Venue Rental Agreement
Last updated August 29, 2024
Introduction
This Agreement for the rental of Yellow Bicycle Theater is made by and between Yellow Bicycle Company and the Renter (see Definitions).
Booking
All bookings made using the Booking Form are subject to approval by YBC. If a booking is not approved, the prospective Renter will be notified promptly and issued a full refund, and this Agreement will be deemed null and void. To avoid unnecessary transactions, renters are advised to contact YBC with any questions prior to booking.
Event
An event is considered private if it is invitation-only and not advertised publicly. All other events are considered public.
Space
Descriptions and maximum occupancies for each space are listed below. For safety reasons, the Renter agrees not to exceed these limits under any circumstances.
| Space | Description | Max. Occupancy |
| Theater Only | Theater, backstage and backstage restroom | 20 |
| Theater and Lobby | All of the above plus lobby and lobby restroom | 50 |
| Whole Venue | All of the above plus dressing room | 56 |
Identification
When booking the theater for the first time, the Renter is required to upload a valid, government-issued photo ID. The Renter agrees to bring the ID to each booking and present it to Venue staff upon request.
Access
Once a booking is approved, first-time renters receive a link to download the Populife App, along with a Digital Key to the Lockbox. Returning renters receive a Digital Key through the App. When entering or exiting the Venue, the Renter agrees to ensure that the Lockbox and entry door are closed and locked. The door may be left unlocked during events only as long as the Renter has someone running Front of House in the lobby or by theater door.
Key Sharing
The Renter may share the Digital Key with other registered users via the App. However, the Renter remains solely liable for any damages that may result (see Liability).
Grace Period
For the Renter’s convenience, the Digital Key becomes valid 10 minutes prior to the rental period. To prevent disruptions, the Renter agrees not to enter the theater before the rental if another renter is present.
Optional Equipment
All rentals include LED lights. Optional equipment such as halogen lights, speakers and other optional equipment can be accessed via shortcuts on the Mac in the tech booth. On and off times are logged automatically. Usage is billed at an hourly rate rounded up to the nearest hour, and invoices are payable upon receipt.
Hourly Rental Rates for Optional Equipment
| Equipment | Rate | Description |
| Stage lights | $5 | 12 par cans (120 W) on 10 channels. Controlled via QLab on Mac. |
| Speakers | $5 | Edifier speakers and preamp with volume control connected to computer. Source switch and second 3.5 mm cable for connecting laptop. |
| Projector | $10 | Benq 1080p DLP projector and 120″ screen. Computer audio included (see above). Source switch and second HDMI cable for connecting laptop. |
| PA system | $10 | Pyle Pro 8″ speakers, Mackie 4-channel mixer and 3 cabled microphones in booth: one for the DJ, the others for onstage (cables on stage left wall). |
| Camera | $15 | Mokose 4K camera, Shure Centraverse ceiling mics, HDMI capture card for recording or live streaming on Mac via OBS Studio. Second HDMI cable for real-time display on TVs in lobby and dressing room. |
Departure
The Renter agrees to depart the Venue on time, leaving it in the condition it was in upon entry, returning furniture, curtains, equipment, etc. to their initial positions and taking any personal property, trash, and other items that were not present in the venue upon entry, unless otherwise arranged.
Cancellation and Rescheduling
Should the Renter wish to cancel or reschedule an event after booking, a request should be sent to the email address on the Contact page. The Renter is advised to check the calendar on the Booking Form for availability before requesting to reschedule.
Cancellation and Rescheduling Policy
| Time | Full refund when requested… | Reschedule or 50% refund when requested… |
| Off-Peak | …within 48 hours of booking and at least 1 month before event. | …at least 2 weeks before event. |
| On-Peak | …within 48 hours of booking and at least 2 months before event. | …at least 1 month before event. |
Prohibited Activities
The following are prohibited at the Venue:
- Open flames
- Smoking and vaping
- Alcohol consumption, unless otherwise arranged
- Illegal drug consumption
- Nudity, unless otherwise arranged
- Sexual acts
- Stunts, unless otherwise arranged
- Unauthorized use of copyrighted material
Liability
The Renter accepts full liability for any physical damages and/or legal actions that YBC may incur as a consequence of the Renter‘s actions or the actions of any of the Renter‘s guests while renting the Venue, and agrees to indemnify and hold YBC harmless against any and all legal actions which may arise from the Renter‘s use of the venue.
Terms of Use and Privacy Policy
In accepting this Agreement, the Renter acknowledges having read and accepted the Terms of Use and the Privacy Policy.
Applicable Law
This Agreement shall be governed by and construed in accordance with the laws of the State of Pennsylvania.
Definitions
Agreement: Legally binding agreement for the rental of Yellow Bicycle Theater.
App: Populife, a third-party access management app for iOS and Android.
Booking Form: The form located at yellowbicycle.com/theater/rentals.
Digital Key: Allows an App user to open the Lockbox containing the physical key to the Venue.
ID: Valid, government-issued photo ID.
Lockbox: Populife lockbox located on the Venue‘s door handle. Also known as the Bike Lock.
Mac: A Mac Mini M2 located in the tech booth and equipped with QLab 5 Free Edition, OBS Studio and shortcuts for activating and deactivating equipment.
Renter: A YBC customer with an approved booking.
Space: A room or rooms within the Venue.
Venue: Yellow Bicycle Theater, located at 1435 Arch St. Fl. 2, Philadelphia, PA 19102 and operated by YBC.
YBC: Yellow Bicycle Company, a limited liability company under Pennsylvania law.