Rsendale Theatre Cllective Agreement Overview, Marketing & Prductin The Rsendale Theatre Cllective s 501(c)(3) number is: 800537659 INTRODUCTION: The purpse f this dcument is fr bth sides t clearly understand the basic elements fr the use f the theatre. This includes rights and bligatins, cmpensatin, staff structure, equipment and the like. If there are any questins r pints that need t be discussed we are happy t d that as well. ABOUT THE ROSENDALE THEATRE COLLECTIVE (RTC): As f August 19, 2010, thanks t the supprt f the cmmunity, the Cllective has reached the gal f purchasing the histric Rsendale Theatre. Our cmmunity f friends and neighbrs stepped up t make this happen, generusly dnating their time, services, and financial supprt t preserve this histric theater. The Rsendale Theatre Cllective (RTC) is dedicated t preserving the histric Rsendale Theatre and enhancing the cultural life and ecnmic vitality f Rsendale and Ulster Cunty thrugh film, the perfrming arts, and educatinal prgramming. There is supprt f and service t a diverse grup f cnstituents, including independent and mainstream filmmakers, emerging and established artists, students and educatrs, and cmmunity arts rganizatins wrking in multiple genres, all in an inclusive, diverse, vibrant, and welcming atmsphere; and cultivatin f diverse revenue streams thrugh develpment and fundraising strategies. The Rsendale Theatre Cllective is a 501(c)(3) nnprfit rganizatin. All dnatins t the Rsendale Theatre Cllective are tax-deductible t the full extent f the law. THIS IS IMPORTANT TO KNOW: Every shift, every mvie, every live event is cmmunity driven and staffed by vlunteers! If yu are interested in vlunteering please write t vlunteer@rsendaletheatre.rg 1
Rsendale Theatre Rental Fees OFF-PEAK FILMS: Tuesday, Wednesday 7:30 pm. Saturday & Sunday 1:00 pm. Friday & Saturday 9:30 pm. $300 / nn-prfit $250 $250 + $50 nn-refundable (if cancel 6 weeks prir) Separate fee fr prjectinist hire: $30 per hur OFF-PEAK LIVE EVENTS: Tuesday, Wednesday 7:30. Saturday & Sunday 1:00 pm. $350 / nn-prfit $300 $300 + $50 nn-refundable (if cancel 6 weeks prir) Sustainability Fee $1 per ticket Separate fee fr prjectinist hire: $30 per hur 4 hurs rehearsal time included in price. Mre hurs are available fr $26 per hur. PEAK LIVE EVENT: Friday & Saturday 7:30 pm & 9:30 pm $50 nn-refundable depsit (if cancel 6 weeks prir) $500 minimum (includes depsit) / $1000 Maximum cap (The theater never takes mre than $1000) 60/40% split n ticket sales Separate fee fr prjectinist hire: $30 per hur C0-PRODUCTION EVENT: 60% f the bx ffice t renter 40% t RTC Percentages are calculated after expenses Renter will receive a minimum f $500 and will cap their 40% at $1000. All prceeds after $1000 g t the renter. CONCESSIONS SALES: All cncessin sales are prperty f and run by the Rsendale Theatre MERCHANDISE: All renter's merchandise can be sld in the lbby and all mnies belng t the renter. 2
OVERVIEW (cntinued) PROMOTION: The Rsendale Theatre s Marketing Cmmittee will d everything they can t spearhead lcal prmtinal effrts: The event will be prmted thrugh the Rsendale Theatre s printed calendar, website, Facebk page, e-newsletter and Twitter accunt. If submitted in a timely manner the event can als be included in ur theatre s print advertisements in several daily, weekly and mnthly publicatins, placed in several nline calendar listings, marketed thrugh distributin f flyers and a display pster in the theatre s lbby and n the week f the shw mved t the utside pster case. In additin, artists wh perfrm live and the event s prducers will make their best effrts t prmte as much as pssible and t maintain an nline presence with fans (Facebk, twitter, email newsletter, etc). DEADLINE FOR SUBMISSION OF PROMOTIONAL MATERIALS: 6 weeks in advance f the event r ASAP. Yu will need t prvide a press release/lgs/phtgraphs (high reslutin 300dpi)/ artwrk and/r artist bis fr the RTC s prmtinal effrts. PROGRAMS: If yu wish t distribute a prgram at the shw, it is the respnsibility