Earl McCarroll Studio Theatre Procedures
General Space Notes
Over the course of the semester the McCarroll Studio Theatre commonly houses senior directing projects, faculty directed workshop productions, new work workshops and No Bucks productions in addition to the classes which are regularly scheduled in the space.
The Coordinator of Theatre Operations (room 223) schedules the use of the studio theatre. Department workshops and senior directing projects have priority over other events. All faculty, staff, and students are strongly encouraged to sign out spaces ahead of time to ensure that the space is available for their sole use. Theatre department spaces may be reserved by students from the end of scheduled classes until 1:00 a.m. Monday through Friday and from 7:00 a.m. until 1:00 a.m. on Saturday and Sunday. Theatrical productions are typically not permitted during exam week.
Outside of the use of the space as a classroom, the following groups have priority (in the following order) in the studio theatre:
- Department workshop/new work productions
- Department senior directing projects
- No-Bucks productions
- Theatre Arts Faculty and Staff
- Department students’ class work / review work
- Non-theatre department productions
All individuals using the facilities are responsible for maintaining them. Upon completion of any function (class, rehearsal, performance, etc.) the function’s supervisor (faculty or student) is to make certain that the space is returned to its standard, organized, usable condition. Chairs are to be returned to their normal placement and ALL stock rehearsal furniture is to be returned to its proper storage areas. All additional furniture, props, costumes, equipment, etc. provided by the function must be removed from the space.
The studio theatre and all spaces used for storage of equipment, rehearsal furniture, etc., are not to be left unattended unless they are locked. SECURITY is a priority in this building.
The person in charge of any function, whether faculty or student, assumes responsibility for assuring that established procedures are followed. Any damage to the studio theatre’s space, stock furniture, or equipment should be reported to the McCarroll Theatre Student Supervisor (see below) immediately. Failure to follow these procedures or abuse of the space or equipment may result in the withdrawal of permission to use the facilities.
Workshop, senior directing, and new work productions will be cast through the standard main stage casting process. No Bucks productions will be responsible for administering their own casting process.
McCarroll Studio Theatre productions are typically assigned a three-week production slot (two weeks for No Bucks). Performances must be presented only on the days listed in the Department of Theatre Arts production calendar. However, the producers may submit a request to the Coordinator of Theatre Operations to alter the listed performance times; approval of which depends on the main stage production schedule on those dates.
After every rehearsal or performance, the studio theatre and the support areas must be restored to their standard, organized condition that will allow the next occupant to use the space immediately upon arrival.
Stage managers will be assigned to the senior directing, workshop, and new work projects. Stage managers may be assigned to No Bucks productions, as needed, when supply permits.
House Management / Ticketing
The audience is seated in four levels along the east wall of the theatre. The audience gathers in the main theatre lobby and enters the space through the east door between the theatre and studio 1, so that they remain out of the backstage area of the building.
On the day of performance, a ticketing table should be set up in the corridor, perpendicular to the costume shop, to create a barrier between the audience and the west side hallway. Pipe and drape should be set up behind the ticketing table to further shield the backstage area.
All tickets for performances in the McCarroll Studio Theatre are free and open to the public. However, tickets for senior directing projects, workshop productions, and new work workshops must be reserved ahead of time. All performances in the studio theatre are general admission and sell out quickly. Detailed information on house management and ticketing for senior directing projects, workshops, and new works are provided below in the Theatre Arts Management section. No Bucks productions will operate on a “first-come, first-seated” basis.
Late seating of patrons is left to the discretion of the director, but, in general, is not permitted in the McCarroll Studio Theatre because of the intimacy of the space.
Theatre Arts Management Support
The Theatre Arts Management area will support senior directing projects and workshop productions. The available support is described below. Support will be considered, as needed, for new work projects. No Bucks productions will be responsible for providing their own publicity, programs, and house management. Students must receive approval to participate in a production from their area faculty, using the standard Permission to Participate form before they agree to participate in a production.
