Venue Contact Directory and Inquiry Templates

A companion to Independent Theaters Within Three Hours of Fuquay-Varina. Contacts were gathered October 14, 2026, from each venue's own website wherever possible. Each entry says where the address came from, so you know how much to trust it.

Confidence key

• Listed — the email appears on the venue's own website for this purpose
• Listed, role unclear — the email is on the venue's site, but the site doesn't say who reads it
• Inferred — a staff email on the venue's site matched to a named role by first name. Likely right; confirm by phone
• Third-party — found on a directory or listing, not the venue's site. Verify before relying on it
• No public email — use the phone number or web form

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Contact directory

Triangle

Sandhills and Fayetteville

Eastern and southeastern NC

Triad

Coast

Charlotte area

Foothills

Over the state line

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How to use the templates

1. One venue, one email. Never CC competing theaters. The Byrd explicitly asks for a single inquiry (Byrd).
2. Use the named person when there is one, such as Lani Simeona at the Cary or Taylor Crawford in Asheboro. Otherwise use the role address.
3. Pick the right template:
   • A — four-wall rental at a DCP-capable venue
   • B — co-presentation at a venue that programs its own films
   • C — municipal or nonprofit venue with weekday-only rental rules
   • D — technical questions after the first reply
   • E — follow-up
   • F — counteroffer using your Aurora benchmark
   • G — date-hold confirmation
   • H — phone script
   • I — polite decline
   • J — written rate request to Aurora
4. Attach the one-page sponsor sheet to co-presentation pitches. It shows the venue you have backing.
5. Log every reply in the Contact Tracker tab of the budget workbook — or the interactive budget model on this site.

Fill in everything in [brackets]. Keep each email under 200 words.

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Template A — Four-wall rental inquiry (DCP-capable venue)

Best for: Carolina Theatre of Durham, Thalian Hall, Triangle Cinemas, Independent Picture House, Lumina

Subject: All-day rental inquiry — Hammer Horror film marathon, [Saturday, Month DD, 2027]

Hi [Name / Rentals team],

I'm planning a one-day repertory event, five 1970s Hammer horror films back to back, and I'd like to rent [Cinema One / your main auditorium] for the full day on [date], with [alternate date] as a backup.

The basics:

• Hours: load-in at 9 am, doors at 10:30, films from 11 am to about 10 pm, out by 11 pm
• Content: five DCPs licensed through Rialto Pictures (Studiocanal's US theatrical agent), all 1.85:1, with encrypted keys (KDMs) issued to your server
• Audience: [150–250] ticketed guests, all-day passes plus single-film tickets
• I'll handle: licensing, marketing, ticket sales [or: your box office, if you prefer], and day-of volunteers

Could you send:

1. Your full-day or four-wall rate, and what it includes (projectionist, house staff, cleaning)
2. Your DCP server model and media delivery deadline
3. Insurance requirements
4. Any nonprofit or community-event rate

Thanks for your time, [Name] — [phone] — [email]

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Template B — Co-presentation pitch (venue programs its own films)

Best for: The Rialto, Chelsea Theater, a/perture, CAMEO, Sunrise, Carolina Theatre (programming side), Varsity

Subject: Co-presenting a five-film Hammer Horror day at [Venue]?

Hi [Name],

I love what [Venue] has been programming lately, especially [one true, specific example, such as "The Thing and Halloween this October"]. I'd like to propose a co-presented event that fits that audience.

The idea: a one-day Hammer Horror marathon on [date]. The five 1970s films are Scars of Dracula, The Horror of Frankenstein, Lust for a Vampire, Dr. Jekyll and Sister Hyde, and To the Devil a Daughter, all restored DCPs licensed through Rialto Pictures.

What I'd bring:

• Licensing and the Rialto booking
• Sponsors: [labels / local businesses lined up]
• Media partners and podcast promotion
• A host or film historian, a costume contest, and a raffle
• Day-of volunteers

What I'd ask of [Venue]: the screen for the day, your box office and mailing list, and concessions as usual.

The split: I'd propose [a flat house fee / a box-office split after film rental] and am happy to work from your standard terms.

One-page overview attached. Could we talk for 20 minutes this week or next?

Best, [Name] — [phone] — [email]

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Template C — Municipal or nonprofit venue with weekday-only rentals

Best for: The Cary Theater (Lani Simeona), Sunset Theatre (Taylor Crawford), Gem Theatre, The Nickelodeon

Subject: Weekend film event proposal — Hammer Horror marathon at [Venue]

Hi [Name],

I understand [Venue]'s private rentals are usually limited to [weekdays / Saturday mornings] because of public programming. That's why I'm proposing a public, ticketed event that could sit inside your own programming rather than a private rental.

The event: five restored 1970s Hammer horror films on [Saturday, date], licensed through Rialto Pictures as DCPs. Open to the public, with all-day passes and single-film tickets.

Why it fits: [Cary: "it's the kind of repertory film day the Cary's film program already does well" / Asheboro: "it builds on the Sunset Film Festival audience"]. It also brings a regional horror crowd downtown for a full day.

