Indian
Head Center for the Arts
Black Box Theatre Manual
PO Box 1098, Indian Head, MD 20640
Phone 301-743-3040 fax- 301-743-5704
www.indianheadblackbox.org
email info@indianheadblackbox.org
Welcome to the Black Box Theatre in the Indian Head Center for the
Arts. This manual has been designed to help make your time here
enjoyable for yourself, and for the staff of the Black Box Theatre.
It is our intention to lay out our needs explicitly so that we may
further serve your needs as production time draws nearer for you.
To that end, it is important that you understand what the Black
Box Theatre is all about.
Ours is a shared space.
Throughout the year we welcome many other performers to use the
theater.
We are
dedicated to:
1) providing a forum for artists in Southern Maryland, and indeed,
throughout the entire DC metropolitan area
2) showcasing a wide variety of talented groups and individuals
throughout the year
3) encouraging multi-cultural participation
4) assisting artists in the business of production
Throughout the week,
a lot of people use our theater space. It's very important that
we always respect those who use this space and their needs, and
try to make them aware of our own.
You are encouraged to
dialogue with any other artist(s) or groups who share time and space
with you in any manner. It is our experience that the better the
communication between individuals and groups, the easier it is for
everyone to work together. While this manual contains a lot of information
about how we expect you to behave at the Theatre, it does not include
our trust that you will exercise basic common sense.
If you have any questions
or concerns, please feel free to contact us. Once again, welcome
to the Indian Head Center for the Arts and we hope your experience
here is all that you expect. We wish you every success with your
event.
Theater Information:
Stage information
Type: Black Box
Floor: Flat
Size: 16’ x 20’ (acting space approx. 16’ x 20’)
Ceiling height: approximately 16’
Total seating capacity: 84 (total capacity including cast and crew
not to exceed 99)
Loading Area:
Location: Outside, in the parking lot behind the rear entrance or
street side on Indian Head Avenue.
Truck Parking: in the parking lot behind the rear entrance area
for loading and unloading only.
Door Size: Rear parking area entrance has a double door and street
side has a double door, height: 6’8”, width: 68”
The backstage area is used as both dressing room and Green room.
These can be found backstage:
• Small wardrobe rack
• Sink with hot and cold running water
• full length mirror
• sofa and table
• coffee pot and refrigerator
Front of house tech booth
Light controls
Sound controls
Separate arrangements
will need to be made between you and any sound/light techs. Please
ask for a list of people you may contact for these services.
House management
The Black Box Theatre staff maintains control of house duties including
House Attendants to sell and take tickets and offer concessions.
Reservations are handled
by Box Office Tickets via phone (800-494-8497) and online at http://www.boxofficetickets.com/indianheadblackbox/
Ticket prices and payments
of fees for theatre usage - ticket prices generally range from $15
to $20, unless otherwise approved, but you should think in terms
of net ticket price of $1.50 less due to ticketing fees for handling
box office. Credit card fees are also taken out of ticket price
(3%) before calculating net ticket revenues. We will use net ticket
revenue to calculate the percentages listed below for payment of
fees to us. We will disburse payments to you at the end of the show
run.
Sound Equipment
LIST to FOLLOW
Lights
LIST to FOLLOW
Miscellaneous
LIST to FOLLOW
Theater Floor Plan:
Theater rental rates and procedures
Here are the steps to
renting the theater:
1. Carefully review the theater manual
2. Decide on precise dates for your performance with your production
team
3. Check the calendar on our web site then call us to see if those
dates are possible and then request a performance proposal
4. Send back your performance proposal with your dates as well as
alternative dates and rehearsal dates if any
5. If a problem occurs we will give you a call; if not we will send
you a contract
6. Send back the contract signed as asoon as possible. After signing
this contract, you are responsible for payment of the full mimimum
amount agreed upon, regardless of cancellation.
7. Send in your insurance binder showing coverage of liability insurance
with the Indian Head Center for the Arts as additional insured.
Speak to us about this requirement if you have any questions.
8. Your show is scheduled as soon as we receive your insurance binder.
9. Submit your press information so that we can publicize your show.
10. A technical walk-through is required with a Black Box Theatre
staff person.
