PLEASE FILL THIS FORM
3-6 WEEKS BEFORE YOUR EVENT

ROBSHAM THEATER ARTS CENTER
EVENT FORM

The following RTAC Event Form should only be filled out once you have a reservation with the Robsham Theater Arts Center (RTAC). This form should be filled out no less than 3-6 weeks before your event. This form is to gather technical and logistical information regarding your event. Once its been reviewed and approved by RTAC Management, the event will be confirmed. This is NOT a Scheduling Request Form. To request a reservation, please fill out the RTAC Scheduling Request Form.

To cancel a reservation, you must email rtac.operations@bc.edu. Cancellations within two weeks of a reservation's scheduled event date may result in a cancellation fee to your organization, as outlined in the venue's Venue Information Packet (V.I.P.).

To access complete, up-to-date account of RTAC venue policies, including those related to fees, click on the specific Venue Information Packet (V.I.P.) listed below.

ROBSHAM MAIN STAGE V.I.P. BONN STUDIO THEATER V.I.P.

300 HAMMOND POND PARKWAY VENUES V.I.P.

If you have any questions, please email rtac.operations@bc.edu.

The following RTAC Event Form should only be filled out once you have a reservation with the Robsham Theater Arts Center (RTAC). This form should be filled out no less than 3-6 weeks before your event. This form is to gather technical and logistical information regarding your event. Once its been reviewed and approved by RTAC Management, the event will be confirmed. This is NOT a Scheduling Request Form. To request a reservation, please fill out the RTAC Scheduling Request Form.

To cancel a reservation, you must email rtac.operations@bc.edu. Cancellations within two weeks of a reservation's scheduled event date may result in a cancellation fee to your organization, as outlined in the venue's Venue Information Packet (V.I.P.).

To access complete, up-to-date account of RTAC venue policies, including those related to fees, click on the specific Venue Information Packet (V.I.P.) listed below.

ROBSHAM MAIN STAGE V.I.P. BONN STUDIO THEATER V.I.P.

300 HAMMOND POND PARKWAY VENUES V.I.P.

If you have any questions, please email rtac.operations@bc.edu.

CLIENT INFORMATION

What type of group is this request for? *

Is this external group hosting their event through Event Management, Charles River Wind Ensemble or another party? *

Which Graduate office is hosting this event? *

First & Last Name *

Name of Department: *

Name of Student Group: *

Name of External Group: *

Chartstring Budget to apply to any fees

Email Address (Please use your Boston College email address): *

Phone Number *

Please list your email address: *

Hi Chynna/Russ/Luke (or other Theatre Dept. representative)! How are you feeling today? We at the Robsham are hoping you are doing well. Please check all that apply if you feel like it (inspired by the magnet on Russ's desk).

EVENT INFORMATION

Please choose the Event Venue: *

The Multi-Purpose Room Audiovisual and Lighting systems are designed to be user-friendly and self-managed for your event. Please see Appendix B in the 300 Hammond Pond Parkway Venue Information Packet for the MPR A/V Guide. Please indicate below if your group will want to schedule a training day ahead of the event with an RTAC representative: *

Russ/Luke/Chynna: Please choose the Event Venue. Please note that if this event is in 300HPP, you should fill out the form as a regular "Academic/Administrative" Department, as this version of the form has been customized for the Theatre Departments events in the Robsham Main Stage and Bonn Studio Theater only. *

Official Name of the Event *

As noted above: This is NOT a Scheduling Request form. To request a reservation, please fill out the "RTAC Scheduling Request Form."

RTAC Scheduling Request Form

Have you already secured a reservation with RTAC Operations for your event(s)? *

If you havent secured a reservation with RTAC Operations for the space that you need yet, please do not go any further with this form. Please contact RTAC Operations and make a request to reserve a space.

RTAC Scheduling Request Form

Will there be any other days set aside for set up or rehearsals in the venue for this event (prior to the day of the event)? As a reminder, extra set up/rehearsal time must also be booked in advance through the RTAC Scheduling Request Form.

Please note: Due to the heavy demand of RTAC venues, Rehearsal space within the venue is extremely limited. *

For any additional days that you have booked in the venue for event set up, rehearsals or builds, please list the following information in the box below:

1) What are the specific additional dates you have booked for set ups/rehearsals?
2) For each day, what time will people be arriving to set up/rehearse?
3) For each day, what time do you expect to end?
4) For each day, what are the planned activities?

