Rental Client Portal

Admin/Operations
Production

Admin/Operations

509 Atlantic Avenue, Brooklyn, NY
E-mail: events@roulette.org
Phone: 917-267-0370

As a nonprofit dedicated to creativity, experimentation, and respect, Roulette asks all rental clients to review and abide by our Code of Conduct and Content Guidelines, which outline our expectations and approach to sensitive or potentially controversial material.

Post Event Maintenance Fee

  • Roulette charges a mandatory $200 maintenance fee for a post-event deep clean, which includes mopping and bathroom cleaning. This fee also covers routine maintenance of the space as well as removal of trash and recycling from Roulette’s basement to the street.

Payment Schedule

  • A non-refundable down payment of 50% of the Space Rental Cost was required to reserve the date. The remaining balance of the Space Rental Cost and known additional fees must be paid 30 days prior to the event. You will receive an invoice via email 45 days prior to the event; late fees apply at a rate of $50/day past the payment due date.
  • Any additional services provided by Roulette must be agreed upon 14 days prior to the event. The fees for these services must be paid 7 days prior to the Event; late fees apply at a rate of $50/day past the payment due date.

Security Deposit

  • A security deposit of $1,200 was required to reserve the date. 
  • Should the event exceed the agreed-upon hours or should Roulette sustain any physical damage as a result of the event, part or all of this security deposit will be applied toward covering the related costs. Any potential damage to Roulette will be assessed during the final walk-through at the close of the event and confirmed by Roulette in writing within 5 business days. In all other cases, the security deposit will be refunded in the form of a check or e-check within 7 business days of the event.

Preferred Vendors

  • Roulette does not have in-house catering services, nor do we limit your choice of vendor, but we highly recommend using one of our preferred vendors.

Catering Guidelines + Procedures 

  • If You are Providing Catering
    • If you are serving food & beverage at your event and not working with a caterer, it is your responsibility to restore the theater to its original state, including removing all decorations, rental equipment, and general clean-up. Trash must be brought to the "Refuse Room" in Roulette's basement. To confirm your understanding of Roulette’s clean-up policies and procedures, you will be sent the following three guideline forms and asked to return the two requiring signature before the day of the event.
    • We ask that you share these documents with the staff/volunteers who will be working the day of the event, so they are also aware of our rules and regulations.
  • If a Licensed Caterer is Providing Catering
    • If you are working with a caterer, it is their responsibility to leave the kitchen and any other prep spaces clean. Their team is responsible for reviewing the following three forms and returning the two requiring signature before the day of the event.
    • You must ensure that all catering services carry commercial general liability insurance and liquor liability; Roulette must be listed as an “Additional Insured” on these policies. A copy of the Certificate of Insurance, Worker’s Compensation, and a list of employees must be provided at least 14 days prior to the event.
  • Cleaning: If the Producer or the Caterer does not leave the space free of debris or does not comply with Roulette’s policies regarding trash and recycling, the Producer will be assessed a $300 cleaning fee.

Bar Options

  • Roulette runs a Cash Bar
    • $0 cost to you.
    • Roulette will supply the product, staff, and supplies (cups/napkins/etc) and provide a bar consisting of wine, beer, well-spirit cocktails, soda, and bottled water. A detailed menu can be provided upon request. 
    • Roulette keeps ALL the proceeds. You may not distribute complimentary alcoholic beverages when the Roulette-run bar is in operation.

       OR

  • You run an Open Bar
    • $350 cost to the renter.
    • If you choose to host an open bar, all alcoholic beverages must be offered to guests on a complimentary basis; drinks may not be sold. You will be responsible for supplying the product, staff, ice, and other supplies (cups, napkins, etc.

When more than 100 people are present on site (staff, cast, crew, guests), Roulette requires 1 bonded security personnel (unless otherwise specified) or 2 bonded security personnel when more than 300 people are present, for a minimum of 5 hours. Security must be hired through Roulette. The cost is $45 per hour, per guard. The cost on holiday dates (Easter, Memorial Day, Juneteenth, July 4, Labor Day, Thanksgiving, Christmas Eve, Christmas Day, New Year's Eve, and New Year's Day) is $67.50/hr.

You will be asked to provide Commercial General Liability Insurance (COI) on an occurrence basis with a minimum combined single limit of liability for bodily injury, personal injury, and property damage of no less than $1,000,000. Roulette should be listed as follows:

Roulette Intermedium

509 Atlantic Avenue

Brooklyn, NY 11217

If you are not able to provide the mentioned coverage and add Roulette to an existing policy as an additional insured, please follow this link and complete an application to purchase a renter’s liability policy.

You will be fully responsible for all press, marketing, and social media outreach, as Roulette does NOT offer these options for rental events. Roulette will not list your event on its website or events calendar and will not provide ticketing services for the event.

