THEATRE USER INFORMATION GUIDE

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2 Miami-Dade College, North Campus Office of Facilities Management THEATRE USER INFORMATION GUIDE This guide has been prepared to give specific instructions on planning your event in the William and Joan Lehman Theatre located in the Pawley Creative Arts Center, Building 5. This guide applies to all events. Outside groups should coordinate their activities by contacting Debra Cole, Facilities Use Coordinator at or visiting the Facilities Use and Special Events webpage. The North Campus would like to ensure that your program runs smoothly, looks and sounds good. The following information, including contact names and basic procedures, is being sent with that goal in mine. Technical Director (Charlie Adams Room 5138) The Technical Director is in charge of booking the theatre in the absence of the Theatre Manager and supplies basic lighting and simple staging for events in the theatre. Requests can be made by submitting a completed usage form located on the Theatrical. Theatre Business Manager (Keith Allen / Room 5228 aallen1@mdc.edu ) The Theatre Business Manager is responsible for booking and overseeing the general use of the theatre. Media Services (Dario Mercado, Director Room 2250) Microphones, slides, films, taped music, etc., and operators for media equipment must be made by written work order. Work orders can be submitted online by clicking here: North Campus Media Services Work Order. All work orders must be received a minimum of three working days prior to the event. If overtime is required, the requestor must submit a Budget Transfer in Odyssey to cover overtime charges. This form will be sent to the requestor from Media Services after the event! Campus Support Services (Phone Room 1156) A written work order must be submitted to Campus Support Services listing the person in charge of the event along with the date and time security is to open and secure the Theatre and adjacent spaces such as restrooms, green room, dressing rooms, etc. Podiums, platforms, piano moving, plants, etc. must be requested by written work order. Please complete a second work order to have these items returned to their proper areas. 2

3 Campus Support Services Work Orders can be submitted by clicking here: Custodial/Public Safety/Plant Maintenance Work Order Request If the Theatre is used outside of normal college operating hours, a written work order for airconditioning must be submitted listing the times to turn on and off. This request is subject to approval by Administrative Services and the President s Office. **To ensure that your program runs smoothly, please schedule your rehearsals separately! Cancellations If your program is canceled for any reason, please cancel all work orders and notify the Theatre Manager or Assistant Technical Director as soon as possible so that the theatre space is available for other events. Elaborate Programs If you are scheduling a complicated program using a variety of services or performers (such as a talent showcase, fashion show, ethnic event, etc.), it is your responsibility to arrange a meeting with the Technical Director, the Director of Media Services, the Supervisor of Campus Support Services, and all others involved prior to the completion of work orders. The purpose of this meeting is to ensure a well coordinated, successful event. THEATRE RULES NO SMOKING, EATING, or DRINKING (In Theatre or interior Building). NO POSTING OF SIGNS OR LABELS ON THEATRE LOBBY WALLS OR SEATS! BACKSTAGE RULES No visitors allowed backstage (Name must be on sign-in sheet) Report on Time. Call Production Manager if problem arises. Only authorized persons are allowed to handle backstage ropes and/or curtains. Lighting and Sound must be handled by Theatre Technician or Audiovisual Personnel. Food Allowed in Green Room Hallway only (Room 5125). 3

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6 LIGHTING SYSTEM LEHMAN THEATRE SPECS STAGE DIMENSIONS 70 WIDE X 35 DEEP PROSCENIUM 13 6 HIGH X 40 6 WIDE APRON IS HYDROLIC LIFT 12 DEEP AT CNTR-LINE (lowers to 5 8 below stage level) 30 LINE SETS ON 6 CENTERS, WITH 5 ELECTRICS ONE 18 X 60 BLUE SKY CYCONE 18 X 60 BLACK SCRIM ONE 18 X 60 WHITE SCRIM ONE RED ACT CURTAIN (VELOUR) 5 SETS BLACK LEGS (FLAT) VELOUR 8 X 16 5 BORDERS, BLACK VELOUR (FLAT) 6 X 60 ETC Express 250 Lightboard 5 ELECTRIC PIPES TOTAL OF 70 DIMMERS ON STAGE. 5 FLOOR POCKETS (DNL 4 DIM) (DNR 4 DIM) (UPL 1 DIM) (UPC 1 DIM) (UPR 1 DIM) 11 DIMMERS AND 18 CIRCUITS IN TWO CATWALKS FOH BOOTH HAS 4 DIMMERS (Lamp availability dependent on current lamp inventory) COLORTRAN ZOOM ELLIP 750 W 24 COLORTRAN MINI-ZOOM 600 W 20 COLORTRAN 8 FRESNEL 1000 W 12 ALTMAN 6X9 ELLIP. 750 W 50 ALTMAN 6X12 ELLIP. 750 W 12 ALTMAN 6 FRESNELS 750 W 35 ALTMAN CYC STRIPS 1000 W 8 PAR CANS 1000 W /2 ELLIPSOIDALS 500 W 10 SOUND SYSTEM SOUNDCRAFT SPIRIT 8 32 CHANNEL BOARD WITH 36 JACKS ON STAGE, HARD WIRED IN HOUSE SPEAKER CLUSTER. TWO SIDE FILLS (EV) 12 HAND HELD VOCAL MICS. 5 SHURE UHF WIRELESS HAND HELD AND LAVS. 1 TASCAM DUAL CASSETTE DECK 2 CD PLAYERS 1 DAT MACHINE 6

