FAQs on Producing Events at the Coliseo

Quick Points on holding Events at the Coliseo de Puerto Rico
This summary is meant as a quick guide; be sure to read and follow all detailed points in the contract!
RENT
Signed contract and $12,000 deposit due to confirm date.
For the “theater” and “quarter house” configurations the minimum rent is $15,000.
For the “half house” or greater configurations, the minimum rent is $25,000.
If paid attendance is 5,001 to 10,000 people, total rent is $25,000 plus 20% of the gross ticket
sales to a maximum of $55,000.
If paid attendance is 10,001+, total rent is $25,000 plus 30% of the gross ticket sales to a
maximum of $85,000.
Important note: all ticket sales are through TicketPop. Gross ticket income is deposited in a noninterest bearing account. The night of the event, all associated venue costs are deducted, the
$12,000 deposit is credited (or may be left as a floating deposit for future events) and the balance
is paid by check.
WHAT IS INCLUDED IN THE RENT?
Ushers
Supervisors
Receptionist
Medical services for Event attendees, which services shall include ambulance and paramedics
Security personnel at predetermined level based on expected capacity
Utilities, including electricity, gas, lighting, water, ventilating, air conditioning, hot and cold
water facilities, and waste removal services
Electricians and mechanical plant staff
Custodial services (all arena cleaning)
Scoreboard operations
In-house audio services
In-house staging & its set up and tear down
Arena seating & its set up and tear down
Forklifts (2)
MOVE-IN DAYS
To guarantee move-in days, rent must be paid for the date. The number of days, if any, will
depend on availability.
MOVE-OUT DAYS
Unless approved in advance, move-out must be completed immediately following the event.
CURFEW
The rental agreement is for a 5 hour event, including doors opening 1 ½ hours prior to show
time. Any additional show time after 5 hours and/or 12 midnight will be charged additional rent
and expenses at a premium rate.
continued….
INSURANCE
Insurance certificates must be delivered to SMG no later than 3 business days before event work
begins. Insurance must be issued by a company registered and located in Puerto Rico.
Insurance requirements: $1,000,000 bodily injury; $1,000,000 property damage; $1,000,000
automobile; and fondo del seguro del estado/workers compensation.
If needed, Master Venue Insurance Program insurance may be purchased through SMG’s
Insurance Broker Program.
If pyrotechnics will be part of the production, an event specific certificate from the supplier’s
insurance is required with the above certificates.
If pyrotechnics will be part of the production, a detailed map of the pyro locations, cues and
materials to be used must be provided before their placement may begin. Pyrotechnic materials
may not be stored at the Coliseo.
FIRE CERTIFICATE
All events must be certified by the Fire Department. SMG coordinates this directly with the Fire
Marshals. We strictly adhere to all regulations.
SECURITY & USHERS
C&C is the exclusive security provider at the Coliseo. All security and usher placements will be
determined by SMG. Special security requests above SMG deployment should be discussed in
advance directly with SMG.
FIRST AID
The Coliseo contracts APlus Ambulance to care for the public. This on-site ambulance and
paramedics service is exclusively for the public.
If the production requires dedicated paramedics, ambulance or equipment (such as oxygen), this
can be provided through APlus. This should be discussed in advance with SMG.
If the production chooses to contract another ambulance/paramedic provider, they must be
properly insured and licensed.
MERCHANDISE
EMI has the right to concession merchandise sales at the Coliseo. The commission is 35%. EMI
does all of the selling.
All merchandise information must be received at least three days prior to the event.
EMI contact: Jose Rosa (787) 948-6554 [email protected]
SMG contact: Hector Agosto, Director of Finance, (787-625-6836) [email protected]
CATERING
Savor holds the exclusive food & beverage concession at the Coliseo. All catering, including buy
outs, must be coordinated with Savor.
The buy-out fee for backstage catering is $500.
Contacts: Vanessa Berlingeri, (787) 777-0800 ext. 2562 [email protected]
continued….