In all outward-facing communications (including social media), please refer to Roulette as “Roulette Intermedium” or “Roulette”, not “The Roulette”.

Production

You and key organizers of your event are required to attend a production meeting with the Roulette Special Event Team, scheduled approximately 30 days before the event, and complete a Production Rider at least 2 business days before this meeting. Staffing needs will be evaluated with regard to the technical and logistical requirements of the event, as will the schedule, spatial arrangements, and administrative needs.

Virtual Tour

Load in / Load out

  • Your load-in and load-out hours are the rental hours as indicated on the contract. 
  • Deliveries and Pick-ups
    • All rentals and external deliveries must be made and collected within the hours of the rental period unless otherwise approved by the Special Events team before the event. Roulette has three entrance, including the main audience entrance at 38 3rd Avenue and two loading doors at 509 Atlantic Avenue
  • Ramp Dimensions
    • There is an ADA-accessible entrance with a loading ramp that accesses Roulette’s lobby on Atlantic Avenue. The width is 3’ and the double door dimensions are 82” x 60”. 
  • Front Door dimensions
      • 35.75” x 83.5”

Venue Size and Capacity

  • Roulette's venue consists of a public lobby, a 2nd-floor Mezzanine (no elevator) w/ fixed seating and 1st floor concert hall w/ flexible seating. Private dressing rooms are located in Roulette's basement.
  • Roulette seating is General Admission with a maximum capacity of 400 seats
    • 165 (153 fixed seats in the balcony + 12 optional seats)
    •  Maximum of 235 seats in the ballroom (flexible seating)
      • Please note, only Roulette’s 1st floor is wheelchair accessible
      • Please note that any stage modification, equipment additions, etc. can affect seating capacity.
  • 1st Floor Concert Hall
    • Sq Ft: 2,500
    • Standing: 400
    • Seated: 235
  • 2nd Floor Mezzanine
    • Sq Ft: 2,000
    • Standing: N/A
    • Sitting: 165
  • 1st Floor - Lobby
    • Sq Ft: 600
    • Standing: 100
    • Sitting: N/A
  • Basement - Dressing Rooms
    • Sq Ft: 1,214
    • Standing: 50 at max
    • Includes: one private 1-person capacity dressing room, one semi-private 7-person capacity dressing room, 1 open dressing room 32-person capacity, and one bathroom (no shower)

Supplies List

Space Logistics + Specifications 

  • Space Reconfigurations 
    • If you are interested in either reconfiguring the stage and/or relocating the soundboard and lighting console, the costs for such services will be shared with you in writing no less than 3 weeks before the Event.
      • The soundboard and lighting console may be moved to the center section of the balcony.
      • The lower stage may be partially removed by 4’, resulting in a depth of 9’ from the middle of the lower stage to the edge of the upper stage. 
  • Stage
    • Comprised of a fixed upper stage deck (28' 3" W x 11' 10" D) and a modular lower stage deck (40' W x 13' 1" D at center and 6' 2" D at the wings)
    • In-house Wenger risers of varying sizes and heights can be used for stage extension, runway, camera riser, etc, upon prior approval by the Roulette Production Manager. Fees apply for any labor required to modify the stage.
  • Storage
    • Roulette has no dedicated storage spaces available. Exit doors, stairwells, corridors, and other means of egress may not be blocked by any equipment, debris, cables, or other event-related items.
    • Instrument cases, road cases, and other equipment can be left in temporary storage spaces with prior approval by the Roulette Special Events team, for use during your rental hours only. 
  • Housekeeping: Floors, Walls, and Storage
    • Roulette’s floors, walls, and stage decking may not be used as anchor points. No decorations, lighting instruments, or other material may be hung from the pipes or cable trays installed under the balcony. 
    • Hanging string lights, banners, or other decorations from Roulette’s balcony railing must be approved in advance.
    • Only non-residue gaff tape and spike tape are permitted for use on Roulette’s floors and stage deck. If another type of tape is needed, it may be applied onto a base layer of gaff tape. 
    • Only painter's tape or museum putty is permitted for use on Roulette’s walls.
      • Use of duct tape, staples, push pins, nails, command hooks, adhesives, etc. to adhere decoration or signage to walls is prohibited. 
    • The following are not permitted at Roulette:
      • Residue-leaving substances such as silly string, slime, and clay
      • Confetti, streamers, and glitter. We have a very strict policy regarding these items, and use of them will result in losing a portion of the security deposit. 
      • Helium balloons
  • Heavy Equipment
    • Roulette does not own any lifts (including forklifts, scissor lifts, boom lifts, pallet jacks, etc.) for use by rental clients. 
    • Roulette’s vertical mast lift and ladders are for use by Roulette staff only. 
  • Construction & Carpentry
    • Use of power tools within Roulette must be approved in advance. Hammering, drilling, sawing, etc. may not be performed directly on Roulette’s floors, walls, or stage decking. Care must be taken to avoid producing sawdust, wood, and metal shavings
  • Electrical Maps