f the renter t design and print. MERCHANDISING: A table can be set up in the lbby t sell varius merchandise yu may have f yur event (CD s, DVD s, bks etc). Yu set yur wn prices. The Rsendale Theatre des nt take a percentage f any sales. Yu prvide a representative t sit at the table befre and after the shw. Yu prvide yur wn bank t make change. We prvide the table. PHYSICAL SPACE: The Rsendale Theater is a 257 seat theatre There are tw full size mvie screens, ne is retractable A black curtain can be munted ver the screen fr live perfrmances. Stage left is the dr leading back stage, a rustic area behind the mvie screen with neither heat nr air cnditining. Frnt rw seats can be reserved fr perfrmers. There are tw mvable staircases t enter/exit stage MEALS, ACCOMODATIONS & TRANSPORTATION: The RTC des nt prvide meals, accmmdatins r transprtatin fr artists hwever we can recmmend htels r bed and breakfast s in the area. Several restaurants are lcated n Main Street within walking distance f the theatre. The Adirndack Trailways bus stps a half mile away n Rute 32/Rsendale frm New Yrk City s Prt Authrity. Here is the link fr schedules and fares http://www.trailwaysny.cm/html/english/fares.asp SCHEDULING REHEARSALS): The RTC will check fr availability f the theater and cnfirm these dates and times. 3
ADVANCED TICKET SALES (if applicable): Yu must set up yur wn accunt with Brwn Paper Tickets https://www.brwnpapertickets.cm BOX OFFICE MANAGEMENT DURING PRODUCTION Cmpile cmplimentary ticket list (please nte cmps are limited t 10 per shw if applicable). Please frmat a separate cmp list fr each perfrmance, alphabetize it. The RTC will make at least three cpies t give t the shift leader fr the perfrmance. Email the cmp list t yur RTC prducer s email at the beginning f this dcument r if n prducer is assigned then email t inf@rsendaletheatre.rg If yu chse advanced ticket sales nline, yu must dwnlad a list fr each perfrmance, frmat each list s it is alphabetized, make at least three cpies fr each perfrmance and give t the shift leader 1.5 hurs befre the huse pens. When bx ffice pens the RTC will pull all cmp tickets and pre sld (nline) tickets fr each perfrmance s we d nt versell the huse. ABOUT STAFF & EQUIPMENT: We prvide a venue which is a basic physical space with seating. We d nt have a full time staff r first class PA system. Rentals and technicians are available in the area and we can refer yu t them fr hire if needed. The prmter needs t bring everything in t put n a successful shw. The renter has permissin t use any and all equipment RTC wns hwever the PROJECTION ROOM must be perated by RTC technician unless therwise arranged and agreed upn by RTC. STAFFING THE EVENT: The Rsendale Theatre will prvide the fllwing staff fr this event. Please remember, ur staff is cmprised cmpletely f vlunteers: A shift leader t pen and clse the huse and help guide yu thrugh yur event Smene t wrk the bx ffice A ticket taker Smene t sell cncessins Smene t run the Will Call if advanced tickets are sld Yu will need t prvide smene t sell yur merchandise if yu s desire. FORMING A PRODUCTION TEAM (Please indicate any additinal persnnel required fr the event): Usually the RTC cannt prvide vlunteers fr any f the fllwing rles hwever this can be determined in advance n a case by case basis. Either yu appint yur wn persnnel r ntify us in advance t see if the RTC can recmmend the hire f persnnel fr yu. The RTC des nt pay fr the fllwing persnnel: Directr: Stage Manager: Lighting Technician: (nt needed fr basic n/ff lighting) Sund Technician: 4
