Note: If you do not intend to use a specific element, please reach out to production staff to confirm this information.

Note: If you do not intend to use a specific element, please reach out to production staff to confirm this information.

Combined Concerts are concerts where works are chosen by adjudication by faculty committee as well as by academic requirement (Grad Qualifying Projects, First Year Seminar).

• A stage manager will be provided for all Concerts.
  • Events will provide their own stage (event) managers
• Concerts: A rehearsal report should be filed for each individual date in the theatre. It is the thesis candidate's (or stage manager's) responsibility to file the the report by 8:00 a.m. of the following day. The report needs to be emailed to the following faculty and staff:
  • Jennifer Kayle
  • Eloy Barragán
  • George de la Peña
  • (Molly Dahlberg)
  • Faculty Advisors
  • Design/Artistic Team
  • Kevin Swenson
  • KatyBeth Schmid
  • Don Schneider
  • Cindy Kubu
  • Juliana Waechter
  • Brendan T. Dudgeon
  • Josh Nathanson
  • Rachel Duncan
  • Chris Jensen
  • Emily Berkheimer
  • Gina Smothers
  • Jason Millsap
  • Briana Maxwell
  • Kayla Schindler
• Reports must contain at least the following information (template available from PSM upon request):
  • Production Name
  • Performance Number
  • Performance Date & Performance Time & Performance Space
  • Weather
  • Late Arrivals - cast and crew
  • Prop Notes
  • Costume Notes
  • Video Notes
  • Sound Notes
  • Work Notes
  • Marketing Notes
  • Facility Notes

• The production stage manager will issue the stage manager of each production approved keys to the Space Place Theatre, booth, and cabinets.
• The SM is then responsible for locking the booth, all doors to the theatre, and the dressing rooms each night during rehearsals and performances. Please turn off all lights as well.
• Faculty or graduate dance makers may check out Halsey Hall prop cabinet keys from the dance administrator.
• When your production closes, return all keys no later than 48 hours after your final performance. The concert will be charged for lost keys, even if the concert is not directly responsible for their loss. The amount will be $250.
• Guests are responsible for their own instruments and storage of their instruments.

* This section refers to any production purchase, guest and/or personnel payments, and copyright payments that utilize the Thesis student's Department of Dance production budget.

• You must give copy of your University ID card, PCard Checkout Form, and approved budget outline to PSM before making purchases.
• Before a Procurement Card (PCard) will be checked out for purchases, individuals are required to fill out a PCard Checkout Form and provide their budget that has been signed/approved by their faculty advisor or instructor and list of team members (designers) authorized to make purchases for the production.
  • PCard Checkout Form
• Before a guest and/or personnel payment is processed, individuals are required to provide their budget that has been signed/approved by their faculty advisor or instructor.
• Before a copyright payment, via invoice, is processed, individuals are required to provide their budget that has been signed/approved by their faculty advisor or instructor.
• Purchasing for productions:  Procurement card obtainable from PSM or TD. Receipts must be included with the card. Card can be checked out for weekdays (8:00 a.m. to 5:00 p.m.) only.
• Purchasing for guest artists, personnel, and/or copyright invoices should be coordinate through the Associate Company Manager.
• Note: Procurement Card is the ONLY method of payment.  There is no guarantee of any reimbursement of any expense that a student incurs using any other method of payment.
• Shop purchases: Reported on shop reports prepared by Technical Director, Costume Studio Supervisor, Props Artisan, Electrics Supervisor, Audio/Video Supervisor, and Digital Media Specialist. Note the purchaser, team leader, and production.
• University purchases are exempt from sales tax. Forms with the tax-exemption information are available in the department office. Any sales tax charged on purchases is charged to the production budget.
• In order to reduce university expenses, if a UI department provides a service or product, you may not spend your budget on a competitor. The primary restriction is printing and photocopying. You must use UI Printing Services for all photocopying and printing needs. Receipts from local print shops will not be reimbursed.
• In order to purchase food with the production budget, the expenses must be approved by the PSM in advance of the purchase. Local grocery stores have been known to donate products, particularly if they are acknowledged in the program and/or lobby display.
• Plan ahead with all purchases to ensure that all areas of production stay on schedule.
• All items that are purchased with the PCard and with university monies are property of the university and must be returned to PSM or dance administrator within 48 hours of the close of your production, or those items will be charged back to the purchaser’s university account.

• Pulling of costumes must take place during posted hours and with the assigned costume staff member.
• Arrangements for the date/time of costume returns will be made at the time of check out.
• Thesis dance makers' costumes will be laundered by shop staff during their production.
• Concert/Event dance makers will be responsible for laundering costumes while in production, unless specified otherwise.  Costumes that are to be dry cleaned should be included in the budgeted expenses.