7 4 EV ENTERTAINER SPEAKERS (TWO STANDS). TWO EV WEDGES (MONITORS). TWO RAMSA SPEAKERS FOUR RAMSA HOT BOXES. CLEAR COM INTERCOM SYSTEM WITH 8 WIRED BELTPACKS AND HEADSETS. 4 CROWN PCC FLOOR MICS (PZM S). TWO HANGING MICS. 5 REALISTIC PZM S 2 SHORT SHOTGUN MICS. Considerations for Safety A primary goal at Lehman Theatre is safety. Shows must be designed and built to prevent hazards to the performers and audience. Most of this is common sense -- sets should be made to avoid falls, sharp edges, and so forth. However, safety from fire is not always apparent, and the State and local codes impose restrictions on any production in a public space. This note will try to outline some of the things the Technical Directors (TDs) look for in set design and construction. If you are in any doubt, please consult the Technical Directors; we will try to help you meet your design goals in a safe manner. Shows building scenery for Lehman must consult the Technical Directors and review the designs, prior to committing to construction. The code enforcement philosophy at Lehman is reasonably straightforward: we try, as best we can, to conform to the intent and spirit of the codes. The TDs are informed about the codes, and often know ways to accomplish designs within the codes. Our objective is to prevent injuries, and to be able to convince any authority that might inspect the theatre that we follow safe practices. Sometimes the codes cannot be enforced literally or are not relevant in a theatre context, but the TDs must be involved, in advance, in any such decision. 1. Basic fire treatments: the codes require flame retardant set materials upstage of the fire curtain, and non-combustible downstage of the curtain. Flame retardant materials include treated lumber, and treated cloth. Non-combustible materials are those, which cannot burn: metal, mineral materials, etc. (more on treatments below). 2. No object may be placed so as to obstruct the fire curtain. The fire curtain path is approximately 8" from the plaster wall upstage. Hand props, light furniture, or other things, which will be pushed aside or flattened by the fire curtain, are generally not a problem. However, any larger or fixed scenery elements, which cross the curtain line, must make provision for the proper action of the fire curtain, such as a breakaway section. 3. Drops and cloth: any cloth used on stage must be flame-retardant. Muslin, velour, scrim or the like should be bought from a reputable theatre supplier and specified as flame-retardant. That will allow you to obtain a certificate of treatment if it becomes necessary. One of the most common 7

8 problems on stages is lights getting too close to cloth; the flame-retardant treatment often makes the difference between a fire and a minor incident. 4. Open flames, including candles, cigarette lighters, or anything of the kind, are not allowed on stage. Use of cigarettes or other smoking materials during a play must be explicitly cleared with the technical directors in advance. The Fire Prevention Code (NFPA 1) specifically prohibits the use of open flame devices and pyrotechnics in Chapter 8, section unless preapproved by the authority having jurisdiction (Miami Dade Fire/Rescue). 5. Smoke and fog effects can be a problem. Lehman has a very sensitive smoke detector system, which will force an evacuation if it encounters smoke of almost any kind. We have tested the system with oil and cracker type fog machines, and it responds all too well. Dry ice fog is generally useable. Royal Palm Ice will deliver dry ice to the theatre if arrangements are made in advance. 6. Stage Combat and Weapons: Any use of weapons of any description, including but not limited to swords, foils, guns (real or prop), knives, or other items which could appear to cause bodily harm, or any action involving any risk of forceful contact among performers, or any leaps, falls, or other potentially risky actions must be reviewed with the technical directors prior to rehearsals in Lehman. 7. Aisles and Exits: A show must maintain the exit paths for the audience and performers. In the audience space, the standard aisle is 4'. Anything in the orchestra pit, including the orchestra, must leave a 4' aisle around the front of the seats. No props, furniture, or any other potential blockages may be in the stairwells on either side when an audience is in the house. The doors at either side of the stage must be kept closed throughout a show; they are the fire stop between the stage, shop and classroom. We strongly discourage any use of these doors at all in a show. If an isolated movement of scenery or props is necessary, it must be reviewed and approved in the planning stage. 8. Productions wishing to videotape a performance must make arrangements with media services. Past experience shows that even simple video setups can cause egress problems. When elaborate installations are planned, the technicians must be frequently reminded to adhere to the cabling agreed in advance, to not use tape on plaster or wood surfaces, and to maintain clear exit paths. 8