*

Not including any days booked for rehearsals, will this event be a one-day event or will there be a multiple-day run of the production? You can enter multiple events per a form entry (providing all the AV requirements are the same). In cases with multiple events or events with a high level of complexity, a special logistics meeting with RTAC Management is recommended. To set up a meeting, please email rtac.operations@bc.edu. Thank you. *

Russ/Luke/Chynna: Please list the date(s), the time doors open and the time the show starts for each event *

Even though you have entered the info above, for the silly robots who help run these forms, please mark the date of the event (please mark the first day of the performance if there are multiple days). Thank you! * +

Have you/will you be contacting Boston College Police Department (BCPD) to arrange a detail (i.e. a police officer on hand) for your event? *

My Event Details - Event #1

Event Date * +

On the day of this event, what time are you requesting to arrive to set up in the venue? *

What is the proposed "Event Start Time" for this show? Please note that the doors to the venue will open 30 minutes prior to the "Event Start Time" to allow the audience to be seated. *

On the day of this event, what time do you expect the event to end? *

Just a reminder that the Bonn Studio's maximum seated capcity is 121.

What are the expected Number of Attendees? *

My Event #2

Event Date * +

On the day of this event, what time will people be arriving to set up? *

Doors to the venue will open 30 minutes prior to the "Event Start Time" to allow the audience to be seated. On the day of this event, What time will the event start? *

On the day of this event, what time do you expect the event to end? *

What are the expected Number of Attendees? *

My Event #3

Event Date * +

On the day of this event, what time will people be arriving to set up? *

Doors to the venue will open 30 minutes prior to the "Event Start Time" to allow the audience to be seated. On the day of this event, What time will the event start? *

On the day of this event, what time do you expect the event to end? *

What are the expected Number of Attendees? *

My Event #4

Event Date * +

On the day of this event, what time will people be arriving to set up? *

Doors to the venue will open 30 minutes prior to the "Event Start Time" to allow the audience to be seated. On the day of this event, What time will the event start? *

On the day of this event, what time do you expect the event to end? *

What are the expected Number of Attendees? *

5 or More Events

Please list the following information for any additional events in the box below:

1) What is the date of the event(s):

2) On the day of this event, what time will people be arriving to set up?
3) On the day of this event, What time will the event start?

4) On the day of this event, what time do you expect the event to end?

5) What are the expected Number of Attendees?

Please list the following information for any additional events in the box below (noting the above information request): *

Transportation and Parking at 300 HPP

On evenings and weekends (where there isn’t a BC Football game), 300HPP can fit roughly 210 vehicles (closer to 300 if you use the grass). For weekdays during standard business hours, 300HPP can fit 40-60 vehicles. On days where there is a BC home football game, the onsite parking is reserved for football only.

If you are planning an event in the cold months, it is important to consider the fact that there may be additional restrictions on available parking spaces for your event. If it has recently snowed, the lot is also used as a snow dump for the other campus’s cleared snow which may limit the number of available parking spaces.

Clients hosting events in 300HPP looking to shuttle people to the event from BC’s other campuses may do so. Boston College shuttle buses are approximately $86.85 per hour (per bus), all-inclusive, no minimum. The buses seat 31 sitting another 20 standing comfortably. For specific parking questions, including quotes and arranging bus or van services for your event, please reach out to: John Savino, transportation and Parking Manager via email at savinoj@bc.edu.

If onsite parking is required, arrangements can be made through the university’s parking and transportation office. Pricing and location information can be found at on the Web here: http://www.bc.edu/offices/transportation/visitor.html. For assistance in planning special meetings or events, contact transportation@bc.edu

Will you be hiring buses/transportation for this event to bring people from campus over? *

Where will the buses be picking up from? *

What time will the buses start leaving campus to bring performers to 300 HPP? If there are multiple days, please specify times for each day. If not applicable, please write N/A. *

What time will the buses start leaving campus to bring patrons to 300 HPP? If there are multiple days, please specify times for each day. If not applicable, please write N/A. *

What time will the last bus leave 300 HPP to bring people back? If there are multiple days, please specify times for each day. *

STAGE REQUIREMENTS

George Cooke is the RTAC Technical Supervisor and can be reached at 617-552-1452 or via email at george.cooke@bc.edu, if you have any technical or AV questions regarding your event.

