Provincetown Theater Renters' Handbook. - Amazon Simple Storage ...
Provincetown Theater Renters’ Handbook. The Provincetown Theater is committed to the success of our renters’ productions. Mounting any production, no matter the size, is a complex endeavor that involves many moving parts cooperation and planning, especially as opening night approaches. To help ensure that your rental of our space goes smoothly from start to finish, we’ve developed this handbook to help guide the production process. For prospective renters, it answers many of the questions you likely have as you consider producing a show at the Provincetown Theater. For renters, it provides you with helpful guidance and resources. Please note that we adhere very closely to these guidelines, and ask that you respect the space as though it were your own. Your signed contract with The Provincetown Theater ultimately governs the specifics of your rental agreement. To the extent there is any conflict between this Handbook and your rental contract, the contract controls.
Table of Contents Primary Contact Info Basic Space Info Fees and Costs What do I need to do before my rental begins? Box Office Info Load–in Info Public Safety and Fire Code Info General Procedures Marketing Info Loadout Info Appendices A B
Page 1 Page 2 Page 3 Page 4 Page 5 Page 5 Page 6 Page 8 Page 10 Page 11 Page 12
Primary Contact Info for Emergency. Your primary contacts at The Provincetown Theater are as follows. Please contact them in the following order: First: Second: Third:
Sunie Pope, Production Coordinator – 8603090314 Brian Carlson, President – 6176427195 Tom Boland, Vice President – 5083643706
Other contact numbers are listed in Appendix C at the back of this Handbook.
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Welcome to The Provincetown Theater!
Basic Space Info There are two spaces available for rental at The Provincetown Theater – the Black Box Theater and the Lobby. Use of the Lobby is included in any rental of the Black Box Theater, but it may also be rented independently of the Black Box Theater. The Provincetown Theater – Black Box The Provincetown Theater may be configured to have a maximum seating capacity of 180 seats. Under no circumstances will you be permitted to exceed the maximum capacity of 180 seats. The fire exits may not be blocked at any time and aisles must be up to code. Creating a seating arrangement that meets the requirements of the Production Coordinator is the responsibility of the Producer. Scenic design choices can sometimes make it impossible for the maximum capacity to be reached. As specified in the Rental Agreement, getting approval for scene designs and seating arrangements is required prior to loading in. The Black Box Theater measures approximately 48 ft and 2 inches from stage right to stage left and 21 ft from upstage to the audience. Included in your rental is use of the a tech booth, two dressing rooms (each with a lavatory), a separate shower and a slop sink. This theater is heated and airconditioned. There is also a washer and dryer. The Black Box Theater comes equipped with a basic lighting package – please see Appendix A for a detailed inventory. Lobby The Lobby has a maximum seating capacity of 75 seats for meetings, readings or casual performances. Creating a seating arrangement that meets the requirements of the Production Coordinator is the responsibility of the Producer. As specified in the Rental Agreement, getting approval for room configuration is required prior to loading in. The Lobby measures 16 x 32 ft or 512 SqFt. A separate dressing room may be available for an extra fee if arranged in advance with the Production Coordinator. Lobby renters use the public bathrooms located in the Lobby.
Theater Inventory Sound Tech Mixer / Quick Mix 6 Amp Matrix Sound Amplifier Mix 1 Sound Board WuroDesk SX3242FX Ultra Low Noise Design Studio/Live Mixer Tascam X1500 Double CD player dbx equalizer/limiter IEQ31 Rack Rider Power Conditioner SHURE UA844 Power Distribution System Dbx AFS224 Feedback Suppressor 8 Shure ULX transmitters 6 shure slx transmitters 6 lavaliers 7 sm58 Handmike – SHURE 6 wireless headsets – SHURE 2 shure 839 lav w/in case Artcessories ART DII Dual Transformer Isolater 2
1 shure overhead microphone 5(EV) ElectroVoice Speaker SU121A 2 Follow Spots CABLES (Sound) 7 25’ Auxiliary Cables 7 DMX ¼” cables Stage Master 8 send 0 Return FAN/BOX SMA0800FBM100 Duralink Cables, 24 gauge (4) Ibanez Dual Digital Delay DD200 ProStrobe V701 (1) 14 Headphone connector cables SHURE PS40 AC Adapter 4 computer monitors o 1 VG 2021 monitor Viewsonic o 1 Apple 1 Mac o 1 Dell Mac Laptop 1 Jensen – 16” speaker TC Grand Master Light Board Insight Electric Power – Main Room Senior main 400A, 16 cable Lighting: 50 fresnnels Please see Appendix A for a more detailed inventory list.
Fees and Costs Fee Structure for Theaters Standard rates: The Provincetown Theater charges the following rental fees: These need rediscussion Summer Season (June 16 through September 15) Black Box Theater $425/night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days beyond 9 days are billed at a rate of $140 per day. Lobby $________/week for meeting/performance; $_______/week for rehearsal Shoulder Season (April 1 through June 15 and September 16 through October 31 Black Box Theater $200/night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days are billed at a rate of $70 per day. Lobby $________/week for meetings, events or /performance; $_______/week for rehearsal Winter Season (November 1 through March 31) Black Box Theater $2000/month; Lobby $________/week for meeting/performance; $_______/week for rehearsal
During any rental period, you will have access to the space from Noon to midnight. Access beyond this timeframe may be negotiated in advance with the Production Coordinator. Notforprofit rates: The Provincetown Theater charges the following rental fees per week: Summer Season (June 16 through September 15) Black Box Theater $325./night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days beyond 9 days are billed at a rate of $140 per day.
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Lobby $________/week for meetings, events or /performance; $_______/week for rehearsal Shoulder Season (April 1 through June 15 and September 16 through October 31 Black Box Theater $200./night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days are billed at a rate of $70 per day. Lobby $________/week for meeting/performance; $_______/week for rehearsal Winter Season (November 1 through March 31) Black Box Theater $2000./month; Lobby $________/week for meeting/performance; $_______/week for rehearsal During any rental period, you will have access to the space from 10AM to 10PM. Access beyond this timeframe may be negotiated in advance with the Production Coordinator.
