STEP 3 – FIND A VENUE
Choose a venue appropriate to the numbers of students you expect to reach in the area. A performing arts theatre is the most appropriate venue for a supershow. If your community doesn’t have a performing arts theatre or the theatre available is too small for the number of students in the area, explore venues such as:
University campus venues
This document provides some basic information to explain the event to venues:
Provide TRNP Event Manager with your venue suggestions, including basic rental costs and required deposit for each venue. Final approval of the venue will be made by TRNP staff.
Once the venue has been chosen, you can “soft book” the dates (reserve the dates without a deposit). The venue may have other groups who are looking at the same dates, and you may be second or third in line. Even if you are not first in line for the requested dates, offering the venue a deposit will allow you to challenge the other groups who are ahead of you and will often move you to the front of the line, allowing you to secure the desired dates. TRNP Event Manager will work with you to provide a deposit and secure the dates with the venue.
Once the dates have been secured, arrange a site visit with the venue to get the following questions answered:
Who will be the main contact at the venue for the event?
Who will be the technical contact?
How many busses can unload at one time?
Where will unloading take place? Will street closure permits be required?
Are there multiple entrances into the venue?
Do streets need to be closed off to allow busses to unload and load?
Is there a place for busses to park for the duration of the event?
How many staff will the venue supply for the event?
Does the venue provide security and emergency services?
What is the exact seating capacity of the venue?
Are there any areas in the venue that could be potential trouble spots as schools move from their busses to their seats? (e.g. areas where it is unclear which way to go or where the flow of people could be slowed)
Is the venue fully accessible for people who experience disabilities?
Is there a pdf of the seating chart, including location of wheelchair access seating?
Is the a map of the whole venue, including location of stairways, entrances, bathrooms?
Does the venue require all attendees to have a ticket?
Is there any installed production equipment that we can use (sound, lights, video)
Can we get a brief description of available dressing rooms, offices, green rooms and other ancillary rooms available?
Is external catering allowed?
How is the stage loading area laid out? Is there ample room to unload equipment?
Is there room to park a tour bus, trailer, trucks and staff vehicles?
The following document can be used to keep track of venue information: