Venue Rental Information

Sottile Theatre Handbook

• Booking the Sottile Theatre
  PLACING A HOLD
  

  Hold requests will be accepted up to 12 months in advance for any available dates. Any requests more than one year in advance will be considered tentative. All hold requests must be made via the Rental Request Form available on the Sottile website. 

  All hold requests will be valid for 30 days or until challenged by another client. After 30 days, a client must sign a contract and provide full payment for all deposits and advance fees. If you are the first to request a date, you are given the “first hold” for that date, giving the first right of refusal (we will not offer that date to another party without first giving you the opportunity to secure the date with an executed contract and deposit).

  If a hold already exists on a date(s) in which you are interested, a secondary hold can be requested for that date(s). This gives you the option to execute a contract should those holds above yours not finalize arrangements. 

  RENTAL CONTRACT

  Once an event has been approved and the dates confirmed, an initial discussion between the Renter and the Director of Operations will provide information for a preliminary Event Cost Estimate. A Rental Contract will then be issued and must be signed and returned, along with the Deposit, within 10 business days. If the Agreement, Estimate and Deposit are not returned signed within 10 business days, the Theatre reserves the right to release the dates held. The Renter will be notified of the release.

  CHALLENGING A HOLD

  If a date has a “first hold” or a Contract and Deposit have not been received, a second client can challenge the hold through the following procedures: 

  • The Challenger must notify the Director of Operations by email of the dates they are challenging and submit a deposit for the full facility rental.
  • The first Client will be notified by phone and in writing of the challenge for the date and will have 2 business days after notification to submit a non-refundable deposit* for the full facility rental and a signed Rental Contract.
  • Should the first Client release the date or not meet the deadline of 2 business days, the Challenger must execute a Rental Contract within 48 hours and the facility deposit will become non-refundable*.
  • Should the first party secure the date, the Challenger’s deposit check will be voided and returned.

  RENTAL RATES

  Please refer to the rental rate sheet for a list of all charges. Any questions about the rate sheet should be directed to the Theatre’s Director of Operations prior to signing the contract.

  DEPOSITS AND FINAL PAYMENTS

  All Rental Contracts must be accompanied by a deposit (50% of the total facility rental fee), except in the case of a challenge booking in which case 100% of the facility rental fee is required and is non-refundable.

  First time renters may also be required to pay estimated tech and labor expenses in addition to rent at the time of the signing of the Rental Contract. 

  Any renter who in a previous rental exceeded 90 days past due or had a payment returned for insufficient funds, will be required to pay the total estimate in advance via cashier’s check or money order with the signed contract. 

  Any remaining facility rental fee will be due two weeks (14 days) prior to load in.

  A final bill, with tech and labor fees, will be issued to the Renter within 30 days of load out and will be due within in 30 days of invoice date.

  *Deposits received through the challenge process will not be refunded under any circumstance regardless of when a cancellation occurs.

  Rental Request Form
• Backstage Areas

  FIRST FLOOR/STAGE LEVEL

  Green Room – 13’ 2’’ x 35’ 1’’

  • Furniture: 1 buffet, 4 arm chairs, 1 couch, 1 coffee table, 1 high-top table, 8 high-top chairs, 2 lamps, 2 end-tables with attached lamps
  • Equipped with 2 stage-feed audio monitors, 1 stage-feed visual monitor, 1 kitchenette, 1 minifridge, 1 first aid kit, and 1 closet with full-length mirror

  Handicap Accessible Restroom – 7’ 7’’ x 10’ 4’’

  • Equipped with handicap accessible shower, sink, and toilet

  Low Bay & High Bay – details listed below

  BASEMENT LEVEL

  (2) Large Dressing Rooms - 37’ 5” x 5’ 9”

  • 2 shower rooms, 2 restrooms, 3 sinks, 14 vanity stations
  • Equipped with 1 stage-feed monitor, 16 chairs

  Trap Room & Orchestra Pit – Restricted Access

  SECOND FLOOR

  (2) Medium Dressing Rooms - 11’ 4” x 10’ 4”

  • 1 shower room, 1 restroom, 1 sink, 5 vanity stations
  • Equipped with 1 stage-feed monitor, 8 chairs

  (2) Small Dressing Rooms - 5’ 10" x 8’

  • 1 shower room, 1 restroom, 1 sink, 1 vanity station
  • Equipped with 1 stage-feed monitor, 2 chairs

  Laundry Room – 8’ 4’ ’x 15’ 10’’

  • Equipped with washer, dryer, utility sink, iron, ironing board, steamer, drying rack, stage-feed monitor

  All backstage areas are accessible by elevator, ramp or stairs.

