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Tour Tech Rider

TECHNICAL AND HOSPITALITY REQUIREMENTS

The technical and hospitality requirements described below are essential to the COMPANY’s performance and residence activities.

COMPANY OVERVIEW: The COMPANY consists of 11 actors, a tour manager and an assistant tour manager, who travel with two passenger vans and an 18-foot box truck with a height of 12'. The items in the truck include costumes, musical instruments, props, and the COMPANY’s portable set (Discovery Space), which has two doors, a curtain, and a balcony. As much as possible, the COMPANY performs under Shakespeare Staging Conditions: lights on, audience on three sides, no sound reinforcement needed.

TECHNICAL DIRECTOR: The PRESENTER must designate a Technical Director with decision-making authority who will be available by phone or email two weeks prior to the COMPANY’S arrival, present during the COMPANY’S load-in, responsible to the COMPANY during load-in, and accessible for consultation with the COMPANY from load-in through load-out.

LOAD IN AND SET UP / TEAR DOWN AND LOAD OUT:
  • • Load in/set up takes THREE hours, tear down/load out takes TWO HOURS, and both are handled by all 13 members of the COMPANY.
  • • The COMPANY requires unloading and loading assistance of 4-6 people, provided by the PRESENTER.
  • • The PRESENTER must provide a convenient, unobstructed loading area where heavy set pieces, instruments, large rolling bins, costumes, and props can be unloaded from the tour truck. The loading area must be entirely clear, have adequate lighting and be clear of any ice and snow during load-in and load-out. The path from the loading area to performance space must be flat and clear of stairs, curbs, sharp corners and other obstructions.
Arrive and load in / set up the afternoon or evening before the first show:
  • • The COMPANY must be allowed to load in and set up no later than 7:30-10:30pm the evening before the first show, and if the COMPANY is arriving earlier, access needs to be granted if at all possible. The PRESENTER must notify the COMPANY prior to the signing of the contract if there are obstacles to this; the contract is contingent upon being able to load in the evening before the first show.
  • • If a morning show is scheduled for the next day, the COMPANY must be able to finish loading in and setting up no later than 10 hours before their work call the next morning. For example, for a 10:00am morning show, they must be able to load in and set up no later than 7:30-10:30pm the night before. 10:00am show = 9:30am house open = 8:30am fight call (90 minutes prior to curtain is call). This is to ensure that the COMPANY’s truck drivers are in compliance with FMCSA/DOT regulations. To be safe, load in should start no later than 7 pm the night before, and if the COMPANY is arriving earlier, access needs to be granted if at all possible.
Load in / set up on the day of the first show:
  • • Same day load in / set up is at the discretion of the Tour Operations Manager and Tour Manager, and is only permitted if the COMPANY has more than a six hour drive the day before, or has a day off the day before.
  • • If loading in and setting up same day, the show must be held in the evening. The COMPANY does not load in and set up prior to a morning or matinee show.
  • • The minimum amount of time required between the start of load in and the start of the evening show is 6 hours. More time needs to be granted if at all possible.
  • • If any workshops are scheduled for that show day (maximum of two), load in and set up must happen in the morning, with the workshop(s) held in the afternoon (all COMPANY members help with load in and set up).
  • • No load out / tear down can happen on a load in / set up show day. If only one show is scheduled, the COMPANY must be able to tear down and load out the morning after the show (2 hours of work), starting no sooner than 10 hours after they depart from the performance venue the night before. For example, if they depart at 11:00pm, tear down and load out must happen no sooner than 9:00-11:00am. This is to ensure that the COMPANY’s truck drivers are in compliance with FMCSA/DOT regulations. The Tour Manager will need to work with the PRESENTER to schedule the best time to ensure the troupe stays on schedule for the next day.