Additional Charges $1,000 refundable security deposit. The refunded amount is calculated after costs of cleaning and/or damages to property or equipment 14 days after your final performance, and/or by late fee penalties and other factors as listed in this document. All priced tickets for the Black Box Theater will be charged a $3.50 Facility Staffing and Cleaning fee. Priced tickets for the Lobby will be charged a $.50 Facility Staffing and Cleaning Fee. This fee covers the cost of ticket booth staff, house management and cleaning. Lobby events that do not involve priced tickets (such as meetings) will be charged a flat Facility Staffing and Cleaning fee of _____$15/hr____. OvationTix charges a setup fee per show and certain perticket fees. Please see the OvationTix Attachment to your contract for more information. This fee is imposed by OvationTix and The Provincetown Theater has no control over OvationTix charges. OvationTix charges can be avoided if ticket sales are routed through the box office phone reservation system or by direct sales at the box office window. Liability Insurance (see below)
Liability Insurance & Indemnification All artists and performing arts groups using The Provincetown Theater spaces are required to have liability insurance. In addition, you are required to list The Provincetown Theater Foundation as an “Additionally Insured” on all insurance Riders and contracts. You will be required to submit a Certificate of Coverage from your insurance carrier one week before your use of the space (including rehearsal days). Our contract describes this requirement in detail. The required liability coverage amounts are: Bodily Injury – not less than $1,000,000 combined single limit for each occurrence and in the aggregate; Property Damage – not less than $100,000. Be sure to include this cost in your own budgeting. (Failure to follow this policy will result in the cancellation of the renter’s shows.) In addition, as part of your rental agreement, you are required to indemnify and hold harmless The Provincetown Theater Foundation and any individuals associated with the Foundation from any legal claims that may arise out of your use of the space. Be sure you understand this obligation before you sign the rental agreement.
Payment Schedule 4
Payments should be made by check to: Provincetown Theater 238 Bradford Street Provincetown, MA 02657 A payment schedule is established at the time the contract is signed. An initial payment of 50% is due at the time of signing. The second payment of 50% is due on the day of LoadIn (including rehearsal days). Access to the theater will not be permitted unless and until contractual payments are received by the theater business office. Payments must be mailed or dropped off at The Provincetown Theater Main Office. You will be charged a $100.00 (One hundred dollars) late fee on any payments that are 30 days past due. The Licensee will pay $250.00 (Two hundred and fifty dollars) for any payment 60 days past due. Your rental agreement will be cancelled if any payment is 90 days past due. These penalties WILL BE ENFORCED and deducted from your security deposit. Your contract must be fully paid to date before keys will be released to you. After you sign your contract and pay your deposit, you will receive a checklist from the Production Coordinator
PreRental Check List: Be paid up to date – Payments must be received as contracted before use of the space. Have submitted complete box office information to get your tickets on sale (see next section) Have received approval for your set design from the Production Coordinator Have submitted proof of insurance to the Production Coordinator (see page 3) Have submitted flameproofing certificates from the Provincetown Fire Department for all curtains or other fabrics being used in the theater (see page 7) other than those already owned by the theater. We have attached a helpful timetable of deadlines for your reference.
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Box Office Info Box Office and Ticketing Box Office SetUp OvationTix (Ovation) provides full box office support for all theater users. After you have signed your contract, the Production Coordinator will email you the box office forms you need to fill out and return for each show you produce. OvationTix charges can be avoided if ticket sales are routed through the box office phone reservation system, business hours only, or by direct sales at the box office window only. You must submit the setup form and show image at least one month prior to when you want your tickets to go on sale – this deadline is found in Attachment A of your contract. The information you provide the Box Office is also used by The Provincetown Theater as the source for marketing and calendar information on each production. Do not wait until the last minute! __Sunie Pope, Production Coordinator_______, is your contact for setting up your show. She can be reached by calling _5084877487 x 1003_ or by email at [email protected]___. Once your show has opened, the Production Coordinator, Sunie Pope, remains as your primary contact for day to day questions. Additional contact information is located in Appendix C. Provincetown Theater House Complimentary Tickets The Provincetown Theater requires 5 complimentary tickets be held for each night of your production under the following conditions and circumstances. 1. If the Provincetown Theater provides ushers, house managers, bartenders, or box office attendants these individuals, as approved by house manager, may use one complimentary ticket for that performance for which they are working. 2. Complimentary tickets may be provided to authorized individuals or press by the Production Coordinator of the Provincetown Theater. 3. Unused house complimentary tickets shall be released for box office sale 30 minutes before opening of each performance.
LoadIn Info Provincetown Theater Black Box Theater Black Box theater renters load in/out through the side door of the Theater parking lot driveway, which is located on the east side of the building. You may park at this location only for active loadin or loadout purposes and when no other building users are entering/exiting the parking lot. This area is never to be used for longterm parking. At no time may the fire exit doors be blocked by a parked car that is unattended. Lobby Lobby renters loadin through the front lobby doors. You can park one vehicle in front of the building during active loadin and loadout for 20 minutes. The Provincetown Theater reserves the right to tow vehicles not attended by crew for loadin and loadout. Walkthrough At the start of your loadin, a Provincetown Theater representative will conduct a walkthrough of the space with 6
you, noting the condition of the space and checking the inventories to ensure that everything is present. Please schedule 30 minutes at the start of your loadin for the walkthrough. Keys You will receive two sets of keys on the first day of each rental period. These keys are not to be duplicated. Keys must be returned to The Provincetown Theater on the last day of the rental period. There will be a charge of $150 for each set of lost keys. The Provincetown Theater staff are not always readily available to provide access for members of your cast and crew to the space, so plan key use accordingly with your staff.
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Public Safety and Fire Code Info The Provincetown Theater is committed to your safety and the safety of your patrons. All renters must comply with the Provincetown Public Safety Codes. Failure to comply with any of these requirements will result in immediate cancellation of your rental and performances. All exit signs in the theaters must be visible to the public at all times. No exit sign/emergency lights can be covered for any reason. There must be 48 inches of unobstructed clearance on all pathways to all fire exits. – No curtains or scenery in front of fire exit doors. – Fire egress hallways must be kept clear at all times. No cords through any fire exit doors. No overtaxed electrical outlets. Wheelchair access must be completely possible from entrance to exit in all theaters. All fabrics use must have uptodate fire certification papers from the Provincetown Fire Department (see Page 7 for more information) No electrical heaters covered in any way, ever.