The TAM area welcomes ideas from production members on how to promote the production. The TAM liaison will write and distribute a press release and post announcements about the show on Intercom and the theatre department website, as well as the department’s Twitter account (@ictheatrearts) and on Facebook (Ithaca College Theatre Arts). With the director’s guidance, the TAM liaison will also arrange for an 8.5 x 11” color flier to be produced, copied, and distributed.
A publicity photo shoot will be scheduled at least two weeks prior to the opening performance. The primary purpose is to obtain press photos that will be used to publicize the production. The photo shoot will last no more than one hour. There is no budget to pay this photographer, so the TAM liaison will find a volunteer. The TAM liaison welcomes ideas from the production’s director regarding set-ups and an appropriate setting for the shoot.
Any additional outreach events or activities are outside the TAM liaison’s responsibilities.
At the first rehearsal, cast and crew will be given directions about how to access bio forms electronically by going to: /hs/depts/theatre/resources/forms/bio. Bios should be filled out and sent to the program coordinator within twenty-four hours after that first rehearsal. Bios should be kept under 125 words. Keep in mind that all bios will be edited to conform to College guidelines in reference to style. In general, if a regular patron cannot understand a reference in a bio, it will be edited until they can.
Cast and crew will have one opportunity, in a very tight time window, to proof program copy. A copy will be emailed to the stage manager for dissemination to all participants in the production. Clear, legible and minimal changes should be emailed to firstname.lastname@example.org. Production-wide “acknowledgements” should also be submitted at this time.
The production’s director and/or dramaturg are invited to submit notes for the program (no more than 350 words). The deadline for these notes is the first rehearsal.
The TAM liaison will distribute ticket reservation sheets to cast and crew at the first rehearsal. Cast and crew members may request multiple tickets up to a maximum of four. Completed ticket reservation forms should be given to the stage manager or left on the TAM bulletin board across from the scene shop. Blank forms will also be provided on the bulletin board. All tickets are subject to availability and should be reserved as quickly as possible.
Reserved tickets must be picked up at least 15 minutes before show time or they will be released to other patrons. If a company member has friends or family picking up tickets that they have reserved, the company member must make sure the patrons are aware of this policy.
Faculty and staff receive two complimentary tickets for any performance. Ticket reservation forms will be placed in the faculty/staff mailboxes. Cast and crew reservations will be prioritized and filled first. The TAM liaison handles all other ticket requests electronically via the email@example.com email address.
The TAM liaison will manage a small staff of ushers and ticketing agents to seat patrons for each performance.
Design/Technical Description and Support
The studio theatre is a 57-seat, end stage theatre configured with permanent seating risers, seating chart, and a 22’-0” x 15’-0” stage. Surrounding the stage are black curtains with an actor crossover behind the space. Due to the large number of productions and classes that use this space, no changes can be made to the configuration of the theatre equipment except as specified below.
The producers, creative team, cast, or any personnel connected to a project may not make, or to request to have made, any permanent alterations to the studio theatre space or equipment, without prior consent of the Director of Production and the Coordinator of Theatre Operations. Any temporary changes must be completely restored by the end of the production strike.
Due to limited resources, the Theatrical Production Arts area cannot support productions in the studio theatre at the same level as main stage productions. The available support and equipment is described below. All additional personnel, scenery, costumes, props, media content, etc. will need to be provided by the producers, directors, and cast of the production as necessary.
No designers will be provided for any studio theatre production. Productions may provide their own designers, but students must receive approval to participate in a production from their area faculty, using the standard Permission to Participate form before they agree to participate in a production.
No operators/run crew will be provided to run studio theatre productions. The stage manager may serve as the lighting and sound operator. The production may also provide its own operator(s), but students must receive approval to participate in a production from their area faculty, using the standard Permission to Participate form before they agree to participate in a production.