The Black Box Theatre in the Indian Head Center for the Arts offers
several performance slots:
• Wednesday at 8:00 PM
• Saturday at 3:00 PM
• Sunday at 3:00 PM
• Sunday at 8:00 PM
• Thursday, Friday, Saturday at 8:00 PM
• Friday, Saturday at 10:30 PM
The following are the
rates for performing companies:
Thursday, Friday, Saturday
at 8:00 PM:
• $175 per night flat fee, artist keeps 100% of the net box
office (after ticket credit card transaction fees), or
• $105 plus 30% of the box office to the theatre, 70% of net
box office (after ticket credit card transaction fees) to artist
Friday and Saturday night
at 10:30 PM:
• $150 flat fee, artist keeps 100% of the box office, or
• $90 fee plus 30% of the box office to the theatre
Wednesday at 8:00 PM,
Sunday at 3:00 PM or 8:00 PM:
• $105 flat fee, artist keeps 100% of the box office, or
• $60 fee plus 30% of the box office to the theatre
Rehearsal rate is $20
per hour unless otherwise approved.
Commercial rates for
other gatherings are available. Please call 301-743-3040 for rates
Using the Theater
The Black Box Theatre
is a multi-purpose arts performance facility. Diverse groups of
artists and arts enthusiasts cross our doorways daily; each should
be treated with the respect and compassion he/she deserves. The
policies outlined in this manual are not suggestions and constitute
a part of your contract. It is imperative that your organization
pay close attention to this information. Serious problems will result
in your loss of the theater space, both immediately and in the future.
The contract to use the
theater does not include the gallery or the rehearsal space. Should
the gallery or rehearsal space be needed for part of the performance,
pre- or post- show discussions or receptions, special arrangements
must be made.
We carry Liability Insurance
for damages caused directly by the actions of our staff. You will
be held financially liable for any damages caused by your actions.
We can provide you with a contact for your insurance needs.
Prior to load-in, a walk-through
of the space is required. The walk-through will be conducted by
a Black Box THeatre staff person and someone from your organization;
all questions and concerns about the space will be addressed. You
may obtain the key at this time. Cash deposit is held against the
key and will be given back to you once the key has been returned.
It is understood that this deposit is for the key security only,
and not to be applied to any other debts incurred by the artist
to the Indian Head Center for the Arts.
Any changes to the space
require prior approval, including, but not limited to painting,
chair arrangement, and changes in the placement of the lighting
instruments and sound equipment.
The small scene shop is for theatre staff use only. Set pieces need
to be pre-built and brought to the theater to be assembled. When
disassembling your set at the end of a performance run, remove all
set pieces from the theater premises. We are not responsible for
disposing of your set. No items are to ever be left outside the
theater.
As stated in your contract,
it is understood that we will not provide storage and assume no
responsibility for any items left unsecured by the artist in our
space. During load-out, the artist is required to remove all personal
belongings from the premises unless prior arrangements have been
made between the artist and the staff person who signed the contract.
It is important that you select a member of your organization to
serve as a liaison between you the theatre. Your stage manager,
or any other manager or organizer, would be ideal to fill this role.
This liaison will be responsible for maintaining open communication
between your organization and our staff concerning theater use,
rehearsals, ticket reservations, etc. This liaison must have nightly
contact with the box office or other staff regarding opening the
house, starting the show, and late seating. This line of communication
will ensure that both groups are aware of what the other is doing,
and will help guarantee that you are pleased with your time spent
at the Black Box Theatre.
Concerning theater usage
policies, there are three separate time slots to consider:
8:00 PM show time . . .
• A theatre staff person will be on hand to take care of opening
and closing the theater and house management.
• Earliest backstage call for performer is 6:00 PM. Don’t
plan to come early, hang out, eat etc.
After the show . . .
• All props and costumes should be put away
• The backstage area should be left in a clean and tidy way.
• Nothing may block backstage exits. All of your equipment
should be stored out of the way. We also suggest that you cover
your equipment to protect it from damage or theft.
3:00 PM and 10:30 PM
show times . . .
• A theatre staff member will take care of opening and closing
the theater space.
• Backstage maintenance: props, costumes, general cleanliness,
etc, is your responsibility.
• Lights may not be moved or re-focused, and light gels may
not be changed.
• Stage is to be used as is. You must work around the set
left on the stage by the 8:00 show.
