Madison Circus Space

Special Event Policy

Updated 6 April 2024

Eligibility

Circus and movement arts groups, performance groups, instructors, and MCS members are eligible to rent space for special events upon approval by the MCS Board. Special event rentals will be considered on a case-by-case basis for other outside groups.

For special events such as performances, fundraisers for MCS, workshops, tournaments, and craft fairs, the main room may be rented, the upper or lower studios may be rented, or, in special cases, the entire building may be fully rented.

Use this form to submit a request for a performance rental. If you are interested in a special event rental that is not a performance, please send an email to info@madisoncircusspace.com.

Terms

Requests for special event rentals, including any full-space rentals of the whole building, must be presented to the MCS Board for approval at least one month before the requested date.

For an MCS-hosted show, all proceeds go to MCS, rental fees are waived, MCS’ ticketing platform is used, and performers are covered under MCS insurance. This typically includes events that are closely aligned with the MCS mission, involve a large number of MCS community members, and/or are produced by MCS members.

For an MCS co-presented show, MCS and the performer(s) will reach a profit-sharing agreement, and performers must have their own insurance. Co-presented shows include a door split, where part of the proceeds go to MCS to waive rental fees and part of the proceeds go to the performers. Co-presented events may receive varying levels of support from MCS depending on the profit-sharing arrangement agreed upon between the Board and the space renter. N.B.: Currently, co-presented shows do not have access to the MCS ticketing platform.

For a basic rental, the event producer/performers are responsible for all tasks, including set-up and strike, ticketing, technical direction, stage management, and rigging. MCS will provide an Event Representative to lock and unlock the space as needed and may promote the event at its discretion.

Space Renter Responsibilities 

  • Send an email to info@madisoncircusspace.com for a non-performance special event rental OR fill out a request for a performance proposal. 
  • Secure an MCS Event Representative and work with them on event details, including scheduling the rentals. The MCS Event Representative may be a Board member or a trusted MCS member.
  • Agree to and sign the MCS rental agreement.
  • Abide by all MCS safety policies and procedures.
  • Ensure all active participants in the event sign an MCS waiver.
  • Provide evidence of event insurance, where applicable.
  • Accept responsibility for all the set-up, cleaning, and technical services required according to the type of rental (see Rental Fee Structure and Provisions below).
  • Determine what payment modalities will be used, with Event Representative and/or Treasurer.
  • Ensure that all additional sales comply with the City of Madison and Dane County public health guidelines.
  • Ensure the space is in the same condition at the end of the event as it was at the beginning.  
  • All events must abide by all applicable assembly and fire codes. All exits at MCS must remain accessible and visible at all times, including during a performance. Do not block the doors or the exit signs.

MCS Event Representative Responsibilities 

  • Ensure that the space renter is in compliance with all policies listed above.
  • Be present for all special event rentals or have a representative present.
  • Work with the performers to ascertain rental needs.
  • Complete rental requests online, and confirm that the event is listed correctly on the calendar.
  • Send an email to the MCS members list (members@madisoncircusspace.com) announcing upcoming special event rentals (as well as large space rentals for technical and dress rehearsals) at least one week before an event.
  • Communicate the same information to the MCS Members Facebook group.

Availability & Hours of Use

To ensure that sufficient space remains available to members, MCS reserves the right to approve or deny special event rentals at its discretion.

The length of special event rentals will vary according to the event. For MCS-hosted shows, it is standard to request a full-space rental starting two hours before the event and extending one hour after. For instance, a show that runs 7-9pm will often have a full-space rental from 5-10pm. 

There are discounts available for rentals occurring during non-prime time hours (defined as weekdays prior to 5pm).

Rental Fee Schedule

Event organizers using a co-presentation model should deposit the door split portion due to MCS within one week, unless otherwise agreed upon by all parties. 

The space renter(s), MCS Event Representative, and the MCS Board will decide on one of the following fee structures:

  • Free (for MCS fundraising events, where all profits go to MCS and volunteers are unpaid/covered by MCS insurance)
  • Waived rental fee with door sales split (profit-sharing percentage to be agreed upon with performer, often 30/70)
  • Hourly rate, depending on room(s) rented and stackable discounts (see the Rental page for more detailed information)

Basic Services Provided by MCS

  • All basic rentals of the main room for shows come with the use of 150 chairs, to be set up and put away by renter.
  • For performances, seating capacity is generally 125-175 chairs in the main room is using risers (depending on stage design); seating capacity of the upper studio is roughly 50 chairs.
  • Space renters may also sell their own merch at MCS; tables can be provided upon request.
  • The MCS Event Representative will unlock/lock the space, ensure access to necessary resources, and preside over the event.
  • Stage lighting and sound equipment may be available under special arrangements (please indicate on the request form; approval required by the technical director).

Additional Services for MCS Hosted & Co-Presented Events

When hosting and co-presenting events, MCS may provide additional services. These will vary depending on the nature of the rental and profit-sharing agreements. These services may include, but are not limited to:

  • Use of MCS’ ticketing platform (only for MCS-hosted shows)
  • Social media promotion, website listings, and press releases
  • Volunteers to help with set-up and strike, including risers and chairs, cleaning, equipment storage, etc.
  • Front of house assistance (ticket taking, ushering)
  • Merch and concessions sold by MCS 
  • Technical direction, use of AV equipment (approval required by the technical director)
  • Stage management and rigging crews