  • • The PRESENTER must notify the COMPANY prior to the signing of the contract if there are obstacles to these required load in / load out times; the contract is contingent upon being able to load in and load out as listed above.
Load in / load out on a two-show day:
  • • On a two-show day, the COMPANY must be able to load in and set up the night before (three hours of work), finishing up no later than 10 hours before their work call the next morning. For example, for a 10:00am morning show, they must be able to load in and set up no later than 7:30-10:30pm the night before. This is to ensure that the COMPANY’s truck drivers are in compliance with FMCSA/DOT regulations. To be safe, load in should start no later than 7 pm the night before, and if the COMPANY is arriving earlier, access needs to be granted if at all possible.
  • • On a two-show day, the COMPANY must be able to tear down and load out the morning after the second show (2 hours of work), starting no sooner than 10 hours after they depart from the performance venue the night before. For example, if they depart at 11:00pm, tear down and load out must happen no sooner than 9:00-11:00am. This is to ensure that the COMPANY’s truck drivers are in compliance with FMCSA/DOT regulations. The Tour Manager will need to work with the PRESENTER to schedule the best time to ensure the troupe stays on schedule for the next day.
  • • The PRESENTER must notify the COMPANY prior to the signing of the contract if there are obstacles to these required load in / load out times; the contract is contingent upon being able to load in and load out as listed above.
Driving in on the show day (2 hour drive or less):
  • • No workshops can be held on drive-in days.
  • • PRESENTER provides per diem for 13 for lunch OR a campus lunch if a late lunch can be accommodated (the dining hall is open until 2 pm). A catered lunch is also an option.
  • • The show must start at 7:30pm, and the COMPANY must be allowed to load in and set up starting no later than 2 pm (5 ½ hours).
load in / set up 2:00-5:00pm
dinner 5:00-6:00pm (catered, campus, or per diem)
6:00-7:00pm fight call
7:00-7:30pm preshow
7:30pm show begins
  • • The COMPANY must be allowed to load out the following morning to avoid loading in / loading out on the same day, starting no sooner than 10 hours after they depart from the performance venue the night before. For example, if they depart from the venue at 11:00pm, tear down and load out must happen no sooner than 9:00-11:00am the following morning. This is to ensure that the COMPANY’s truck drivers are in compliance with FMCSA/DOT regulations. The Tour Manager will need to work with the PRESENTER to schedule the best time to ensure the troupe stays on schedule for the next day.
  • • The PRESENTER must notify the COMPANY prior to the signing of the contract if there are obstacles to these required load in / load out times; the contract is contingent upon being able to load in and load out as listed above.
Driving out after a morning show (2 hour drive or less):
  • • No workshops can be held on drive-out days.
  • • The COMPANY must be able to load in and set up the night before (3 hours of work), finishing up no later than 10 hours before their work call the next morning. For example, for a 10:00am morning show, they must be able to load in and set up no later than 7:30-10:30pm the night before. This is to ensure that the COMPANY’s truck drivers are in compliance with FMCSA/DOT regulations. To be safe, load in should start no later than 7 pm the night before, and if the COMPANY is arriving earlier, access needs to be granted if at all possible.
  • • PRESENTER provides a hot breakfast at the hotel or breakfast per diem for 13 people, and per diem for 13 people for lunch.
  • • The COMPANY will tear down / load out directly after the show (2 hours of work).
  • • The PRESENTER must notify the COMPANY prior to the signing of the contract if there are obstacles to these required load in / load out times; the contract is contingent upon being able to load in and load out as listed above.
  • • The COMPANY does not drive out after a show held in the afternoon.
PERFORMANCE AREA: The PRESENTER must provide a clear, level 25 ft. x 25 ft. playing space (flat surface, without variances in height or levels) with access to the audience from the front and both sides of the performance area - with NO other scenic elements, props, obstructions, or furniture on the stage such as pianos, ladders, tables, tools, etc.