DANCE PROPS GUIDELINES AND POLICIES

CONTACTS:

• Props Coordinator: Zahra Vohra
  • By appointment only: https://sites.google.com/view/uiowaprops/home
  • Performing Arts Scene Shop
  • uiowaprops@gmail.com
• Props Manager: Gina Smothers Hansen
  • Contact for questions
  • Performing Arts Scene Shop: 1336C
  • gina-smothers@uiowa.edu
• Administrative Coordinator: (Molly Dahlberg)
  • Contact for Prop Cabinet checkout
  • Halsey Hall: Main Office (E114)
  • molly-dahlberg@uiowa.edu) 

DANCE DEPARTMENT:

• We do not check out hand props or furniture to students for class use. Below are the following exceptions:
  • Students in Collaborative Class may check out props but you must have approval from the instructor and Props Manager before scheduling an appointment.
  • Graduate students performing their Master’s Thesis concert may check out props at the start of the fall/spring semester during the academic year in which their thesis is scheduled.
  • Graduate students performing in the Graduate Concert may check out props 3 months prior to their scheduled performance.
• Dance Gala and Faculty Concert have priority over all other performances when checking out props.
• Classroom cubes, tables, and chairs may not be used for productions in other spaces. Lobby tables and chairs may not be used for productions.

CHECKING OUT PROPS:

• When checking out hand props and furniture:
  • Go to the website: https://sites.google.com/view/uiowaprops/home  
    • You can browse pictures of the collection or search the database for items you need. Requests can be made in the database and specific instructions can be found on the welcome page of the database.
  • Make an appointment with the Props Coordinator during posted hours. All appointments should be a minimum of 24 hours in advance. Email is the official method for making an appointment: uiowaprops@gmail.com .
  • Fill out and submit the Props Borrowing Agreement before you check out any props. This will include a strike plan (date, time, and names of representatives who are attending).
• Hand props and furniture are located at an offsite facility:
  • The Props Coordinator will drive the truck and grant access to the warehouse, but the Team Leader is responsible for providing enough labor to pull the desired items. The Props Coordinator will be happy to assist you in locating props, however you are responsible for moving and storing them.
  • A minimum of two people are required for any furniture check outs. The Department truck can carry up to 3 passengers plus the driver. Please plan on a minimum of 1.5 hours to go to the warehouse, pull items, and drop them off.
  • All props must be secured in a locked space when not in use for rehearsal, tech, or performance.
    • Contact (Molly Dahlberg) to check out a Prop Cabinet or Locker.
  • Understand that you are responsible for all items in your possession after you check them out.
    • All transport to and from props cabinets or storage locations is the responsibility of the borrower.
• When returning hand props and furniture:
  • Return your items on the day specified in your Borrowing Agreement. You must give 24-hour notice if the return date and time needs to be changed.
  • Items should be returned in the same condition as when they were borrowed.
  • If an item(s) is missing, you will have one week from your return appointment date to locate the item and return it.
    • If the item cannot be located, the production (department) will be charged to replace it. Replacement/charge procedures will be discussed on a case-by-case basis.
  • All returned items that are damaged, broken, or missing are subject to full replacement charge. The value of every item is written on the checkout form provided by the Props Coordinator.
  • Any props or furniture left in rehearsal, performance, or shop space after strike, will be restocked by the Props Coordinator and the production (department) will be billed for the labor.

PERSONAL PROPERTY:

• If you bring personal property, you are responsible, and it is not covered under UI policy unless property was damaged due to gross negligence at which point you can file a Tort claim.
• If a prop is borrowed from an individual or company off-campus, the Department has an insurance policy that covers them in case of loss, theft, breakage, or other damage, including fire and water.
  • A claim can only be filed if there is a Props Borrowing Agreement form on file. If items are to be covered by this policy, you must obtain and fill out this form and return it to the Props Coordinator. It will list each item's value, which is the extent of its coverage. You should be in agreement with the lender as to this amount.
  • This insurance coverage has a $500 deductible. This means that if an item is lost or damaged and a claim filed, your production (department) account is charged for the deductible amount. (If your account cannot cover the loss, you will be personally responsible for the difference--see TEAM LEADERS’ RESPONSIBILITIES.)
  • If items are borrowed from other Departments on campus, please follow the Interdepartmental Loan Policy PERFORMING ARTS LOAN POLICY - Interdepartmental.docx

PROP WEAPONS

• Prop weapons are not permitted for classroom use or class projects.
• Under no circumstances should any weapons, including toy weapons, be brought to campus from home.
• We follow a strict protocol when it comes to checking out and using realistic/replica firearms for any show, regardless of whether they fire a blank or not. No check out of these items will be made to any show, regardless of whether or not it is fired, until the director, Stage Manager, actor(s) using the weapon, and crew person(s) responsible for it backstage complete the Gun Safety Training. These items may not be stored in a props locker or student locker. They must be locked in an office and stored in a desk drawer when not on stage. They may not be placed on the props table during the run of a performance. They must either be locked up on stage or in a crew person’s hand at all times. There are no exceptions. If this policy is abused in any way, the gun will be taken away from the performance.

