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CHATHAM CULTURAL CENTRE
OPERATING PROCEDURES MANUAL
FOR RENTAL CLIENTS
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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TABLE OF CONTENTS
1. Introduction …………………………………………… Page 4
2. Building Hours and Scheduling …………………………… Page 5
3. Directions …………………………………………………… Page 6
4. Chatham Cultural Centre Floor Plan …………………………… Page 7
5. Rental of the Chatham Cultural Centre – Kiwanis Theatre …….. Page 8
6. Seating Plan – Kiwanis Theatre …………………………… Page 10
7. Technical Specifications …………………………………… Page 11
7.1 Lighting
7.2 Sound
7.3 Intercom
7.4 Pianos
7.5 Access
7.6 Stage Dimensions
7.7 Drape Locations & Sizes
7.8 Cross-Section of Stage
8. Rental Services …………………………………………… Page 15
9. Rental Information …………………………………………… Page 16
9.1 General Procedures for the Use of the Theatre
9.2 Agreement
9.3 Basic Conditions of Use
9.4 Refusal to Rent
9.5 Loading Entrance
9.6 Use of Auditorium Seating Area
9.7 Merchandise Sales
9.8 Objectionable Persons
9.9 Compliance with Laws
9.10 Schedule of Rental Rates and Charges
9.11 Front of House
9.12 Box Office Services to the Rental Client
10. General Policies ………………………………………….. Page 19
10.1 Smoking
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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10.2 Food & Beverages
10.3 Nudity
10.4 Live Animals
10.5 Pyrotechnics
10.6 Weapons & Gunshots
10.7 Set Construction
10.8 Confetti
10.9 Helium Balloons
10.10 Videotaping in the Theatre
11. Sale of Alcohol …………………………………………. Page 22
12. Theatre Safety …………………………………………………. Page 23
13. Box Office Location & Hours………………………………….. Page 24
13.1 Location
13.2 Hours
13.3 Contact Information
13.4 Telephone Orders
13.5 Fax Your Orders
13.6 Mail Orders
13.7 Reservations
13.8 Exchanges
13.9 Lost Tickets
13.10 Refunds
13.11 Right to Refuse
13.12 Surcharges
13.13 Theatre Policies
13.14 Expulsion from the Theatre
13.15 Patron Services
13.16 Discounts
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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1. INTRODUCTION
The history of the Chatham Cultural Centre, a public, non-profit arts centre, began in
1963 when the abandoned Chatham Vocational School (built in 1925) was offered for
sale to the highest bidder. It was purchased for $37,500 by a group of citizens eager to
establish an arts centre in Chatham. By 1969, The Thames Theatre Association for the
Arts was presenting live performances in the original 700-seat school theatre and art
exhibitions in the original gymnasium. Renovations to the auditorium and the studio
areas of the building took place in 1975. The City of Chatham assumed financial
responsibility for the building in 1980 and the building became known as the Chatham
Cultural Centre. In 1988, the Chatham-Kent Museum moved from across the street into
the Cultural Centre. The year 1998 marked the restructuring and amalgamation of
Chatham and Kent County.
Staff and Management
Today, the Chatham Cultural Centre is operated by the Culture and Special Events
Division of the Community Services Department, Municipality of Chatham-Kent. The
Kiwanis Theatre, Thames Art Gallery and the Chatham-Kent Museum and Milner House
each have separate co-ordinators responsible for each of the areas. These three co-
ordinators report to the Supervisor of Culture and Special Events.
The Chatham-Kent Museum and Milner House is managed by the Heritage Co-ordinator
along with support staff including an assistant curator, an education co-ordinator and
part-time weekend staff. The Heritage Co-ordinator is also responsible for Ridge House
Museum in Ridgetown as well as liaising with the curators at the Buxton National
Historic Site and Museum and the Wallaceburg Museum.
The Thames Art Gallery is managed by the Gallery Curator along with support staff
including two education co-ordinators and part-time weekend staff. In addition to the
Thames Art Gallery, the Gallery Curator also has budgetary responsibility for Studio
Two, a common space is primarily used for visual arts programming.
