TCNJ Home : Schools : Arts :

Scheduling Policies & Procedures

Use of performing arts facilities outside of the School of Arts and Communication is scheduled by the Office of Conference and Meeting Services (CMS). Inquiries should be made through conference coordinators in that office. They will check availability, technical requirements and scheduling criteria and place a ‘hold’ on the date if the event meets requirements. CMS will then schedule a planning and production meeting with the Presenter, CMS Staff, and the Director of Arts Facilities. Details such as the performance and rehearsal schedule, technical requirements, staffing requirements, and front-of house concerns such as ushering, ticketing, and security will be discussed. The results of the production meeting form the basis of the usage and rental contract. Please note that events should not be advertised or promoted and tickets should not be sold until the contract is finalized. In addition, all changes must be added to the contract, and a detailed production schedule must be submitted no less than two weeks prior to the event.

1. Definitions

Presenter

The Presenter is the group or organization renting facilities from The College of New Jersey. The Presenter is responsible for following the policies, regulations, and procedures contained herein, and passing along all pertinent information to staff, participants, performers, and audience members.

Performance

A full run of the production with audience present, utilizing costumes, make-up, and all technical elements. Complete house, stage, and technical staffing are required.

Dress Rehearsal

A run of the performance utilizing costumes, make-up, and all technical elements. If an audience is expected, advertising and promotion must indicate an open rehearsal. Complete house, stage, and technical staffing are required for a dress rehearsal. Building Services cleaning fees apply, and usher staff is required if any audience is present.

Rehearsal

Rehearsal of any or all of a production utilizing rehearsal lighting, without any audience, technical support, or technical equipment. Supervisory staffing is required.

Production Meeting

A meeting between the Presenter, conference coordinator, and select Arts Facilities staff to discuss the running order, technical and staffing requirements, schedule, and budget for an event or performance.

Cue-to-Cue

A technical rehearsal used to refine and run the lighting, fly, deck, and sound cues of a production or Dance Show. This typically requires the Technical Director or Lighting Designer, Stage manager, Light board operator, Event Presenter / Dance Schools Director and their staff.

Load-In

Load-in comprises delivery and set-up of all stage equipment that the Presenter requires for their production. Please note that a sidewalk permit, arranged through Office of Campus Police, is required for access to the Kendall Theater Loading Dock.

Strike

Strike is the removal of all scenic materials and equipment modified or added for a particular event or production. Please note Presenters must remove all scenic items and materials that they brought in during strike. Dumpster facilities are NOT available. In addition, remember that a sidewalk permit, arranged through Office of Campus Police, is required for access to the Kendall Theater Loading Dock and the Mildred & Ernest E. Mayo Concert Hall.

Staffing

Specific staffing needs for each rehearsal and performance will be determined in the first production meeting, and become a part of the rental contract. Please note that changes in the technical details may have a direct impact on the staffing requirements. Typical staff requirements for a Performance are for three to six staff members: Note that the Presenter may provide some of their own staffing for their event. Details must be discussed and approved in the production meeting. Examples of staff roles are below:

• Professional Technical Director Responsible for the building, safety, technical operations, staff
• Professional Stage Manager Maintains the running order of the show, and calls all cues.
• Professional House Manager Oversees audience services, seating, front-of-house operations
• Student Lighting Technician Programs, runs, and maintains the lights and lighting control systems.
• Student Spot Light Operator Runs the theatrical follow spot lights
• Student Sound Technician Runs the sound board for the show, including playback and microphone.
• Student Stage Technician Runs the fly system and all stage shifts and operations.
• Student Runners Assist where needed, including traffic control, backstage, dressing rooms.
• Volunteer: Ushers Provided by the Presenter
• Volunteer: Ticket Takers Provided by the Presenter
• Volunteer: Concessions Sales Provided by the Presenter
• Volunteer: Production Assistants Provided by the Presenter
  

Stage Equipment

Layout of the performance area, including equipment, legs, borders, curtains and drops must be discussed and approved in advanced. The default layout is an empty stage with all legs, borders, curtains and drops flown out. This will insure space for musical or scenic elements brought in by the Presenter. All stage equipment and supplies used must be returned to the location and status as when found.