Other Security, Fire Code and Public Safety Goodies Front Lobby Door For your security and that of others working in the space, the exterior door to the Theater Lobby must be locked at all times except during public performances. The Provincetown Theater is not responsible for any items missing or stolen from the Lobby or theater. Stay smart, keep an eye out and always lock the doors! If you see any suspicious activity, please contact the Production Coordinator at 5084877487 x 1003. Fire Extinguishers There are fire extinguishers in each theater space. The Provincetown Theater representative will point these out during the walk through prior to moving in. Please learn where they are and how to use them. Special effects Fog, fire, haze, or pyro effects, including smoking real or clove cigarettes, are prohibited in the theater at all times. Should you set off an alarm, you will be responsible for the Fire Department charge: $200 for each false alarm. Flame Proofing All soft goods (i.e. fabrics, drapes, curtains) must be certified by the Provincetown Fire Department. You can get applications and an explanation of the procedure from the Production Coordinator. Be advised that each variety of fabric used will require its own certification, and that the process can take as long as a month. You must submit a copy of each certification to the Production Coordinator at least one week prior to your loadin. Audience Management During all public performances, you must have a House Manager appointed by The Provincetown Theater in the lobby to deal with your audience (including latecomers) and emergencies. All House Managers will be familiar with the evacuation plan for the venue. The Production Coordinator will meet with you and the House Manager prior to the week of your first public performance to review all production details. Capacity In the interest of public and life safety you are not permitted under any circumstances to exceed the legal capacity of the theater. (Please see Page 2 for the 8
legal capacities of each space). If capacity is exceeded, the performance will be halted and the remaining shows cancelled and the security deposit will not be returned.
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In Case of Emergency For life threatening situations and other serious emergencies, call 911 immediately. After calling 911, or if the emergency is not life threatening, call Provincetown Theater staff at the numbers listed above on page 1 Emergencies include flooding, broken pipes, lack of heat, security problems, electrical problems, etc.
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General Procedures (Day to Day at the THE PROVINCETOWN THEATER) Technical Support The Production Coordinator will be available during normal business hours to assist with any questions you have about producing theater in The Provincetown Theater. Remember, it is always better to ask than to risk costly mistakes. Our mission is to help and facilitate your experience – there are no frivolous questions. Please note, though, that The Provincetown Theater does not have a technical director, designers, board operators you must provide those yourselves. The Lobby The lobby is common space that must be kept clear at all times. It is not available for set construction, painting, storage, etc. Rehearsals are welcome, but must be scheduled through the Production Coordinator 5 days in advance. Do not store any items in the sink room or in the electrical closets or in the Box Office. The bulletin boards in the lobby are designated as follows: Headshots & Posters of Upcoming Shows. If you plan to incorporate any creative lobby displays that use more than the bulletin boards, you must clear the display with the Production Coordinator prior to installing it. If you would like to use the lobby for a special event (e.g. reception, audition, nonticketed play reading, workshop, etc.) please let us know at least three weeks in advance.The Provincetown Theater reserves the right to use the lobby for private events that do not conflict with performances in the theaters. If we do so, we’ll let you know at least three weeks in advance. Sound Bleed The Provincetown Theater makes every effort to manage sound bleed between its various venues. Most significantly, if there is a noise bleed problem during a performance, locate The Provincetown Theater Production Coordinator and inform him/her about the problem or call Provincetown Theater Facilities, and it will be resolved promptly. Cast and Crew Parking Parking at The Provincetown Theater is at a premium – encourage your company members to park off premises as there is no dedicated cast and crew parking at the theater. Vehicles blocking the fire exits shall be towed at the owner’s expense. Patron Parking Patrons may park in the theater parking lot subject to availability. The rear parking lot holds approximately ___30___ cars. Because of this limited capacity, any cast or crew parking will reduce the number of spots available for patrons. Vehicles blocking the fire exits shall be towed at the owner’s expense. Cleaning/Trash Removal Provincetown Theater Facilities Staff cleans the lobby and the bathrooms on any day that there is a performance, generally every Wednesday through Sunday. We need your help to keep the spaces clean. Please do your part by cleaning up after yourself. Discourage your cast from using the lobby bathrooms for makeup. Also, please do not take any trashcans from the lobby into your theater. If you find you do not have adequate trashcans in the theater, please let us know. You are responsible for cleaning the theater space during your rental period. When your trash receptacles get full, please tie up trash bags tightly and place them 11
in the lobby for removal. The bags will be removed during regular cleaning of the theater lobby. If you have a spike in usage and bags are piling up, please let us know and we’ll have them removed. Extra bags are located in the sink closet in the theater. There is basic cleaning equipment in the theater: a large broom, a small broom, a dustpan and a vacuum. Cleaning tools are located in the maintenance closet off the Lobby, as well as additional brooms, mops, and dust pans. If you use any tools from this closet, please return them immediately as they must be available to cleaning personnel in order for them to clean the lobby. Construction/Painting and Hazardous Materials Construction (and deconstruction) of sets must take place within the Black Box theater. No construction, painting or any other work is allowed in the lobby at any time. Hazardous materials (such as stains, polyurethanes, oilbased paints and solvents, etc.) are not to be used in either space at any time. The fumes from these materials carry throughout the building and are hazardous. If you must use these materials on your set, they must be used offsite prior to your loadin and brought in already completed. Storage Space Please store all of your equipment and materials inside the theaters only during your run. Other areas off of the Theater Lobby should not be used as a storage space. The Provincetown Theater will remove items from these spaces without notice. The refrigerators may be used for props or concessions – please label your items with the name of your company. Any item that is not labeled may be removed without prior notice. Please keep the refrigerators clean during your run, and be sure to empty it at the end of your production. Heat, Utilities, and Air Conditioning Your rental fee covers the cost of all heat and utilities. Climate controls are programmed and operated by the theater. If you experience or need the temperature changed you must contact the Production Coordinator. Platform & Scrap Wood Use of the Provincetown Theater platforms and scrap wood must be preapproved for use by the Production Coordinator before your contract is signed.
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Marketing Info We want people to come see your productions.