EQUIPMENT: Please check the equipment yu think yu will be using: Prjectin Capabilities: 35 mm film, DVD, Blu-ray Digital Prjectr and almst any vide frmat but fr best results 720p r higher. (nly run by Rsendale Theatre staff) walls) Basic stage lighting (a simple wash that ges n and ff munted n the side 1 micrphne: Shure PG48 wired XLR Directinal mic Specs- http://www.shure.cm/americas/prducts/micrphnes/pg/pg48-vcal-micrphne Behringer Xenyx 1202FX 6-channel mixing bard Marantz Audi-Vide Preprcessr AV7005 Specs- http://us.marantz.cm/us/prducts/pages/prductdetails.aspx?catid=avseparates&subcatid=0&prductid=av7005 Stage Cnnectin t Sund Systems are: 2 XLR cnnectrs and 1 DI Bx direct input which allws ¼ headphne TRS jacks The DI Bx plugs int ne f the XLR cnnectrs. Optins: 1 XLR + 1 DI r 2 XLR Surrund enabled sund system: 2 Frnt Speakers Beringer, Truth B2031A, high reslutin reference studi mnitr Specs - http://www.behringer.cm/en/prducts/b2031a.aspx 2 Center Subwfers JBL, EON 500 Series 510 mdel Specs - http://www.jblpr.cm/catalg/general/prductfamily.aspx?fid=70&mid=3 2 Right & Left Speakers Beringer, Truth B2031A, high reslutin reference studi mnitr. Specs (same as 2 frnt speakers) 2 Rear Speakers Beringer Truth B3030A Specs - http://www.behringer.cm/en/prducts/b3030a.aspx ETC Smartfade 2496 48-channel digital light bard Specs - www.etccnnect.cm/dwnlad.ashx?id=1275 NOTES: 5
MARKETING CHECKLIST We will prvide this frm as a wrd dc fr yu t fill ut. Here is a sample f what yu will need knw in rder t cmplete it, then email t ur marketing chair SIX WEEKS befre yur event. All prductins, rentals and c-prductins, are prmted thrugh the Rsendale Theatre's printed calendar, website, facebk page, e- newsletter and twitter accunt. Psters/flyers are displayed in the theatre lbby and mved t the utside pster case n the week f event. Include Rsendale Theatre ticket lg in all marketing materials. CHECKLIST: Press Release RTC Website Listing E-Newsletter Interviews fr e- newsletter? Pster (27" x 40") Fliers (8.5" x 11") Pstcards (4" x 6") Scial Media (Facebk, Twitter) Trailer (2 minutes r less) Newspaper/Magazine Print Advertisements Rsendale Theatre's Pre-Shw Ad ($75 per mnth) Other Cntact inf (nt fr public) Name: Phne Number: Email: THIS IS THE INFORMATION WE WILL NEED: Name f the Event: Date(s) f the Event: Marketing Deadline - 6 weeks befre event date: Time(s) f the Event: Duratin (hurs/minutes): Admissin Price(s) (General admissin, Members, Students, Children under 12, senirs): Rating (G, PG, R): Descriptin f the event and/r press release: Advanced Ticket Sale Price (if different): Advance Ticket Sales Lcatin(s) Nte: The Rsendale Theatre des nt ffer advanced ticket sales in ur bx ffice: Advance Ticket Sales Online Link: Spnsrs fr this event: Event Terms (ie Rental, RTC prduced, C-prductin): INCLUDE EMAIL ATTACHMENTS f phts r artwrk fr the event - high reslutin, 300 dpi - Pster, Flyers, Spnsr's Lg, Headshts, etc. 6
Rsendale Theatre Cllective Press Release Guide In rder t craft the best news release, please cmplete this frm t the best f yur ability, then cnvert it t paragraph frm and frmat it using the sample prvided n the next page. -------------------------------------------------------------------- Header cntact inf is nt fr publicatin FOR IMMEDIATE RELEASE Tday's Date Cntact Persn: Telephne Number: Cntact email Address TITLE OF PRESS RELEASE (Twn and State) Wh, what, when, where, why, hw much Any relevant infrmatin f event, cast, crew. Fr additinal infrmatin cntact: Name, email, phne #, website. Cmpany Histry (ne shrt paragraph) ###
FOR IMMEDIATE RELEASE Tday's Date Cntact: Xxxx Xxxxx 888-888-8888 / xxxxx@xxxxx.cm BOLSHOI BALLET IN GISELLE TO BE SCREENED AT ROSENDALE THEATRE NOVEMBER 8 (ROSENDALE, NY) Dance til yu die! cmmanded the Queen f the Wilis but lve beynd death intervened. See hw Giselle, ne f the mst endearing ghsts in all time, alights at the Rsendale Theatre in the high definitin film presentatin f Giselle perfrmed by Russia s Blshi Ballet n Sunday, Nvember 8 at 3:00 pm. Music by Adlphe Adam, Yuri Grigrvich s chregraphy, sumptuus décr, and the 220-dancer-strng Blshi Ballet cmpany what else d yu need? Svetlana Zakharva stars in the title rle tgether with Evgenia Obraztsva, Anastasia Stashkevich, Nina Kapsva and Artem Ovcharenk in arguably the mst ppular ballet in the classical repertire. Admissin is $10 fr members, $12 fr nn-members and $6 fr children 12 and under. The prgram will last apprximately 150 