Kendall Main Stage

The orchestra pit lift is normally left in the ‘extended stage’ position, allowing Presenters to be closer to the audience. Please let us know if the pit is needed for your production. Please communicate needs for fly space as early as possible so that we can assign available space and properly plan for other productions taking place the same week.

Don Evans Black Box Theatre

The theatre is typically left empty. Seating and equipment must be arranged and set up in advance.

Mildred & Ernest E. Mayo Concert Hall

The Grand Piano is typically stored on stage. Please notify us in advance if it must be removed for your event.

Lighting Equipment

Each facility has different equipment and capability. Information is available on the Technical Details web page for each venue. Please be prepared to discuss your specific needs at the production meeting. The Kendall Main Stage is equipped with a full compliment of lighting equipment, colors, patterns, and effects. The Don Evans Black Box Theatre is well equipped with a variety of instruments and colors. The Music Building Concert Hall lighting is flexible and centered on non-colored light – suitable for musical performances and lecture events alike. All TCNJ equipment and supplies must be returned to the location and status as when found, including instruments, gels, patterns, cables, and accessories.

Sound Equipment

Sound reinforcement and recording equipment must be arranged for in advance. Our facilities each have capability for handheld and lavalier wireless microphones, podium with integrated microphone, CD playback, etc. All TCNJ equipment and supplies must be returned to the location and status as when found, including speakers, microphones, communications equipment, cables, and accessories.

Building Services

A building Services cleaning fee may applied for any performance or dress rehearsal with audience present or when food is served. It includes building services staff attendants in place to replenish restroom supplies, empty trash, and maintain a clean atmosphere for performers, patrons, and staff. Specific fees and details will be determined in advance, and discussed at the planning meeting.

Production Schedule

A detailed production schedule is required for each rental contract. The schedule should include every aspect of each production that utilizes facilities at The College of New Jersey. Examples include production meetings, load-in, cue-to-cue, rehearsals, performances, load-out and strike. The schedule can be refined and discussed during the first production meeting.

 

2. Policies

Scheduling

The scheduling and contracting process is overseen by the Office of Conference and Meeting Services. All inquiries should be made through conference coordinators in that office. They will check availability, technical requirements and scheduling criteria and place a ‘hold’ on the date if the event meets requirements. CMS will then schedule a planning and production meeting with the Presenter, CMS Staff, and the Director of Arts Facilities. Details such as the performance and rehearsal schedule, technical requirements, staffing requirements, and front-of house concerns such as ushering, ticketing, and security will be discussed. The results of the production meeting form the basis of the usage and rental contract. Please note that events should not be advertised or promoted and tickets should not be sold until the contract is finalized. In addition, all changes must be added to the contract, and a detailed production schedule must be submitted no less than two weeks prior to the event.

Major College functions and events presented by the School of the Arts and Communication have scheduing priority, followed by academic and administrative departments, student organizations and rental clients.

The Mildred & Ernest E. Mayo Concert Hall is reserved for Department of Music Events, Rehearsals, and Performances during the last six weeks of each semester.

The scheduling process for events outside of the School of Arts and Communications begins July 1st for the upcoming academic year. Exceptions are only made for events scheduled outside of the academic year.

Insurance

The Presenter must provide The College of New Jersey office of Conference and Meeting Services a certificate of General Public Liability Insurance of not less than $1,000,000 that names the State of New Jersey and The College of New Jersey as additional insured’s for the date(s) detailed in the rental contract.

Damage

A staff member from the performance venue will conduct a pre and post event walkthrough with a designated representative of the Presenter in order to determine any damage to facilities or equipment within the duration of the rental agreement. The Presenter is responsible for any costs associated with repair, renovation or replacement of any facilities or equipment within the duration of the rental or use agreement.

Accessibility

An American Sign Language interpreter must be provided for an event if requested by an audience member requiring such assistance. Upon receiving such a request, The College of New Jersey office of Differing Abilities will arrange for the services of an ASL interpreter and include the cost of this service in the Presenters rental invoice. Please make all requests at least two weeks prior to the event.