What I'd handle: film licensing, marketing, sponsors, a host, and volunteers. I'm open to whatever structure works for the [Town/City]: a co-presentation, a revenue split, or the town booking the films with me as programmer.

Would you be open to a short call? I can work around your calendar.

Thank you, [Name] — [phone] — [email]

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Template D — Technical questions (send once they reply)

Subject: Re: [original subject] — a few technical questions

Thanks, [Name]. Before I confirm with the distributor, here are a few technical questions:

1. DCP server: make, model, and serial number or certificate? Rialto's lab will need these to issue the KDMs.
2. Ingest: how far in advance do you need the drives? Do you ingest them yourselves, or do I need to be present?
3. Aspect ratio: can you mask correctly for 1.85:1 flat, for all five films?
4. Pre-show: can you play a slide loop or a short pre-show file (sponsor thank-yous, trailers) between films? What format?
5. Mic and host: is there a handheld mic for intros?
6. Test screening: could we spot-check each DCP on the day before or the morning of?
7. Who's in the booth on the day, and is that cost included?

Thank you, [Name]

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Template E — Follow-up (5 business days, no reply)

Subject: Re: [original subject]

Hi [Name] — just bringing this back to the top of your inbox. I'm finalizing a venue for [date] by [deadline] so I can confirm the film booking with Rialto. If [Venue] is a possibility, I'd love to hear your rate. If not, no worries, and thank you.

[Name] — [phone]

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Template F — Counteroffer using your Aurora benchmark

Subject: Re: Quote for [date]

Thanks for the quote, [Name]. I'd really like to bring this to [Venue].

For context, I already work with Aurora Cineplex in Roswell, Georgia, which offers me a discounted all-day rate of [$X] for comparable events. Your quote of [$Y] is above my budget for a first-time event.

Would any of these help close the gap?

• A flat day rate of [$Z]
• A lower base fee plus a percentage of ticket sales once we pass [N] tickets
• Your nonprofit or community rate, if the event is presented with [fiscal sponsor / co-presenter]
• Your concessions revenue in full, with no concessions split for me

If it goes well, I'd plan to make this a recurring program at [Venue].

Best, [Name]

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Template G — Date-hold confirmation

Subject: Confirming hold — [Venue], [date]

Hi [Name],

To confirm what we discussed:

• Date: [date], [start]–[end], including load-in and load-out
• Space: [auditorium]
• Rate: [$ amount and structure]; deposit of [$] due [date]
• Included: [projectionist, house manager, cleaning, box office]
• Media: DCPs delivered by [date]; server details for KDMs: [model/serial]
• Insurance: COI naming [Venue] as additional insured, by [date]
• Hold expires: [date], unless the deposit has been received

Please reply to confirm, or let me know anything I've got wrong. A contract can follow.

Thank you, [Name]

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Template H — Phone script (Varsity, Chelsea, Naro, Imperial Centre, Aurora)

"Hi, my name is [Name]. I'm planning a one-day horror film event and I'm calling about renting your theater, or co-presenting with you, for a full Saturday in [month]. Who's the best person to talk to about that?"

When you reach that person: "It's five restored Hammer horror films from the 1970s, licensed through Rialto Pictures as DCPs, running from about 11 to 10. I'm expecting around [200] people. Can you play DCPs? Is a full Saturday or Sunday ever possible? And what's the best email to send details to?"

Write down: their name, title, email, whether they can play DCPs, weekend availability, a rough rate, and the next step.

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Template I — Polite decline (keep the door open)

Subject: Re: [original subject]

Hi [Name] — thank you for the quick and helpful reply. For this first event I've gone with another venue that suited the date and budget, but I'd like to keep [Venue] in mind for a future program. May I reach out again when I plan the next one?

With thanks, [Name]

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Template J — Aurora Cineplex: written rate request

Aurora lists only a phone and fax (Aurora Cineplex). Call 770.518.0977, then follow up in writing to whichever email they give you.

Subject: All-day rate for a repertory marathon — [Name]

Hi [Name],

Thank you for the discounts you've extended me. I'm pricing an all-day repertory event, five licensed DCPs from about 11 am to 10 pm, and would appreciate your current full-day rate and my discount in writing, for:

• A weekend day in [month/season]
• About [200] seats
• Projection staff included

I may run the program in North Carolina first and bring it to Aurora as a second stop.

Thanks so much, [Name]

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Subject line bank

• All-day rental inquiry — Hammer Horror marathon, [date]
• Co-presenting a five-film Hammer day at [Venue]?
• Weekend film event proposal for [Venue]
• Hammer Horror on the big screen: [Venue], [month] 2027
• Re: quote for [date]: a few options
• Confirming hold: [Venue], [date]

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Before you hit send

• Venue name, date, and named contact are correct
• One specific, true line about the venue's programming (Template B)
• Your phone number is in the signature
• One-page sponsor sheet attached, for co-presentation pitches
• Logged in the Contact Tracker with today's date and a follow-up date 5 business days out