What we do for you Postings on The Provincetown Theater marquee The Production Coordinator will place lettering announcing your show at the end of the previous show, unless otherwise determined by the Production Coordinator before your opening. Post your Posters in the Box Office Lobby Windows Posters in the Box Office Lobby should be delivered to the Production Coordinator. The size needs to be 24” x 3’. Posters displayed in the Theater As soon as your posters are ready, please deliver up to 4 (usually 11”x17” no larger than 18” x 24”) and we will post in the theater lobby where we see fit. Display your Postcards There are spots in both the Box Office Lobby and the Lobby to put your postcards on display. Please bring 20 postcards to The Provincetown Theater as soon as you have them and we’ll have them available for grabs to patrons that come directly into the theater. Banners PTF will reserve a space on the street, at the town’s discretion and will coordinate the display your banner for you through the Provincetown Town Hall. Call the town ahead of time to get specifics on banner requirements. Please order and have your banner delivered to your home. We recommend double sided and very sturdy banners as it can be very windy in Provincetown. Website The Provincetown Theater places the information you provide on your show on our website, with a direct link to purchase tickets. Email The Production Coordinator sends a monthly email to our mailing list including all events for the upcoming month. Your show will be listed automatically. Please get pictures, posters and play description to Office Assistant as soon as possible. Promotion at the Firehouse The PTF makes reservations for the use of the Firehouse at the beginning of each year. Please see our Programming Assistant for time slots available. You are welcome to join us in the space if you would like to promote your show. PTF will promote all shows that month and the raffle during these times as well. Facebook Page You may post on the Provincetown Theater Group FaceBook Page at a maximum of 4 times per week once the previous show has ended. The Production Coordinator is the ONLY person who may post on the Provincetown Theater FaceBook Page. If you want something up, please contact her.
What we need you to do Our marketing requirements are fairly simple and are outlined in detail in your contract, but here is the overview: Advertising. The Provincetown Theater does not place any ads, or distribute flyers or posters around town. Payment, design, and ordering of any advertisements, banners, print, web, radio, etc are the responsibility of the renter. 13
Venue Names The proper name of the venue is: The Provincetown Theater Program Booklets All program information can be submitted to be inserted into The Provincetown Theater seasonal Playbill. PreShow Speeches As part of any preshow speech during performances, open rehearsals, or audience talk back sessions, please acknowledge The Provincetown Theater. Feel free to be creative and natural in how you do it, but we might suggest the following simple construct: “Welcome to The Provincetown Theater, and (Company Name’s) production of…”
Signage NoNos Please do not post any signs on the outside of the building or on the utility poles along Bradford Street. Fines from any city or town levied against The Provincetown Theater for illegal posting will be passed onto you. These fines can often be as much as $300. In addition, please do not post signs on the inside walls of the Theater Lobby.
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Loadout Info All loadouts at The Provincetown Theater must be complete by 4pm on the day after a show’s closing unless otherwise previously arranged with the Production Coordinator. In most cases, another group is loading in immediately after you leave, so it is important that you are thorough and on time. Please observe the golden rule: leave the theater space as you would want to find it when you load in! Please remove all materials, equipment, debris, etc., during your strike. Please do not leave any paint or solvents or throw paint or solvents in with other trash – they are deemed toxic by the town and you must take them with you for proper disposal. Should you fail to remove any such items, The Provincetown Theater charges the cost of cleaning and trash disposal against the cleaning deposit. Before you leave, you will need to have painted black any surface that has been impacted by your production. In particular, note the following important rule: whether you have painted the floor for your production or not, you must put at least one complete coat of black on the entire floor. The paint needed is N215 80 Flat Black Interior (Latex), available at Conwell Lumber. Do not use any other brand as the gloss match will not be right. If you use a different brand, you will be charged for the cost of restoring the affected area(s). The Provincetown Theater may have a small emergency stock on hand if you forget to purchase it in advance or run out. However, we are not a store and this is intended for emergency purposes only. As such, we will charge $20/gal for this stock if you use it, which will be deducted from your deposit. Please contact the Production Coordinator if you find yourself in need of the paint. Provincetown Theater staff will complete a walkthrough of the space with you, indicating anything that needs to be fixed or is yet to be completed. You will be charged for lost or broken items, such charges being deducted from your security deposit. After your final show of the season, The Provincetown Theater will refund your security deposit, minus any applicable charges, within 14 business days. If you do not receive a check in that time period, do not hesitate to contact us.
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Appendix A
PROVINCETOWN THEATER Inventory – Tentative as of _________ Sound Booth Sound Tech Mixer / Quick Mix 6 Amp Matrix Sound Amplifier Mix 1 Sound Board Euro Desk SX3242 FX Ultra Low Noise Design Studio/Live Mixer Tascam X1500 Double CD player dbx equalizer/limiter IEQ31 RackRider Power Conditioner SHURE UA844 Power Distribution System dbx AFS224 Feedback Suppressor 8 SHURE ULX transmitters 6 SHURE SLX transmitters 6 lavaliers 7 SHURE sm58 handmike 6 SHURE wireless heasets 2 SHURE 839 lavaliers within case Artcessories ART DII Dual Transformer/Isolater 1 SHURE overhead microphone 5 EV ElectroVoice Speakers SV121A 2 Follow Spots 7 25’ Auxiliary cables 7 DMX ¼’ cables Stage Master: 8 send 0 return FAN/BOX SMA 0800FBM100 4 Duralink Cables, 24 gauge Ibanez dual digital delay DD200 ProStrobe V701 12 headphone connector cables SHURE PS40 AC Adapter 1 VC2021 monitor viewsonic 1 Apple/Mac 1 Dell Digital wireless receiver SHURE ULXD4Q 1 Jensen 16” speaker TCG Grand Master Light Board Insight Electric Power – Main Room Senor Main 400A, 16 cable ~50 Fresnnels
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Please inquire about specific lighting information. Lobby Space InHouse bar for Theater use only YAMAHA EMX212S Mixer – 12 channel Tascam CD0IU single disc player Dressing Rooms 2 mini fridges 1 microwave 2 klh 12” speakers
Appendix B PROVINCETOWN THEATER Theater Renter Contact List Sunie Pope, Production Coordinator 5084877487 x 1003 [email protected] Braunwyn Jackett, Programming Assistant 5084877487 x 1004 [email protected] Erica Giokas, Office Assistant 5084877487 x 1002 [email protected] Brian Carlson, President of The Provincetown Theater Foundation [email protected] Tom Boland, VicePresident of The Provincetown Theater Foundation [email protected] Bragan Thomas, Programming Committee Chair [email protected]
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Table of Contents Primary Contact Info Basic Space Info Fees and Costs What do I need to do before my rental begins? Box Office Info Load–in Info Public Safety and Fire Code Info General Procedures Marketing Info Loadout Info Appendices A B
Page 1 Page 2 Page 3 Page 4 Page 5 Page 5 Page 6 Page 8 Page 10 Page 11 Page 12
Primary Contact Info for Emergency. Your primary contacts at The Provincetown Theater are as follows. Please contact them in the following order: First: Second: Third:
Sunie Pope, Production Coordinator – 8603090314 Brian Carlson, President – 6176427195 Tom Boland, Vice President – 5083643706
Other contact numbers are listed in Appendix C at the back of this Handbook.
