The Production Meeting is the initial meeting between the Presenter, Conference Coordinator, and select Center staff to discuss the running order, technical and staffing requirements, schedule, ticketing and budget for an event or performance. To prepare for this meeting, the Presenter will need the following information and/or documentation.
The College of New Jersey requires that you obtain General Liability Insurance for your event. The following is information that will be of assistance when arranging insurance with the agency of your choice:
- Explain that you are seeking a general liability insurance policy for an event at The College of New Jersey and that you need at least “$1 million of coverage per occurrence, combined single limit.”
- Confirm that they are authorized to do business in the state of NJ.
- Confirm that they are financially healthy by determining that they have an “A.M. Best rating of A- (VII) or better.”
- The policy dates must be consistent with your event. For multiple day events, confirm that the policy will not expire prior to the end of the event. Plan ahead for rain cancellations and understand what this means for your coverage.
- Inform the insurance agency that the endorsement section must contain “a waiver of subrogation in favor of The College of New Jersey” and needs to name “The College of New Jersey (“TCNJ”), Trenton State College Corporation, the New Jersey Educational Facilities Authority (“EFA”), and the State of New Jersey, and each of their affiliates, and each of their respective consultants, agents, attorneys, trustees, officers and employees” as additional insureds.
- Request that they send you and the TCNJ Coordinator a copy of the policy documents, including the Certificate of Insurance.
- It is your responsibility to ensure that TCNJ is provided with all evidence of insurance at least three weeks prior to your event, so that there is time for adjustments, if necessary.
Production Schedule: A detailed production schedule is required for each rental contract. The schedule should include every aspect of each production that utilizes facilities at The College of New Jersey. Examples include production meetings, load-in, cue-to-cue, rehearsals, performances, load-out and strike. The schedule can be refined and discussed during the first production meeting.
Staffing: Specific staffing needs for each rehearsal and performance will be determined in the first production meeting and become a part of the rental contract. Please note that changes in the technical details may have a direct impact on the staffing requirements. Typical staff requirements for a Performance are three to six staff members [Note that the Presenter may provide some of their own staffing for their event]. Details must be discussed and approved in the production meeting. Examples of staff roles are below:
- Professional Technical Director: Responsible for the building, safety, technical operations, staff.
- Professional Stage Manager: Maintains the running order of the show and calls all cues.
- Professional House Manager: Oversees audience services, ticketing, seating, front-of-house operations.
- Student Lighting Technician: Programs, runs, and maintains the lights and lighting control systems.
- Student Spot Light Operator: Runs the theatrical follow spot lights.
- Student Sound Technician: Runs the sound board for the show, including playback and microphone.
- Student Stage Technician: Runs the fly system and all stage shifts and operations.
- Student Runners: Assist where needed, including traffic control, backstage, dressing rooms.
- Volunteer: Ushers Provided by the Presenter.*
- Volunteer: Concessions Sales Provided by the Presenter.
- Volunteer: Production Assistants Provided by the Presenter.
*Ushers are required for every event with any audience in attendance and must be provided by the Presenter. The number of ushers needed will be discussed at the Production Meeting. The ushers must arrive no less than 1 hour & 15 minutes before the performance starts in order to meet with House Manager for a detailed safety, facilities and emergency procedures overview. Front-of-house staff must be present and in place before the audience chamber can be opened to the public; they must remain in place and on duty for the duration of the performance and until the audience have vacated the audience chamber. Duties include:
- Usher patrons into audience chamber and help them find seats.
- Collect tickets from and hand out programs to patrons.
- Open and close the venue and lobby doors for intermission, end, etc.
- Help direct patrons to restrooms, telephones, water fountains etc.
- Alert House Manager to any problems, concerns, or emergencies that arise.
- Help maintain calm and order, and direct patrons to the exits in case of emergency.
- Enforce College and facility rules.
- Kindly ask disruptive patrons to stay quiet or leave the audience chamber.
- Help clean up programs, rubbish, and lost articles in the seating area as the audience departs.
- Insure that food, drink, cameras, and recording devices are not brought or used in the performance venue.
Stage Equipment: Layout of the performance area, including equipment, legs, borders, curtains and drops must be discussed and approved in advance. The default layout is an empty stage with all legs, borders, curtains and drops flown out. This will insure space for musical or scenic elements brought in by the Presenter. All stage equipment and supplies used must be returned to the location and status as when found.
More specific information about each venue is available on the web page for that venue.
Lighting Equipment: Each facility has different equipment and capability. Information about the technical details of each venue is available on the web page for that venue. Please be prepared to discuss your specific needs at the production meeting. The Kendall Main Stage is equipped with a full compliment of lighting equipment, colors, patterns, and effects. The Don Evans Black Box Theatre is well equipped with a variety of instruments and colors. The Mayo Concert Hall lighting is flexible and centered on non-colored light — suitable for musical performances and lecture events alike. All TCNJ equipment and supplies must be returned to the location and status as when found, including instruments, gels, patterns, cables, and accessories.
Sound Equipment: Sound reinforcement and recording equipment must be arranged for in advance. Our facilities each have capability for handheld and lavalier wireless microphones, podium with integrated microphone, CD playback, etc. All TCNJ equipment and supplies must be returned to the location and status as when found, including speakers, microphones, communications equipment, cables, and accessories.