Arangetram & Small Recital Event Information

Arangetram & Small Recital Event Information

Form must be complete for Facility Use Agreement to be valid. Fields with an asterisk (*) are required. For questions about your upcoming event at Irving Arts Center or completing this form, please contact Iris Tovar, Booking Coordinator at 972-252-7558, ext 1262. To save a partially complete form, click "Save & Continue Later". A unique link will be sent to the "Main Contact E-Mail". The unique link can be used to complete the form later. The link may also be forwarded to another person to complete and submit.

General Information
Note: Doors must open at least 30 minutes prior to event start.
Contracting Organization or Individual*
Event Start Date *

MonthDayYear
Date
Event Title *
Main Contact / Authorized Agent Name*
Main Contact Title*
Main Contact Telephone
Main contact Cell Phone *
Main Contact Email *

Confirmation Email
Stage Manager/Coordinator *
Stage Manager/Coordinator Telephone*
Stage Manager/Coordinator Email *

Confirmation Email
Performance Start Time(s) *
Marquee Listing
Limited to TWO lines of text, each with no more than 18 characters including spaces.
Performance date will automatically be added to marquee and do not count towards character limit.
Marquee line 1*
Add 2nd line?*

NoYes
Marquee Line 2*
Will a Puja be performed on stage the day of the performance?*

NoYes
Time*

:HourMinutesAM/PM Option
For our marketing purposes, select type of event.*

Arangetram/RangpraveshSolo/Small ensemble performanceOther
Provide a short description of your event.*
Scene Shop Usage

Availability determined by Assistant Technical Director. Call David Dunlap 972-252-7558, ext 1260.
Space Reservation

All space needed must be reserved in advance through IAC Booking Staff. Performance rentals include theatre, lobby, concession stand and dressing rooms. Use Agreement performance listings include the theatre, lobby and concession stand. Dress or other rehearsals with audience members present in the theater require additional staff and will be charged at performance rates. Rehearsal rentals DO NOT include the lobby or concession stand. Questions or changes to reservations? Call 972-252-7558, ext. 1262.
Labor Client Provides:

Ushers/Ticket Takers (client must provide) minimum requirement (Dupree – 4 ushers; Carpenter - 8-12 ushers) depending on event capacity. If tickets are sold, client must provide 1 volunteer one hour prior to event start to work Box Office "Will-Call" window.
Security

Irving Arts Center has a uniformed Security Officer on duty during all events scheduled during normal operating hours. Additional security personnel required after hours or based on event demands will be scheduled at the client's expense and included in the Use Agreement. Arts Center will be responsible for hiring and payment of the officer(s). The number of officers required is determined by the staff in advance, based on projected attendance and event type.
I have read and understand space reservation, labor and security statements above.*

Yes
Parking, Entrances, & Exits

Cast and Crew: DO NOT ENTER THROUGH LOBBY AREAS! Please use Stage Entrance, NW corner of the building, by the loading dock. On performance days/evenings, staff, cast, orchestra and crew members are asked to park in the overflow parking to the North side of the building to reserve Arts Center spaces for patrons. Security is available at night to provide an escort to the overflow parking location.
Cleaning & Restoration

Client and caterer are responsible for cleaning all areas used in food preparation & serving, lobby included. Client failure to enforce the “No Food or Drink in Theater” rule will result in extra charges. Dressing rooms must also be cleaned of trash and personal items following use. Furniture set by the client must be restored after each use. Improperly restored spaces will result in additional charges.
I have read and understand the above Parking, Entrances, Exits, Cleaning & Restoration statements*

Yes

Orchestra/Band
Sound: The package includes up to 16 total console channels to include podium, orchestra and vocalists, 6 monitor wedges in up to 5 mixes (4 orchestra/1 dancer), and 1 feed at top of house for videographer, setup and initial sound check with band.

A disposable container must be used to empty spit valves during rehearsal and performance. Spit valves cannot be emptied on the floor. Containers must be disposed of off-site after use.

NOTE: IAC Sound systems are designed for sound enhancement, not amplification. Five monitor mixes are provided. Additional mixes require extra labor and time for set-up. IAC does not provide band backline. Maximum DB level is 95 with clarity.
Number of musicians*
What instruments will be used?*

VeenaMridangamTablaFluteViolinHarmoniumDrum PadOther

Dressing Rooms
Will dressing rooms be needed for rehearsal?*

NoYes

Lobby Contact
Lobby Contact*

First NameLast Name
Lobby Contact email*

Confirmation Emailexample@example.com
Lobby Contact Phone*

Front of House
NOTE: House opens 30 mins prior to show start.
Is late seating allowed?*

NoYes
At what point will latecomers be allowed admittance?*
i.e. "between songs" or "during first available break"
Show run time without intermission (in minutes)?*

Catering/Receptions
Are you hosting a reception with food and beverages as part of your event?*

NoYes
What time will your reception be?*

Pre ShowDuring IntermissionPost Show
Reception Coordinator's name*
Reception Coordinator's Phone*
Reception Coordinator's Email*

Confirmation Emailexample@example.com
Are you providing food for guests to take off-premises? Catering permit and food handling licenses may be required. Temperature sensitive items must be stored in appropriate warmers (not available from IAC) or refrigerated (available at IAC) until 2 hours prior to time of service.*

NoYes
Kitchen - will the use of the IAC prep kitchen be required?*

NoYes
Caterer Arrival Time*

:HourMinutesAM/PM Option
Name of food service establishment?*
Catering Contact Name*

First NameLast Name
Catering Contact Email*

Confirmation Emailexample@example.com
Catering Contact Phone*

Lobby Tables, Easels & Décor
The package includes two 10’ sections of pipe and drape set up in the lobby for photo or other backdrop. Two light extensions will be provided in lobby. Two 30” high top round tables are also included for use in the lobby.
Will you need Irving Arts Center to provide tables, easels or pipe & drape?*

NoYes
8' x 30" tables (4 available)
10' x 30" tables (2 available)
12' x 30" tables (4 available)
Easels (3 available)
30" rounds (2 available)
8' x 10' section black pipe and drape (2 available)
Are you using a separate decorator to provide lobby decorations?*

NoYes
Decorator*
Decorator email*

Confirmation Emailexample@example.com
Decorator Phone*

Notes
Do you have any additional notes you would like to add?*

NoYes
Use this area for any additional information or details regarding your event.
Notes*

Client Signature Required
I have read Arangetram & Small Recital Event Information. I understand I am responsible for informing members and volunteers of my organization and vendors hired by me of the policies & procedures governing facility use.

Following approval by IAC staff, Arangetram & Small Recital Event Information becomes part of the Facility Use Agreement, and a copy will be emailed to the Client.
Progress Bar calculation is dynamic based on your input selections.
Signature*

Clear

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Should be Empty:

Marquee Listing

Scene Shop Usage

Space Reservation

Labor Client Provides:

Security

Parking, Entrances, & Exits

Cleaning & Restoration

Staging