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Welcome to The Provincetown Theater!
Basic Space Info There are two spaces available for rental at The Provincetown Theater – the Black Box Theater and the Lobby. Use of the Lobby is included in any rental of the Black Box Theater, but it may also be rented independently of the Black Box Theater. The Provincetown Theater – Black Box The Provincetown Theater may be configured to have a maximum seating capacity of 180 seats. Under no circumstances will you be permitted to exceed the maximum capacity of 180 seats. The fire exits may not be blocked at any time and aisles must be up to code. Creating a seating arrangement that meets the requirements of the Production Coordinator is the responsibility of the Producer. Scenic design choices can sometimes make it impossible for the maximum capacity to be reached. As specified in the Rental Agreement, getting approval for scene designs and seating arrangements is required prior to loading in. The Black Box Theater measures approximately 48 ft and 2 inches from stage right to stage left and 21 ft from upstage to the audience. Included in your rental is use of the a tech booth, two dressing rooms (each with a lavatory), a separate shower and a slop sink. This theater is heated and airconditioned. There is also a washer and dryer. The Black Box Theater comes equipped with a basic lighting package – please see Appendix A for a detailed inventory. Lobby The Lobby has a maximum seating capacity of 75 seats for meetings, readings or casual performances. Creating a seating arrangement that meets the requirements of the Production Coordinator is the responsibility of the Producer. As specified in the Rental Agreement, getting approval for room configuration is required prior to loading in. The Lobby measures 16 x 32 ft or 512 SqFt. A separate dressing room may be available for an extra fee if arranged in advance with the Production Coordinator. Lobby renters use the public bathrooms located in the Lobby.
Theater Inventory Sound Tech Mixer / Quick Mix 6 Amp Matrix Sound Amplifier Mix 1 Sound Board WuroDesk SX3242FX Ultra Low Noise Design Studio/Live Mixer Tascam X1500 Double CD player dbx equalizer/limiter IEQ31 Rack Rider Power Conditioner SHURE UA844 Power Distribution System Dbx AFS224 Feedback Suppressor 8 Shure ULX transmitters 6 shure slx transmitters 6 lavaliers 7 sm58 Handmike – SHURE 6 wireless headsets – SHURE 2 shure 839 lav w/in case Artcessories ART DII Dual Transformer Isolater 2
1 shure overhead microphone 5(EV) ElectroVoice Speaker SU121A 2 Follow Spots CABLES (Sound) 7 25’ Auxiliary Cables 7 DMX ¼” cables Stage Master 8 send 0 Return FAN/BOX SMA0800FBM100 Duralink Cables, 24 gauge (4) Ibanez Dual Digital Delay DD200 ProStrobe V701 (1) 14 Headphone connector cables SHURE PS40 AC Adapter 4 computer monitors o 1 VG 2021 monitor Viewsonic o 1 Apple 1 Mac o 1 Dell Mac Laptop 1 Jensen – 16” speaker TC Grand Master Light Board Insight Electric Power – Main Room Senior main 400A, 16 cable Lighting: 50 fresnnels Please see Appendix A for a more detailed inventory list.
Fees and Costs Fee Structure for Theaters Standard rates: The Provincetown Theater charges the following rental fees: These need rediscussion Summer Season (June 16 through September 15) Black Box Theater $425/night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days beyond 9 days are billed at a rate of $140 per day. Lobby $________/week for meeting/performance; $_______/week for rehearsal Shoulder Season (April 1 through June 15 and September 16 through October 31 Black Box Theater $200/night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days are billed at a rate of $70 per day. Lobby $________/week for meetings, events or /performance; $_______/week for rehearsal Winter Season (November 1 through March 31) Black Box Theater $2000/month; Lobby $________/week for meeting/performance; $_______/week for rehearsal
During any rental period, you will have access to the space from Noon to midnight. Access beyond this timeframe may be negotiated in advance with the Production Coordinator. Notforprofit rates: The Provincetown Theater charges the following rental fees per week: Summer Season (June 16 through September 15) Black Box Theater $325./night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days beyond 9 days are billed at a rate of $140 per day.
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Lobby $________/week for meetings, events or /performance; $_______/week for rehearsal Shoulder Season (April 1 through June 15 and September 16 through October 31 Black Box Theater $200./night for performance; Price includes one free rehearsal day for each day rented for performance – up to a total of 9 free rehearsal days. Additional rehearsal days are billed at a rate of $70 per day. Lobby $________/week for meeting/performance; $_______/week for rehearsal Winter Season (November 1 through March 31) Black Box Theater $2000./month; Lobby $________/week for meeting/performance; $_______/week for rehearsal During any rental period, you will have access to the space from 10AM to 10PM. Access beyond this timeframe may be negotiated in advance with the Production Coordinator.