Assistive Listening Devices

(ALD’s) are available free-of-charge at all performances, on a first-come first-served basis. Patrons will be asked to leave a form of identification or credit card and their phone numbers when they pick up their headsets. These will be returned when the headset is checked in at the end of the performance.

Wheelchair Accessible Seating

Patrons who cannot or do not wish to transfer from their wheelchairs to a theater seat should request wheelchair seating locations when ordering their tickets. As Kendall Hall is a historic building, there is no elevator to the balcony seating area. Patrons who may have difficulty navigating stairs should be seated in the Orchestra section on the main level. Please contact the House Manager or any member of the venue staff for assistance.

Safety and Security

The College of New Jersey has oversight regarding event safety, including and not limited to: crowd management; worker and equipment safety; safety of performances, stunts and effects; security; emergency response; emergency egress; fire safety; catering and food preparation; and general facility management. Safe practices for events in Arts Facilities are subject to the judgment of the facility management and technical staff and are governed by applicable policy and regulation. Applicable references include: Standard Building Code, National Fire Prevention Association 101 – Life Safety Code, Occupational Safety and Health Administration regulatory codes, and the Americans with Disabilities Act Advisory Guide.

The College of New Jersey may require that Campus Police officers be hired in order to help insure safety and security for events that anticipate a large audience. All costs will be detailed in the usage and rental contract.

Facility management strongly recommends that Presenters establish traffic flow policies with staff, performers, and participants on arrival to the venue. These should be established within the backstage and safety policies outlined herein.

Access and exit pathways and doors, both inside and outside the venue must not be blocked or restricted. All security and fire doors must be kept closed.

Emergency Egress

Aisles, stairs, hallways, and pathways to all emergency exits must remain clear and unrestricted at all times. Signs indicating emergency exits may not be covered or otherwise obscured.

Fire Prevention

Flammable items are prohibited in the all performance venues. Combustible materials including decorations and fabrics must be flameproofed. This can be accomplished either by treating items with flame retardant, or purchasing items manufactured with flameproofing. National Fire Protection Association (NFPA) minimum standards must be met or exceeded. All scenery must be constructed of treated fire-retardant lumber. In instances when treated wood can not be used, the final product shall be treated using an approved fire retardant material in accordance with state regulations. Use of open flame and pyrotechnic effects is strictly prohibited at all times, without written approval from Campus Safety and appropriate staffing in place. Use of Pyrotechnics requires the direct supervision of a licensed pyrotechnician, provided by the Presenter, certified by the State of New Jersey, and approved by The College of New Jersey.

Fire Curtain

The operation of the fire curtain in the Kendall Main Stage Theatre cannot be impeded in any way. Nothing can be placed in the path of the fire curtain for any purpose during an audience event.

Capacities

Maximum occupancies of the stage, audience chamber, and any other spaces used may not be exceeded at any time.

Sound Levels

Performing Arts Facilities Management has established a sound level policy in order minimize audience complaints, provide a distortion-free enjoyable experience for patrons, and provide a safe environment for our staff. Sound levels must not exceed 95dB SPL A-weighted during any performance or rehearsal. Occasional instantaneous peaks may be tolerated in material with a large dynamic range. Arts Facilities staff will measure volume levels in the audience seating area and on stage using a sound level meter.

Back Stage Access

Access to the stage, scene shop, control booth and support areas of the venue is limited to authorized TCNJ staff and authorized participants for the Presenter. Facility visitor identification will be provided to the Presenter; the Presenter is responsible for distribution of the identification, and for ensuring that all appropriate individuals for the Presenter use it. Individuals requesting back-stage access to the Presenter’s event will be barred without facility visitor identification. Costumed performers need not wear visitor identification. Arrangements for backstage guests should be made prior to the event date with facility management.

Announcements

The College of New Jersey reserves the right to play a recorded informational safety announcement before the beginning of each show. In addition, the college reserves the right to make interim announcements as needed to preserve safety for the performers and audience, and enforce policies and regulations.