minutes. Fr directins r mre infrmatin g www.rsendaletheatre.rg r call (845) 658-8989. Giselle premiered in Paris, France n June 28, 1841 at the Salle Le Peletier and was first perfrmed by the Ballet du Théâtre de l Académie Ryale de Musique with Carltta Grisi as Giselle. The ballet s stry came frm tw surces. Librettists Jules-Henri Verny de Saint-Gerges and Théphile Gautier based the plt n a prse passage abut the Wilis in De l'allemagne by Heinrich Heine, and frm a pem called "Fantômes" in Les Orientales by Victr Hug. It is a crnerstne in the repertire f almst every majr ballet cmpany in the wrld. Dance Film Sundays, a series which started in June 2010 under the auspices f the Rsendale Theatre Cllective, are held n the 2 nd Sunday f every mnth at Rsendale Theatre. ###
PRODUCER'S CHECKLIST The Prducer versees the cst effectiveness and planning f the entire prductin prcess. Respnsibilities may include any r all f the fllwing: Secure the Rights t Present the Prductin Press Release Bigraphies and Cntent fr Press Release Apprved Images (6 x6 at least 300 dpi, JPG, TIFF r PDF frmat) Cntact fr artist(s) fr interviews Text fr Graphic Design/ Printed Material Lgs fr C-Spnsrs Budgeting Budget all applicable: printed materials, advertising, staff, graphic designers, perfrmers, rentals, equipment, cstumes, scenery, etc) Pre Prductin Budget needed fr apprval befre the prductin will be scheduled Maintain and update the budget during the prductin prcess, save receipts. Prepare a pst prductin financial accunting f the shw's expenses and revenues Decide Date and Time f Perfrmances Clear the date with the Prgramming Cmmittee Make sure the date appears n the theater's Ggle Calendar Have a liaisn frm Prgramming Cmmittee wrk with yu Frming a Prductin Team t Include: Directr Stage Manager Technicians Cstumer Scenery Marketing Liasn t help develp a marketing plan fr the prductin Fully cmplete the Marketing frm with necessary graphics and email t Chair f Marketing Cmmittee at least six weeks befre the prductin Oversee and Schedule: Prductin Meetings Marketing meetings Technical meetings Schedule Rehearsals and Perfrmances: If in theater make sure they are cleared with Prgramming Cmmittee Make sure they appear n Ggle Calendar Finances: Make sure all necessary W-9 frms are filled ut and turned in t the chair f the Finance Cmmittee. Cllect all receipts 7
Fr in-huse prductins nly--turn in check requests fr all payut t the chair f the Finance Cmmittee, these check requests are due at least tw weeks befre the checks are needed. PLEASE NOTE: Payuts will nt be made in cash. Facilities: Set up meeting with Technical Directr and Chair f Facilities t review and discuss special needs. Schedule a walk-thrugh the day befre the shw with theatre representative Advance Ticket Sales: Set up nline ticket sales (Brwn Paper Tickets) Prgram: Cmpile the cpy fr the prgram, prf it Wrk with a designer frm the Marketing Cmmittee fr frmatting Get prgrams cpied and delivered t the theater day befre prductin Include Rsendale Theatre ticket lg in prgram and marketing materials Fundraising Wrk with fundraising chair t create extra revenue fr the prductin ideas include: Grants Prductin Spnsrs VIP/ Gld Circle event Alliances/ Outreach Ideas Prgram Ads Green Rm Schedule it Arrange fr fd and drink Set it up Clean and return t its riginal cnditin after the prductin Walk Thrugh Schedule day befre event, make sure everything is in place DAY OF THE EVENT: Set up green rm Bx Office Management During Prductin Cmpile and duble check cmp list (please nte cmps are limited t 10). Frmat a separate cmp list fr each perfrmance and alphabetize it and make at least three cpies t give t the shift leader fr the perfrmance. Dwnlad nline ticket sales list tw hurs prir t the event, fr each perfrmance Frmat each list s it is alphabetized Make at least three cpies fr each perfrmance and give t the shift leader. Pull all cmp tickets and pre sld (nline) tickets fr each perfrmance befre bx ffice pens s we d nt versell the huse. NOTES: 8