WCPA & KJM Event Form

Commercial & Non-profit Event Information Form

Please keep in mind that the information you provide on this form gives us what we need to prepare a contract. As we get closer to your event, we will schedule a production meeting to coordinate the remaining aspects of your event. For more information please contact Chad Carpenter at 360-753-8585 or by email at contracts@washingtoncenter.org.
Organizational Information
Organization Name
Mailing Address
Street Address City State / Province / Region ZIP / Postal Code
Website
Phone
Tax ID or Individual Social Security Number
Contracting Agent
The contracting agent is the person responsible for signing the contract and will receive the final settlement electronically at the email listed below. We will mail any residual settlement payment to the “Organizational Mailing Address” listed above underneath “Organization Name.” Contracting Agent is responsible for disseminating the final settlement and supporting reports internally with others in their organization.
Name
First Last
Title
Phone
Email
Event Contact
The event contact is the point person for our Event Services & Production teams. The final settlement will be mailed to the mailing address listed for the organization.
Name
First Last
Title
Phone
Event Contact Email
Marketing Contact
Please let us know who will be handling your event marketing and promotions.
Name
First Last
Email
Phone
Rental Information
Are you a nonprofit or commercial rental?
Please select whether you are a nonprofit or commercial rental?
- Nonprofit Rental | Artistic Partner
- Commercial Rental
IRS Determination Letter - Proof of Non-Profit
Drop files here or

Max. file size: 8 MB, Max. files: 5.
What space(s) will you be renting?
- WCPA Main Stage [Stage I]
- KJM Main Stage [KJM MS]
- WCPA Black Box [Stage II]
- KJM Black Box [KJM BB]
- Both WCPA Spaces [Stage I & II]
- Both KJM Spaces [KJM MS & BB]
You are required to carry liability insurance for this event.
Please provide a copy of your policy, naming the Washington Center/SPSCC as the additional insured at least five days prior to your event. All policy related documents can be sent to contracts@washingtoncenter.org or uploaded below.
Proof of Liability Insurance
Drop files here or

Max. file size: 8 MB, Max. files: 5.
Event Information
Event Title
Event Description*
Please provide the description of the event that you would like to appear on our washingtoncenter.org web page.
Total rental days
Rental start date
MM slash DD slash YYYY
Rental end date
MM slash DD slash YYYY
Estimated Overall Show/Event Attendance
Estimated Attendance per Show/Event
List all rehearsal and performance date(s) and time(s) below. Please leave a box blank if it doesn't apply to your event/activity.*
If you have a full schedule or itinerary already built for this event, please copy and paste it below in the "Please tell us anything else we may need to know about your event" (very bottom of this form.) We'll use those notes to build your contract. You can also send the document over via email to contracts@washingtoncenter.org for processing.
Date Event Start Time Rehearsal (Y/N) Performance (Y/N) Est. Run Time Lobby Entry Time Lobby Exit Time Backstage Entry Time Backstage Exit Time Notes
Front of House & Production Information
What is the nature of your event?
- Recording / Soundstage
- Gala/Fundraiser
- Live orchestra performance
- Live comedy performance
- Live dance performance
- Live theatrical performance
- Lecture
- Live vocal performance
- Party/Celebration
- Wedding
- Trade/conference/seminar/workshop
- Movie
- Training
- Other
Enter event type*
Will this be a ticketed event?
- Yes
- No
The Washington Center Box Office team will be in touch with the Event Contact to create and establish the ticketing addendum.
Building Access
We need to know more about the size of your group, the number of performers, production staff, and support staff that are either paid or volunteering their time. Please provide the information below.
Perfomers, Production, Volunteer Staff
In the boxes below, please let us know approximately how many people will be working on your event, inside the theater venue at one time.
Performers/Artists Production Staff Volunteers/Support Staff
Will you need the light board, sound board, or video equipment in "L" row (WCPA) or "S' row, for rehearsal(s) or tech?
The last row in the auditorium at WCPA is row L, and the last row at KJM is row S.
- Yes
- No
How many adjustable seats would you like removed?
- 2
- 3
- 4
- 5
- 6
- 7
- 8
- 9
- 10
There are 10 adjustable seats in the "L" row.
Equipment necessary in last row for rehearsal(s).
- Select All
- Sound Board
- Light Board
- Audio/Visual Equipment
Please check all boxes that apply.
Will you need the light board, sound board, or video equipment in "L" row for the performance(s)/event(s)?
Please note that selecting yes will reduce the number of seats in inventory and may impact sales for this event/performance. The last row in the auditorium at WCPA is row L, and the last row at KJM is row S.
- Yes
- No
How many adjustable seats would you like removed?
- 2
- 3
- 4
- 5
- 6
- 7
- 8
- 9
- 10
There are 10 adjustable seats in the "L" row.
Equipment necessary in last row for performance(s)/event(s): .
- Select All
- Sound Board
- Light Board
- Audio/Visual Equipment
Please check all boxes that apply.
Receptions
Are you planning a pre-event or post-show reception?
- No
- Yes, pre-show
- Yes, post-show
Reception time