For a proscenium, the TOTAL minimum space required is 33 ft. wide x 35 ft. deep.
  • The 35 foot depth includes 25 feet of playing space and 10 feet for the Discovery Space (set).
  • The 33 foot width includes 25 feet of playing space and 8 feet for on-stage audience seating.
For a thrust stage, black box, open space, or arena, the TOTAL minimum space required is 25 ft. wide x 35 ft. deep.
  • The 35 foot depth includes 25 feet of playing space and 10 feet for the Discovery Space (set).
  • The 25 foot width includes the playing area. Audience seating is placed beyond this area on both sides.
The performance area must be set up and ready upon the COMPANY’S arrival. 

SET (DISCOVERY SPACE): The COMPANY’S portable Discovery Space is 17' 4" Wide x 16' High x 8' Deep. It is possible to set it against the back wall to allow for a maximum playing area in front. There must be enough open height from the stage floor to the ceiling or light fixtures to accommodate the height of the set (16' 6" height clearance needed). In its deconstructed state, the set should be able to pass through any normal-sized door, clear of sharp turns and obstacles. The center unit breaks down into 4’x8’ platforms. 

TYPES OF PERFORMING SPACES: With every raised stage configuration listed below, the COMPANY requires stair units (either permanent or portable, without handrails) stage right, stage left, and down center (only if you have a center aisle). Platforms require 4-5 stair units.

1. Thrust Stage: No additional requirements.

2. Proscenium Stage: As many chairs as will comfortably fit without altering the 25 ft. x 25 ft. playing area need to be placed on both sides of the proscenium stage to create a mock thrust. Please note for safety reasons, the final and total number of chairs will be determined by the Tour Manager after the COMPANY arrives, after load in. If the PRESENTER must know a number ahead of time in order to pre-sell seats, please contact the Tour Operations Manager well in advance.

3. Arena Stage: One side of the arena seating must be closed to create a thrust configuration.

4. Black Box, Open Space: Chairs need to be set in a thrust configuration with equal seating on three sides and at least two aisles. For audiences over 100, the COMPANY requires raised platforms for the playing area or tiered seating for the audience. Platforms must be securely clamped together and provide a total playing area of at least 25 ft. x 25 ft., with an additional 10 ft. of depth for the Discovery Space. The total dimension of the raised platform must be 25 ft. wide x 35 ft. deep, with masked sides and front. A platform requires a minimum of 4 stair units: 2 downstage R/L; 2 backstage R/L behind the Discovery Space (backstage units may have handrails, downstage units must be without handrails). A 5th USC unit is preferred, but optional. Please note that securely clamped platforms are extremely important for the safety of the actors. The COMPANY reserves the right not to perform any show that contains sword-fighting until the platforms are securely clamped to the satisfaction of the Tour Manager.

5. Gymnasiums: The COMPANY does not perform in gyms.

GENERAL HOUSEKEEPING: 
  • The PRESENTER agrees that the performing space will be swept and mopped immediately prior to the COMPANY’s load-in. Access to a broom or mop should be granted if the floor needs to be cleaned again prior to the show.
  • • When there are multiple performances, the PRESENTER will ensure that the house is reasonably cleaned between performances (trash and programs removed).
  • • The COMPANY’s rest rooms and changing areas must be clean and ready upon arrival.
FRONT OF HOUSE: The PRESENTER needs to have enough staff/volunteers on hand to manage front-of-house issues and not expect the Tour Manager or Assistant Tour Manager to assist. For up to 300 patrons, a minimum of three people at the box office plus four ushers is recommended.

LIGHTING: Prior to the COMPANY’S load-in, the PRESENTER must have gels pulled, lights focused, lighting set for a general wash on the stage (including the balcony which will play 8’ above the stage), and house lighting over the audience set at approximately the same level as the stage lighting. The COMPANY does not require a light board operator during performances, but does require a knowledgeable person to be present at load in who will show the COMPANY how to operate the lights. When there are multiple shows, that person must be available prior to each show for consultation. The light level must be the same for each show.

SOUND: All of the music performed by the COMPANY is live and unplugged. The COMPANY uses no pre-recorded sound, and will not bring along nor need any sound reinforcement except in larger houses upwards of 1,000+ seats, where on-site floor microphones may be helpful.

