Sierra Repertory Theatre Preview Night Handbook

Transcription

1 Sierra Repertory Theatre Contact: Jennifer House Audience Service Director (209) ext

2 What is a Sierra Rep Preview Night? A Sierra Rep play preview can be very beneficial to groups as a fundraiser. They are also helpful to Sierra Rep performers and directors as a warm-up to opening night. One of the benefits of the preview is to introduce new people to the theatre. First, and foremost, the preview is a fully mounted and polished dress rehearsal. It is not a performance, and Sierra Rep does not include this date in any of its advertising. Each year, Sierra Repertory Theatre holds a lottery for Preview Nights for the following year. Preview Nights are the Thursday night before opening night. Seven of the eight shows in each season are eligible for the lottery (our season opens with a Gala Opening Night, so that is not available as a preview night). How does my group get a Preview Night? Groups must submit their names and contact information between January 1st and October 15th each year. Drawing typically takes place in early November for the following year. Because group leaders and contact numbers change, we ask that you re-submit your information each year. How much does Preview Night cost? For $800, Sierra Repertory Theatre sells the entire house (all seats) to a local, registered nonprofit. A $100 deposit, due by the end of January, secures the group s spot. Final payment of $700 is due one month prior to the event. *TIP! Share the preview with another group; save money and make money! What are the responsibilities of Sierra Rep on Preview Night? For the price of $800, Sierra Rep will provide: 1) Show-related artwork via or CD, and provide printed posters. Please note that these posters DO NOT publicize the preview night; however; it s easy to affix a sticker on the poster with your event night and information. Publicity tools to consider include radio station public service announcements, Facebook events, sending photos and announcements to newspapers, bulletins and newsletters, posters and most importantly word of mouth. 2) Tables and chairs (East Sonora only), if requested. 3) All ticket inventories for that evening s performance: 202 tickets for East Sonora; and 265 for Fallon House. 4) Sierra Rep can print your tickets or you may do that on your own. 5) The preview performance, Thursday prior to opening night at 7 p.m. 6) A House Manager to collect tickets. 7) Programs. *TIP! Some groups make up their own tickets, postcards and flyers using Sierra Rep s artwork. It keeps the event consistent with Sierra Rep publicity but personalizes it to your group and allows you to include the extra information on the event (e.g. dessert included). 2

3 What are my group s responsibilities on the Preview Night? The responsibility for selling tickets rests entirely with your organization. The success is in your hands and those of your fellow group volunteers. Promoting your event early on is very important. You may charge what you will for tickets. Sierra Rep s regular prices range from $26 to $35 depending on the day of the week. Your prices may reflect whether you will include beverages such as champagne or special hors d oeuvres in the ticket price. We strongly encourage you to use first-come, first-served seating. This is much easier on your volunteers. Curtain time is 7 p.m. Please ask your guests to be on time, as late seating is not always possible. We request that you make no announcements before, during, or after the performance. Please note: Children under age 6 are not permitted at the East Sonora Theatre. What happens if I have a person who needs special seating accommodations and/or wheelchair seating? If you have a person who is attending and needs special care prior to the performance such as a wheelchair or walker, please notify the Audience Service Director immediately. This will change the number of tickets at your event as a wheelchair spot requires two seats to be removed at both theatres. If you need to save or block off seats, please make special signs for those attendees. This is your organization s responsibility on the night of the event. Preview Nights: Will Call and At-the-Door Ticket Sales Procedure One House Manager and one Box Office Agent will be available during your preview night for the safety and the convenience of your group. The House Manager s responsibility includes opening and closing the house according to designated times set by the stage manager, and to ensure all house policies and safety protocols are followed during the unlikely event of an emergency. Likewise the Box Office staff is present for the safety and the convenience of the group and Sierra Rep patrons. They are not sales agents for your group. The entire house inventory is your group s responsibility and includes providing and selling tickets and collecting money. You will need to have a volunteer available if your group intends on providing: 1) Will Call for ticket pick-up and 2) At-the-Door ticket sales. Sierra Rep will provide a table and chair for such for such occasions (at East Sonora) or a place at the Box Office desk (Fallon House) for a member of your group to host your own box office. Sierra Repertory Theatre will not sell any tickets or take money from patrons buying tickets for your preview night. Preview Nights Receptions/Liquor Waiver While Sierra Repertory Theatre presents shows at East Sonora Theatre and the Historic Fallon House, the Historic Fallon House Theatre (and connected building) is overseen by Angela and Jake Matulich. Therefore different rules 3

