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  • 1.  Theatre Request Form

    Posted 09-14-2022 08:03
    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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  • 2.  RE: Theatre Request Form

    Posted 09-15-2022 10:47
    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

    ------------------------------
    Raymond Palasz
    Auditorium Director/Director of Theatre
    Munster High School
    IN
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    Attachment(s)

    docx
    Event Logistics Information Form.docx   230 KB 1 version
    pdf
    In-House Building Reservation Form.pdf   289 KB 1 version


  • 3.  RE: Theatre Request Form

    Posted 09-15-2022 14:50
      |   view attached

    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
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    ------------------------------

    Attachment(s)

    docx
    THEATRE REQUEST INFO FORM.docx   19 KB 1 version


  • 4.  RE: Theatre Request Form

    Posted 09-15-2022 15:20
    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.

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

    Original Message


  • 5.  RE: Theatre Request Form

    Posted 09-15-2022 20:34
    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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