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Theater User's Checklist

SETTING REHEARSAL & DAY-OF-SHOW SCHEDULE 

Rehearsal for a live performance event is an important time for establishing sound and light cues, helping performers familiarize themselves with the space, and preparing for your event. The rehearsal is also a critical time for our stage crew to learn what they need to know in order to make your performance a success. When thinking about how to schedule your rehearsal and performance times, please keep the following things in mind:

  • Doors open 30 minutes before your show start time.
  • Stagehands need a 1 hour break before the doors open, and activity on stage needs to be done before that break.
  • In addition, another 30 minutes is required between the end of the rehearsal at the start of the stagehand break to handle any notes or changes that have come up during rehearsal.
  • Therefore, all rehearsing, tech set-up, sound checks, etc. must be completed 2 hours before your performance start time. The stage must be cleared at that time.
  • Please be aware that some events require an additional day of tech preparation before the performance. If you are producing a touring show, please provide the tech rider before you schedule your dates so that we can determine if an additional day of tech set-up will be needed.
  • If you’re not sure about the rehearsal requirements for your event, please contact the staff to discuss.
  • If your performance requires cues of any kind, we require a script. The script is an outline describing each segment of the show in order with the required light, sound, video, and flyrail cues.

Backstage information for performers and sample scripts are available upon request.


THEATER USER'S CHECKLIST

At least 8 weeks before event

  • Set up meeting with Heather Good to finalize contract, go over event logistics, and receive a cost estimate. After this meeting you’ll receive via email a Tech Chart template, Ticketing Estimate spreadsheet (if applicable), a Theater Usage Agreement and Estimate, and additional information discussed at your meeting.
  • If your organization is a 501(c)3 non-profit organization, submit a copy of your IRS documentation of tax exemption.
  • Set up ticket sales with box office using this form (note: this must be submitted 10 business days prior to your target tickets-on-sale date).
  • RSO fundraising events should request information about campus policies regarding these events; make sure you comply with all university and state regulations as you plan your event.

2 weeks before event

  • Tech Chart is due. Provide final rehearsal & day-of-show schedule and event script via email to Heather Good.
  • Order backstage hospitality/catering by contacting events@union.wisc.edu.
  • Request card key access to backstage areas.
  • Provide promotional information to Sandy Peterson.
  • Requests and changes that are communicated to theater staff less than 2 weeks prior to the event date cannot always be honored, and may require extra charges. It is highly recommended to communicate all event details in writing (e-mail preferred) or face-to-face meeting with theater staff one month in advance of your event.

After the event

  • RSO Free Events with Funding from ASM: It is the responsibility of the student organization to provide ASM with a copy of the invoice and to complete all necessary follow-up in order to apply grant funds to theater costs.
  • You will receive an invoice from WU Accounting after your event; final payment is due within 30 business days after invoice date.
  • Past due balances must be paid off before new events can be booked in the theater.