 

  • Cleaning
    • At the conclusion of the event, it is your responsibility to ensure that the venue is “broom clean”, i.e. the floors are free of large debris; there are no cans, bottles, or other large items in the balcony; any Roulette tables used are wiped clean and returned to their rightful place; and rental items are stored neatly for pick-up.  You are responsible for transporting trash and recycling to Roulette’s garbage room in the basement. Boxes must be broken down and stacked flat. These tasks must be completed within the rental period. The only case in which Roulette staff will assume responsibility for transporting trash and recycling to the basement is if there is a Roulette-operated cash bar and no food is being served.
    • If you have hired a caterer, these tasks may be transferred to them, pending the caterer’s signature of the Roulette Catering Guidelines. However, if you or the caterer do not leave the space free of debris or do not comply with Roulette’s policies regarding trash and recycling, you will be assessed a $300 cleaning fee, which may be deducted from the security deposit.
    • The Roulette Event Liaison will complete a final walk-through and check-out with the Producer to ensure that the venue has been restored to its original condition. If the designated check-out person does not complete the final walk-through and sign the check-out sheet, the Producer will be assessed a $100 fee, which may be deducted from the security deposit.

Roulette does not offer parking; however, there are numerous parking lots nearby as well as street parking:

  • Impark on State Street (3 min walk): 556 State Street (at the corner of Flatbush Avenue)
  • GGMC Parking (10 min walk): 625 Atlantic Avenue | 718-636-3857
  • Laz Parking (5 min walk): 309 Schermerhorn Street | 718-624-2211
  • 99 3rd Ave Garage (3 min walk) | 718-243-2329
  • Barclays Center Parking Lot (10 min walk): 161 S Elliott Pl #1 | 347-448-4446
  • Pacific Parking Garage (12 min walk): 700 Pacific Street | 718-398-2392

Staffing

  • Sound - Roulette will provide one (1) A/V engineer. Upon receipt of the Production Rider or as a result of the Production Meeting, Roulette’s Technical Team may determine that the complexity of the event requires Roulette to hire an additional Roulette A/V Engineer. The rate for an additional audio-visual engineer is $45/hr (6 hours minimum), and the number of hours will be decided by the Technical Director once the technical details have been received and the schedule has been finalized.
  • Light - Lighting needs exceeding five basic cues, requiring effects, timed cues, or OSC commands, will require a dedicated lighting technician. Roulette may hire a lighting tech for you, or you may bring in your own, subject to Roulette’s approval. The fee for a dedicated lighting technician is $45/hour for a minimum of 6 hours, and the number of hours will be determined by the Techinical Team.
    • Please note that a lighting technician is not the same as a lighting designer. You may bring a lighting designer who can direct our lighting technician. 
    • Any rigging, refocusing, or repatching must be supervised by a Roulette-hired lighting technician.
  • Staff Cancellation - If you request Roulette to hire additional A/V staff and cancel the need for their services within 8 days of the event date, you will incur a $250 cancellation fee. 
  • Roulette Staff Break - During the rental time, all A/V engineers and lighting technicians are entitled to a thirty (30) minute walkway break. This break period is typically scheduled to occur after the sound check and before the doors to the venue open. The exact time of the break will be discussed and agreed upon during the production meeting and will be scheduled in a manner that does not disrupt the event's schedule or cause delays.

Backline & PA

Available at no additional cost (except for Drum Set)