The Kiwanis Theatre is managed by the Theatre Programmer along with support staff
including a number of part-time box office staff. In addition to the Kiwanis Theatre, the
Theatre Programmer also has budgetary responsibility for Studio One, a common space
used by all three venues as programming space as well as rental space for the community
at large.
All three venues share a number of full and part-time staff in the areas of marketing,
technical, maintenance, and administrative.
The purpose of this manual is to provide information to the rental clients or potential
rental clients of the Kiwanis Theatre and/or Studio One.
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2. BUILDING HOURS AND SCHEDULING
Administration Office
The Administration Office is open 9:00 am to 5:00 pm Monday to Friday with the
exception of Statutory Holidays.
Box Office
The hours of operation are Monday to Friday, 9:00 am to 5:00 pm. The temporary Box
Office, which is utilized prior to a performance, is in the Theatre Lobby. The temporary
Box Office normally opens 60 minutes prior to the performance.
Kiwanis Theatre
The Kiwanis Theatre is open during performances only.
Studio One
Studio One is open for scheduled programming only.
Staffing
Generally, facility and/or maintenance staff is scheduled for work when there is any
public use of the building.
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3. DIRECTIONS
From Sarnia and Wallaceburg – Hwy 40 south to downtown Chatham, turn left at King
Street, take King to William Street, turn left at William and travel two blocks north. We
are located across from Tecumseh Park on the right hand side.
From Windsor and Detroit – Hwy 401 east to first Chatham exit (Bloomfield Road),
north on Bloomfield to Park Avenue, take Park Avenue to Queen Street, turn left on
Queen Street, keep right – street becomes William Street, follow William to Murray
Street. We are located across from Tecumseh Park on the right hand side.
From London and Ridgetown – Hwy 401 west to Hwy 40 (first exit), travel north to
Park Avenue, turn left on Park Avenue, take Park Avenue to Queen Street, turn right at
Queen Street, keep right – street becomes William Street, take William to Murray Street.
We are located across from Tecumseh Park on the right hand side.
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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4. CULTURAL CENTRE FLOOR PLAN
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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5. RENTAL OF THE CHATHAM CULTURAL CENTRE – KIWANIS
THEATRE
General
The Chatham Cultural Centre - Kiwanis Theatre is a municipal, non-profit theatre
committed to providing visitors with high quality, professional programs and facilities.
As such, the Theatre’s primary use is for performing arts activities. The Theatre can also
be made available for a number of other activities including but not limited to lectures,
films, meetings and graduations.
Limitations of Use
Services of a technician, custodian, stagehand and other appropriate trained personnel are
required for all activities. Rent, services and equipment will be assessed as outlined in
Appendix 1 - Approved Rates.
Scheduling Priority
The programs of the Kiwanis Theatre shall take precedence over any other rental
activities for the use of the Theatre. It is noted that a number of user group activities
are carried over from year to year with dates being confirmed on an annual basis with the
Theatre Programmer. These user groups include the Kiwanis Music Festival, Sears
Drama Festival, Theatre Kent, Chatham Cultural Centre Chorale, CKSS Annual Musical
and Families First. The use of the theatre by all other organizations shall be on a first-
come first-served basis subject to the scheduling priorities listed above.
The Kiwanis Theatre has a proscenium (picture frame) stage with an extended apron in
front. Seating capacity is 679 plus the wheelchair section, and is reduced when seats are
removed to accommodate an orchestra, bad sight lines, or a soundboard.
The Box Office is located at the administration office. The hours of operation are
Monday to Friday, 9:00 am to 5:00 pm. The temporary Box Office, which is utilized prior
to a performance, is in the Theatre Lobby. The temporary Box Office normally opens 60
minutes prior to the performance.
