Things to know in preparation for your event in an Arts Division venue…
ARTS EVENTS STAFF WILL REQUEST INFO ABOUT THE FOLLOWING:
- Confirmed day, date, time, venue
- Estimated attendance or advance pre-sale or registration
- Length of event (first half, second half)
- Intermission: yes or no?
- Admission: Via RSVP or registration, ticket? First-come/first-served?
- Will you offer a printed program to the audience?
- Would you like us to admit late-arriving patrons during the event? (See below.)*
- Audience notifications: strobe effects, loud sounds, mature content, theatrical haze?
- Will any seats or sections be removed from use?
- Will you ask us to reserve specific seats or rows for VIPs or special guests?
- Do you know of any guests with special needs for accessibility and seating?
- Pre-set cameras: Ask us about our recommendations for locating cameras and tripods at your event.
- Will there be performer entrances through the lobby or audience area?
For non-Arts Division producers:
- Designate a Day-of-Event Representative (more info here)
- What are your subscriber and general ticket prices?
- How will you be handling admission? (tickets? check-in with RSVP? first-come, first-served?)
IMPORTANT THINGS TO KNOW
- There is no standing room in any of our venues.
- Once capacity for the event is reached, we cannot admit more people.
- For ticketed events, everyone inside the venue must have a valid ticket that corresponds to a seat. This includes infants and children.
- Parking permits are required for all vehicles in the parking lots near our facilities.
Arrival times / Doors open
- A student house management team will be assigned to your event (1-2 House Managers and 2-6 Ushers, depending on the event.) The House Manager arrives 1.5 hrs before event start.
- TAPS parking attendants are on site in Lot 126 (Arts Lot) 1 hour in advance of most events to issue parking permits.
- Front-of-house crew will gather quietly in the rear of the venue while the House Manager orients their team about 1 hour before start time.
- Stage Manager will clear the stage approx. 35 minutes before advertised start time
- House Manager will open doors and begin admitting the audience 30 minutes before start.
* Late seating
- The front-of-house team will admit late arrivals, at producer's request, in a manner that results in the least disruption to those already inside the theater.
- In some instances, intermission may offer the best late-seating opportunity.
- Some events will choose not to admit late arrivals. If this is the case with your event, please make this clear in all your event marketing and communications.
- We will work with you in advance to optimize the frequency of these intervals in order to minimize distraction.
- We endeavor to limit the number of times the doors are opened once the event is underway.
- Please identify 1-3 points during the first hour of the event during which our crew can open doors, admit patrons, and show them to their seats.
- Consider intentionally programming your event to include a couple short pauses or transitions in the first portion of the presentation. (Many concert presenters choose to program a 10-15 minute piece at the top of the concert so late arrivals can enter comfortably during the applause after the first piece ends.)
- We reserve seats near the entrance doors for seating late arrivals.
Special seating needs
- Each venue has a limited number of spaces for wheelchairs.
- Wheelchair spaces are located in different sections depending on the venue.
- Patrons with limited mobility, but not using a wheelchair, will be directed to seats that are accessible using a walker, crutches, or other devices. (These accessible seats are typically in the very back or the very front.)