MASKING: The COMPANY would like to use only house masking, but will bring along pipe and drape for spaces where soft goods are not sufficient or available.

WEAPONS: All COMPANY weapons are either specially made prop weapons, with no point at the tip and dulled edges, or weapons that the COMPANY has modified by blunting the tips and edges.

SPECIAL EFFECTS: Some COMPANY performances contain special effects, others do not. Since the contract is typically sent prior to the rehearsal period, special effects will NOT be noted in the contract. Special effects will however be noted in the Tour Confirmation Document, which is emailed to the PRESENTER one month prior to the performance(s). In most cases the special effect is a lit candle. THE COMPANY travels with two fire extinguishers, which are backstage whenever a live flame is used onstage.

DRESSING ROOMS: The PRESENTER must provide at least one clean, private dressing room (at least 300 sq. ft. in size) for the actors’ use that can comfortably fit 13 individuals and costumes. If the PRESENTER has two dressing rooms, the COMPANY wants to use both. The room must have 13 chairs, two mirrors, a table, and a large garment rack or hooks to hang costumes. An ironing board (with iron) is helpful but not required. The dressing room must be lockable, and the PRESENTER must either provide the Tour Manager with a key or have someone present to lock the dressing room before the show and unlock it after the show.

REST ROOMS: Private rest rooms with sinks (for COMPANY use only) must be located within 50 yards of the dressing room(s) to be used during the rehearsal through post-performance.

BACKSTAGE AREA: Due to costume changes, the backstage area must be kept private, roped off or guarded, before, during and after the show(s). PRESENTER’s personnel need to announce their presence before entering the area.

CLIMATE: The temperature backstage and in the house must be adjusted to a comfortable level prior to curtain. Fans and blowers need to be shut off upon request.

UNDUE DISTRACTIONS: If other events are booked in the same building in which the COMPANY is scheduled to perform, the PRESENTER must take steps to ensure that sound, traffic, and other distractions will NOT in any way interfere with the COMPANY’S performance. Should such distractions unduly compromise the COMPANY’S performance, the COMPANY reserves the right to end the performance immediately, with payment in full.

WATER: Prior to load-in and replenished for each performance, the PRESENTER will supply water in 13 cups (with a drinkable water source nearby) or 13 bottles for the actors, provided backstage or in the dressing room(s). Water coolers, bubblers, cases of water are suitable. Bathroom sinks are not acceptable.

PROP TABLES: The PRESENTER will provide two 6 foot-long folding tables for the COMPANY to set props on backstage. Two 8-foot tables or one 12-foot table are also suitable.

MERCHANDISE: If the COMPANY is selling merchandise, it will do so before the show, during intermission, and after the show. The COMPANY will require a central location with three 6-foot tables or two 8 or 12 foot tables, plus two chairs. The COMPANY will oversee the selling.

STORAGE: The PRESENTER will provide the COMPANY with a locked storage area (minimum 10 ft. x 10 ft.) for musical instruments and other items.

CHAIRS: In addition to chairs for any on-stage seating of audience members, the PRESENTER will provide an additional 13 chairs available for actors should they be needed for dressing stations.

PARKING: The PRESENTER will provide parking for three vehicles (with parking permits if required) in close proximity to the performance space. Two of the COMPANY vehicles are passenger vans and the third is an 18-foot box truck with a height of 12' 6". Parking is needed for the vans during load in/load out and during the entire residency. Parking for the truck is needed during for load in and load out. The truck will be parked at the hotel during the residency. Any parking tickets incurred by the COMPANY while parked in pre-approved or permitted spaces will be the sole responsibility of the PRESENTER.

COMPLIMENTARY TICKETS: The PRESENTER will supply the COMPANY with 10 complimentary tickets for each performance, to be claimed no less than one week prior to the scheduled performance, after which time all unused tickets will be returned to the PRESENTER.

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