4 apply to each location. The following outlines important differences primarily as they relate to pre-show receptions and in particular, those that involve food and alcohol. East Sonora Theatre If your group intends on selling wine at your preview event, you must provide your own temporary liquor license. Sierra Repertory Theatre will provide a letter that states we will waive our liquor license during a specified time during your preview night. You then must provide that letter when applying for a temporary liquor license. SPECIAL DAILY BEER AND/OR WINE LICENSE - (Form ABC-221) Authorizes the sale of beer and/or wine for consumption on the premises where sold. No off-sale privileges. Minors are allowed on the premises. May be revoked summarily by the Department if, in the opinion of the Department and/or the local law enforcement agency, it is necessary to protect the safety, welfare, health, peace and morals of the people of the State. In some instances, the local ABC office may require the applicant to obtain prior written approval of the local law enforcement agency. Issued to non-profit organizations. (Rule 59, California Code of Regulations) DAILY ON SALE GENERAL LICENSE - (Form ABC-221) Authorizes the sale of beer, wine and distilled spirits for consumption on the premises where sold. No off-sale privileges. Minors are allowed on the premises. May be revoked summarily by the Department if, in the opinion of the Department and/or the local law enforcement agency, it is necessary to protect the safety, welfare, health, peace and morals of the people of the State. In some instances, the local ABC office may require the applicant to obtain prior written approval of the local law enforcement agency. Issued to political parties or affiliates supporting a candidate for public office or a ballot measure or charitable, civic, fraternal or religious organizations. (Section and Rule 59.5 California Code of Regulations) From: Department of Alcoholic Beverage Control, Common ABC License Types and Their Basic Privileges, State of California Who to contact: Stockton Joe McCullough 31. E Channel St., Room 168 Stockton, CA (209) STK.Direct@abc.ca.gov *If your group is not selling wine, but making it available for your guests as part of the ticket price, you do not need a liquor license. Preview Nights Receptions/Liquor Waiver, cont d. *If your group does not want to provide refreshments, Sierra Repertory Theatre would be happy to provide our own bar menu and bartender (East Sonora only). Proceeds will remain with Sierra Rep. This must be arranged with the Audience Service Director far in advance to schedule staff. If you wish to use the outside bar, you must make arrangements prior to your event. Fallon House Theatre Sierra Rep does not control food or beverages sales at the Fallon House. Angela and Jake Matulich oversee the Ice Cream Parlor, while the State of California oversees Fallon House Hotel and property surrounding the ice cream 4

5 parlor (i.e. Rose Garden). If you wish to host a reception prior to your preview performance, you must make arrangements with the Matulichs. This includes hosting food, drink and/or entertainment. An extra service charge of $150 will be required for the use of the ice cream parlor for your event if you wish to use it for a reception. Please call Angela Matulich at for more information and/or to reserve your spot. CONTACT INFORMATION: Special Events Coordinator for Columbia State Park Jackie Olavarria jackie.olavarria@parks.ca.gov 209/ Columbia State Park Ranger Jacquie Burke , Jacqueline.burkes@parks.ca.gov California State Parks, Central Valley District, Concessions Specialist Peggy Harwell peggy.harwell@parks.ca.gov 209/ / Fax Fallon House Ice Cream Parlor Angela Matulich (858) brownscoffeehouse@yahoo.com fallonhouseicecreamparlor@yahoo.com Jake Matulich (858) Browns Ice Cream: