Rental Process & Timeline

Jane Goodall

Jane Goodall photo courtesy of Lisa Helfert

Timeline

For all Rental Events, request must be submitted no less than ten weeks in advance of the first date requested. 

 

Request a space to rent

Complete the Rental Request Form.

Placing a hold on a venue

If the venue is available, you will be sent an email outlining the hold of the requested date(s) and Quote for the space based on the Rental Request Form.

The Quote is a rough ballpark of the cost of the space and not a guarantee of costs.

Note that a hold is not confirmed and the event may not be marketing until a Rental Contract has been executed and deposit payment received.

Walkthrough and estimate generated

Following confirmation of venue hold, a walkthrough of the facilities will be scheduled.

At the walkthrough, the Rentals team will meet to assess the labor and technical needs as well as front of house and ticketing needs for your event.

Upon completion of the walkthrough, an estimate of costs for your rental event will be sent. You have seven days upon receipt of the estimate to approve the cost or the hold will be released.

Contract signing

Once the estimate is approved, the Rental Contract will be sent.

The Rental Contract is comprised of three parts:

  1. License Agreement
  2. Attachment I: The Clarice Usage Policies
  3. Attachment II: Rental Balance

All three components - License Agreement, Attachment I, and Attachment II - need to be completely signed and remitted in full in order to be accepted.

Contracts may be remitted via email, mail, or a signed in person.

Non-profit renters must provide proof of 501(c)3 status at the time of the contract signing in order to qualify for the non-profit rental rate.

Rental payment

Due upon execution of the Rental Contract is a 25% non-refundable deposit. Payment made be made in the form of a credit card or check made out to the University of Maryland.

The remaining balance is due 30 days out from the event date.

If the event is contracted at six weeks prior to the event date, then full payment will be due upon execution.

Insurance

All non-campus users must obtain and maintain liability insurance. Insurance is due no later than 30 days out from the event date.

This insurance shall have a minimum policy limit of one million dollars ($1,000,000) for personal injuries, including death; and two million dollars ($2,000,000) in the aggregate for all property damage; and shall contain a provision prohibiting cancellation except upon fifteen (15) days prior express written notice to all insured, including the University.

Insurance may be purchased from the University of Maryland directly via the Department of Environmental Safety, Sustainability and Risk.

Ticket sales and event marketing

Once the contract has been executed, tickets will be placed on sale through ticket office at The Clarice Smith Performing Arts Center and you may begin advertising your event.

All public events will have a listing created on our online calendar. All other event marketing is the responsibility of the renter.

Final invoice

Following the completion of the event, you will be issued a Final Invoice. The Final Invoice will breakdown any further balance owed.

If the event was ticketed, the remaining ticket revenue owed to the renter will be issued via check by the State of Maryland, a process that typically takes about 30 days following issuance of the invoice.