What are the components of your event (please check all that apply)? *

What are the components of your event in 300 HPP's Auditorium? Please check all that apply. *

What are the components of your event in 300 HPP's Multi-Purpose Room? Please check all that apply. *

What are the components of your event in 300 HPP's Auditorium & Multi-Purpose Room? Please check all that apply. *

What are the components of your production, Russ/Luke/Chynna? *

Theatrical Performance

Lecture

Please list the "other" components of your event: *

Please list the "other" components of your event in 300HPP Auditorium: *

Please list the "other" components of your event in 300HPP Multi-Purpose Room: *

Please list the "other" components of your event in 300HPP Auditorium & Multi-Purpose Room: *

Will you need to use the the back hallway of the Robsham for a “backstage” space for performers during any Main Stage/Bonn Studio rehearsals and shows? RTAC will work with you to restrict general public access to this space, however, it’s not a secure or a private space, as there are offices that may still need access to the space. *

Will you need Robsham's podium and microphone for your event? *

Will you need the 300Hammond Pond Parkway Auditorium's podium and microphone for your event? *

Will you need the 300 Hammond Pond Parkway Multi Purpose Room's podium and microphone for your event? *

Will you need a podium and microphone for your 300 HPP event? *

Russ/Luke/Chynna: Please list the set up of the lecture (podium, panel, mics requested, will there be PowerPoint, ASL interpreter, etc). *

Please list the details of which specific room the lecture will be in as well as the details (podium, panel, mics requested, will there be PowerPoint, ASL interpreter, etc). *

Please list the set up of the lecture (podium, panel, mics requested, will there be PowerPoint, ASL interpreter, etc.) in the 300 Multi-Purpose Room. *

Please list the set up of the lecture (podium, panel, mics requested, will there be PowerPoint, ASL interpreter, etc.) in the 300 HPP Auditorium. *

Please list the set up of the lecture (podium, panel, mics requested, will there be PowerPoint, ASL interpreter, etc). *

Will you have a table on stage (like for a for a panel set up)? *

Will you have a table on stage (like for a for a panel set up) for your 300HPP Auditorium event? *

Will you have a table on stage (like for a for a panel set up) for your 300HPP Multi-Purpose Room event? *

In which of the 2 venues will you have a table on stage (like for a for a panel set up) for your 300HPP event? *

How many chairs do you want set up on stage? *

Please remember that when using 300 HPP, you must rent tables and chairs from Event Management for the stage. 300 HPP's Multi-Purpose Room also requires chairs for the audiuence to be rented and set up by Event Managment.

Please note: Robsham Theater Arts Center is equipped with roughly 50 standard black chairs available for use. Leather armchairs or "Captain's Chairs" are also available, however, they must be rented through Event Management. Which chairs will you be using? *

Will there be PowerPoint/slides/video/computer projection? *

Will there be PowerPoint/slides/video/computer projection in your event at 300 HPP? Please note external AV rental charges may apply. See the 300HPP Venue Information Packet, Appendix A, for a cost break down. *

Will there be PowerPoint/slides/video/computer projection in your event at 300 HPP's Multi Purpose Room & Auditorium? Please note external AV rental charges may apply. See the 300HPP Venue Information Packet, Appendix A, for a cost break down. *

In which of the 300 HPP major spaces are you using video/PowerPoint? *

Will you be providing your own computer? Note: It must have an HDMI output or a suitable HDMI adapter (if a MAC). The benefit of having the Robsham computer in the control room is that if there is an issue with the computer, it can be handled offstage, as opposed to requiring a tech to go on stage and possibly interrupting the flow of the event. *

You must bring your own computer to 300 HPP. Note: It must have an HDMI output or a suitable HDMI adapter (if a MAC). *

What will be the format of the computer projection? Check all that apply. Please Note: 1) RTAC's preferred formats for video files are QuickTime/MP4 files. 2)The preferred aspect ratio for presentations shown on the screen in the venue is 16:9. *

Powerpoint

Quicktime or a MP4 Video file

Other presentation software.

There will be no computer/video presentations used as part of this event

Please list what specific presentation software will be used. *

Will there be a Question & Answer component to your event? *

Will there be a Question & Answer component to your event at 300 HPP's Auditorium? *

Will there be a Question & Answer component to your event at 300 HPP's Multi-Purpose Room? *

Will there be a Question & Answer component to your event at 300 HPP's Auditorium & Multi -Purpose Room? *

In which venue will the Q and A take place? *

How will the Question and Answer session be facilitated? *

The audience will ask questions directly to the people on stage (RTAC will set up microphones and audio monitors in the designated locations in the venue to facilitate this).