Additional Charges $1,000 refundable security deposit. The refunded amount is calculated after costs of cleaning and/or damages to property or equipment 14 days after your final performance, and/or by late fee penalties and other factors as listed in this document. All priced tickets for the Black Box Theater will be charged a $3.50 Facility Staffing and Cleaning fee. Priced tickets for the Lobby will be charged a $.50 Facility Staffing and Cleaning Fee. This fee covers the cost of ticket booth staff, house management and cleaning. Lobby events that do not involve priced tickets (such as meetings) will be charged a flat Facility Staffing and Cleaning fee of _____$15/hr____. OvationTix charges a setup fee per show and certain perticket fees. Please see the OvationTix Attachment to your contract for more information. This fee is imposed by OvationTix and The Provincetown Theater has no control over OvationTix charges. OvationTix charges can be avoided if ticket sales are routed through the box office phone reservation system or by direct sales at the box office window. Liability Insurance (see below)
Liability Insurance & Indemnification All artists and performing arts groups using The Provincetown Theater spaces are required to have liability insurance. In addition, you are required to list The Provincetown Theater Foundation as an “Additionally Insured” on all insurance Riders and contracts. You will be required to submit a Certificate of Coverage from your insurance carrier one week before your use of the space (including rehearsal days). Our contract describes this requirement in detail. The required liability coverage amounts are: Bodily Injury – not less than $1,000,000 combined single limit for each occurrence and in the aggregate; Property Damage – not less than $100,000. Be sure to include this cost in your own budgeting. (Failure to follow this policy will result in the cancellation of the renter’s shows.) In addition, as part of your rental agreement, you are required to indemnify and hold harmless The Provincetown Theater Foundation and any individuals associated with the Foundation from any legal claims that may arise out of your use of the space. Be sure you understand this obligation before you sign the rental agreement.
Payment Schedule 4
Payments should be made by check to: Provincetown Theater 238 Bradford Street Provincetown, MA 02657 A payment schedule is established at the time the contract is signed. An initial payment of 50% is due at the time of signing. The second payment of 50% is due on the day of LoadIn (including rehearsal days). Access to the theater will not be permitted unless and until contractual payments are received by the theater business office. Payments must be mailed or dropped off at The Provincetown Theater Main Office. You will be charged a $100.00 (One hundred dollars) late fee on any payments that are 30 days past due. The Licensee will pay $250.00 (Two hundred and fifty dollars) for any payment 60 days past due. Your rental agreement will be cancelled if any payment is 90 days past due. These penalties WILL BE ENFORCED and deducted from your security deposit. Your contract must be fully paid to date before keys will be released to you. After you sign your contract and pay your deposit, you will receive a checklist from the Production Coordinator
PreRental Check List: Be paid up to date – Payments must be received as contracted before use of the space. Have submitted complete box office information to get your tickets on sale (see next section) Have received approval for your set design from the Production Coordinator Have submitted proof of insurance to the Production Coordinator (see page 3) Have submitted flameproofing certificates from the Provincetown Fire Department for all curtains or other fabrics being used in the theater (see page 7) other than those already owned by the theater. We have attached a helpful timetable of deadlines for your reference.
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Box Office Info Box Office and Ticketing Box Office SetUp OvationTix (Ovation) provides full box office support for all theater users. After you have signed your contract, the Production Coordinator will email you the box office forms you need to fill out and return for each show you produce. OvationTix charges can be avoided if ticket sales are routed through the box office phone reservation system, business hours only, or by direct sales at the box office window only. You must submit the setup form and show image at least one month prior to when you want your tickets to go on sale – this deadline is found in Attachment A of your contract. The information you provide the Box Office is also used by The Provincetown Theater as the source for marketing and calendar information on each production. Do not wait until the last minute! __Sunie Pope, Production Coordinator_______, is your contact for setting up your show. She can be reached by calling _5084877487 x 1003_ or by email at [email protected]___. Once your show has opened, the Production Coordinator, Sunie Pope, remains as your primary contact for day to day questions. Additional contact information is located in Appendix C. Provincetown Theater House Complimentary Tickets The Provincetown Theater requires 5 complimentary tickets be held for each night of your production under the following conditions and circumstances. 1. If the Provincetown Theater provides ushers, house managers, bartenders, or box office attendants these individuals, as approved by house manager, may use one complimentary ticket for that performance for which they are working. 2. Complimentary tickets may be provided to authorized individuals or press by the Production Coordinator of the Provincetown Theater. 3. Unused house complimentary tickets shall be released for box office sale 30 minutes before opening of each performance.
LoadIn Info Provincetown Theater Black Box Theater Black Box theater renters load in/out through the side door of the Theater parking lot driveway, which is located on the east side of the building. You may park at this location only for active loadin or loadout purposes and when no other building users are entering/exiting the parking lot. This area is never to be used for longterm parking. At no time may the fire exit doors be blocked by a parked car that is unattended. Lobby Lobby renters loadin through the front lobby doors. You can park one vehicle in front of the building during active loadin and loadout for 20 minutes. The Provincetown Theater reserves the right to tow vehicles not attended by crew for loadin and loadout. Walkthrough At the start of your loadin, a Provincetown Theater representative will conduct a walkthrough of the space with 6
you, noting the condition of the space and checking the inventories to ensure that everything is present. Please schedule 30 minutes at the start of your loadin for the walkthrough. Keys You will receive two sets of keys on the first day of each rental period. These keys are not to be duplicated. Keys must be returned to The Provincetown Theater on the last day of the rental period. There will be a charge of $150 for each set of lost keys. The Provincetown Theater staff are not always readily available to provide access for members of your cast and crew to the space, so plan key use accordingly with your staff.
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Public Safety and Fire Code Info The Provincetown Theater is committed to your safety and the safety of your patrons. All renters must comply with the Provincetown Public Safety Codes. Failure to comply with any of these requirements will result in immediate cancellation of your rental and performances. All exit signs in the theaters must be visible to the public at all times. No exit sign/emergency lights can be covered for any reason. There must be 48 inches of unobstructed clearance on all pathways to all fire exits. – No curtains or scenery in front of fire exit doors. – Fire egress hallways must be kept clear at all times. No cords through any fire exit doors. No overtaxed electrical outlets. Wheelchair access must be completely possible from entrance to exit in all theaters. All fabrics use must have uptodate fire certification papers from the Provincetown Fire Department (see Page 7 for more information) No electrical heaters covered in any way, ever.