Restrooms are located in the basement, at both sides of the Theatre Lobby. Additional
restrooms are available behind the administration office and at the end of the hall past
Studio One. The Museum restrooms are on the first floor near the back, and the Gallery
restrooms are on the second floor. The restroom behind the administration office and the
Museum restrooms are wheelchair accessible.
Fire extinguishers are located in the lighting booth in the Theatre balcony, underneath the
window in the Theatre lobby, and backstage.
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There is a drinking fountain in the hall behind the administration office.
There is one pay phone at the entrance to the administration office.
Internet access is available in the backstage area as well as the booth.
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6. SEATING PLAN – KIWANIS THEATRE
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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7. TECHNICAL SPECIFICATIONS
7.1
Catwalk 2 FOH catwalks
1 overhead downstage catwalk
Backstage tension grid
Control Equipment ETC ION Console
Instruments Strand #2205 Zoom Leko’s
Altman 6 x 12 Leko’s
Colortran 6 x 12 Leko’s Altman 6 x 9 Leko’s
Strand #2206 mini Leko’s
Berkey 4.5 mini Leko’s
Strand Fresnels
Altman Cornet 360 watt followspot
Sound 2 JBL Mpro 415 Speakers
2 JBL Mpro 418 Subs
1 14-channel mic/line Mixer
2 Crown Xti 2000 amps
DBX 1231 Stereo 31 Band Eq
DBX 223 Stereo 2-way Crossover 4 SM-58 microphones
2 Compact Disc Players
Intercom 5 Technical Projects Packs/Headsets
6 stations-front of house; 2 in lighting booth;
Upstage left; upstage right; sound (main floor)
5 Panasonic Wireless Handheld Communicators
Pianos Steinway, 5 ½ ft.
Seiler, 7 ft.
Access Load-in available from ground level approx. 30’
from parking lot entrance
Stage is 42” in height, ground to deck
Doors to stage 7’ x 7’, no centre post
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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7.6 STAGE DIMENSIONS
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7.7 DRAPE LOCATIONS & SIZES
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7.8 CROSS-SECTION OF STAGE
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8. RENTAL SERVICES
The following are the services that are provided. Each service has a rate for non-profit
and commercial groups. Please refer to Appendix 1 of this Manual for the current year’s
prices.
Venue or Service
Kiwanis Theatre - 1 performance, max. 5 hours
Kiwanis Theatre - 2nd performance same day
Kiwanis Theatre - rehearsal/set-up time
Kiwanis Theatre - Sunday or Holiday
Studio One – hourly (2 hr min.)
Studio One – daily (8 hr max.)
Kitchen
Lighting Technician, Theatre or Studio Use
Stage Hands – 2 hr min.
Follow Spot
Follow Spot Operator
Sound Support
P.A. System
Risers, per unit
Piano Platform
Steinway Piano
Seiler Piano
Piano Tuning
Piano Moving
Merchandise Sales Commission
Box Office Services
Ticket Commission
Credit Card Surcharge
Debit Card Surcharge
Theatre Improvement Fund Charge
Mailouts / Postage
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9. RENTAL INFORMATION
9.1 General Procedures for Use of the Kiwanis Theatre
All uses of the Kiwanis Theatre shall be directed to the Theatre Programmer or his/her
designate. Any organization can place a hold on a date for up to one month without a
deposit requirement. During this time period, should another organization request the
same date, the original requestor shall have up to 2 working days to confirm by placing a
non-refundable deposit on the date or cancel. Should the original requestor release the
date, the second requestor shall provide a non-refundable deposit immediately to secure
the date.
9.2 Agreement
Once a date has been secured, an agreement will be prepared and two (2) copies will be
sent to the client for execution. The client is required to sign both copies and return them
to the Theatre with a non-refundable deposit of $250. The Theatre will then sign both
copies and return one fully executed copy to the client. The Theatre reserves the right to
request a deposit prior to the issuance of this agreement.
