2016 Independent Showcase Room Rental Options

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1 2016 Independent Showcase Room Rental Options Arts Midwest and the Hilton Milwaukee City Center have worked together to provide all of the information you need to select a room and start planning your Independent Showcase during the 2016 Arts Midwest Conference in Milwaukee, Wisconsin. These showcases are considered affiliate events and are not directly produced by Arts Midwest. The Conference team will work with producers to rent the room, share resources, and provide opportunities for promotion. Timeline + Steps March Friday, March 18 March April Two weeks after receiving agreement May 3 May 25 Mid-June July 13 August 12 Room rental options and a preview of the rental interest form are available for review. Room rental interest form is posted online at 2 p.m. central time (CST) at Producers are contacted by Conference staff in the order in which the requests were received, and producers must respond within 24 hours to confirm the room. Deadline: Room Rental Agreement and payment Requests for additional staging must be submitted and confirmed at this time. Registration opens. Advertisement available for purchase. Deadline: Exhibit space lottery Producers and/or their representing organizations must register for the Conference and secure a spot in the exhibit hall. Independent Showcase listings are available for purchase. Deadline: Showcase listings and advertisements (payment + artwork) Promote your organization and showcases in on-site printed materials. Additional digital listings remain available for purchase through August 17. Deadline: Final production logistics Any event orders, adjusted room set-up diagrams, and payment forms (if applicable) must be submitted to the Hilton. Any adjustments to the provided staging must be requested and confirmed upon signing the Room Rental Agreement. Contacts Room rental/payment, staging, listings, ads, registration Catering, event orders, room layout (excluding staging) AV and tech (preferred in-house provider), electrical (exclusive) Brian Halaas, program manager, Arts Midwest Jill Sandberg, event manager, Hilton Milwaukee City Center Tim Sauer, director of audiovisual, Presentation Services

2 Hilton Milwaukee City Center The rooms below may be rented for one, two, or three days for showcase performances to take place during the times above. This document includes room diagrams, photos, and more information about each room. Room Sq. Ft Dimensions Ceiling Stage size Daily price* MacArthur 4th Floor x ' 16' x 6' $400 Oak Room 5th Floor x ' 16' x 6' $400 Mitchell 4th Floor x ' 16' x 6' $400 Walker 4th Floor x ' 16' x 6' $400 Kilbourn 5th Floor x ' 16' x 6' $400 Wright A Ballroom 4th Floor x 27 9' 16' x 12' $575 Wright C Ballroom 4th Floor x ' 16' x 12' $575 Juneau 5th Floor x ' 16' x 12' $575 Regency Ballroom 5th Floor x ' 24' x 20' $900 Crystal Ballroom 5th Floor x ' 24 'x 20' $900 *A $100 multiple-day discount will be applied to the total for 2 or 3 day rentals. Schedule Arts Midwest strongly encourages scheduling showcases during the dates and times below, which do not conflict with any official Conference events or programming. The Conference will not promote or publish listings for performances scheduled outside of these times. Tuesday, September 13, :30 p.m. midnight following the Opening Party at the Harley-Davidson Museum Wednesday, September 14, :30 p.m. midnight following Spotlight Showcases at the Pabst Theater Thursday, September 15, :30 p.m. midnight following Spotlight Showcases at the Pabst Theater Eligibility Independent Showcase producer must register for the 2016 Arts Midwest Conference no later than May 25, 2016 and must: a) purchase an exhibit space package; or b) attend with an organization that has purchased an exhibit space package. Showcases may only include performances by artists/ensembles that purchased an exhibit space package or are formally represented by a manager/agent with an exhibit space.

3 Room Rental Interest Form Those interested in renting a room at the Hilton Milwaukee City Center to produce an Independent Showcase at the Arts Midwest Conference must complete an interest form. The form will be available on Friday, March 18, 2016 at 2 p.m. central time (CST) at Each producer will be contacted on a first-come, first-served basis and must reply within 24 hours to confirm the rental. If we do not hear back from you, we will move on to the next producer on the list. Please be prepared to answer the following questions: Your contact information Rental days o Tuesday, September 13, 2016 o Wednesday, September 14, 2016 o Thursday, September 15, 2016 Room size: o less than 1,100 square feet o 1,100 to 1,500 square feet o more than 1,500 square feet Which room(s) are you interested in? Rank the top three. What type(s) of performances will be presented? Will the artists you present be solely represented by your organization or yourself? Will you be interested in sharing your contact information so Conference attendees can inquire about showcasing in your room? Will you be requesting adjustments to the provided stage sizes? Additional fees may apply. Will need to rent a piano? If so, are you interested in renting one of the pianos at the hotel? Will you need a dance floor? If so, what size? Will you offer any catering in your room? (Arts Midwest provides bars in common areas on both floors.) Describe your AV set-up and anticipated electricity usage.

