Jeffrey E. Salzberg

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Selecting a Recital Venue

by
Jeffrey E. Salzberg

As we recover from this year's onslaught of recitals, we can take solace in the fact that...soon it will be time to start planning next year's performance.

I would never dream of telling you how to organize the dancers, set the order of performance, or deal with difficult parents (my suggestions in this last instance would probably be illegal, anyway), but as a lighting designer and facility manager, I'd like to offer a few tips on choosing a venue that -- if followed -- might make your life easier...or at least less difficult.

• Choose a theater or auditorium which is professionally managed. There are a variety of such venues available in most cities, ranging in capacity from 100-3000 seats. Professional management increases your chances of not being "blind-sided" by last-minute revelations of inadequate equipment, restrictive rules, and/or hidden charges. It doesn't eliminate the possibility, but it certainly lessons its likelihood.
• Know what you're getting into. I mean this literally. Before you sign a contract, find out which rooms the agreement entitles you to use. Get it in writing.
• Does the rental price include the use of all of the facility's lighting and sound equipment? Are you sure? Do you have it in writing? If there is an extra charge for use of any house equipment, how much is it?
• Who operates the facility's lighting and sound equipment? What about the fly system (that's the network of ropes which fly your various drops in and out)? Are you allowed to use your own people or are you required to use house staff? Are the house staff professionals? (NOTE: In either case, I strongly recommend that you employ professionals, especially in regard to the fly system).
• If you're required to use house stagehands, at what point(s) do they go on overtime?
• Does the house furnish a house manager and ushers? If so, are you required to use them? The same question about overtime applies to these people.
• What period(s) of time does your contract cover? Can you load-in/setup the day before? Will this entail an extra charge? How much?
• Is the facility safe? DO NOT ASSUME!!! Look it over yourself. If you have any questions, ask! You simply cannot afford that kind of liability and bad publicity...and, more important, you don't want anyone injured or killed. This is not a rhetorical point; there are facilities I would not use even if they were the only ones available.
• What facility management personnel will be on-site on the day of your recital? When will they be there?
• What are the house policies concerning food and drink in the facility? Most venues do not allow food and drink in the seating area (and you should communicate this in advance to your students' parents); some also prohibit them backstage.
• Does the venue have a qualified lighting designer? In a professional situation, it is the company's (that's you) responsibility to provide artistic personnel, but many studios do not have ongoing relationships with professional lighting designers. NOTE: you have the right to use whichever designer you please; while the venue is within its rights to insist that you use their employees to operate their equipment, you are not required to use house staff as your designers.
• Is the house sound equipment adequate? If possible, listen to it yourself.

There will probably never be a recital that is totally free of stress, but doing your homework before renting a facility -- and getting it all down in writing -- can save you endless hours of grief and frustration...and let you concentrate on what's really important -- showing off your students to their best advantage.