User Group Descriptions and Costs
OSD-sponsored user groups
OSD-sponsored groups do not pay for facility rental, but will be responsible for personnel costs. Typically this is $50-65 per hour for the manager and minimum crew of 2-3 to set up and operate staging, sound, lighting, and rigging. This is variable subject to the specific needs of your event. Depending on the day, a custodian may also be required.
To qualify as an OSD-Sponsored event, All of the following criteria must be met:
- All funds raised will go directly to the Olympia School District or OSD programs
- Event costs will be paid by OSD departments, clubs, etc.
- Non-public events (staff meetings, conferences, seminars, competitions, bargaining group meetings, staff development, etc.) are for the exclusive benefit of OSD students and/or staff.
Examples of OSD-sponsored events:
- OSD staff development activities.
- OSD fundraising activities. Scholarship fundraising by a non-profit organization does not qualify.
- Class or school-based curricular activities (i.e., music concerts, class films, etc.). Individual activities such as culminating projects, recitals, etc. do not qualify.
- ASB-sponsored activities that raise funds for sanctioned OSD/ASB programs
- OSD or ASB-sponsored activities that provide a public service or community education purpose at no cost to the audience (i.e., informational forums, board meetings, etc.).
Community user groups (Non-profit)
Non-profit groups will pay for facility use as well as event technical personnel. There is a booking fee for each non-consecutive day, and an additional custodian will be required on weekends and holidays, and may be required during vacation times. Prices below are to be used for general reference only and do not include custodian.
Very small events will typically run approximately $75-90/hour plus a $100 booking fee.
Typical medium-sized events will run approximately $105-125/hour plus a $175 booking fee.
A typical 4-hour medium-sized event will be approximately $587-675.
A limited selection of audio and lighting equipment is included in the price. Certain equipment (acoustic shell, data projector, grand piano, internet access) may cost extra.
Private/For-profit user groups
Private and for-profit groups will pay for facility use as well as event technical personnel. There is a booking fee for each non-consecutive day, and an additional custodian will be required on weekends and holidays, and may be required during vacation times. Prices below do not include custodian, and are to be used for general reference only.
Very small events will run approximately $100-120/hour plus a $100 booking fee. There is a 4 hour, 3 crew minimum for the main auditorium.
Typical medium-sized events will run approximately $155-170/hour plus a $175 booking fee.
A typical 4-hour medium-sized event will be approximately $795-855.
A selection of audio and lighting equipment is included in the price. Certain equipment (acoustic shell, data projector, grand piano, internet access) may cost extra.
What cost variables are there?
Complex
technical set-ups will invariably cost more because they require more
time and/or more personnel. This includes the use of wireless
microphones, audio monitors, and multiple-microphone set-ups; video;
custom lighting and/or rigging needs. In addition, the booking fee is
dependent on how much of the stage is required for the event.
How to reserve the OHS PAC for your event:
Because the use of the PAC involves the use of complex technical systems, a technical staff, and other variables, there is a separate application process and fee structure for the PAC. The goal is to provide the best level of service possible in our facility.
Determine Availability
An event calendar is available at
http://www.google.com/calendar/embed?src=csjjb0effr47ege81jdh1hc894%40group.calendar.google.com
PLEASE NOTE: While every effort will be made to keep this calendar current it should be used for general reference only. An open date does not necessarily mean the PAC is available. Contact the PAC manager for details.
Step 2: Fill out an "Event Request Form"
Olympia School District sponsored user groups (OSD schools, departments, clubs, etc.) please download the OSD SPONSORED PAC Event Request Form. There is a Word version that can be filled out electronically. Complete, save, and attach to an E-mail to the PAC manager. A .pdf (Acrobat) version can be printed out, completed by hand, and faxed or mailed to the PAC manager.
Non-OSD user groups please download the Community PAC Event Request Form. There is a Word version that can be filled out electronically. Complete, save, and attach to an E-mail to the PAC manager. A .pdf (Acrobat) version can be printed out, completed by hand, and faxed or mailed to the PAC manager.
Step 3: PAC Manager will contact you
The PAC Manager will discuss the scope of your event, including technical requirements, and event details. A meeting may be requested, and is strongly encouraged. This information will be used to generate an estimate.
A contract based on these discussions will be sent with a cost estimate and deposit amount.
Step 4: Sign contract and return to PAC manager
Step 5: Send non-refundable deposit
Within
2 weeks (14 days) of receipt of contract, please send your deposit to
the Facilities Use and Rentals office. The Deposit is included in the
total cost estimate and is not an additional fee.