• Loading and Unloading

  LOADING ZONE

  Location:  Along the back side of the Theatre

  Dimensions:  85’ 3” x 20’ 1"

  The loading zone is designed for cars and small box trucks. Larger vehicles (semi-trucks and tour buses) cannot be accommodated. If your show will be loading in/out from a large vehicle, please contact the TD as soon as possible to discuss options.

  Loading/unloading from George Street will not be allowed without a permit from the City of Charleston. The renter is responsible for arranging street permits from the City; Sottile Theatre will not arrange for this permit.

  Sottile Theatre Loading Diagram

  LOADING BAYS

  The Sottile Theatre loading bay doors are at stage/street level. The Theatre does NOT have a loading dock. Trucks with lift gates or ramps are strongly recommended.

  LOW BAY – Accessible from SL Wing

  • Location: Northwest side of building; loads into an area offstage left
  • Exterior Door Dimensions (HxW): 9’ 11” x 9’ 11”
  • Interior Bay Door Dimensions (leading to the stage): 9’ 8” x 10’ 1”
  • Bay Dimensions: 14’ 2’’ x 21’ 10’’
  • NOTE: this bay is not at stage level, but about 10 inches higher than the stage floor. For your convenience, there is a 4’ 9” wide removable metal ramp in place.

  HIGH BAY – Accessible from SR Wing and USR back wall

  • Location: Southwest side of the building; loads into an area offstage right
  • Exterior Door Dimensions (HxW): 10’ x 8’
  • Interior Bay Door Dimensions (leading to the stage):
    • Door 1: 16’ 1” x 8’ 6”
    • Door 2: 13’ 8” x 8’
  • Bay Dimensions: 18’ 2’’ x 30’ 1’’
• Parking and Directions

  PATRON PARKING

  There are two parking garages located near the Sottile Theatre that are available for event parking:

  • St. Philip Street Garage at 89 St. Philip St. between Vanderhorst and Calhoun streets
  • George Street Garage at 34 St. Philip St. between George and Liberty streets

  LOADING ZONE PARKING

  The Sottile Theatre Loading Zone is available for use by Renters from Load-In Date to Load-Out Date. Up to six cars, dependent upon size, can fit in the Loading Zone. Permits will be issued at Load-In and must be displayed at all times. Vehicles without a visible permit are subject to ticketing and towing at owner’s expense. It is the Renter's responsibility to make sure all cars associated with their group have a permit displayed. The Sottile Theatre cannot waive parking fees or fines assessed by the College of Charleston or City of Charleston due to an improperly displayed or missing permit.

  BUS AND TRUCK PARKING

  The Sottile Theatre does not provide parking or shore power for buses or trucks. Please contact the Technical Director to discuss offloading cast/crew members and available locations for bus/truck parking.

  DIRECTIONS FROM I-26

  From I-26 East: Exit at 221-B and turn right onto Meeting Street. Take Meeting Street to George Street, and turn right onto George Street. Cross King Street, and the theatre's main entrance will be on your right. To access the Loading Zone, take your first right after you pass the Theatre's main entrance. Turn right again at the end of the building. The loading zone runs along the back side of the Theatre.

• Campus Services

  Catering and Concessions

  Catering and Alcohol

  If the lessee wishes to have a catered reception before or after the show, all catering must be provided by Aramark*. Without exception, all alcohol must be served by an ARAMARK bartender; additional corkage fees may apply. To begin the coordinating process, contact:

  ARAMARK Catering Sales Coordinator

  catering@cofc.edu | 843.953.5669

  Concessions

  Concessions are available exclusively through ARAMRK for all events with an intermission. Soda, water, snacks, beer and wine* can be sold at the main lobby concession stand at no additional cost to the lessee; however, the lessee shall not be entitled to any share of the proceeds from concessions sales.

  *Exceptions may be made by Director of Operations on a case-by-case basis with concern to dietary needs, religious beliefs, or donated food. All pricing is subject to change.

  Dining Services

  The College campus offers numerous dining options, all within a few blocks of the Sottile Theatre. Hours of operation vary depending on the College's schedule. Locations, menus and hours can be viewed on the Charleston Culinary Group website.

  George Street Box Office

  Client will provide accurate ticketing and event information via the Ticketing Services Request Form to GSBO no less than three weeks (21 days) prior to the client’s preferred on sale date to include a description of the event, run time, any intermissions, special effects (strobes, gun shots, smoke, etc.), suggested appropriate audience (family, adults only, young children and adults, etc.) and any information that would be considered pertinent to a potential patron. Ticketing Services Request Forms submitted less than three weeks (21 days) in advance, may have delayed on-sale schedules.