TELEPHONE/INTERNET LINES
Please notify us in advance of any telephone or internet needs. Charges apply:
o Each telephone line has a cost of $150.
o Each fax line has a cost of $150.
o Each internet line has a cost of $200.
o Each ISDN line has a minimum cost of $350; final cost based on location.
WiFi is available at no cost.
DRESSING ROOMS
The Coliseo has 4 dressing rooms, 4 locker rooms and additional backstage space.
The backstage area includes a Production Office and a Promoter’s Office, as well as additional
space for catering.
Dressing room map available.
PARKING
Production parking during event: 10 spaces in the backstage compound and the entire West
parking lot. The West parking lots holds maximum 50 cars; most productions reserve 20 of these
spaces for the press.
Upon receipt of your parking lists, we will provide parking passes for the people with reserved
parking.
SMG will notify all area parking lots of each event. Each lot’s schedule is at the owner’s
discretion.
Parking map available.
If the production requires additional parking, the closest lots are:
o Multipiso, contact Mr. Clemente (939) 645-1585 of American Parking.
o AcuaExpreso, contact Mr. (not available for the moment)
o Lote Avenida Chardon, contact Mr. Varela
ACCESS LISTS
Access lists are essential to the smooth operation of your production. Access lists and sample
credentials should be submitted no later than 48 hours before load-in begins.
CAMERA POLICY
The Coliseo allows guests to enter with personal cameras. Video cameras and cameras with
removable lenses are prohibited.
If your production has different guidelines, please notify us in advance.
continued….
BOX OFFICE
All Box Office transactions must be documented in writing and the appropriate forms submitted.
Meetings with the Box Office staff are by appointment. Please do not “drop in”.
Contacts: Omar Baez, ext. 2416 [email protected]
Once your event is programmed, you will be given a user name and password to view ticket
reports at any time.
TicketPop service charges are:
o CPR Box Office: $5.00 per ticket. $5.25
o TicketPop Outlets & Self-service machines: $6.25 per ticket + $2.75 handling charge
o Phone Orders: $6.25 per ticket + $5.50 handling charge.
o Internet Orders: $6.25 per ticket + $2.75 handling charge.
Elderly & Handicap discounts:
o These are typically a very small percentage of sales; historically, maximum was 1.5%.
o To be eligible for discount, these tickets must be purchased in person with photo ID.
o Handicapped persons receive a 50% discount per ticket, per law; service charges apply.
o People 60 to 75 years of age receive a 50% discount per ticker, per law; service charges
apply.
o Persons 75 years of age and older receive tickets free of charge; service charges apply.
COMP TICKETS
Per the contract, the government of Puerto Rico is entitled to 100 tickets per event at no charge.
These are in standard locations, which may change depending on event configuration.
CLUB SEAT TICKETS
Per the contract, the Coliseo’s club seat licensees (sections 113, 114, 115) have the first right to
purchase ticket in these sections. Revenue from these tickets shall be included in the event’s
gross receipts.
There is a $5 “upcharge” for these seats to cover the cost of the in-seat waiter service to these
sections.
The Club Seat licensee standard purchase deadline is two weeks. The deadline should be a
minimum of one week. Whenever possible, we recommend a pre-sale to these clients so that the
remaining seats are returned to the inventory available to the public as quickly as possible.
MARKETING & SPONSORSHIP
Event sponsorship information packet available.
Contact: Lorraine Urdaz, (787) 777-0800 ext. 2322 [email protected]
Continued…..
PRESS
Space is available at the Coliseo for press conferences. Arrangements to be discussed on a caseby-case basis.
All press ticketing must be discussed in advance.
Contact: Frances Melendez (787) 777-0800 ext. 2320 [email protected]
GUEST SERVICES/VIP
VIP receptions, presentations, etc.
Contact: Eduardo Cajina, (787) 777-0800 ext. 2307 [email protected]
For further information, seating charts, rigging diagrams and forms, please go to:
www.coliseodepuertorico.com/extranet
o Username: promoter
o Password: cpr-access!