McCarroll Studio Theatre Student Supervisor
The McCarroll Studio Theatre Student Supervisor is responsible for managing load-ins and strikes in the space, training students on the theatre’s equipment and its operation, and ensuring that this equipment is well maintained and cared for by the production. Any questions about the use of the space or its equipment should be directed to this supervisor. The student supervisor is NOT responsible for design services, and is NOT available to act as run crew for productions. The student supervisor is only allocated ten hours per week to serve these functions. Therefore it is important to schedule load-ins, strikes, and training as far in advance as possible.
Outside of the stock curtains that make up the space, no additional support is available from the scene shop. Requests to change the arrangement of the stock curtains must be coordinated with the student supervisor and the labor for such changes must be provided by the production. The studio theatre is used by classes throughout the day, so changes to the curtains and the installation of any scenery provided by the production can only occur after classes are complete on the Thursday before the first performance and must be struck/restored before classes resume on the Tuesday following the performances.
No support is available from the costume shop. All necessary costumes should be provided by the cast and cannot be stored in the theatre. All costumes should be stored in the studio theatre’s storage room (Dill 021).
The studio theatre has a dedicated stock of rehearsal furniture. Outside of this stock furniture, no support is available from the prop shop. All necessary props should be provided by the cast and cannot be stored in the theatre. All props should be stored in the studio theatre’s storage room (Dill 021). If additional storage space is needed for larger items, production staff should consult with the student supervisor.
The studio theatre’s repertory lighting plot and channel hookup are available as Featured Document links on this webpage and copies will be kept by the student supervisor. The plot provides two sets of front light, one set of side light, three sets of back light, front and back diagonal washes, and six re-focusable specials. All lights must be kept in their repertory focus with the exception of the six specials and the front diagonal washes. The department’s gel and template stock is available for use and lighting designers may recolor any unit provided it is restored at the end of the production. The moving lights hung in the space are for class purposes only and are not available for any studio theatre productions. Control is provided via an ETC Express 24/48. The student supervisor must train (or certify as already trained) designers and operators on the safe use of the console, dimmers, and lighting equipment. The student supervisor can also provide access to the department’s gel and template stock as necessary. The dimming system in the space is already operating at full capacity therefore, no additional lighting equipment can be added to the system. Standard electrical utility outlets are available throughout the space and can be used to power manually controlled “practicals” such as lamps.
The studio theatre’s repertory sound plot and system diagram are available as Featured Document links on this webpage and copies will be kept by the student supervisor. The system provides stereo, main speakers that cover the seating area, a small mixer for playback and reinforcement, and playback capability through Qlab 2.3.9 or an auxiliary 1/8” stereo plug. A subwoofer and two small roving/practical speakers are also available as necessary. If they are not in use in other productions, two wired, handheld microphones with stands and up to 50’ of cable each can also be used for low-level reinforcement in the space. If microphones are used, the production must have a sound operator to protect the audience, actors, and equipment from damaging feedback. Requests for this additional equipment should be made to the student supervisor as far in advance as possible. All additional equipment that is not hung in the grid must be completely struck at the end of each rehearsal/performance and stored in the studio theatre’s storage room (Dill 021). With the exception of the subwoofer, practical speakers, and reinforcement microphones, the equipment and system must be kept in their repertory configuration and cannot be changed by the production. The student supervisor must train (or certify as already trained) designers and operators on the safe use of the sound system and equipment.
The studio theatre has one channel of headset communications and enough equipment to support four users on wired headsets. Three will be at the tech table for stage manager, lighting operator, and sound operator, and one will be available backstage.
Video / Projection
No support is available for video or projections in the studio theatre.
Technical Hours in the Theatre
The studio theatre is used extensively for classes. The producers must contact the Coordinator of Theatre Operations to reserve the use of the space at any time outside the standard rehearsal hours (Monday – Friday, 7:00 to 10:00 p.m. and Sunday, 1:00 to 5:00).
The production will have exclusive use of the space, aside from any scheduled classes, from 5:30 on the Thursday before performances through strike the following Monday evening.
All production-related equipment, including props, costumes, and furniture must be removed from the studio theatre and storage areas, and the spaces fully restored, immediately following the final performance. Strike must be completed before classes commence the day following the final performance.