Questions will be collected by the event organizer from Twitter.

Questions will be collected in advance by the event organizer.

Questions will be written down on cards by members of the audience and submitted to the event organizer during the show.

Other

How will the Q and A session be facilitated? *

How will the Question and Answer session be facilitated at 300 HPP's Auditorium? *

The audience will ask questions directly to the people on stage (RTAC will set up microphones and audio monitors in the designated locations in the venue to facilitate this).

Questions will be collected by the event organizer from Twitter.

Questions will be collected in advance by the event organizer.

Questions will be written down on cards by members of the audience and submitted to the event organizer during the show.

Other

How will the Q and A session be facilitated in the Auditorium? *

How will the Question and Answer session be facilitated at 300 HPP's Multi-Purpose Room? *

The audience will ask questions directly to the people on stage (RTAC will set up microphones and audio monitors in the designated locations in the venue to facilitate this).

Questions will be collected by the event organizer from Twitter.

Questions will be collected in advance by the event organizer.

Questions will be written down on cards by members of the audience and submitted to the event organizer during the show.

Other

How will the Q and A session be facilitated in the Multi-Purpose Room? *

Which room (Auditorium, Multi-Purpose Room, or both) will the Q and A be conducted and how will it be conducted? For instance, will the audience will ask questions directly to the people on stage (RTAC will set up microphones and audio monitors in the designated locations in the venue to facilitate this) or will questions will be collected by the event organizer from Twitter or questions will be collected in advance by the event organizer or lastly, will questions will be written down on cards by members of the audience and submitted to the event organizer during the show? *

Are there musicians planned to perform? *

What are the details of the musical performance component of your event? How many musicians will there be? How many acts? *

Robsham Theater Arts Center has approximately 15 music stands and music stand lights. Will you be requesting to use our stock of music stands and lights for your musicians? *

If you have musicians performing, 300HPP is not equipped with music stands or music stand lights. Therefore you must rent them or bring your own. *

Robsham Theater Arts Center’s Stage Design Policy:

While the Robsham Theater Arts Center offers a full array of theatrical resources, most events held in the Robsham Theater Arts Center venues are held to basic set ups which utilize no physical alterations to the stage (including the use of paint), because set up and break down time for events is extremely limited due to the venue being in high demand.

However, some groups, such as those planning a theatrical or dance production, may be interested in customizing the stage (with special light plots, dance floors, scenery or other set designs). If the group has secured sufficient time as part of their reservation, they may petition (via this RTAC Event Form) for an exception to the above policy and request to have things like a customized light plot, dance floor or access to other RTAC/Theatre Department resources which include (but are not limited to) the use of Theatre Department’s props, platforms, flats, or the Scene Shop for tools to build scenery and other equipment to paint the stage.

Note, for these request to be considered, the petition must be completed on this RTAC Event Form at least 8 weeks prior to the show, so that RTAC Management and the Theatre Department has ample time to review the request and ensure there will be no conflicts with the academic mission of the Theatre Department. If the show is within the first 8 weeks of the fall semester, the petition must be received NO LATER Than April 30^th of the previous academic year.

Failure to submit the petition within the 8-week time limit may impact what items are approved. The group borrowing items for their production from the Theatre Department is responsible for any damage caused to those items or the venues due to inappropriate use. Failure to follow the RTAC polices may result in restriction of the group to the venue in the future and/or cancellation of their show/reservation.

It should also be noted that any customization/decoration of the stage must be removed following the final performance. Failure to return the space to its original condition may make the group responsible to pay replacement/repair costs as well as jeopardize the group's future use of the space.

I would like to petition for the following items as part of my group's production. Due to the nature of these request(s), I understand that I must submit this RTAC Event Form at least 8 weeks prior to the show (or if the show is within the first 8 weeks of the fall semester, NO LATER Than April 30th of the previous academic year). *

I am requesting to make changes/alterations (or custom designs) to the standard lighting or sound plot that the venue provides

I am requesting to borrow props, platforms, flats, director’s blocks or large furniture from the Theatre Department (must also include a proposed pick-up and return date)

I am requesting to build props/scenery or paint the stage/make other alterations to the physical venue via the Scene Shop’s oversight

I am requesting to use prop weapons or special effects as part of the production

In the RTAC venues, I am requesting onsite storage of specific items related to the performance

BONN ONLY: I am a requesting risers for audience seating (specify proposed set up of risers along and specify what date they will be set up and what date they will be broken down)

I am requesting other actions not defined above, including (but not limited to) the use of food and/or water on stage, aerials, etc.)

