This list of technical requests is intended as a guideline. While many venues will have no trouble in meeting these requirements, we understand that others will. Please note that ALL REQUESTS ARE NEGOTIABLE. Happenstance Theater has extensive experience in adapting to a variety of situations (outside, in a barn, state-of-the-art Theater, etc) while maintaining artistic integrity. Please contact us with any questions or concerns. The show is comprised of 5 actors. There are musical numbers performed without amplification. There is only pre and post show sound that can be played either through the venue’s sound system or through our own speaker. The set consists of 2 x 8ft. tall, free-standing, folding flats (see photo) and a small rolling wagon “band” stand. We have the following instruments that will be played without amplification: Accordion, Ukulele, Glockenspiel, Large Bass Drum, Small Snare Drum, various sound makers.
FACILITY:
Stage Requirements: Minimum stage dimensions - Height clearance 10' x depth 20' x width 25'. If minimum dimensions cannot be met please notify the Company Director, Sabrina Mandell, in advance.
Stage surface: Wood floor, or wood over concrete or wood over cement floor. Either unpainted wood or painted black. Performers roll around on the floor so performance area must be relatively smooth, swept and damp mopped immediately prior to all rehearsals and performances, and made free of debris such as nails, screws, staples, tacks, etc. That said, the show has been performed in outdoor settings and a circus tent so there is flexibility. Wings and backstage area must be clear of debris and equipment.
Softgoods:
Full stage black backdrop or curtains. (Optional)
Full stage white cyclorama (Optional)
NO MASKING is necessary. This show is designed to be done completely visible to the audience and any hiding happens behind our flats.
Temperature: Performance area and dressing rooms should be well heated/cooled to a minimum of 65°F (18.3°C) and maximum of 75°F (23.3°C) (Ideal temperature range: 68-72°F)
Wireless Internet Access: Presenter agrees to provide an area in the facility (ideally dressing rooms, green room and theatre house) with wireless-internet access. (Optional)
Preparing the theatre prior to load-in: Happenstance Theater does not carry lighting or sound equipment. Presenter agrees to pre-hang Happenstance light plot and soft-goods prior to load-in. Pre-hang will include hanging or installing all lighting and sound equipment, cabling, patching, and verifying that all equipment is in proper working order.
Dressing Rooms: Presenter agrees to provide one large dressing room with space for 5 performers (or two small dressing rooms) equipped with electrical outlets and easy access to restrooms. Dressing room(s) will have:
Good lighting
1 chair and 1 mirror per performer (5)
One Costume rack
Adequate heating/cooling (See item ‘Temperature’ above)
Access to iron and ironing board, washing machine and dryer. (Optional)
GREEN ROOM
Presenter provides a room large enough to accommodate dining with a table and seating for 6. (Optional)
PARKING
Presenter agrees to provide 2 safe, secure parking spaces close to the theatre and easily accessible throughout Happenstance Theater’s engagement including set-up, rehearsals and performances.
PERSONNEL (provided by presenter)
Presenter provides the following crew. All running crew assigned to technical rehearsal must be available for all performances. NOTE: The following may be the same individual. The idea is that we need someone from the venue who can do all of the following tasks.
Senior Stage Technician: Empowered to make logistical decisions concerning the use of the facility, stage and lighting/sound equipment. Must be available for technical rehearsal and performance.
Electrician: Hangs, focuses, and troubleshoots lighting system during tech rehearsal. Pre-sets instruments prior to Happenstance rehearsal.
Running Crew: Light Board Operator: Hangs, focuses, operates and troubleshoots lighting system. Must be able to competently operate the dimmer board used. Happenstance SM may program and/or run lightboard.
Person to run sales table: Handles product sale and money. Records items purchased. Available pre and post performance. Sales table must be attended at all times. (Optional)
PERSONNEL (provided by Happenstance Theater)
Happenstance agrees to provide the following seven (6) personnel:
Company Director (also a performer)
5 performers (including Company Director)
LIGHTING
Presenter Responsibilities
Light Plot shall be hung, circuited, gelled, rough-focused and troubleshot prior to Company’s arrival. Any Intelligent Lighting Systems and/or Atmospheric Effects (such as Hazer, Gobo Rotators, etc.) must be in working order prior to Company’s arrival. The presenter should ensure that all necessary precautions related to Fire-Code Regulations & Permits be in place for all rehearsals and performances.
