Open Forum

Good morning all,

We routinely have groups, both internal and external, that will want to use the space. They say they don't need anything then by the time of the event we have put a considerable amount of time into the event. Does anyone have a theatre request form that they could share.

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Crit Fisher
Lighting/Sound Designer
New Albany High School
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Hi Crit!

I'm attaching the form that internal groups use when they want to use any space in our building, including the Auditorium.

I'm also attaching a logistics form I use for outside clients.  Most of my clients are repeats, so I don't fill this out every time because not much changes. 

I hope these help!

Ray

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Raymond Palasz
Auditorium Director/Director of Theatre
Munster High School
IN
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Original Message:
Sent: 09-14-2022 08:02
From: Crit Fisher
Subject: Theatre Request Form

Good morning all,

We routinely have groups, both internal and external, that will want to use the space. They say they don't need anything then by the time of the event we have put a considerable amount of time into the event. Does anyone have a theatre request form that they could share.

------------------------------
Crit Fisher
Lighting/Sound Designer
New Albany High School
------------------------------

Most districts have a generic form that people must fill out for all spaces.  Of course, as well all know, theatres have their own requirements.  So, once I've received the contact info for a group (school, district or outside) requesting use of the theatre, then I send them a separate form to fill out.  And then, during the production meeting/call I make sure all of the info is correct.

The purpose of this form isn't just to provide us with information, but to cause the group to THINK about their event.  Too many times groups will say – we need mics.  Well, how many, what type?  Or they'll say Set-Up is from 4:00 – 6:00, Event starts at 6:00.  Ummm… what about allowing time for the house to be open?  This form helps them plan ahead as much as it helps us plan ahead.

Here's the form that I use.  I've left it in Word so that anyone can adapt it to their own spaces, or combine it with other forms.

------------------------------
Beth Rand, EBMS
Educational Lighting Designer
School Theatre Operations Specialist
District Auditorium Specialist for SVVSD


RandCDLLC@gmail.com
Westminster, CO

www.PRESETT.org
Tech theatre books
Free downloads
NEW: TECHIE T-SHIRT SHOP!
------------------------------

Original Message:
Sent: 09-14-2022 08:02
From: Crit Fisher
Subject: Theatre Request Form

Good morning all,

We routinely have groups, both internal and external, that will want to use the space. They say they don't need anything then by the time of the event we have put a considerable amount of time into the event. Does anyone have a theatre request form that they could share.

------------------------------
Crit Fisher
Lighting/Sound Designer
New Albany High School
------------------------------

Beth makes a great point about the form getting the group to think about what they need. And all the information is in one place instead of on several post-it notes, telephone message slips, and other places.

One thing I would suggest, based on my own experience, is to clearly indicate how far ahead of the event you will need the form completed. A few days, a week, or whatever. Some people always wait until the last minute, so I used to say I needed (whatever it was) a few days before I actually needed it. It made a huge difference to my blood pressure.

------------------------------
George F. Ledo
Set designer
www.setdesignandtech.wordpress.com
www.georgefledo.net
------------------------------

Original Message:
Sent: 09-15-2022 14:49
From: Elizabeth Rand
Subject: Theatre Request Form

Most districts have a generic form that people must fill out for all spaces.  Of course, as well all know, theatres have their own requirements.  So, once I've received the contact info for a group (school, district or outside) requesting use of the theatre, then I send them a separate form to fill out.  And then, during the production meeting/call I make sure all of the info is correct.

The purpose of this form isn't just to provide us with information, but to cause the group to THINK about their event.  Too many times groups will say – we need mics.  Well, how many, what type?  Or they'll say Set-Up is from 4:00 – 6:00, Event starts at 6:00.  Ummm… what about allowing time for the house to be open?  This form helps them plan ahead as much as it helps us plan ahead.

Here's the form that I use.  I've left it in Word so that anyone can adapt it to their own spaces, or combine it with other forms.

------------------------------
Beth Rand, EBMS
Educational Lighting Designer
School Theatre Operations Specialist
District Auditorium Specialist for SVVSD


RandCDLLC@gmail.com
Westminster, CO

www.PRESETT.org
Tech theatre books
Free downloads
NEW: TECHIE T-SHIRT SHOP!

Original Message:
Sent: 09-14-2022 08:02
From: Crit Fisher
Subject: Theatre Request Form

Good morning all,

We routinely have groups, both internal and external, that will want to use the space. They say they don't need anything then by the time of the event we have put a considerable amount of time into the event. Does anyone have a theatre request form that they could share.

------------------------------
Crit Fisher
Lighting/Sound Designer
New Albany High School
------------------------------

I have a Google form that I send to all event planners 1-week prior to their event.  This serves a couple of purposes: (1) it confirms with the planner that the event is actually still happening and at the booked times, and (2) it prompts them to think about support needed.  I have a theatre staff that supports all events in any of our theatres (we do not allow teachers/students to access the equipment freely).  

Here is a direct link to the Theatre Support Request form

Here is the email that I send to event planners 1-week prior to their booking (sent from Google Calendar so that the event information on the facility calendar is included in the email body):

Please use the link below to submit a Theatre Support Request Form for this event. If you are planning your event with a team, please coordinate with all planners and submit only (1) form for the event. We have also prepared guides and resource to help you in your planning. These can be found on the Theatre Office website.

Theatre Tech Request Form - http://www.seoulforeign.org/theatresupportrequest

Theatre Office Website - http://www.seoulforeign.org/theatreoffice

Thank you,

Theatre Office

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John Black
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Original Message:
Sent: 09-14-2022 08:02
From: Crit Fisher
Subject: Theatre Request Form

Good morning all,

We routinely have groups, both internal and external, that will want to use the space. They say they don't need anything then by the time of the event we have put a considerable amount of time into the event. Does anyone have a theatre request form that they could share.

------------------------------
Crit Fisher
Lighting/Sound Designer
New Albany High School
------------------------------