PAC Handbook - Production

Under no circumstances is alcohol or other illegal substances to be present in any rehearsal or performance facility.

Production Checklist
Here are flowcharts with the necessary production steps for your respective groups. Make sure to follow them to ensure a successful show! Click on the image to enlarge it.
          Dance            Theatre          A Cappella & Others
Steps_for_Dance_Show_resize.JPG   Steps_for_Theatre_Show_resize.JPG   Steps_for_A_Cappella_and_Other_Show_resize.JPG
Complimentary Tickets
  • Make Sure you have comp tickets for people who are working on your show. This includes lights and sound designers, photographer and videographers.
  • PAC Exec members also receive 2 comp tickets to each of your shows.
Special Audiences
If you expect any of the following at your event (shows or otherwise), the Director of Student Performing Arts must be notified three weeks in advance of the event.
  • Any elected official - local, regional, national or international.
  • Any Press other than UPenn (DP, Almanac, Yearbook, PennCurrent, etc).
  • Anyone with a basic level of fame or public popularity.
Collaborations/Space Shares
If you are having a Space Share or Collaboration Show, please fill out the Space Share/Collaboration Contract no later than 2 weeks before your Sunday of Tech Week.
  • Due to space restrictions and the large number of groups, no group is guaranteed a solo show.
  • Groups can choose to collaborate on a show together or request to share a space together. The latter will be at the discretion of PAC Exec.
  • Collabs and Space Share will receive 10 more hours of tech time.
  • Space Shares are comprised of an earlier show and a later show
    • Each show during a Space Share may not exceed 90 minutes.
    • Space Shares should have their shows spaced at least 2.5 hours apart to avoid audience congestion and traffic.
  • All schedules and financial arrangements must be made prior to the show and be kept in writing
  • It is the responsibility of both organizations to follow-up on financial matters to be certain that revenue is divided appropriately. (Keep in mind that most facilities will only transfer revenue to one account; the producing organizations must follow-up with OSA financial staff to divide proceeds.)
  • If a PAC organization wishes to perform more frequently, they may not use any SAC allocated funds for said performance - that is, the space and all production costs must be secured and paid for by revenue (only if there is no SAC debt).
Production Finances
Performance groups are expected to produce their show with the funds supplied by the Student Activities Council (SAC) and any additional funds they may have from revenue. Production costs of all approved (by the Director of the Platt Student Performing Arts House) performance venues will be covered by SAC, not taken from allocated production funds. All facility charges will show as a deficit to each organization on SAC on-line until the end of each fiscal year when those costs are credited back to the organization. Any non-standard production costs (see below) will not be credited back to the organization. Such costs must be approved by the Director of the Platt Student Performing Arts House before the production, and will only be approved if the group has sufficient revenue at that time to cover said costs.
Non-Standard Production Costs
  • Follow-spots  
  • Additional staffing for video taping
  • Additional lighting or sound equipment beyond what is provided in the theatre.
  • More than 7 microphones for a cappella groups
  • LCD projectors and screens


Dance Floors
Student Performing Arts owns two dance floors: one is a regular marley; the other is a harder surface for tap, ballroom, swing and Latin style dance. The floors are for shows only and must be transported by the group to and from the show location. To arrange for pick up and drop off contact Visual Sound at irvprod@pobox.upenn.edu.
Securing Personal Items
Your group is responsible for securing your own personal items, cash box, technical equipment, etc during a show. Performance venues, rehearsal spaces, and Platt House are not responsible for lost or missing items.
Ticketing Notes
  • It is imperative that ticket transactions happen fairly and transparently with a same-time exchange of money for ticket.
  • Online Tickets can be sold only through Ticketleap or Event Brite. NO online tickets can be sold if the show is in Annenberg and they are selling tickets for you on their site.
  • All tickets for PAC recognized groups should include: "Alcohol is not permitted at this event."  
  • All shows in IGT, Irvine, and Houston Hall must have tickets printed by VPUL.
  • It is illegal to oversell houses and student groups who do so are responsible for the consequences. You are responsible for not exceeding the seating capacity of any space.
Annenberg Ticketing Policies
  • Students must meet with either the box office manager or the asst. box office manager before any tickets will go on sale. (This will be a separate meeting from the 4 and 2 week meeting with Jim Cackovic/Phil Haberek, occurring sometime after the 4 week meeting and before the 2 week meeting.)
  • At that meeting, all ticketing information must be provided. No changes or updates will be accepted.
  • A hard deadline will be set for comp lists at that time. If the deadline is missed, no comp list will be accepted.
  • The company manager for the performance group is expected to be available for any ticketing questions or problems while tickets are on sale. (including prior to and during performances) If they are not, resolutions will be left to the sole discretion of the acting box office manager.
  • Annenberg Center Live House Manager Kristina Bonaventure will assist you with house management issues in all Annenberg Center spaces.


Mandatory Meetings

Venue

Who Should Be Present

Time of Meeting

All

Peter Whinnery

6 weeks prior to show

Harrison Auditorium

Laurie McCall, Michael Span

4 weeks prior to show

Rainey Auditorium

Laurie McCall, Michael Span

4 weeks prior to show

Iron Gate Theatre, Houston, Irvine Auditorium

Michael Span

3 & 2 weeks prior

Christina Ruzzo

4 weeks to order tickets and if in Houston Hall to discuss riser and other set up

Laura Carney

4 weeks if using Irvine

Annenberg Center

Jim Cackovic/Phil Haberek and Kristina Bonaventure

4 weeks

Al Freeman

4 weeks and 2 weeks for shows in Zell

Peter Whinnery can prepare you for any production meeting by explaining the expectations and assisting with design concepts and implementation.