Please list basic details of your customized lighting/sound request. We do realize that these may change, as alterations to cues, etc usually will happen during the days leading up to the event. *

If know, please upload your proposed list of lighting or sound cues. If not, please send the appropriate documents to rtac.operations@bc.edu as soon as they are formalized.

Please note that the Theatre Department builds and maintains a number of flats, platforms, furniture and props for its own use. The first priority of all these items is for use on Theatre Departmental productions. However, a student group may submit a list of items they would like to borrow from the Theatre Department. If the item is not being used by the Theatre Department for the dates requested, the student group might be allowed to borrow it. Student groups must make their own arrangements with the Theatre Department to pick up and return the item in the same condition. Any alterations to items would require Theatre Department permission. If an item is damaged, the student group with be responsible to pay replacement costs of the item to the Theatre Department. With that in mind, please specify what you would like to borrow, including the a proposed pick-up and return date. *

The Scene Shop houses a robust supply of construction tools, along with a trained Scene Shop Representative who will be onsite to supervise individuals doing the build. Please note the Scene Shop however does not supply labor. Similarly, they do not supply paint and other construction/consumable materials (including but not limited to brushes, wood, hardware). Those items would need to be purchased by the group hosting the event. Once this form is completed, the RTAC Associate Director will review the items/plans with a representative from the Scene Shop to determine costs and feasibility to determine what options will be permitted. Student Group theatrical productions typically are limited to one 8-hour day (typically held on a Saturday) in the Scene Shop for their build. With that in mind, please specify what you are planning to build/paint, when are you proposing to do these items and how many volunteers you will have. If you are making alterations to the venue (like painting the floor), also please include the date on which it will be changed back/fixed. *

If building items, please upload any drawings/plans.

Please provide details of what prop weapons or special effects you intend to use. Please review to the Venue Information Packet cited earlier in this form for the RTAC Prop Weapon Policy for reference. *

Please specify what items you would like stored, the dates you would like them stored, as well as the proposed location of where to store the said items. *

You need at least 4 hours booked in the Bonn Studio reserved for the set up the risers and 4 hours after your event to break them down and put them away. You also need to provide 4-6 volunteers to help with the set up and strike. Please specify the layout of the risers, what date they will be set up and what date they will be broken down. Lastly, please also list the volunteer names that will be assigned to help with set up and removal of the risers. *

Please specify your other request(s) here to make exceptions to policies as listed in this venue's "Venue Information Packet" (VIP) which is posted on corresponding venue page on the RTAC website. If there is something not addressed in the VIP that you have a question on, you can also please list it here. *

What is the general timeline of the event? *

Theatre Dept: There are limited places for video cameras to set up to record the event. Will you be bringing in any one to record make either audio or video recordings of the event. If so, RTAC can provide an audio feed from the soundboard. *

The Robsham Main Stage can stream your event on the web and/or capture the event on video. If this is desired, please review the "Simulcasting, Web Streaming and Capturing the Event" section of the Robsham Main Stage's Venue Information Packet (VIP). Are you planning on using any of these services? *

If there's an external artist performing, RTAC must approve the performer's rider before the event gets final confirmation. Failure to provide the rider may result in restictions on the event or possibly the cancellation of the event.

Does the performer(s) and/or speaker(s) have a stage plot/technical rider? If so please attach it here.

Does the performer(s) and/or speaker(s) have a stage plot/technical rider for your 300HPP event? If so please attach it here.

Is any other AV equipment needed/requested (including strobe lights)? If so, please describe: Note: If it's easier to copy and paste a technical rider or an event's technical needs, it can be pasted here.

TICKETING & AUDIENCE INFORMATION

All Student Group events in the Bonn Theater and the Robsham Main Stage must be ticketed and have a sale date prior to day of the show (even free events).

Please note that the Robsham Box Office opens mid-September and closes in early May. Therefore, only events held between those dates may be ticketed.