9.3 Basic Conditions of Use
All users of the Kiwanis Theatre shall completely indemnify and save harmless the
Chatham Cultural Centre and the Municipality of Chatham-Kent and shall provide proof
of separate public liability insurance of 2 million dollars. Users of Studio One shall
indemnify and save harmless the Chatham Cultural Centre and the Municipality of
Chatham-Kent and shall provide public liability insurance of 2 million dollars only if
admission is charged or if alcohol is being served.
Users shall conduct the event in a safe, secure and orderly manner.
Users shall remove all material and debris from the grounds immediately following the
event.
If the Theatre Programmer or his/her designate considers it appropriate to assign security
staff to supervise the event, such costs shall be charged to the licensee.
The operation of concessions in association with the event shall be prohibited unless the
Theatre Programmer or his/her designate provides permission. The Theatre shall receive
a commission of 15% of the gross sales for approved concession operations.
9.4 Refusal to Rent
The Theatre Programmer or his/her designate may refuse to rent the facility for any
event, activity or performance if he/she reasonably determines that the event, activity or
performance, or the audience response to the event, activity or performance, will cause
physical damage or unusual risk of damage to the facility. In addition, any history or lack
KIWANIS THEATRE - OPERATING PROCEDURES UPDATED SEPTEMBER 2009
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of financial reliability or previous failure to comply with the operating procedures may
result in a refusal to rent.
9.5 Loading Entrance
All articles, exhibits, fixtures, materials, displays, etc., will be brought into or out of the
building only at such entrances as may be designated by the Theatre Programmer or
his/her designate.
9.6 Use of Auditorium Seating Area
The intent of this article is to avoid situations where it becomes necessary to re-clean the
Theatre or Studio after it has been made ready for a performance, and further, to protect
carpeting and seat upholstery from unnecessary wear and spoilage, and to ensure that the
Theatre seats are not used as storage places for coats, props, musical instrument cases,
etc.
The use of the Theatre seating area is restricted to people in possession of tickets. During
rehearsals, performances, setup and strike periods, the licensee's personnel should restrict
their activities to the stage, backstage, dressing rooms, and other areas as authorized by
the Theatre. Where it is necessary to view a rehearsal from an audience vantage point,
provisions can be made for a limited number of people to be accommodated in the
seating area for this purpose. However any more than 20 people in the audience seating
area during rehearsal will be considered a performance and the full theatre rental rate will
be charged.
9.7 Merchandise Sales
The Theatre is to receive a 15% commission on all merchandise sold in the lobby. The
Theatre can provide a seller if necessary, at no extra cost. The House Manager will settle
the revenue from sales with the company representative after the performance or run.
9.8 Objectionable Persons
The Theatre Programmer or his/her designate reserves the right to eject, or cause to be
ejected, from the facility any objectionable person or persons; and neither the Theatre nor
any of its officers, agents or employees shall be liable to the licensee for any damages
that may be sustained by the licensee through the Theatre’s exercise of such right. The
term “objectionable persons” shall include those persons who by virtue of disorderly
conduct, intoxication, disruptive behavior, violation of building policy, municipal,
provincial or federal law, make the proper conduct of business, an event, or the
enjoyment by others of that event, difficult or impossible.
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9.9 Compliance with Laws
The licensee will comply with all laws of Canada, the Province of Ontario, and all by-
laws and regulations of the Municipality of Chatham-Kent; and the licensee will not
suffer to be done anything on the property of the Theatre in violation of any laws, by-
laws, rules or regulations. The licensed premises shall not be used for any illegal,
indecent or immoral purposes.
9.10 Schedule of Rental Rates and Charges
A current schedule of rental charges for space, equipment, personnel, and services is
outlined in Appendix 1.
9.11 Front of House
Front of House staff including a House Manager, ushers and ticket takers will be
provided as part of rental charges.
9.12 Box Office Service to the Rental Client
All rental clients using the Kiwanis Theatre or the Studio One for a ticketed event,
must use the services of the Box Office. This provides consistency in ticket selling
policies as well as providing the Front of House staff with the proper information to
handle the house in a professional and safe manner.
A charitable organization number is required to access the non-profit rate.
