Rentals

To create a framework under which the theatre loans or rents items to neighbouring theatres and non-profit groups.

This policy applies to the rental or loan of costumes, properties, or workshop items, it does not apply to technical rentals.

The Executive Producer is responsible for the oversight of all rental programs. Loan and rental transactions will be handled by the respective Coordinator. It is strictly prohibited that any individual profit in any way from the rental or sale of any Whitby Courthouse Theatre property. Producers and Directors of upcoming productions must be consulted before any property of Whitby Courthouse Theatre is rented or loaned.

Coordinators, in collaboration with the Executive Producer, maintains a list of which groups have been deemed acceptable renters or borrowers of Whitby Courthouse Theatre property. The Board of Directors must approve any change to this list, and reserves the right to overrule any decisions made about who may rent or borrow Whitby Courthouse Theatre property. If a renter’s or borrower’s reputation falls into disrepute, they will no longer be permitted to enter into rental or loan agreements with Whitby Courthouse Theatre.

All items borrowed or rented must be cared for and returned in suitable condition.

In addition, each item borrowed or rented from Wardrobe must be cleaned before being returned. Cleaning requirements will be outlined by the Wardrobe Coordinator before the transaction is completed. If the item is not adequately cleaned, the cost of cleaning will be charged back to the borrower or renter.

Damage to any item during the loan or rental agreement will be repaired by the borrower or renter. If the item is returned in poor condition, the borrower or renter may be asked to either pay a repair or purchase price.

Due to the variety of items that may be rented or borrowed, the price structure is established by the respective Coordinator, and must be shared with the Executive Producer. The price of rental items must always be reflected on the Rental Agreement form presented to the renter.

Rentals require the following:

• Security deposit of up to 30% of the total rental
• An agreed-upon date of return
• An inventory of borrowed items with notes about the condition of each item
• Stipulations about alterations or changes to any item
• Requirements for cleaning before return
• Defined late fees on overdue rental items

Each Coordinator is responsible for keeping copies of all paperwork connected with loan and rental agreements and providing the originals to the Treasurer. The price of each rental must be clearly marked on all paperwork, and the financial penalties for late returns, damage, or cleaning must be clearly noted.

Whitby Courthouse Theatre is not responsible for accidents or injuries related directly or indirectly to the use of borrowed or rented items.