Door | $29.00 |
| Maintenance | $44.50 |
| House Electrician | $43.50 |
| Cleaner | $33.50 |
| Garage Attendant | $30.00 |
Related Information: Supervisor charges apply to stand-alone receptions and lobby events with bar service. Maintenance/cleaner charges are based on man hours required for set-up, strike and special cleaning. Garage attendant charges only apply after midnight.
Note: Pre-show, intermission, post-show and stand-alone receptions have a 4 hour minimum charge per employee. There is a 50 alcoholic drink minimum against each bartender ($400).
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Bar Prices (including applicable taxes)
| Product | Premium | Specialty |
| Spirits | $6.50 | N/A |
| Liqueurs | $7.50 | N/A |
| Wines | $8.00 | N/A |
| Beer | $6.50 | N/A |
| Cider | $6.50 | N/A |
| Sparkling Mineral Water | $3.50 | N/A |
| Bottled Water | $3.00 | N/A |
| Juices | $3.50 | N/A |
| Soft Drinks | $3.00 | N/A |
| Coffee | $2.50 | N/A |
Related Information: Local city-approved non-profit Licensees may provide their own alcoholic and non-alcoholic beverages at post-show receptions. If alcohol is to be served, then the Licensee must obtain a Special Occasion License. If the alcohol is to be served in a lobby, then Civic Theatres is required by law to de-license the area being used.
Note: A 15% gratuity will be charged on the net price of beverages consumed during host bar receptions in which Civic Theatres purchases and/or pours the beverages.
Miscellaneous Rates
| Item | Rental Rate |
| Glassware | Rental glassware is required for all events with more than 50 guests. |
| Tables and Chairs | Charged according to set-up time (hourly rate). |
| Sound Equipment | Subject to availability. An IATSE Stage Crew member must be present during set-up , run and strike of equipment. There is a 4 hour minimum charge per crew member. |
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Lobby Displays
For more details, consult our our Audience Services Manager, Diane MacDonald at 604.665.3025.
A - Definition
- A display is defined as anything occupying floor or wall space for the purpose of communication or promotion.
B - General Conditions
- Vancouver Civic Theatres (VCT) reserves the right to limit displays and their content.
- Single displays constitute an area of up to 6' x 8'. Size limitations and placement will depend on the venue as well as the nature and scope of the event.
- Maximum number of cars on display in lobbies -- Queen Elizabeth Theatre (2), Orpheum (1), Playhouse (1).
- Subject to availability, VCT display equipment is provided free of charge to Licensees for in-house use.
- If repair, maintenance or cleaning of any kind results from display activity, the Licensee will be held responsible for costs.
- If VCT is required to set up displays, provide staff, conduct sampling/giveaways, or otherwise perform display related duties, hourly wage rates (minimum $31.50 per hour per person + HST) will apply. A four hour minimum may be applicable.
- Licensees (or those erecting displays) must ensure that:
- displays "stand alone", or are attached according to VCT criteria;
- displays allow for free flow of patrons, meet safety standards and conform to all regulatory body policies;
- displays are consistent with the image of the venue.
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B - Displays at No Charge
- Displays designed for Licensee promotion only (no sponsor identification).
- One display per performance, involving sponsor activity/identification on VCT property.
- Sponsor listings on placards and/or banners to a maximum of 4. Individual placards must fit a standard size easel. Banner hanging points, orientation and maximum dimensions will depend on the venue.
- Poster and pamphlets as placed by VCT staff in pre-designated areas.
- Displays within a reception area, oriented for exposure to guests only.
- Displays on stage, above stage and back stage.
- The sale of raffle tickets.
- Donation boxes may not be placed on tables selling and/or giving away merchandise and/or service. Donation boxes must be handled exclusively by the Licensee and/or sponsor and may not be stored on VCT property.
- Silent auctions .
B - Chargeable Displays
Sponsor displays
- Each additional display above the one display at no charge, involving sponsor identification/activity on VCT property. Examples include: cars displayed for raffles, floral arrangements identifying the florist, tables/kiosks promoting a product and/or service of a sponsor.
- Each additional sponsor listing above the maximum four placards and/or banners.
- Rate is $55 per display per performance plus HST.
- Maximum of $385 per performance plus HST.
Non-sponsor displays
- Any display not covered elsewhere in this policy is chargeable at the non-sponsor display rate.
- The Licensee will be informed of any non-sponsor display arranged directly with VCT.
- The Licensee will receive 15% of the net non-sponsor display revenues when such displays are arranged by VCT.
- Rate is $110 per display per performance plus HST.
- No maximum.
Displays involving sales
- The following commissions will be levied by VCT on merchandise being sold on VCT property:
- CDs and DVDs -- 15% of net sales plus HST
- Books sold by bookstores -- 15% of net sales plus HST
- Books sold by an artist and/or merchandiser -- 20% of net plus HST
- All other goods -- 20% of net sales plus HST
- If products are sold by donation then VCT will determine the potential revenue of the product and pre-determine a flat rate based on a commission rate of 20% plus HST. The flat rate will be pre-collected by the Booking Coordinator with the rental charges.
Special note: For runs of more than 2 weeks, the merchandise rate on all goods will be 10% of net sales plus HST. Regardless of the length of the run, merchandise commissions are payable after each performance.
Displays involving handouts and samples
- When sampling or free handouts (Licensee's own material excepted) are involved, with or without an associated display, each sampling/handout location will be considered a chargeable display.
- Sampling of food/beverage items is not allowed before or during the event. The sampling of food/beverge items is only allowed post-event as patrons exit the venue.
- Sampling of non-food/non-beverage items to the entire audience pre-show will count as two (2) display areas at the Orpheum and Queen Elizabeth theatres; one (1) display area at the Vancouver Playhouse.
- Sampling the entire audience post-show will count as three (3) display areas at the Orpheum and Queen Elizabeth theatres; one (1) display area at the Vancouver Playhouse.
- Samples and/or handouts are not allowed to be placed on auditorium seats
Sampling/Handout Display Rate
- Vancouver Playhouse
- $25 plus HST per position per performance.
- Maximum per performance $175 plus HST.
- For a week-long run (Monday-Sunday) of more than four (4) performances there will be a cap of four (4) performances. Calculation: 4 performances x number of positions x $25 plus HST to a maximum of $700 plus HST.
- Queen Elizabeth Theatre/Orpheum
- $55 plus HST per position per performance.
- Maximum per performance $385 plus HST.
- For a week-long run (Monday-Sunday) of more than four (4) performances there will be a cap of four (4) performances. Calculation: 4 performances x number of positions x $55 plus HST to a maximum of $1,540 plus HST.
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