Ticket commission is charged on all tickets sold and all complimentary tickets given
away over 20 per show.
Credit card and debit card surcharge is charged on the total of all sales paid by credit
card or debit.
Theatre Improvement Fund Charge is charged on all tickets including complimentary
tickets.
Postage will be charged back to the renter when tickets are mailed in bulk (ie.
subscription tickets) otherwise individual patrons pick up the cost of mailing.
It is requested that advertised ticket prices include the ticket commission charge and
theatre improvement fund charge.
All rates and services are subject to GST (HST will be applicable beginning July 1,
2010).
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10. GENERAL POLICIES
If you have any questions regarding the following policies or procedures, or if you
require additional information, contact the Chatham Cultural Centre. The local phone
number is (519) 354-8346 extension 31 or toll free (866) 807-7770.
10.1 Smoking
Smoking is prohibited in all areas of the Chatham Cultural Centre. The Centre is
designated as a non-smoking building. If smoking is included as part of a production, it
is the responsibility of the renter to attain guidelines and permission from the Theatre
Programmer or his/her designate.
10.2 Food & Beverages
Food and beverages are prohibited in the Chatham Cultural Centre except in Studio 1 and
the bar area operated by the Kiwanis Theatre.
Anyone using the kitchen at the Chatham Cultural Centre will need to ensure that food
products and food handling procedures are executed in a safe and sanitary manner in
accordance with Public Health requirements.
10.3 Nudity
Nudity is prohibited in the Theatre in all cases. No productions shall be allowed to
include nudity if they are to be performed in the Kiwanis Theatre or Studio One.
10.4 Live Animals
Animals are not allowed in the Kiwanis Theatre or Studio One, including on the stage.
The only exceptions that will be made to this rule are seeing eye and hearing dogs.
Exceptions are at the discretion of the Theatre Programmer or his/her designate.
10.5 Pyrotechnics
Pyrotechnics shall be allowed during productions, providing the renter has obtained a
permit. Written approval from the Chatham Fire Services Safety Inspector is required
prior to the event and must be on file in the Kiwanis Theatre Administration office.
10.6 Weapons & Gunshots
Weapons shall be allowed during productions, providing the renter has obtained a permit.
Gunshots are permitted providing the audience has been given appropriate warnings and
a permit has been obtained if necessary. Written approval from the Theatre is required
prior to the event.
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10.7 Set Construction
Any such acts such as nailing and screwing objects into the theatre floors and walls is
prohibited. Other set construction acts such as painting, etc, must first have been
approved by the Theatre Programmer or his/her designate.
10.8 Confetti
The use of confetti, in all cases, is prohibited in the Theatre.
10.9 Helium Balloons
The use of helium balloons is prohibited in the Theatre.
10.10 Videotaping in the Theatre
Videotaping is not permitted in the Theatre in most cases. Should a renter wish to
videotape a performance, this can be done under certain circumstances. The renter
should contact the Theatre Programmer to discuss the guidelines and arrange for the
proper forms to be completed.
10.11 Performance Policies
Children are welcome to all performances providing they are old enough to enjoy the
show. However, every person in the Theatre must have a ticket, including children of
all ages.
Latecomers will be seated at a suitable break in the performance at the discretion of
the House Manager.
Unless arranged in advance, cameras, recording, and communication devices are
prohibited inside the Theatre and must be checked with the House staff. Pagers and
cellular phones must be turned off.
No sitting or standing in or at the ends of aisles.
Smoking in the Theatre or other parts of the building is prohibited.
No drinking or eating is permitted in the Theatre.
All ticket prices include GST, handling charges and theatre improvement fund charge
where applicable.
Tickets will be mailed at the request of the customer providing it is within two weeks
of a performance. An additional cost will be added to your invoice.
Dates and performances subject to change.
