rut GILDER LEHRMAN INSTITUTE of AMERICAN HISTORY To: sill Love Utah Department of Heritage and Arts 300 Rio Grande Street, Salt Lake City, UT 84101 801-245-7203 | jlove@utah.gov From: Sasha Rolon Pereira, Director of the Hamilton Education Program The Gilder Lehrman Institute of American History 49 West 45" Street, 6" Floor, New York, NY 10036 (646) 366-9666 ext. 13 | pereira@gilderlehrman.org Date: October 4, 2017 Subject: Hamilton Education Program Memorandum of Understanding The Gilder Lehrman Institute of American History (GL), the Utah Department of Heritage and Arts (DHA), the Utah State Board of Education, Broadway Across America, and Salt Lake County agree to partner in the Hamilton Education Program, which will hold a student matinee of Hamilton on Friday, May 04, 2018, The responsibilities of al parties are outlined below. ‘+ Provide lunch for students and chaperones. © Host a local Hamilton Education Program official kick-off event for GLI to meet with representatives from participating schools, as well as elected officials, sponsors, Utah organizing committee, and other related parties. The day of the event will be mutually agreed upon by the DHA and GLU. The Utah State Board of Education will: + With funding from the Department of Heritage and Arts, employ a .5 FTE Hamilton Education Program coordinator for one year. (See separate MOU for more detail) Salt Lake County will: Secure and provide lunch space for all schools and chaperones attending the matinee at the Salt Palace Convention Center at 100 South West Temple. + Coordinate and provide traffic management as needed, including security staff to assist with staging buses and managing barricades and other methods of safely directing the crowd during arrival and departure times as well as lunch, The Gilder Lehrman Institute of American History wil ‘¢ Offer the program to students from traditionally underrepresented populations including rural students, with a priority on students that qualify for free or reduced lunch, in the state of Utah, Participating students must be enrolled in an American history course. ‘© Collect online applications from schools interested in participating, ‘© Confirm eligible students in cooperation with the Utah State Board of Education,Select the participating schools for each matinee after confirming eligibility and on a first-come, first-served basis. GLI reserves the right to also remove any school from the program for any reason. © Work with participating schools over the course of 6 - 8 weeks to prepare for the day of the student matinee and respond to questions. The process will begin with the initial notification, confirming the number of tickets allocated to each participating school. ‘© Help the schools implement the Hamilton Education Program’ teacher-led curriculum for all students attending the matinee. '* Provide the necessary curricular materials, including printed Student Guides and access to the Hamilton Education Program website / Digital Portal. © Outline, track, and collect the school’s deliverables, including but not limited to rosters, signed consent forms, ‘and completed projects/written work from all students attending the matinee. ‘Assign seating for all students, chaperones, and other attendees on the day of each student matinee. Provide a detailed schedule for the day of the student matinee, which will include the time for arrival at the theater, the check-in process, student performances, Q&A session, lunch, matinee performance of Hamilton, and dismissal from the theater. ‘* Coordinate a “Liaison’s Meeting” to meet with school representatives prior to the matinee, by phone or in person, to explain the logistics and expectations for the day of the student matinee. ‘© Organize a walkthrough of the theater with all relevant parties, including the Utah State Board of Education, head of School Safety and Security, local law enforcement, the Local Presenter, and representatives from the State of Utah. © Collaborate with the Utah State Board of Education to ensure that all deadlines are met by the schools and share reports with information pertaining to schools that have challenges meeting the deadlines or completing the required deliverables. ‘© Work with Broadway Across America, as identified below, to coordinate the theater-related logistics on the day of the matinee. This includes but is not limited to organizing the arrival and dismissal of schools at/from the theater and setting theater rules and behavior expectations for participating schools. See further detalls below. © Work with Salt Lake County, as identified below, to coordinate city-related issues such as traffic and safety and security measures on the day of the matinee. See further details below. © Collect payment directly from schools for the matinee tickets. The cost to schools is $10.00 per student/chaperone. ‘© Provide onsite leadership for the day of the student matinee to: ‘© Run the check-in process, which includes distributing the matinee tickets, seating charts, schedules, and other relevant information © Liaise with the ushers and other theater staff, State Board of Education staff including Security personnel, DHA, school liaisons, students, chaperones, and other attendees. © Help manage the press © Coordinate the photography and videotaping for the day (© Ensure that the full-day program runs according to the schedule Report to funders, such as The Rockefeller Foundation and local organizations, on various aspects of the program, including statistics on attendance, student/school demographics, and anecdotal evidence of success or failures. Also provide this information to the DHA on or before July 31, 2018. Pending confirmation with the Broadway Across America, GL! will work with Broadway Across America to: © Complete a bag check at the beginning of the day and upon re-entering the theatre following lunch. ¢ Enforce theater rules, such as prohibited items, cell phone use, and no eating in the theater.‘© Allow students and chaperones to bring lunch food and beverages into the theater upon arrival in the morning ONLY. Food may be confiscated when schools return from lunch in the afternoon, Pending confirmation with the Utah State Board of Education, GL! will work with the Utah State Board of Education to: © Assign a day-to-day point person who will (© Facilitate communications between GL and participating schools regarding and including but not limited to deliverables, deadlines, safety & other protocols on the day of the matinee, and payments (if applicable) © Be physically present at the theater on the day of the student matinee(s) © Attend the “Liaison’s Meeting” coordinated by GLI © Attend at least 1 walkthrough of the theater and surrounding areas, coordinated by GLI © Confirm that the proposed matinee date(s) do not conflict with the public school calendar (holidays, testing, dates, PD days, etc.) or other significant local events. ‘# Allow schools to implement Gilder Lehrman’s Hamilton Education Program curriculum over the course of 3 days ‘minimum. ‘* Share contact information for schools eligible for the program, including but not limited to the Principal's email and phone number. '® Share the demographic information of participating schools with GLI for evaluation and reporting purposes, Including but not limited to the percentage of students who qualify for free and reduced-price lunch, ‘© Work directly with all participating schools to coordinate and cover the cost of all field-trip-related items, such as lunch/meals, transportation to and from the theater, and the cost of student and chaperone tickets. These items will not be funded by the Hamilton Education Program or the Gilder Lehrman Institute and will be provided by the DHA. * Provide a contact for al safety and security matters. This person will be responsible for, including but not limited to © Coordinating closely with local law enforcement (© Keeping GLI closely in the loop on all communications and decisions that impact the logistics on the day of the student matinee(s) © Ensuring that the student matinee(s) are adequately staffed by security personnel ‘© Directly communicating safety and security protocols with participating schools and reinforcing the rules and expectations (© Coordinating street closures and the staging of buses, looping in all necessary parties. © Providing safety vests for all chaperones (© Distributing and confirming all chaperones are wearing safety vests on the day of the student matinee(s) © Upon request from GLI, organize a call with Principals and/or other critical school representatives to reinforce the ground rules, expectations, and protocols for the day of the student matinee(s). This call would be after the Liaisons Meeting and before the student matinee(s) Signature: Name: Christine Kang, Name: Title: Chief Operating Office Title: | On behalf of On behalf of Gilder Lehrman Institute of American History Utah Department of Heritage and ArtsNami Title: On behalf of Utah State Board of Education Name: Title On behalf of Broadway Across America Name: Title: On behalf of Salt Lake County