Other Security, Fire Code and Public Safety Goodies Front Lobby Door For your security and that of others working in the space, the exterior door to the Theater Lobby must be locked at all times except during public performances. The Provincetown Theater is not responsible for any items missing or stolen from the Lobby or theater. Stay smart, keep an eye out and always lock the doors! If you see any suspicious activity, please contact the Production Coordinator at 5084877487 x 1003. Fire Extinguishers There are fire extinguishers in each theater space. The Provincetown Theater representative will point these out during the walk through prior to moving in. Please learn where they are and how to use them. Special effects Fog, fire, haze, or pyro effects, including smoking real or clove cigarettes, are prohibited in the theater at all times. Should you set off an alarm, you will be responsible for the Fire Department charge: $200 for each false alarm. Flame Proofing All soft goods (i.e. fabrics, drapes, curtains) must be certified by the Provincetown Fire Department. You can get applications and an explanation of the procedure from the Production Coordinator. Be advised that each variety of fabric used will require its own certification, and that the process can take as long as a month. You must submit a copy of each certification to the Production Coordinator at least one week prior to your loadin. Audience Management During all public performances, you must have a House Manager appointed by The Provincetown Theater in the lobby to deal with your audience (including latecomers) and emergencies. All House Managers will be familiar with the evacuation plan for the venue. The Production Coordinator will meet with you and the House Manager prior to the week of your first public performance to review all production details. Capacity In the interest of public and life safety you are not permitted under any circumstances to exceed the legal capacity of the theater. (Please see Page 2 for the 8
legal capacities of each space). If capacity is exceeded, the performance will be halted and the remaining shows cancelled and the security deposit will not be returned.
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In Case of Emergency For life threatening situations and other serious emergencies, call 911 immediately. After calling 911, or if the emergency is not life threatening, call Provincetown Theater staff at the numbers listed above on page 1 Emergencies include flooding, broken pipes, lack of heat, security problems, electrical problems, etc.
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General Procedures (Day to Day at the THE PROVINCETOWN THEATER) Technical Support The Production Coordinator will be available during normal business hours to assist with any questions you have about producing theater in The Provincetown Theater. Remember, it is always better to ask than to risk costly mistakes. Our mission is to help and facilitate your experience – there are no frivolous questions. Please note, though, that The Provincetown Theater does not have a technical director, designers, board operators you must provide those yourselves. The Lobby The lobby is common space that must be kept clear at all times. It is not available for set construction, painting, storage, etc. Rehearsals are welcome, but must be scheduled through the Production Coordinator 5 days in advance. Do not store any items in the sink room or in the electrical closets or in the Box Office. The bulletin boards in the lobby are designated as follows: Headshots & Posters of Upcoming Shows. If you plan to incorporate any creative lobby displays that use more than the bulletin boards, you must clear the display with the Production Coordinator prior to installing it. If you would like to use the lobby for a special event (e.g. reception, audition, nonticketed play reading, workshop, etc.) please let us know at least three weeks in advance.The Provincetown Theater reserves the right to use the lobby for private events that do not conflict with performances in the theaters. If we do so, we’ll let you know at least three weeks in advance. Sound Bleed The Provincetown Theater makes every effort to manage sound bleed between its various venues. Most significantly, if there is a noise bleed problem during a performance, locate The Provincetown Theater Production Coordinator and inform him/her about the problem or call Provincetown Theater Facilities, and it will be resolved promptly. Cast and Crew Parking Parking at The Provincetown Theater is at a premium – encourage your company members to park off premises as there is no dedicated cast and crew parking at the theater. Vehicles blocking the fire exits shall be towed at the owner’s expense. Patron Parking Patrons may park in the theater parking lot subject to availability. The rear parking lot holds approximately ___30___ cars. Because of this limited capacity, any cast or crew parking will reduce the number of spots available for patrons. Vehicles blocking the fire exits shall be towed at the owner’s expense. Cleaning/Trash Removal Provincetown Theater Facilities Staff cleans the lobby and the bathrooms on any day that there is a performance, generally every Wednesday through Sunday. We need your help to keep the spaces clean. Please do your part by cleaning up after yourself. Discourage your cast from using the lobby bathrooms for makeup. Also, please do not take any trashcans from the lobby into your theater. If you find you do not have adequate trashcans in the theater, please let us know. You are responsible for cleaning the theater space during your rental period. When your trash receptacles get full, please tie up trash bags tightly and place them 11
in the lobby for removal. The bags will be removed during regular cleaning of the theater lobby. If you have a spike in usage and bags are piling up, please let us know and we’ll have them removed. Extra bags are located in the sink closet in the theater. There is basic cleaning equipment in the theater: a large broom, a small broom, a dustpan and a vacuum. Cleaning tools are located in the maintenance closet off the Lobby, as well as additional brooms, mops, and dust pans. If you use any tools from this closet, please return them immediately as they must be available to cleaning personnel in order for them to clean the lobby. Construction/Painting and Hazardous Materials Construction (and deconstruction) of sets must take place within the Black Box theater. No construction, painting or any other work is allowed in the lobby at any time. Hazardous materials (such as stains, polyurethanes, oilbased paints and solvents, etc.) are not to be used in either space at any time. The fumes from these materials carry throughout the building and are hazardous. If you must use these materials on your set, they must be used offsite prior to your loadin and brought in already completed. Storage Space Please store all of your equipment and materials inside the theaters only during your run. Other areas off of the Theater Lobby should not be used as a storage space. The Provincetown Theater will remove items from these spaces without notice. The refrigerators may be used for props or concessions – please label your items with the name of your company. Any item that is not labeled may be removed without prior notice. Please keep the refrigerators clean during your run, and be sure to empty it at the end of your production. Heat, Utilities, and Air Conditioning Your rental fee covers the cost of all heat and utilities. Climate controls are programmed and operated by the theater. If you experience or need the temperature changed you must contact the Production Coordinator. Platform & Scrap Wood Use of the Provincetown Theater platforms and scrap wood must be preapproved for use by the Production Coordinator before your contract is signed.
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Marketing Info We want people to come see your productions.