Front of House Staff

Ushers and ticket takers are required for every event with any audience in attendance, and must be provided by the Presenter. Front of house staff must arrive no less than 15 minutes before House is scheduled to open, and meet with House Manager for a detailed safety, facilities and emergency procedures overview. Front of house staff must be present and in place before the audience chamber can be opened to the public, and must remain in place and on duty for the duration of the performance, and until the audience have vacated the audience chamber. Duties include:

• Usher patrons into audience chamber and help them find seats.
• Collect tickets from and hand out programs to patrons.
• Open and close the venue and lobby doors for intermission, end, etc.
• Help direct patrons to Restrooms, telephones, water fountains etc.
• Alert House Manager to any problems, concerns, or emergencies that arise.
• Help maintain calm and order, and direct patrons to the exits in case of emergency
• Enforce college and facility rules.
• Kindly ask disruptive patrons to stay quiet, or leave the audience chamber.
• Help clean up programs, rubbish, and lost articles in the seating area as the audience departs.
• Insure that food, drink, cameras, and recording devices are not brought or used in the performance venue.

Number of Ushers Required

Up to 565 Patrons, non-ticketed, balcony section closed 4 Ushers Minimum
565 to 875 Patrons, non-ticketed, balcony section open 7 Ushers Minimum

Number of Ticket Takers Required

Up to 565 Patrons, balcony section closed 4 Ticket Takers Minimum
565 to 875 Patrons, balcony section open 7 Ticket Takers Minimum

Food and Drink

Food and beverages are strictly prohibited from in all performance venues, including the audience chamber, the stage, and the backstage areas. It shall be the responsibility of the Presenter to communicate and enforce this to its performers, ushers, staff and audience for both rehearsals and performances.

Smoking

Smoking is prohibited in all facilities on The College of New Jersey campus. Details can be gound in the TCNJ Smoking Policy.

Smoking is permitted outside buildings at a distance greater than 10 feet from building entrances, openings, or air intakes. Smokers are asked to dispose of smoking products in provided smoking receptacles.

Catering and Tables

The office of Conference and Meeting Services is in charge of coordinating catering, table delivery and related needs with events Presenters. Please make sure that specific needs and details are discussed with your Conference Coordinator.

All food that is served on campus is to be provided by Sodexho Dining Services, as contracted with The College of New Jersey. A food waiver form, available from the Office of Conference and Meeting Services, must be signed by the General Manager of Sodexho in order to grant the Presenter permission to bring in its own food for an event.

Concessions, Merchandising and Sales

Presenters who wish to sell tickets, programs, souvenirs, t-shirts, and flowers etc. must have all details approved in advance, so that College Staff can make appropriate arrangements, and insure that there is no interference with the safe ingress or egress of audience performers and staff from the performance venue.

Outside vendors, service providers, video recording crews, photographers, and the like will hereafter be referred to as vendors. An authorized representative of the Presenter must have all details for Vendors approved by the Office of Conference and Meeting Services no less than two weeks prior to the event. Each must provide a Federal Tax ID number and a certificate of General Public Liability Insurance of not less than $1,000,000 that names the State of New Jersey and The College of New Jersey as additional insured’s for the date(s) of they will be vending on campus. Sales will be limited to areas designated by the venue Staff. The College of New Jersey will collect a $50.00 vendor privilege fee for each vendor. The Vendor is responsible for collection of all state sales tax as required by law. Vendors that arrive without written approval as detailed above will be considered trespassers and requested to leave the campus.

Parking

The office of Conference and Meeting Services and the Office of Campus Police are in charge of coordinating parking needs with events Presenters. Please make sure that specific needs and details are discussed with your Conference Coordinator. Unauthorized parking on sidewalks, loading areas or anywhere not designated as a parking place may result in a ticket, fine and or towing of the vehicle.

Photography and Recording

Audience members are not permitted to bring or use recording equipment during any performance or special event. This includes video and audio recording, and flash photography. This is to protect intellectual property and maintain safety and the enjoyment of our audience, presenters, and performers. Professional video recording services may only be employed if Presenters sign a recording release form, and the recording personnel meet the criteria established under “Vendors, Merchandising and Sales” detailed above.

Copyright

Musical materials used by the Presenter in this production may be protected by United States Copyright. It is the responsibility of the Presenter to obtain any and all clearances as required by law for their use in the performance, recording, playback, duplication, or distribution of the performance presented at The College of New Jersey.