: Hours

Minutes

AM/PM
Duration
Reception location
- Orchestra Lobby (available at both KJM & WCPA)
- Loge Lobby (only available at WCPA)
- Black Box (available at both KJM & WCPA)
- Main Stage (available at both KJM & WCPA)
How many guests do you anticipate will be in attendance?
Do you plan on serving alcohol at the reception?
All alcohol service will be made available through the Washington Center.
- Yes
- No
Will the bar be hosted or non-hosted?
- Hosted [organizing group pays for alcohol]
- Non-hosted [guests pay for alcohol]
- Hybrid [Organizing group & guests pay]
Are you planning on having your event catered?
- Yes
- No
Please note: All catering must be arranged with one or more of The Center’s approved caterers. Please email ccarpenter@washingtoncenter.org for the approved caterers list.
Restaurant name
Restaurant/Catering contact
First Last
Phone
Email
What time will the caterers drop off?

: Hours

Minutes

AM/PM
What time will the caterers pick up?

: Hours

Minutes

AM/PM
Event Specifics
Will you have a rehearsal?
- Dress rehearsal
- Pick-up rehearsal
Will your pickup rehearsal be open to the public or invited people?
- Yes
- No
Will you have an intermission/interval?
- Yes
- No
Intermission length
Will you sell merchandise at the event?
- Yes
- No
Merch Representative
First Last
Phone
Email
What type of items will be sold?
- Wearable (t-shirts/hoodies/hats)
- CDs/DVDs/Vinyl
- Posters
- Stickers/patches/buttons
- Books
- Collectables
- Other
Will you need WCPA volunteers to support your event?
- Yes
- No
Your volunteers must have attended a WCPA usher training prior to the first day in the space.
Please visit our website for training dates.
Do you need to rent any equipment? (select all that apply)
- Piano
- Digital projector
- WI-FI access
- High-speed ethernet access
What is your preferred piano?
Will your group need access to a water dispenser backstage for water for your team?
There is a minimal charge for water service backstage. Currently, water is available in the green room's wardrobe sink, but on stage level, a water bubbler is available if you were to opt-in for the service.
- Yes
- No
Please note: our WI-FI access points are limited, and work best for small groups or presentation purposes. If you need additional WI-FI services, we suggest using hotspots.
Please note: our HS Ethernet Access is limited to the WCPA Main Stage. Please inquire during your production meeting.
Do you need WCPA tables?*
Please note, all WCPA tables must have linen or protective cloth over each table. This table question is for patron facing tables only. For production or backstage, the rental will have access to up to four, six-foot tables.
- Yes
- No
Select tables
- Seminar
- Four-foot
- Six-foot
- Eight-foot
- Cabaret
- Cocktail
Seminar (max. 2)
Please enter a number from 0 to 2.
Four-foot (max. 4)
Please enter a number from 0 to 4.
Six-foot (max. 10)
Please enter a number from 0 to 10.
Eight-foot (max. 10)
Please enter a number from 0 to 10.
Cabaret/4-top (max. 10)
Please enter a number from 0 to 10.
Cocktail/high-top (max. 10)
Please enter a number from 0 to 10.
Do you need WCPA linens?*
- Yes
- No
Select linens
- Black (rectangles, squares, and rounds available)
- White (rectangles ONLY)
- Navy (rectangles and rounds ONLY)
Do you need chairs?*
- Yes
- No
Orchestra Chairs (cloth based - Black)
Please enter a number from 0 to 75.
Black Box Interlocking (cloth based - Black)
Please enter a number from 0 to 120.
Do you need our team to provide professional AV vendor suggestions?
- Yes
- No
Will your event be recorded using a professional AV company?
- Yes
- No
Which company will you be working with?
AV Contact Name
First Last
AV Contact Number
AV Contact Email
Please tell us anything else we may need to know about your event, such as unusual needs/AV production, equipment., or additional timelines and schedules.
Important notes & next steps
- Once this event form has been submitted, we will build a contract based on the information you have submitted to us. If we have questions we will reach out to you.
- If you find an error in this submission, please send an email to contracts@washingtoncenter.org, with the correct information, as soon as possible.
- We will digitally send the contracting agent (listed above) a contract using DocuSign. At that time you can submit your deposit through DocuSign, mail, or drop off the event deposit. Your contract is fully executed once the deposit has been received.
- Once the contract has been fully executed both the Marketing Services & Box Office teams will reach out to the contracting agent to assist with your marketing and ticketing needs.
- Tickets will go on sale once the event is fully contracted, the deposit has been received, and the ticketing addendum has been completed. The ticket build can take up to five (5) business days, and depending on the show builds in queue prior to your event.
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Date	Event Start Time	Rehearsal (Y/N)	Performance (Y/N)	Est. Run Time	Lobby Entry Time	Lobby Exit Time	Backstage Entry Time	Backstage Exit Time	Notes

Commercial & Non-profit Event Information Form

Organizational Information

Contracting Agent

Event Contact

Marketing Contact

Rental Information

Event Information

Front of House & Production Information

Building Access

Receptions

Event Specifics

Important notes & next steps