The presenter will furnish the following items no less than two months prior to performance date:
Rep Plot showing all circuited lighting/hang positions
Center Line Section/Ground Plan of Stage showing layout of stage, backstage area, loading dock, audience seating, production facilities, proscenium height, grid height and any obstructions such as ductwork and I-Beams.
Type of Lighting Control Board used.
Contact information for Presenter and House Personnel (including Production Manager, Technical Director, etc.)
Happenstance Theater Responsibilities
Happenstance’s Company Director will set looks during tech rehearsal based on the venue’s pre-hung Light Plot.
LIGHT PLOT
Lighting requirements, subject to changes pre-approved by the presenter and Happenstance:
Full-Stage, pre-focused Rep Plot (minimum 2-color Front Wash, 2-3 color Top Wash, High Sides and/or Template Wash.
Three-Color Cyc Wash from above (and/or below if ground row is in stock)
Dim running lights adequate to light wings and backstage area, preferably blue.
All gel color as specified in advance of the performance.
COMPUTER LIGHTING BOARD The presenter provides a computerized lighting console with at least 120 channels (i.e. ETC Expression, Obsession, ION, EOS, etc…) and an experienced electrician to program/operate it.
SOCIAL MEDIA:
Happenstance Theater is delighted to work with presenters PR, media and marketing departments to assist in raising public awareness through use of Happenstance’s social media platforms and marketing materials. Happenstance Theater artistic directors and performers will be available for interviews and media appearances when possible.
OTHER SERVICES:
ACCOMMODATION The Presenter provides mutually approved accommodation for each night of performance plus the day of arrival or not depending on prior arrangements.
HOSPITALITY (food) The presenter provides the following:
Load-in/Tech Rehearsal: Fresh fruit, vegetable tray, deli meats, cheese and bread, mixed nuts. Beverages: Water (Preferably one large container that we can fill our own water bottles with, to minimize use of plastic), coffee and tea (with cups, milk, honey).
If technical rehearsal is on the same day as the show, we ask that the venue provide snacks for the company two (2) hours before the performance.
Additional items: Ice in freezer or cooler for use in case of injuries.
TICKETS The presenter provides Happenstance Theater with up to 3 complimentary tickets to each performance.
SCHEDULE
Prior to Happenstance’s arrival the theater will hang, cable and patch all lighting instruments. The theater, stage and dressing rooms must be made available prior to the performance for the purpose of focusing lights, setting costumes, and rehearsing.
Happenstance requires a minimum of six (6) working hours prior to the first performance for focusing and programming light cues, ideally the day prior to opening. On the day of the performance we need to have access to the theater for the two (2) hours prior to show time for warm-up and rehearsal.
For minimum technical requirements with no lighting, set-up can begin four (4) hours before performance.
Sample Schedule:
Ideally, if venue is available, Happenstance Theater’s Company Director will work with venue technician to set lighting looks, program lights and prepare the stage the day prior to the performance. If it is not possible to do this the day before the performance then we will do it at least six (6) hours before house opens.
Day of Performance:
9:00am – 12:00pm Load-In, set lighting and cues, check sound levels. Performers warm-
up/spacing rehearsal.
12:30pm – 1:30pm Lunch Break.
1:30pm – 3:30pm Cue to Cue with performers for board operator.
3:30pm – 4:30pm Snack and Break. Performers have access to stage if necessary.
4:30pm – 5:00pm Sweep or wet mop stage.
5:00pm House opens
5:30pm – 6:15pm Performance
6:30pm – 7:30 Strike & Load out
If we are able to arrive and tech the day before the performance, Happenstance Performers will arrive two (2) hrs prior to show time. Venue tech will do sound check, light check, run through cues. Performers should be free from all technical responsibilities to warm-up, get into make-up, costume, etc.
PERFORMANCE INFORMATION:
Doors open 30 minutes prior to performance.
Happenstance Theater will provide Pre-Show Music. Any announcements that the venue is required to make regarding emergency exits, cell phone use, etc. can be made on the stage prior to performance.
Late Seating is acceptable and people should be permitted to enter as soon as they arrive.
Happenstance Theater will provide photos and information to be displayed in the theatre lobby.
Sound and lights will all operate from the tech booth in the house or a house mix position at the rear of the orchestra level of the house.
Program Information will be provided by Happenstance Theater.
One six-foot sales table will be placed in the lobby or area where it is in the ‘flow of traffic’ for the most exposure. Sales table must be attended at all times (Optional).