4 Hilton Milwaukee City Center: Showcase Floors 4th Floor Skyway access to Wisconsin Center Elevators (Lobby 13th floor) Stairwell to 5th Floor MacArthur Showcase Room Green Room Wright C Wright B Wright A Mitchell Common areas and hallways with informational and directional signage 5th Floor Escalators to 5th Floor and Lobby Level Service Elevators Elevators to all levels Walker Pabst Stairway to 5th Floor Approximate stage placement (see diagrams for exact location/size) Cash bar + Common Area (one sign per room permitted) Elevators (Lobby 13th floor) Access to guest rooms AV Kilbourn Oak Golda Meir Stairway to 4th Floor Escalators to 4th Floor and Lobby Level Crystal Ballroom Regency Ballroom Founders Service Elevators Stairway to 4th Floor Elevators to all levels Juneau

5 MacArthur Room = chandelier 4 th Floor 785 sq. ft Dimensions x Ceiling height 8 (see diagram for chandelier locations) 30 (theater-style) Stage size 16 x 6 One display table (6 x18 ) at entrance in hallway Door is 4.5 feet wide. Hallway outside room is 5 wide. It is not possible to move a hotel piano into the room. Pabst Room View full-size.

6 Oak Room 5 th Floor 975 sq. ft. Dimensions 30 x Ceiling height 10 (see diagram for chandelier locations) 30 (theater-style) Stage size 16 x 6 One display table (6 x18 ) at entrance in hallway 4 5 wide Golda Meir Room = chandelier View full size. Photo is not representative of actual room set-up. 360 view available at Hilton website.

7 Mitchell Room 4 th Floor 981 sq. ft. Dimensions x 28.5 Ceiling height 8 (see diagram for chandelier locations) 30 (theater-style) Stage size 16 x 6 One display table (6 x18 ) at entrance in hallway Doors are 4 5 wide. Hallway outside room is 5 wide. It is not possible to move a hotel piano into the room. Pabst Room = chandelier View full size.

8 Walker Room 4 th Floor 1024 sq. ft Dimensions x 28.5 Ceiling height 8 (see diagram for chandelier locations) 30 (theater-style) Stage size 16 x 6 One display table (6 x18 ) at entrance in hallway Doors are 2 8 wide. Hallway outside room is 5 wide. It is not possible to move a hotel piano into the room. Pabst Room = chandelier View full size. Photo shows panoramic perspective and is not representative of actual room set-up.

9 Kilbourn Room 5 th Floor 1060 sq. ft Dimensions 34.5 x Ceiling height 10 (see diagram for chandelier locations) 30 (theater-style) Stage size 16' x 6' One display table (6 x18 ) at entrance in hallway 4 3 wide Golda Meir Room = chandelier View full size. Photo is not representative of actual room set-up.

10 Wright A Ballroom 4 th Floor 1165 sq. ft. Dimensions x 27 Ceiling height 9 56 (theater-style) Stage size 16' x 12' One display table (6 ) at entrance in hallway 5.5 feet wide Wright B Ballroom Important note: Sound level limitations may apply. This room is recommended for performances with minimal or no amplification. 360 view available at Hilton website (without air walls separating A, B, and C). View full size. Photo is not representative of actual room set-up.

11 Wright C Ballroom 4 th Floor 1180 sq. ft. Dimensions x Ceiling height 9 56 (theater-style) Stage size 16' x 12' One display table (6 ) at entrance in hallway 5.5 feet wide Wright B Ballroom Important note: Sound level limitations may apply. This room is recommended for performances with minimal or no amplification. 360 view available at Hilton website (without air walls separating A, B, and C). View full size. Photo is not representative of actual room set-up.

12 Juneau 5 th Floor 1411 sq. ft. Dimensions x Ceiling height (theater-style) Stage size 16 x 12 One display table (6 x18 ) at entrance in hallway 5 2 wide It is not possible to move a hotel piano into the room. Founders Room View full size.

13 Regency Ballroom 5 th Floor 2615 sq. ft. Dimensions x Ceiling height 11 (see diagram for chandelier locations) 108 seats (theater-style) Stage size 24 x 20 One display table (6 x18 ) at entrance in hallway Doors are 4 10 wide. Hallway outside room is 6 wide. Golda Meir Room and/or Founders Room View full size. Photo is not representative of actual room set-up 360 view available at Hilton website. = chandelier

14 Crystal Ballroom 5 th Floor 6845 sq. ft. Dimensions 49 x 135 Ceiling height 22 (see diagram for chandelier locations) 100 seats (theater-style) Stage size 24 x 20 Stage height 24 One display table (6 ) at entrance in hallway Dotted line indicates air wall on diagram Golda Meir Room and/or Founders Room View full size. Photo is not representative of actual room set-up. = chandelier 360 view available at Hilton website.

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