Events

This is an example of event requirements,

Variations may occur

Examples:

Upper School Assemblies

Middle School Community Meetings

Lower School Community Meetings

MLK Events

Guest Speakers

Crew Requirements:

1 Stage Manager (can double as LBO)

1 Backstage Manager

1 Soundboard op

Load-in timetable:

Google Slides, Power Points, music and Videos should be shared with the theater manager a minimum of 2 days prior to the event date.

Set up Starts 15min before the Assembly.

PRINTABLE Checklist

or

PRINTABLE LiveStream Checklist

For Presentation Style Events

SET UP Check List

STAGE

• Place Podium

• Run Power and HDMI for Presentation Laptop

  • Cover trip hazards with cord covers or Gaff Tape

• Set projector Screen height (Line 3) (Lulu/Alexa, make sure to use calls and responses)

• Microphones

  • Set one Wireless Handheld Mic + 1 Back up

BOOTH

Video

• Rally Camera

  • Run USB to Laptop

  • Route HDMI to ATEM to Port 3

    • Open Quicktime recording

    • Start Rally camera control app and disable auto focus.

  • Ensure harddrive is connected (silver one with G stamped on it)

    • Rename file for event and date on ATEM control app.

  • Check PTZ positions of all cameras

  • Start Video Projector.

Sound

• Boot up soundboard

  • Sound Check

    • Mics

    • Presentation Videos

Lighting

• Start Lightboard.

  • Set Groups 1-3 at 40%

Typical event runtime:

9:50am-10:35am

Event Timetable:

15min before - Cast and crew called.

5min before - Students and faculty arrive

9:50am - Event Begins

10:30am - Clean up/ Strike

Strike Time table:

10:30am - At end of event, crew puts components away.

Shut Down Checklist

STAGE

• Pull HDMI and Power Cables

  • Coil gently and store as to not be trip hazards

• Store Podium - Under stairs Up Stage Left

• Microphones - clean and store

  • MUTE MICROPHONES or SHUT DOWN BOARD FIRST

  • Mic’s shut off on handheld unit

    • Wipe with alcohol

    • Store in pouch and sound cart

• Raise projector (Line 3) Fully OUT (make sure to use calls and responses

• Tidy Up Cables, all should be in neat coils without being a trip hazard.

BOOTH

Sound

• Bring Master Fader to 0

• Shutdown soundboard

• Shutdown Sound system

Lighting

• Change over house lighting to wall switches

• Press Key sequence Go To -> Cue 0 -> Enter

• Bring GM (Grand Master) Down to 0

• Shutdown light board

Video

• Shut down ATEM and Screen (power strip on side of booth table nearest to computer monitor.

Crew Requirements:

1 Stage Manager (can double as LBO)

1 Backstage Manager

1 Soundboard op

1 Run crew (optional)

Load-in timetable:

(2days bare minimum) 4 days ideally before in Cargill

Equipment needs:

• Chairs (assist performers where necessary)

• Music stands (assist performers where necessary)

• Instruments

• Mics for amplification/recording. (wired, wireless, overhead)

• Video recording. (camera & ATEM Setup)

• Other

PRINTABLE Start Up and Shut down Checklist

For Band Events

Typical event runtime:

1.5 hour

Jazz Fest 1 hour

Event Timetable:

2hours - before the event, cast and crew called.

30min - before the event, house opens.

7pm - Top of show.

8:30pm - Strike

Strike Time table:

Same evening 1 hour. Begins once the house is mostly cleared.

-Performers frequently assist w/ chairs and music stands.

Crew Requirements:

1 Stage Manager (can double as LBO)

1 Backstage Manager

1 Soundboard op

1 Run crew (optional)

Load-in timetable:

Approximately 30min to bring down chairs and music stands.

Equipment needs:

Stock lighting arrangement.

Mics for amplification/recording.

Let Claudette set locations for the items below

Chairs

Music stands

Handled by performers

Instruments/ storage locations on stage

PRINTABLE Start Up and Shut down Checklist

For Orchestra Events

Typical event runtime:

1.5-2 hours 7-8pm

Event Timetable:

5pm - 2hours before the event, performers and crew called.

6:30pm - 30min before the event, house opens.

7pm - Top of show.

9pm - Strike

Strike Time table:

Same evening 45min max. Begins once the house is mostly cleared.

Mic’s, cables, chairs and music stands.

Crew Requirements:

1 Stage Manager (can double as LBO)

1 Soundboard op

Load-in timetable:

2-3 days before the event including the event itself.

Equipment needs:

Risers

Choir Shells?

Wired choir mics/ hanging mics for amplification/recording.

PRINTABLE Start Up and Shut down Checklist

For Choir Events

Typical event runtime:

1 hour? 7-8pm

Chor Concert Timetable:

1 hours - before the event, performers and crew called.

30min - before the event, house opens.

7pm - Top of show.

8:30pm - Strike

Strike Time table:

Next school day 30min - 1 hour.

*There will be no strike that same evening due to the frequency of late evenings surrounding the event.

Plays and Musicals vary from script to script in terms of what is needed to put them together. Generally speaking, this is a breakdown of what it looks like to put on a play or musical at Breck.

Crew Requirements:

Run Crew

1 Stage Manager (bare minimum)

1 LightBoard Op

1 Backstage Manager

1 Soundboard op

1 Run Crew (bare minimum)

Pre-Production crew (overlap will likely occur)

Build/Scenic Crew

Props

Paint Crews

Lighting Crew

Load-in timetable:

Build begins 5-6 weeks leading up to opening night.

2 weeks prior to event, Load in scenery (4 hours)

1 week prior to event, Cue to Cue (Saturday 6 hours)

Week leading up to the event, Heavy stage use in final preparations.

Equipment needs:

Extensive and dependent on production.

Programmed lighting

Wearable Lav mics + mic schedule

static/movable scenery where applicable

Rented, borrowed, purchased props

Rehearsal Timetable in Cargill:

2 week minimum (largely after school)

Typical event runtime:

1-2 hours (Production dependent).

PRINTABLE Start Up and Shut down Checklist

For Plays and Musicals

Event Timetable:

5pm - 2 hours before the event, performers and crew called.

6:30pm - 30min before the event, the house opens.

7pm - Top of the show.

(Production Dependent) - Crew dismissed.

Strike Time table:

2 hrs max. Strike begins following the Matinee performance on Saturday.

Dance concerts will not vary much in terms of physical set up from event to event. The programming of lighting cues for each dance number, however, will. This is more of a concern for the programmers. Below are the typical requirements for a Dance concert set up.

Crew Requirements:

1 Stage Manager

1 LightBoard Op

1 Backstage Manager

1 Soundboard op

1 Run Crew (minimum)

Load-in timetable:

Scheduled 1.5 - 2 weeks prior to event marley and lighting load in.

Approximately 4 hours for marley, cyc and lighting trees. Lighting hang and focus TBD

Light board programming begins 3-4 weeks prior to the concert.

Equipment needs:

• Marley Flooring

• Lighting Trees / side lighting

• Ground cyc lighting

• Cyclorama (Cyc)

• Pre programmed lighting (typically capped at 30 dance numbers)

• Rented, borrowed, purchased props

(Student performer supplied if information is not provided to TD 30 days before the event date.)

• 1 Mic minimum

Rehearsal Timetable in the Cargill:

1 week minimum,

Typically during the school day periodic access leading up to tech week

PRINTABLE Start Up and Shut down Checklist

For Dance Concerts

Typical Dance Concert runtime:

2 hours 7-9pm

Dance Concert Timetable:

5pm - 2 hours before the event, performers and crew called.

6:30pm - 30min before the event, the house opens.

7pm - Top of the show.

8:30pm - Crew dismissed.

Strike Time table:

2hrs max. Strike Begins next school day after the event.