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Guide to Licensing Space

Under certain circumstances Sanders Theatre, Annenberg Hall, and Lowell Lecture Hall are available for licensed use by Harvard student groups, departments, community and/or professional organizations.

Sanders Theatre

Sanders Theatre may be licensed for use by both Harvard affiliated and non-Harvard affiliated organizations, provided date/time availability is workable and the event is appropriate to the space. The Sanders Theatre season follows the academic calendar–July 1 through June 30.

Reservations are generally accepted no more than one year in advance. The process begins in the fall for the following academic year. Once Harvard student groups, faculty conductors and departments have confirmed their needs for the space, non-Harvard affiliated requests will be accepted, usually on or about December 1. Long-standing, recurring non-Harvard presenting organizations may receive consideration over new or one-time requests. Confirmations in the form of emails will be sent early in the year, with contracts sent shortly after. Though the season schedule generally settles by March 1, rental requests will continue to be accepted throughout the year, pending availability.

RESERVATION PROCEDURES

  • Harvard student groups, officially registered and in good standing with the Harvard College Dean of Students Office, or a respective graduate school office, may inquire about reserving Sanders Theatre via an email sent to the Program Manager. Please note that subsidized use fees will apply.
  • Harvard departments and Non-Harvard affiliates should use the following guidelines when requesting a date in Sanders Theatre. Dates must be requested in writing, via email, in order to be considered:

THE PRODUCER REQUESTS A RESERVATION IN WRITING
Send an email inquiry to the Program Manager. Indicate the name of the producing organization, whether it is a Harvard affiliated department or university office (note: 33-digit billing code would be required); a non-profit (501(c)(3) tax-exempt, or similar) organization; or another type of organization or individual.

The inquiry should include

  • preferred date(s) and alternates, if applicable. If a range of dates is requested, please note whether weekends or weekdays are preferred
  • the time period needed (including load in, set up and break down) as well as the event start time and the expected duration of the event
  • information about the nature of the event, whether it is a lecture or a concert or some other type of activity; include an approximate number of performers/participants, as well as a general idea of anticipated house equipment that would be required (lectern/chairs/music stands) or brought in (an organ, for example.) Note whether the house grand piano may be requested.
  • plans to record and/or broadcast the event, including the type of recording, recording use (archival or distribution) and scope of broadcast (broadcast fees may apply)
  • support space needs (be aware that support space for Sanders Theatre is limited)
  • special security considerations, including those for VIP participants or anticipated VIP attendees

Be precise about time reserved and do not assume additional hours will be available, or available without charge. Please note that Sanders Theatre is typically used as classroom on weekdays and is generally not available before 3pm during the academic term. Please contact the Program Manager with any questions regarding scheduling parameters or academic calendar details that may impact availability.

RECEIPT OF THE REQUEST
The Producer will be contacted via e-mail acknowledging receipt of the request. If possible, information will be included about the availability of the date. New presenters will be asked to provide references and proof of active 501(c)(3) tax-exempt status, if applicable, as well as meet with a member of the Memorial Hall production team before a request may be considered. Events will be vetted for viability and suitability. We want to be sure Sanders Theatre is the appropriate venue for your event, and that the expectations of the venues and services included in the rental are clear.

CONFIRMATION OF HOLD
The Program Manager will send a confirmation letter indicating the date is being “held.” Accompanying materials will include a licensing agreement/contact document, as well as links to other pertinent information. (Please note that a “hold” is not guaranteed after 60 days if a contract and deposit are not received.)

LOCKING IN A DATE
The producing organization may “lock-in” a “held” date by sending in the signed contract and a 50% deposit (or, if the event is within 30 days, a 100% of the licensing fee.) If a deposit is not received and another request is made for a date, the producing organization holding the date will have two business days to pay the deposit; otherwise, the date will be released. If the date in question becomes available, the group “challenging” the hold will be required to pay a deposit immediately upon receipt of the licensing agreement.

EXECUTING AN AGREEMENT
The producing organization will execute the agreement by signing and returning the licensing contract. The deposit should be sent in the form of a check or money order made out to Harvard University and mailed or delivered to the attention of the Program Manager. Once the signed contract and deposit are received, a representative of Memorial Hall /Lowell Hall Complex will countersign the contract and return a copy to the presenting organization.

PRODUCTION AND BOX OFFICE INFORMATION
A representative of the presenting organization will meet with the Memorial Hall production team, fill out the Production Details Form and forward it to the production group, keeping them apprised of changes. They will also contact the Harvard Box Office regarding ticketing.

Producers are cautioned not to publicize events or put tickets on sale through any ticket office until a contract is signed and a deposit has been paid.

No event will take place that has not been paid for in advance.

Reserving one space in the facility does not ensure the use of any other part of the building.

A copy of the vendor license must be filed with the Production Manager of the Memorial/Lowell Hall Complex in advance of merchandise sales. See the Vendor License Form for details.

Any outstanding charges (i.e. extra hours, piano, damage, etc.) will be deducted from the box office receipts.

The Producer must provide proof of adequate insurance coverage. See the Insurance Requirements section of the Producer’s Handbook below:

INSURANCE REQUIREMENTS
Producers are responsible for securing all necessary insurance coverage, permits, financing and related sponsorship pertaining to their event prior to scheduled use and filing these with the Memorial Hall/Lowell Hall Complex Director’s Office.

The contract specifies the types of insurance required. It states the following insurance requirements for users of Sanders Theatre:
A fully paid policy of public liability and property damage insurance covering the theatre and the time of use, naming Harvard University, Memorial Hall/Lowell Hall Complex and Licensee as insureds.

Minimum limits of liability of $1,000,000 for injury or death and $1,000,000 for property damage.

The insurance company used must be licensed to do business in Massachusetts and rated A-VIII or better by A.M. Best and Company.

A duplicate original or certificate for each such policy must be delivered to the attention of the Program Manager no later than one week prior to the first time of use.

Annenberg Hall

Annenberg Hall is not available during the academic term or during summer school. Requests for non term time rentals should be directed to the Program Manager. Non term time includes:

  • spring break (usually mid-March)
  • the period between commencement week and the start of the summer school session (usually early to mid-June)
  • the period between the end of the summer school session and freshmen arrival (usually mid-August)
  • winter break (usually early to mid-January)

Lowell Lecture Hall

Lowell Lecture Hall is primarily a classroom space and rehearsal hall for faculty conductors and other recognized student performing groups. Faculty conductors have first priority when scheduling events. Recognized student may apply for available fall term dates in the preceding spring, and spring term dates in the preceding fall. Application information is available here.