  • Bass Amps:
    • (1)  Fender Bassman 50 with 2x15” cabinet
    • (1)  Eden WT800 with Eden D115XLT cabinet
  • Guitar Amps:
    • (2)  Fender Twin Reverb
    • (1)  Fender Blues Deluxe Reissue
    • (1)  Fender ’65 Deluxe Reverb
    • (1)  Fender Concert
    • (1)  Fender Acoustasonic 150
    • (1)  Fender Acoustasonic 90
    • (1)  Roland JC-120
  • Keyboard Amps:
    • (2)  Roland KC-550
  • Drum Set:
    • Modern Drum Shop custom jazz kit
    • Snare: 14”x5.5”
    • Kick Drum: 18”x14”
    • High Tom: 12”x8”
    • Floor Tom: 14”x14”
    • All hardware including 3 cymbal stands, hi-hat stand, kick pedal, throne. (NO CYMBALS OR HI-HATS)
    • All drumheads are Remo Ambassador Coated.
      • There is a $100 fee for use of house drum set.
  • Piano:
    • Steinway & Sons Model D 9-Foot Concert Grand Piano
    • The fee for a day-of piano tuning is $250
  • PA System:
    • Speakers:
      • (2)  Meyer Sound UPJ-1P powered L&R main speakers 
      • (2)  Meyer Sound 500-HP powered subwoofers
      • (6)  Meyer Sound UPJ-1P powered stage monitors 
      • (4)  Meyer Sound UPJ-1P powered rear-fill or balcony-fill speakers 
    • FOH MIXING CONSOLE:
      • Yamaha CL5 Digital Console (64 channels over Dante, 24 mix busses, and a full library of onboard effects)
    • REMOTE MIXING CONSOLE FOR LIVE STREAM / VIDEO CAPTURE:
      • Allen&Heath SQ6 (48 input channels, 12 stereo mixes)
  • Microphones:
    • Wired Microphones:
      • Full selection of professional dynamic and condenser microphones for sound reinforcement and recording. Please contact tech@roulette.org for more information.
      • Wireless Microphones: 
        • 1) Shure ULXD4Q G50 four channel receiver
        • (4) Wireless handheld microphones
        • (4) Wireless headset microphones
        • Four wireless systems maximum. 
  • Small Mixers:
    • (1) Allen & Heath Qu-24
    • (1)  Soundcraft fx16ii
    • (1)  Mackie Onyx 1602
    • (1)  Mackie 1204-VLZ PRO 
    • (1)  Mackie 802VLZ4

Screens + Projectors

Available at no additional cost.

Lighting

  • ETC Ion XE 12K Lighting System with 134-instrument lighting grid including SolaFrame Studios, Martin MAC Aura xBs, ColorSource Deep Blue Pars, ColorSource Spot Vs, ETC Selador Lustr 11s, incandescent Source Four Lekos and Pars, as well as a 20" mirror ball & ADJ pinspots.
  • Any changes to Roulette’s repertory plot must be discussed with and approved by Roulette’s Production Manager at least 21 days prior to your event. The client is responsible for restoring to Roulette’s rep plot within their rental period. 
    • Additional staffing is required to oversee any work done in Roulette’s lighting grid. 
    • Aerialist performance can not be supported by the lighting grid.

Special Effects

  • Certain events may involve the use of atmospheric effects such as haze. Any proposal to use haze or other atmospheric effects must be submitted in writing to Roulette no less than thirty (30) days in advance of the event, and shall be subject to Roulette’s prior written approval. Additional conditions, permits, fees, and staffing requirements will apply, as determined by Roulette.

A/V Recording + Livestreaming 

  • Multi-track Recording
    • Upon request and with at least 14 days notice prior to the event, Roulette can make a multi-track audio recording of the event for a $350 fee. With this service, the rental client will receive unmixed stem files (24bit, 48khz, WAV), which will either be physically mailed to a specified location on a USB flash drive (flash drive & postage included), or sent via WeTransfer within 3-4 weeks. The cost of physically mailing the multi-track recording will be added to the final invoice.
      • Please note that these are multi-track audio files and NOT a stereo mix.  
    • For an additional fee, Roulette’s Production Manager will provide a high-quality stereo mix of the Event to be mailed within 4-6 weeks after the completion of the Event.
  • Livestreaming/Video Recording
    • Roulette offers Video Recording and Live Streaming services. If you choose to hire Roulette for these services, Roulette will provide a minimum of (1) one video Camera Operator and (1) one additional AV engineer for the purpose of video and audio recording and live streaming the event with the venue’s 6-robotic camera system. For rates, inquire with the Director of Special Events
    • Roulette’s Camera Operator will call the shots for the live edit unless otherwise discussed and agreed upon at least 14 days prior to the event. 
    • Roulette can insert media into the live stream. Media inserts qualify as pictures,  slides, pre-recorded videos, including projection feed. The basic package includes (1) one static picture/slide at the intro and (1) one at the outro. You may request additional inserts for an additional fee.  Media inserts must be delivered to Roulette's Special Event Team no later than 14 days before the event.
    • For streaming to social media accounts, you will be asked to provide stream-key(s) to social media account(s) no later than 14 days prior to the event so Roulette can test the live stream feeds ahead of time and on the day of the event. Roulette will not stream onto Roulette’s website or platforms. 
    • Deliverables do not include the raw footage from each of the 6 cameras; they include a ProRes recording of the live feed and a Multi-track audio recording. Deliverables will be uploaded on the rental client’s clean and empty hard drive(s), and will be made available to the rental client within 4 weeks of the event. This process can be rushed for an additional fee and will need to be agreed upon at least 14 days prior to the event. 
    • If you choose to hire Roulette for Video Recording and/or Live Streaming services, and cancel the need for the services within 8 days of the event date, the rental client will incur a $450 cancellation fee.