Tech Rider
  • All groups must submit a complete Tech Rider at least 2 weeks before their show
  • Collaborations and Space Shares must fill it out together
  • Groups much provide AT MINIMUM light and soundboard operators and stage manager for each performance in IGT, the Prince, and Houston Hall Class of '49 at least 2 weeks before the show. If the minimum production staff is not met, the show will be cancelled.
  • Tech Rider can be found here: http://www.dolphin.upenn.edu/pacshop/tech_rider.html
Prop Weapons and Safety
  • If you are using stage firearms you must adhere to proper protocol. Namely:
    • Designate one non-acting production staff member as a gun handler
    • Schedule a meeting with Peter Whinnery to go over gun safety and training for the gun handler and any actor that interacts with the weapon
    • Alert the Penn Police to the use of the firearms and when/where they will be used
    • Coordinate with your technical advisor/venue manager on any additional space-specific guidelines
  • All weapons used as props in any production must be inspected by Peter Whinnery or Phil Haberek before first use.
  • Any sharp props such as knives, pokers, tools, etc must also be vetted by Peter Whinnery or Phil Haberek prior to first use.
  • All potentially flammable or explosive pros must be inspected and approved by Peter Whinnery or Phil Haberek prior to first use.
  • No open flame or smoking is allowed in any performance space
  • All weapon props should be regulation theater props and there for not dangerous such as plastic, collapsible, or fake.
  • Any objects that were not vetted and cause bodily harm during rehearsal or production will result in loss of show privileges at the very least.
Tech Week Hours
The following hours are for the entire tech week, including the performances.
  • Musicals: 60 hours
  • Theatre: 50 hours
  • Dance: 40 hours
  • A Cappella, Comedy, Others: 20 hours
  • All tech week schedules must not exceed the maximum tech staff hour limitations for your organization.  
    • For example, a theater group and an a cappella group that are space sharing will get a total of 60 hours - 50 from the number of hours allocated to theater and 10 from being a space share.  
    • If the maximum tech hours are exceeded your organization will lose performance privileges for the following semester or year.
Ushers
You must provide your own ushers
  • IGT: 6
  • Houston Hall: 4
  • Rainey: 4
  • Harrison: 6
  • Irvine: 6
  • Zellerbach: 6
  • Prince: 4


Annenberg Center Volunteer Usher Responsibilities
Each group assigning volunteers for their shows submit the names of the volunteers to the Box Office Manager at least 72hrs prior to show start. If your groups does not provide ushers you will pay for the equivalent number out of revenue.
VOLUNTEER USHER OBJECTIVE: To provide quality customer service to patrons attending SPA events at the Annenberg Center for the Performing Arts, assist in event preparation and conclusion and effectively assist patrons in an emergency.
ESSENTIAL JOB DUTIES (to be discussed at orientation)  
  1. Arrive on-time one hour prior to show start to undergo orientation with House Manager.
  2. Dress Code for front of the house usher staff is all black business casual.
  3. Assist with event programs. Duties include stuffing programs with inserts, distribution of programs to stands, maintenance of programs and collection of programs at events' end.
  4. Actively assist with established emergency procedures. (Familiar with location of exits and emergency behaviors)
  5. Assist House Manager with procedures related to safety and security of the patrons and center.
  6. Assist patrons with disability-related issues.
  7. Provide accurate knowledge to patrons regarding venue logistics (i.e. location of ticket office, restrooms, phones, concessions, coat check, etc.)
  8. Read event tickets and ensure proper dates, times and location of theatre before permitting patrons in.
  9. Escort patrons to their seats.
  10. Monitor physical surroundings in assigned area prior to and throughout event for safety, cleanliness and functionality; contact the House Manager with questions, comments, or concerns.
  11. Respond quickly and courteously to patrons' needs, questions, comments, or concerns with answers and/or action.
  12. In case of emergency, actively assist in safeguarding patrons.
  13. Check out with House Manager at end of event.


Poster Policies and Program Notes
  • You may not use regular tape to put up posters in Platt House. You can ONLY use poster putty or painters tape in Platt House and any painted wall surface in other buildings.
    • If your poster is put up with regular tape, it will be taken down and you will not be allowed to put up posters in Platt for the remainder of the academic year.
  • Posters must include "There is no alcohol permitted at this event" and the PAC and SAC logos.  
  • You may not poster over other university organizations
  • You may only post two posters on each kiosk.
  • You may not poster on the ground, poles, signs, benches or buildings.
  • You may chalk Locust Walk and Wynn commons and only on uncovered ground where rain will wash it away.
  • You man not chalk buildings, building steps or any decorative item (like the compass).
  • You may not use spray chalk or hair spray over the chalk.
  • You must have permission to post in any university building, particularly college houses.

Program Notes:

  • All Program Covers will include:
    • The PAC and SAC Logos
      • Download the PAC Badge Logo here.
    • "Alcohol is not permitted at this event. Violators will be sent to the Office of Student Conduct."
    • The following Thank you's (Please refer to the Contacts Page to find the applicable names of people who helped with your show)
      • Platt House Staff
      • The Tech Company
      • The Venue Staff
      • Ushers
      • Donors, Etc.