General Rules and Policies		Print This Page Email This Page

The Scottsdale Center for the Arts [SCA)], Scottsdale Museum of Contemporary Art [SMoCA], and the Scottsdale Civic Center are owned by the City of Scottsdale and managed by the Scottsdale Cultural Council, a non-profit arts organization. By contract with the City of Scottsdale, the Scottsdale Cultural Council programs, schedules and, when possible, allows organizations, corporations and individuals to rent space for both private and public events.

Staffing/Estimates/Payments

The Cultural Council reserves the right to determine the appropriate number of security, technical, and any miscellaneous staff personnel for the planned event. No other personnel shall be used unless authorized and approved by the Cultural Council. An event cost estimate will be issued to the user prior to any contractual agreements. The estimate is based on events of similar nature from past experiences. The total amount from the event cost estimate must be paid in full prior to the event. If for any reason the actual costs exceeds the Cultural Council's estimated costs, the user shall pay the additional costs and total balance due in the post-event invoice to the Cultural Council upon receipt of the invoice.

Deposits

To show good faith, the Cultural Council requires advance payment of one half (50%) of the total estimate as a deposit to secure an event date. The deposit is due with the return of a signed contract. The balance of the estimated costs associated with the event is due prior to the event. All deposits are refundable with written notice to the Facility Rental Manager within 30 days of the event. All canceled events are subject to a $250 administration fee which will be deducted from the deposit.

Programming Conflicts

The Cultural Council's Directors may deny use of the Facility/Facilities if, in their professional opinion, there would be an excessive or unfair degree of competition as a result of similar bookings in the same presenting season; and/or if the user's proposed booking involves an Artist or Attraction which has been booked at the Facility before and he or she chooses to exercise promoter's first-right-of-refusal in booking an Artist or Attraction.

Licenses and Permits

The user shall be responsible for obtaining all permits and licenses that may be required under applicable local law and regulations for the event(s). Music royalties for all performances are the responsibility of the user.

Donations

No collections of donations, whether for charity or otherwise, shall be made, attempted, or announced on the premises without prior written approval of the Facility Rental Manger.

Food and Beverage

All food related products and non-alcoholic beverage services must be provided by a caterer on our preferred list of caterers (click here for a list). Catering arrangements must be contracted separately with each individual caterer.

All alcoholic beverage services must be provided by our exclusive alcohol manager at 480-655-8181. The Scottsdale Cultural Council manages the alcohol license for the Scottsdale Center for the Arts, Scottsdale Museum of Contemporary Art and Scottsdale Civic Center Mall.

Insurance Certificate

The user is required to provide a Certificate of Liability Insurance covering the terms of the contractual agreement. The insurance certificate must name both the Scottsdale Cultural Council and the City of Scottsdale as additionally insured and listed as primary. The insurance certificate must be single-limit liability insurance at a minimum amount of one million dollars ($1,000,000) for indoor events and two million dollars ($2,000,000) or more for outdoor events covering bodily injury, death, and property damage.

Invitations/Announcements/Advertising/Marketing

All forms of invitations, announcements, advertising, and marketing of any kind are the sole responsibility of the user. Prior to publication, all publicity materials must be approved by the Scottsdale Cultural Council.

Concession Sales

Subject to the approval of the Cultural Council, merchandise relating to the user's event may be sold at the Center and is subject to a percentage of the total gross sales. The Cultural Council's commission for merchandise shall be twenty percent (20%), with exception of books, where ten percent (10%) shall apply.

Contracts and Agreements

All contracts and/or agreements shall be in writing and executed for and on behalf of the Cultural Council. No verbal agreements, discussions, or conversations of any kind shall be construed as binding unless such exchanges are agreed upon in writing. In order to reserve Facility space, a written contractual agreement of the "Facility Use Permit" and the "Additional Terms and Conditions" must be signed by both the Facility Rental Manger and an authorized representative of the renting partying along with a 50% deposit for the scheduled event.