Hi Kristen!
I am the Fine & Performing Arts Coordinator, which basically means I do all the scheduling for the facility in addition to running events, maintenance, and working alongside classes. I'm also the Technical Director and Designer (scenic and lighting). Having someone in my arts management position is uncommon, but the schools around me that do have some sort of auditorium manager find it easier to book things closer together, and with more forethought than schools around me that don't. I help relieve pressure on teachers that are trying to schedule things, and can notice when things are or aren't going to work well in tandem.
Our basic season looks like:
Fall Production (musical) at the end of October/beginning of November
Occasionally Fall Concerts around the musical (1-2 concerts, not a full season)
December Concert Season
Winter Mainstage at the end of February/beginning of March
March Concert Season
A few concerts in April, maybe one at the beginning of May, and a smaller children's show at the end of the April
Spring Black Box production, in the middle of May
End of the year Concert Season from middle of May until middle of June when school is over
There are maybe 8-12 assemblies during the day, over the course of a year, plus a few awards ceremonies, usually at the end of semesters.
The arts are the primary reason for the facility, and while they do need to play along with other high school events, they do take precedent over all other non-high school events, including middle school concerts (of which we host around 8, 3 times a year) and rentals. I book high school arts events in May for the following year, then middle school events in August/September, and rentals are interspersed, but usually not until August/September. I know what to expect from most of the rentals now, and they can only book during non-school day times, so if they're asking for a date that I haven't ever booked for a concert or production, like a random Sunday afternoon in December, then I can book earlier. If they're asking for a Tuesday night in June, the answer is almost certainly no, though they could wait and see if it's available after everyone else has taken a swing at it.
My biggest thing for others using the space is that there needs to be someone managing the space. It's tough that we host so many non-high school events, but the only way we can do it without absolute chaos is having handle all of the booking, and plan who needs to strike, and how much, and paying attention to when I need to have equipment on stage, and when things need to get cleaned. If they want to play at the high school, they need to follow the rules (filling out the paperwork is a great first step), and take a date that's available to them. If they'd prefer to play at their own school, the acoustics are probably worse, but they can have that prime night that they really wanted.
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Sydney Thiessen
Fine & Performing Arts Coordinator and Technical Director
Reynolds High School
Troutdale OR
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Original Message:
Sent: 05-19-2020 12:38
From: Kristen Bishoff
Subject: Season Schedule
Hello,
I have a question for all the season veterans out there. I have seen some of you post that you have 3 shows a season as well as one acts. I am just curious what your calendar (year at glance) looks like. Currently, I have 2 shows a season and we attempted one acts this year but had to cancel due to Covid19. We also had 2 weekends of shows for the first time at our school which was very successful but not sure if our new principal will allow us to continue with 2 weekends. We rehearse Mondays, Wed, Thurs from 5-8 and Saturdays from 9-12 (sometimes go until 3). This was the schedule that was in place when I took over the program 4 years ago. My auditorium and stage is on the larger side so it is quite popular with other departments in our school such as chorus, band, dance, sports and any award ceremonies. Our school also allows outside dance companies and schools to use our facility for performances. It is very hard for me to schedule multiple shows. If anyone is willing to share I would love to hear from you.
What does your rehearsal schedule with more than 2 productions looks like?
Does your season consist of a combo of plays and musicals?
Do you have large cast productions?
Are you at the school 24/7?
Do your shows overlap?
When do you start your rehearsal for fall shows?
Any suggestions on how I can advocate for our school NOT to allow other schools to use our space? (This one might be tricky)
Thank you everyone in advance!!
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Kristen Bishoff
Dircecter & ITS Troupe Advisor
Chesapeake High School & Chesapeake Bay Middle School
Pasadena, MD
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