The Student Group Borrowing Agreement outlines the rules and expectations for the use of the Props and Costume Cages. Each group checking out items from the Props or Costume Cages is required to have at least one e-board member (preferably the President or Vice-President) sign the agreement during Club Refuel or before the first time the group visits the Cages. In addition, each individual who wishes to tag or check out items must sign the agreement upon their first visit. The group’s adviser will also be notified of the group’s use of the Cages. Although not every member of a group is required to sign the agreement, the group as a whole is expected to know and abide by the information below. The group as a whole will be held responsible and liable should any rules, expectations or policies not be met. This includes but is not limited to fees being charged to the group account or the group no longer being allowed to use the resources in the future. If, however, a specific individual(s) in a group is repeatedly having issues meeting the rules, policies, and expectations, the Black Box Theatre has the right to restrict the individual(s) from using the resources in the future and holding the individual student(s) responsible for any fees or charges.
The group representatives will sign a digital copy of this agreement during their first appointment to access the Props or Costume Cages.
General Information
Access to the Props Cages or Costume Closet is by appointment only during the allotted hours. Appointments must be made at least 24 hours in advance and confirmed by Nina Lam via email.
If a group representative is unavailable during the allotted hours, they must email the Black Box Theatre Manager to schedule a time outside of those hours
Appointments are required to do any of the following:
Check-Out or Check-In/Return items
Browsing or Tagging/Reserving Items
Donations of items
Props and costumes may be checked out by representatives or members of any recognized undergraduate student group at no cost to the individual or organization, with exception to washing or dry cleaning all costumes regardless of use.
Please remember to budget for the cost of dry cleaning!
Student groups do not need to have a reservation in the Black Box Theatre to use the resources in the Cages.
Terms and Conditions of Use:
Reserving and Tagging Items
Student groups are allowed to reserve items in advance via the tagging system
Tagging can only be done in-person, by appointment, and on a first come, first served basis
Tagging does reserve those items for the indicated period of time;, however other groups can use those items before or after your reservation period
Groups are not to remove or modify tags on items other groups have tagged if it conflicts with their potential reservation dates
Checking-Out Items
The checking-out of items must be done in person and by appointment only
At the time of check out, a due date will be agreed upon by both the group member and Black Box Theatre Manager, and must account for time to have all items washed or dry cleaned
The selected items for check-out will be recorded in the inventory spreadsheet and signed out by the group member
Once checked-out, all items fall under the responsibility of the group and the representative checking them out
An email will be sent by the Black Box Theatre Manager to the group and student representative with a copy of the contract, summary of items checked out and cleaning instructions, and outline of due dates
Checking-In/Returning Items
The checking-in/returning of items must be done in person and by appointment only
Before checking in or returning items, all costumes must be washed or dry-cleaned, regardless of use. Proof of cleaning must be shown at time of return.
Props and costumes need to be officially checked in with a member of the Management Team and should NOT be dropped off or left if the Black Box Theatre Manager is not present.
All items must be returned by the designated return date/appointment time, which must allot proper time for the washing/dry cleaning of all costumes
Items must be clean and in original or better condition upon return
Props and costumes are not to be changed, modified, or altered in any permanent way without previous approval by the Black Box Theatre Manager
Each item will be inspected by the Black Box Theatre Manager upon return
After inspection, the group member will return each item to its proper location in the cages in an organized fashion
Return(s) are not necessary for materials that are for one time use (ie. paint, glue, wrapping paper etc.). The Black Box Theatre Manager will make note of this on the inventory sheet
Policies & Fees for Breaking the Terms and Conditions of Use
Term/Condition of Use Broken | Action Taken by Black Box Theatre Manager | Action Required by student/group | Consequence/Fee |
Items not returned by originally agreed-upon due date | The Black Box Theatre Manager will send a reminder email to the student with a summary list of borrowed items, a copy of the agreement form and the link to schedule a new appointment by a certain deadline | Reply to the Black Box Theatre Manager, sign up for a new appointment time, and return all items on that date | None |
Items not returned/new appointment not made by 2nd due date | Black Box Manager will send a 2nd reminder email to student and group’s e-board with a final due date and list of potential consequences | Reply to the Black Box Theatre Manager, sign up for a new appointment time, and return all items on that date | Group's e-board will be notified of the late return, new due date, and list of potential consequences. |
Items not returned/new appointment not made by 3rd due date | Black Box Manager will send a 3rd email to student and group’s e-board outlining consequences and fees for the group and requesting a meeting to discuss | Sign up for a meeting with Black Box Manager and make a plan to return items ASAP | Automatic replacement charge to the group for each item, cost determined by Black Box Theatre Manager A $100 penalty fee No access to the Props or Costume Cages for the next 2 semesters The $100 penalty fee and restriction to use the cages apply regardless if the item(s) are returned after the final deadline listed in the 2nd email |
Student does not set up/show up for required Meeting with Black Box Theatre Manager regarding late fees | Black Box Theatre Manager will email student, group’s e-board, and group’s adviser to outline additional fees and consequences | Reschedule appointment with Black Box Theatre Manager and make a plan to return items ASAP | An automatic replacement charge for each item to the group’s account if items have still not been returned An additional $100 penalty fee added to the original $100 penalty fee (total of a $200 penalty fee) Your group will no longer have access to the cages If your group returns items by the time of the meeting, you will not be charged the replacement cost; however, you will still pay the $200 penalty fee and will be banned from using the cages for the next 2 semesters |
Items returned/ dropped off without being checked back in with the Black Box Theatre Manager | Black Box Theatre Manager will email group’s e-board with outline of fees | Set up an appointment to complete checking in process with Black Box Theatre Manager Pay fee | $75 fee |
Items not properly returned to the cages – put in the wrong place, not hung up neatly, etc. | Black Box Theatre Manager will email group’s e-board with outline of fees | Set up an appointment to help re-organize the returned items with Black Box Theatre Manager Pay fee | $75 fee |
Costumes are returned that have not been washed and/or dry cleaned | Black Box Theatre Manager will not accept costumes return; will set up a plan with student to complete washing and a new due date | Wash and/or dry clean all costumes and return them to the cages by new due date | None |
After initial failure to comply with washing policy, costumes are returned again, still not washed and/or dry cleaned | Black Box Theatre Manager will go over associated charged with student and notify group’s e-board as well | Pay fees | An automatic $25 cleaning fee per item to the group The group will lose access to the Costume Cages for the next 2 semesters |
Items are lost, damaged, permanently altered/changed without permission, or broken | Black Box Theatre Manager will go over all associated charges with student upon checking in and notify group’s e-board as well | Pay fees With approval, replace lost, damaged, altered, broken items | The group will be charged the replacement fee for each item; replacement fee determined by Black Box Theatre Manager Or, group may be allowed to replace items themselves with approval from Black Box Theatre Manager |