It's a complicated business, but as long as it's being entered into in good faith, I don't think you should have too many problems. First, you (and they) should address the subject of insurance liability. It would be reasonable for them to expect you to pay for the times you are occupying the building. The cost is usually very resonable. I'm talking liability insurance here, not medical or anything like that. (You may want to check into having insurance that protects board members as well as the group - that way if anything goes wrong the injured party can't get away with suing everybody in sight.) Past the insurance issue, just make sure it's crystal clear what is expected from both parties. Who is responsible for what sort of clean-up and maintenance? Are you using the space for performances only, in addition to tech week? Or are you going to be doing all of your rehearsals there as well? Are you renting the space by the night? Or are you giving a percentage of box office? Or a fixed dollar amount per seat? (And is that per seat in terms of venue capacity, or per seat sold?) Are they supplying support staff? (box office, ushers, janitorial, security, sound and light personnel, tech crew) Or are you? If you are going to be supplying people to work their sound and lights, is there an indoctrination/training program established whereby the venue specifies how they want things done with their equipment and "qualifies" your personnel for the job? Who within your group will have access to the building? And what measures will be taken to limit unauthorized access? Is there an escape clause in the contract if either party becomes dissatisfied with the arrangement? What time frame for vacating the premises if you decide to leave? What extent of notification time if they want to end the relationship? Do they have any say in the subject matter of your productions? Will they assist in marketing? Or will it be left to you? Or will it be a joint effort? If a joint effort - who does the coordinating? Which leads to the very simple matter of designating precisely who has the authority to deal with whom. Who speaks for the theatre group? Who speaks for the venue? Does anyone on either side have any veto power? Who handles disputes? (Sometimes the smallest issues can get blown out of all proportion due to lack of sufficient communication, so this is a very important issue.) These things can work out very well and you can enjoy a long-lasting relationship with each other - as long as there is a measure of good faith on both sides, and the ability to empathize and communicate with each other. Break a leg!!!
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