What we do for you Postings on The Provincetown Theater marquee The Production Coordinator will place lettering announcing your show at the end of the previous show, unless otherwise determined by the Production Coordinator before your opening. Post your Posters in the Box Office Lobby Windows Posters in the Box Office Lobby should be delivered to the Production Coordinator. The size needs to be 24” x 3’. Posters displayed in the Theater As soon as your posters are ready, please deliver up to 4 (usually 11”x17” no larger than 18” x 24”) and we will post in the theater lobby where we see fit. Display your Postcards There are spots in both the Box Office Lobby and the Lobby to put your postcards on display. Please bring 20 postcards to The Provincetown Theater as soon as you have them and we’ll have them available for grabs to patrons that come directly into the theater. Banners PTF will reserve a space on the street, at the town’s discretion and will coordinate the display your banner for you through the Provincetown Town Hall. Call the town ahead of time to get specifics on banner requirements. Please order and have your banner delivered to your home. We recommend double sided and very sturdy banners as it can be very windy in Provincetown. Website The Provincetown Theater places the information you provide on your show on our website, with a direct link to purchase tickets. Email The Production Coordinator sends a monthly email to our mailing list including all events for the upcoming month. Your show will be listed automatically. Please get pictures, posters and play description to Office Assistant as soon as possible. Promotion at the Firehouse The PTF makes reservations for the use of the Firehouse at the beginning of each year. Please see our Programming Assistant for time slots available. You are welcome to join us in the space if you would like to promote your show. PTF will promote all shows that month and the raffle during these times as well. Facebook Page You may post on the Provincetown Theater Group FaceBook Page at a maximum of 4 times per week once the previous show has ended. The Production Coordinator is the ONLY person who may post on the Provincetown Theater FaceBook Page. If you want something up, please contact her.
What we need you to do Our marketing requirements are fairly simple and are outlined in detail in your contract, but here is the overview: Advertising. The Provincetown Theater does not place any ads, or distribute flyers or posters around town. Payment, design, and ordering of any advertisements, banners, print, web, radio, etc are the responsibility of the renter. 13
Venue Names The proper name of the venue is: The Provincetown Theater Program Booklets All program information can be submitted to be inserted into The Provincetown Theater seasonal Playbill. PreShow Speeches As part of any preshow speech during performances, open rehearsals, or audience talk back sessions, please acknowledge The Provincetown Theater. Feel free to be creative and natural in how you do it, but we might suggest the following simple construct: “Welcome to The Provincetown Theater, and (Company Name’s) production of…”
Signage NoNos Please do not post any signs on the outside of the building or on the utility poles along Bradford Street. Fines from any city or town levied against The Provincetown Theater for illegal posting will be passed onto you. These fines can often be as much as $300. In addition, please do not post signs on the inside walls of the Theater Lobby.
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Loadout Info All loadouts at The Provincetown Theater must be complete by 4pm on the day after a show’s closing unless otherwise previously arranged with the Production Coordinator. In most cases, another group is loading in immediately after you leave, so it is important that you are thorough and on time. Please observe the golden rule: leave the theater space as you would want to find it when you load in! Please remove all materials, equipment, debris, etc., during your strike. Please do not leave any paint or solvents or throw paint or solvents in with other trash – they are deemed toxic by the town and you must take them with you for proper disposal. Should you fail to remove any such items, The Provincetown Theater charges the cost of cleaning and trash disposal against the cleaning deposit. Before you leave, you will need to have painted black any surface that has been impacted by your production. In particular, note the following important rule: whether you have painted the floor for your production or not, you must put at least one complete coat of black on the entire floor. The paint needed is N215 80 Flat Black Interior (Latex), available at Conwell Lumber. Do not use any other brand as the gloss match will not be right. If you use a different brand, you will be charged for the cost of restoring the affected area(s). The Provincetown Theater may have a small emergency stock on hand if you forget to purchase it in advance or run out. However, we are not a store and this is intended for emergency purposes only. As such, we will charge $20/gal for this stock if you use it, which will be deducted from your deposit. Please contact the Production Coordinator if you find yourself in need of the paint. Provincetown Theater staff will complete a walkthrough of the space with you, indicating anything that needs to be fixed or is yet to be completed. You will be charged for lost or broken items, such charges being deducted from your security deposit. After your final show of the season, The Provincetown Theater will refund your security deposit, minus any applicable charges, within 14 business days. If you do not receive a check in that time period, do not hesitate to contact us.
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Appendix A
PROVINCETOWN THEATER Inventory – Tentative as of _________ Sound Booth Sound Tech Mixer / Quick Mix 6 Amp Matrix Sound Amplifier Mix 1 Sound Board Euro Desk SX3242 FX Ultra Low Noise Design Studio/Live Mixer Tascam X1500 Double CD player dbx equalizer/limiter IEQ31 RackRider Power Conditioner SHURE UA844 Power Distribution System dbx AFS224 Feedback Suppressor 8 SHURE ULX transmitters 6 SHURE SLX transmitters 6 lavaliers 7 SHURE sm58 handmike 6 SHURE wireless heasets 2 SHURE 839 lavaliers within case Artcessories ART DII Dual Transformer/Isolater 1 SHURE overhead microphone 5 EV ElectroVoice Speakers SV121A 2 Follow Spots 7 25’ Auxiliary cables 7 DMX ¼’ cables Stage Master: 8 send 0 return FAN/BOX SMA 0800FBM100 4 Duralink Cables, 24 gauge Ibanez dual digital delay DD200 ProStrobe V701 12 headphone connector cables SHURE PS40 AC Adapter 1 VC2021 monitor viewsonic 1 Apple/Mac 1 Dell Digital wireless receiver SHURE ULXD4Q 1 Jensen 16” speaker TCG Grand Master Light Board Insight Electric Power – Main Room Senor Main 400A, 16 cable ~50 Fresnnels
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Please inquire about specific lighting information. Lobby Space InHouse bar for Theater use only YAMAHA EMX212S Mixer – 12 channel Tascam CD0IU single disc player Dressing Rooms 2 mini fridges 1 microwave 2 klh 12” speakers
Appendix B PROVINCETOWN THEATER Theater Renter Contact List Sunie Pope, Production Coordinator 5084877487 x 1003 [email protected] Braunwyn Jackett, Programming Assistant 5084877487 x 1004 [email protected] Erica Giokas, Office Assistant 5084877487 x 1002 [email protected] Brian Carlson, President of The Provincetown Theater Foundation [email protected] Tom Boland, VicePresident of The Provincetown Theater Foundation [email protected] Bragan Thomas, Programming Committee Chair [email protected]
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