• We strongly urge you to get in contact with the theater
company using the 8:00 time slot. They can provide you with a light
floor plan, etc., which will help you plan your performance. Our
staff would be happy to provide you with contact information.
Rehearsals . . .
• You may be rehearsing at times when no staff members are
present at the theater. You will have a key to get into the theater.
Subsequently, it is your responsibility to open and close the theater
properly.
• The lightboard needs to be turned off.
• The sound equipment needs to be turned off.
• The backstage area should be left in a clean and tidy way.
All props and costumes
should be put away.
• The thermostat should be turned to the overnight position:
Summer: turn off
Winter: turn down to 45 degrees
• All the lights inside the theater should be turned off.
• The back door should be locked and if you are the last to
leave.
There will be a $25 fee charged for each day the lights, thermostat
and/or sound equipment are left on overnight.
Financial planning guide
As you probably know, producing a show can be a costly venture.
We at the Indian Head Center for the Arts want you to be as successful
and profitable as possible. If this is your first time producing
a show, we are providing you with a draft budget to help you plan
for your potential expenses. Please take the time to use this form:
Table 1: expenditure
Production costs:
Production costs: ---------budget ------------
actual
Theater Rental ____________ ____________
Set and Props ____________ ___________
Costumes ____________ ____________
Performers ____________ ____________
Technicians/designers ____________ ____________
Royalties ____________ ____________
Other ____________ ____________
Publicity:
Postage ____________ ____________
Design/production of artwork ____________ ____________
Cost of advertising space ____________ ____________
Printing of posters/ handbills ____________ ____________
Press packs/photos ____________ ____________
Insurance:
Liability ___________ _____________
Props/instruments/etc. ____________ ____________
TOTAL EXPENDITURE ____________ ____________
Table 2: income
Grants ____________ ____________
Sponsorship ____________ ____________
Advertising revenue ____________ ____________
Fundraising ____________ ____________
Other ____________ ____________
Total income: ____________ ____________
Income Minus Expenditure = ____________ ____________ shortfall
The shortfall must be
made up by box office sales.
Work out the total number of seats available in your shows run.
Venue capacity (84) x number of performances ________ (total capacity)
You should budget on selling around 20% of your available seats.
20% of total capacity = ________
It may be tempting to set a very high-ticket price in order to balance
the budget, but this could be a mistake – particularly if
it’s your first production in the area and if you are an ”unknown.”
Publicizing Your Show
at the Black Box Theatre
We want your show to
be a success and the have the widest possible audience; publicity
is key to achieving this.
The following describes
the types of publicity that the theatre can do for you, and explain
what we expect and need from you. We have also listed additional
publicity practices that we follow and strongly recommend you follow
as well.
What the Indian Head Center for the Arts will do:
We will publicize your program by:
• Listing and describing your program in our E-Newsletter.
More than 2000 subscribers receive copies of the calendar.
• Listing you on our calendar of events on our web site
• Including you in any general press releases.
What we need from you:
To help us perform our job accurately, you must provide us with
timely information about your event, however you are also expected
to do your own publicity. We need you to do the following two things
(at a minimum):
• Email us a paragraph describing your event as soon as possible,
ideally your deadline to send this should be 2 months before the
opening. We need this by email, not over the telephone, and by the
deadline. Photographs or artwork (digital preferred) are also useful.
We will not list the tickets “for sale” until we have
this information. This is a crucial piece, since it is the basis
of the content for the web site, the calendar, and the e-news.
• Write a press release for sending to the news papers. A
master list has been included for your use—pick the desks
and reporters that report in your area (e.g. theater, gallery, music,
etc.)
• Always refer to our location in you literature as the Black
Box Theatre in the Indian Head Center for the Arts.
If you would like to
send more press releases—great! Use your creativity to post
flyers and spread the word.
Important information to remember. . .
• Proof our copy. It is your responsibility to make sure we
have accurately described your show.
• Run your PR past us before sending it out. All too often,
publicity has been released with incorrect times, dates, ticket
prices, telephone numbers, Black Box address, among other mistakes.
Email a copy of your publicity to info@indianheadblackbox.org at
least one day in advance of its mail or posting date.
