The University CO-OP Presents the Cohen New Works Festival 2005
PRODUCTION GUIDELINES

SCENERY
o Stock scenery is not available for your use unless arranged in advance with the NWF Production Manager or Technical Director.
o Your project group will be responsible for any set construction your project requires. The Winship Scene Shop will be available to your project staff for scenery construction. Time in the Scene Shop must be scheduled with the Production Manager or NWF Technical Director. Details about scene shop availability will be discussed at the beginning of next semester.
o NWF staff will supervise shop construction time to ensure safety and help coordinate adequate equipment time for each project.
COSTUMES
o You may borrow from stock costume storage but are encouraged to provide your own basic costume pieces, as only some items will be available for loan by NWF participants. Costumes are available only to those projects being performed on campus.
o Please choose garments that require no alterations, as the Costume Shop is not available to assist with alterations or modifications. The cost of basic costume cleaning and maintenance has already been assessed before you receive your production budget. However, you may be held responsible for damage due to negligence.
o The Production Manager must sign your Costume Check-out form before you can borrow costumes from the Department. Forms will be available after January 18th in the Theatre and Dance main office, and NWF staff will make them available on line.
o After the production manager signs a Costume Loan Request form, you must make an appointment with the Costume Rental Manager at telephone 471-5043 to borrow costumes from costume storage. At this meeting the Costume Rental Manager will determine what items from your list are available for loan, and will plan fitting times as needed and a pick-up time for your borrowed costume items. Please plan ahead and give yourself time to make these arrangements well before your load-in date.
PROPERTIES
o You may borrow some harder-to-find properties from the Performing Arts Center (PAC) Prop Shop. The Prop Shop Supervisor will determine what is available for loan. Because available properties are limited, you are encouraged to supply your own basic hand props.
o The cost of basic properties rental and maintenance has already been assessed before you receive your production budget. However, you may be held responsible for damage due to negligence. Prop items borrowed from the PAC may not be altered from their original condition, and you are responsible for transporting prop items to and from storage location.
o The Production Manager must sign a Properties Loan Request form before you can borrow properties from the PAC. Forms will be available after January 18th in the Theatre and Dance main office, and NWF staff will try to make them available on line.
o (Each project will be limited to borrowing a maximum of 10 items: 5 large items (such as furniture pieces) and 5 small items (such as weaponry or glassware). Prop shop hours will be determined at the beginning of next semester.
o After your Loan Request form is signed by the Production Manager, you should contact the Prop Shop Supervisor at telephone 471-0624 to plan a meeting to review your request list. The Prop Shop Supervisor will then determine what items on your list are available for loan and will schedule a pick-up time closer to your load-in. Multiple “shopping trips” to the prop shop cannot be accommodated, so plan your properties design package carefully.
LIGHTING
o A rep plot will be hung in the Payne, Brockett, and Lab theatres, and in 1.134 and 2.180. Basic refocusing/re-coloring for your production may be arranged with the Festival Master Electrician, who will determine what can be accomplished during changeovers.
o Only the existing lighting in classroom workshop spaces will be used for productions.
o A light board operator will be provided for productions in the Payne, Brockett and Lab theatres. The light board operator will work with your production's stage manager.
o Each project will be provided with a copy of the light plot, hook-up sheets and channel sheets. Each project must supply a lighting cue sheet detailing cue numbers and timing.
AUDIO
o The B. Iden Payne Theatre, the Brockett Theatre and the Lab Theatre each have a basic sound system available, consisting of speakers, amplifiers and CD players (We are currently trying to arrange the same for 1.134 and 2.180). Requests for additional equipment will be considered, but additional equipment is not guaranteed. Please confer with the Festival Audio Coordinator to request additional equipment.
o No copyright-protected music can be used unless you have secured permission from copyright holder and have provided documentation to the Production Manager. Original music is encouraged.
o A sound operator will be provided for productions in the Payne, Brockett and Lab theatres. Having all sound cues prerecorded onto a CD is highly recommended.
REHEARSAL SPACE
o Rehearsal time in Department spaces will be assigned to each project after the beginning of next semester. Because we need to accommodate all of the productions needing rehearsal space, the space and time you are assigned may not be changed without approval from the Production Manager.
STAGE MANAGEMENT
o The festival will not assign Stage Managers for your production. Each project staff must include a stage manager. Stage managers will meet with the Festival Production Manager before their technical rehearsal date to discuss production issues and transition into the venue.
o The Payne, Brockett, and Lab theatres and 1.134 and 2.180 will each have a venue manager assigned. This person will supervise your use of the theatre and will help your stage manger and technical crew safely and effectively use the space. There will also be a roving Venue manager to assist with any site specific events.
LOAD-IN and SETUP
o Load in times will be scheduled by the Production Manager and posted as the festival dates approach.
o Each project will be assigned a specific time to load-in and set-up the production. Taking more than the allotted time may result in a reduction of your technical/dress rehearsal time. The Production Manager and Festival Technical Director are available to help you plan load-in activities to make good use of the limited time available.
TECHNICAL REHEARSALS
o Each project requiring technical rehearsal time will be assigned a specific technical rehearsal period by the production manager. The time available is limited, so it is important to budget time wisely, keep technical needs simple and carefully prepare for the tech process.
o Each project will have time for one technical/dress rehearsal in the performance space. If needed, Site Specific events will be assigned a walk-through period to allow participants to get acquainted with their venue.
LOAD-OUT
o Each project must be struck from the performance space (including backstage, storage areas and dressing rooms) immediately following the final performance.
o The load-out/strike time may be limited to one or two hours. Please carefully plan strike activity and consider this limited time when designing scenery.

HOUSE MANAGEMENT
o House management support is limited to the B. Iden Payne Theatre, Lab Theatre and Brockett Theatre. All other events must provide an usher and a house manager.
BUDGETS AND PURCHASING
o As outlined in the “Production Information Needed” sheet, you should provide an estimated budget to the Production Manager by early January as you will be unable to begin purchases until your budget plan is approved. Any purchases made with NWF funds must first be documented on a NWF Requisition Form signed by the NWF Production Manager. The PAC store will not release material to you without a Requisition Form.
o Basic stagecraft supplies and materials specific to venue operation, such as gaff and spike tape, will be provided by the Department of Theatre and Dance.
o Out-of-pocket expenses will be reimbursed only if approved in advance by the Festival Production Manager. Please remember that as a tax-exempt educational institution the University is unable to reimburse for any tax that is charged on purchases. You are strongly encouraged to purchase scenery construction materials through the PAC store to avoid tax issues and reimbursement difficulties.