Fifth Floor Policy

Theatrical Materials Exchange Facility

5^th Floor Lerner Hall, Room 510K/L

Policy and Procedures

The Theatrical Materials Exchange Facility (“TMXF”) is located on the 5^th Floor of Alfred Lerner Hall. This resource serves as a support space for undergraduate performing arts organizations and cultural groups which undertake theatrical performances for the express purpose of the storage and sharing of costumes, small props and small set pieces. Storage of items will be based on the limits of the size and proportions of the space, and will be approved based on approved and scheduled performance events on campus. The Office of Student Development and Activities (SDA) is responsible for the general policy and procedures governing TMXF use. SDA designates the Manager of Media Services as the administrative officer overseeing the development of this protocol. It is the intention of this storage space to accommodate the burgeoning need performing arts groups have for storage, while at the same time fostering and encouraging the communal aspects of theater. This facility is further intended to be both a repository and a “lending library” of theatrical resources, where costumes, small props and small scenic elements are borrowed, shared, recycled, and reused on an ongoing basis.

The Columbia University Performing Arts League (CUPAL) will act as liaison between SDA and the performing arts/cultural organizations utilizing the space. In this liaison capacity, CUPAL annually appoints a Theatrical Materials Coordinator (“Coordinator”) and develops rules and regulations regarding the storage resource, including specific qualifications for usage by recognized performing arts/cultural organizations. The Coordinator is responsible for communicating any concerns regarding the space to all who use it and will oversee the governance of the space usage among the various performing and cultural organizations.

The TMXF has been outfitted as follows:

Each major performing arts group will be allotted its own storage area within the facility. This will consist of both drawer and hanging rack storage, divided equally among the designees. Each performing arts group is responsible for monitoring its own inventory, including general housekeeping. The Coordinator and SDA maintain key access to the facility, and will grant access to each of the designated performing arts groups holding inventory in the space on an as-needed basis.

Lending Procedures. Student performing arts organizations will enter into a TMXF Borrower/Lender Agreement by contacting the Coordinator appointed each year by CUPAL. The potential Borrower must submit a written request to the Lender for the use of the other group’s theatrical materials specifying production details (length of usage, production notes, etc.). Upon receipt of written approval from the Lender, the Borrower agrees to abide by the usual and customary standards regarding the material’s care and usage. By entering into this Agreement, the Borrower assumes all responsibility for the theatrical materials, and agrees to return them in a timely fashion, in the same condition they were received, accepting full liability for damage, loss or theft of said materials.

Safety. Safety guidelines for Lerner Hall apply to the TMXF. The facility is subject to inspection by SDA on a regular, ad hoc basis, and any safety concerns will be addressed accordingly. As an overview, the following are not allowed within the space:

• No scenery shall be engineered, constructed or painted within the facility.
• No highly combustible or flammable items are permitted.
  (All fabrics and scenic items stored should be flame retardant).
• No alterations or permanent attachments to the facility will be permitted.
• No tape, pushpins, nails or fasteners of any type are allowed on the floors or walls of the facility.

Policy Disclaimer. The TMXF is a new space, and will be developing new policies and guidelines over time in response to users’ needs. The Manager of Media Services with the Office of Student Development and Activities will review these needs and periodically weigh them against current policies and guidelines. SDA reserves the right to update this policy at any time.