Publicity-- A Guide
Public relations do two things for you. It helps to create a buzz
for your work in the collective mind of the community, and it generates
audiences for your show. Effective PR is simply a matter of following
a few basic guidelines consistently over time. None of us can ever
be reminded enough that amiable persistence will pay off. The following
are a few tips on how you can use your show at the Black Box to
generate media coverage, a buzz, and audiences. First, get your
publicity tools in order, and then address them to the appropriate
media.
Publicity tools . . .
Press Releases
These are, as the name suggests, for the press. They should be clear,
easy to understand, and interesting.
The press releases should be no more than one page. Give them:
* WHO Name of event, name of you/your group
* WHAT Theater performance, music, etc.
* WHERE Black Box Theatre in the Indian Head Center for the Arts,
4185 Indian Head Hwy, Indian Head, MD 20640 301-743-3010 Web site
www.indianheadblackbox.org
* WHEN Date and time
* PRICE General Cost/ group or other discount cost
* PURCHASE TICKETS: 800-494-8497 or http://www.boxofficetickets.com/indianheadblackbox/
* DESCRIPTION
At the Black Box we send out a press release for all events. --
the Who, What, When, Where, and Price and Description.
Put your press release on your own letterhead or make up your own
version of press release stationary. You will not be able to use
our letterhead for your press releases.
Flyers and Postcards
These are to hand out, give out and put up in public. Make them
interesting. Make them represent you. Make them look great. Make
them mailable.
For flyers, make them simple and eye-catching.
Professional-looking postcards can be printed on heavy stock at
a local print shop, or any number of discount printers, such as
www.modernpostcard.com.
Personal Contact
Call people to tell them about your event. Carry your postcards
or flyers with you at all times and hand them out to your friends
and acquaintances when you see them. Mail to your mailing list.
Call people after you've mailed postcards to them -- word of mouth
publicity can do wonders for your event. You'll be surprised how
much this increases turnout.
Media
Newspapers-- reporters
Reporters usually cover specific areas, such as music, theater,
art, etc. To get coverage, first find out which reporters are responsible
for your specific area(s). Get copies of the newspapers you want
to appear in and look for the names of the people writing the music
reviews, or theater reviews, and so on. Address your press releases
directly to their attention.
Allow for plenty of lead-time -- two weeks is a rule of thumb for
newspapers. Don’t neglect neighborhood and/or specialized
papers, including Spanish language weeklies, African-American newspapers,
gay and lesbian papers, Asian-American newsletters, etc., since
they may pertain to your work. Also look for local publications
concentrating on film and video, music, poetry, theater, etc.
As you develop your own
publicity strategy over time, make an effort to get to know the
reporters. Track their coverage; find out what their views and interests
are. When you see a story that interests you, write or call the
reporter and let him/her know that you enjoyed the article. Develop
a cordial relationship. You needn’t stand aloof or be reluctant
to make personal contact with reporters. They need you for the news,
just as you need them for coverage. However, realize that reporters
operate in a hectic environment, so don’t badger them. If
you make their work easier by providing timely, interesting, and
complete information about your events, it will serve both their
interests and your own. Again, amiable persistence will pay off
over time.
Newspapers-- calendar
coverage
In addition to informing reporters of your events, make sure you
send press releases to the "Calendar" section of newspapers.
In general, your press releases should be on the Calendar desk two
weeks before your event.
Coverage in the Community--
Using flyers
Putting out flyers can be time-intensive, but can also yield good
results. Consider the following strategies:
• Putting flyers up in Universities (Art Department, Music
Department, Theater Department etc.)
• Put stacks of flyers in likely nightclubs and in carry-outs.
• DO NOT ATTACH ANY FLYER TO GOVERNMENT PROPERTY. This includes,
but is not limited to, lampposts, trees, parking signs, parking
meters etc. This may cause local government to ticket and fine the
theatre. We will charge you $25 per poster affixed to municipal
property. It is understood that if the artist does not comply with
this rule, resulting in a fine, he or she indemnifies the theatre
from all responsibility.
Your mailing list
Don’t ignore the development and cultivation of your mailing
list. In addition to friends, family, contacts and the people who
come to your shows regularly don’t forget to include special
groups: embassies, businesses, galleries, and special interest groups.
Brainstorm and be creative.
Revised November 2007
|