10.12 Expulsion from the Theatre
The Theatre Programmer or his/her designate reserves the right to expel any person from
the theatre who:
Is found in the possession of:
alcohol
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weapons of any sort
air horns
pets or animals of any sort (with the exception of seeing eye/ hearing dogs)
unauthorized, offensive signs or banners
Is found using offensive/profane/threatening language with another patron or staff
Is found spitting/throwing/dropping objects
Is drunk
Is found passing alcohol to minors
Refuses to
wear proper foot attire
move from a prohibited area, or from a seat he/she doesn’t have a ticket for.
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11. SALE OF ALCOHOL
Theatre Clients – The Kiwanis Theatre has exclusive rights to conduct alcoholic and/or
non-alcoholic bar service prior to performances, during intermission and following a
performance.
Studio One Clients – Rental clients, excluding combined studio/theatre rentals,
conducting their own alcohol sales and/or service in Studio One must adhere to the
Municipal Alcohol Policy. Requirements will be discussed with the rental client upon
booking the space. If requested, a copy of the Municipal Alcohol Policy can be picked
up from the Chatham Cultural Centre Box Office.
Users of Studio One shall indemnify and save harmless the Chatham Cultural Centre and
the Municipality of Chatham-Kent and shall provide public liability insurance of 2
million dollars only if alcohol is being served.
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12. THEATRE SAFETY
Everyone using the facilities of the Chatham Cultural Centre is required to follow proper
procedures at all times. For all rentals, a technician and a stagehand are provided for
assistance, co-ordination and supervision. The Theatre Programmer or his/her designate
are to be informed of all plans with respect to staging, rigging and decoration of the
Theatre.
A copy of the “Safety Guidelines for the Live Performance Industry in Ontario” is
available backstage and in the administration office.
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13. BOX OFFICE LOCATION & HOURS
13.1 Location
Chatham Cultural Centre
75 William Street North
Chatham, Ontario
N7M 4L4
13.2 Hours
Monday to Friday, 9:00 am to 5:00 pm
1 hour prior to curtain in the front lobby of the Theatre
13.3 Contact Information
Information: (519) 360-1998
Box Office: (519) 354-8338
Toll Free: (1-866) 807-7770
Fax: (519) 354-4170
Online: www.cktickets.com
Email: cktickets@chatham-kent.ca
13.4 Telephone Orders
Telephone orders can be taken during business hours as indicated above by calling 519-
354-8338 or by calling our toll-free number, 1-866-807-7770.
13.5 Faxed Orders
Faxed orders can be taken at any time by faxing 519-354-4170.
13.6 Mail Orders
Completed order forms may be mailed to Chatham Cultural Centre, 75 William Street
North, Chatham, Ontario, N7M 4L4.
13.7 Reservations
As a general rule, reservations are not available. Tickets must be paid for when they are
ordered.
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13.8 Exchanges
Tickets can be exchanged for another performance of the same show or another seat
location. The cost is $1.50 per ticket and is assessed to the patron at the time of exchange.
Exchanges must be done in person and unwanted tickets must be returned to the box
office.
13.9 Lost Tickets
Replacement tickets can be issued at a charge of $1.50 per ticket. Please visit or call the
Box Office to make arrangements.
13.10 Refunds
Refunds are not available as a general policy of the Cultural Centre. Exceptions will be
at the discretion of the Theatre Programmer or his/her designate and an administration fee
of 15% of the total will be assessed to the patron. Cash refunds are not given in any case.
13.11 Right to Refuse
Box Office staff retains the right to refuse to sell tickets to anyone whose conduct they
feel is inappropriate.
13.12 Surcharges
Ticket prices may include a Theatre Improvement Fund charge and the applicable Box
Office charge.
13.13 Patron Services
Parking is free in the Chatham Cultural Centre lot and on streets surrounding the Centre.
Check municipal signage for allowable times to park. The Centre is wheelchair
accessible. Enter via the parking off of William Street North.
Wheelchair and Hearing Enhancement devices are available at no charge. Call the Box
Office 48 hours in advance. Additional amenity requests can be identified with the Box
Office Clerk.
13.14 Discounts
Group discounts are available on selected shows for groups of 20 or more. Contact the
Box Office for details.