PURCHASING

• Purchasing props will require a Procurement Card.
  • Any items purchased with department money or as part of a production budget are the property of the Performing Arts Production Unit and must be returned to Props Storage at the end of the performance’s run.
• It is a strict University policy that no alcoholic beverages can be used as properties.
  • Receipts for these items will not be reimbursed by the University of Iowa. The props collection has a considerable collection of empty beer, wine, and liquor bottles.

• Limited stock scenery may be available, at the Technical Director’s discretion.
  • Dance Makers who wish to check out scenery from stock should make an appointment with the Technical Director to meet at the warehouse with at least 24 hours of notice.
  • Dance Makers are responsible for transportation of any scenic items. Please bring enough people to safely move any items being checked out.
  • Please contact the Technical Director if you need to check out a university vehicle to transport scenery.
• Space Place does not have a traditional overhead fly space and there is limited rigging capability. Please contact the Technical Director for additional information.
  • A faculty supervisor should be present for any work using the personnel lift during hours outside of the production schedule.
  • Before using the lift, Dance Makers and team members should complete the Fall Protection (W188OS) and Aerial Lifts (W516OS) courses on ICON.
  • Before using any ladders in the theatre, Dance Makers and team members should complete the Ladders (W040OS) course on ICON.
• It is the responsibility of the Dance Maker and their team to complete all aspects of load-in and load-out.
  • All items brought into the space must be removed by the Monday after closing.
• Dance Makers are financially responsible for all scenic elements checked out to the show. Each item must be returned to its original location, in its original condition. If items are altered or damaged, the individual who checked out the item will be a charged the value of the item plus a 2-hour minimum work call at $20 an hour.
• Stock scenery may not be altered in any permanent fashion; all painting must be approved. Any prop, scenic, or paint supplies used in the build or load in of the production must be recorded and will be charged to the show.

THESIS:

• Thesis productions are entitled to one week of supervised access to the scene shop in order to build and finish any scenery or props needed for the production in the spring. Thesis candidates must provide their own shop labor.
• PLEASE NOTE: Anyone who wishes to work in the scene shop must be identified early enough so they can participate in safety training and tool qualification, which is done by appointment only. Please arrange shop safety training session with Technical Director prior to your construction week.
  • (please see Production Deadline Dates above for your build week dates)
• Any tools, supplies or equipment damaged (i.e. paintbrushes) will also be charged to the show.
• Once construction begins, no additions to the ground plan will be permitted unless approved by the production staff. A walk through of the performance space by the PSM and TD is required after load in and before tech rehearsals begin. The team leader is responsible for setting up this appointment.
• Please included the following in your Build Plan Proposal to the Technical Director:
  • a list of stock items you want to use
  • a list of items you intend to build
  • a written description of your construction, load in, and painting scheme
  • a scaled ground plan (indicate elevations) *a pdf ground plan with grid is available per request from TD
  • a written description of any special construction
  • a plan and schedule for when and where scenic items are to be built and stored prior to load in
  • name and phone number of all those who will build and paint
  • a strike schedule and restore plan
• The TD or scenery shop supervisor must be present in the shop at all times during build.
• Once load-in is completed, it is the responsibility of the team leader or stage manager to have the PSM and TD to approve the installation by setting up an appointment with the PSM in advance. Once approved, it falls to the team leader or stage manager to keep the playing space safe.
• If scene shop employees clean any area or equipment left by a production or production team member, the production is charged a fee for the labor. This includes, but is not limited to debris, furniture or props left in any shops, rehearsal spaces, performance spaces, or hallways; or tools, materials, or equipment left abandoned at the end of the workday. The penalty fee will be at the standard shop labor rate ($20 an hour) with a 2-hour minimum call per crew member and charged to the team leader’s university account.
• All scenery and shop supplies must be returned on Monday following the last performance unless special arrangements are made with the TD in advance.

Concerts:

• Headsets will be provided for each production for use by the stage manager, backstage crew, designer, and board ops.
• The rep light plot is available here: /media/4681
  • No changes to the overhead rep plot are allowed.
  • The six re-focusable specials can only be re-focused by current employees or students who have undergone the Aerial Lifts (W516OS) course on ICON.
• Light Board is located in the Space Place booth.
• Standard cut gel, gobos, and a selection of frames are available from the Space Place inventory. Please arrange a time with the electrics supervisor to check out gel and gobos.
• Any needs that arise during technical or dress rehearsals or show runs should be brought to the attention of the Space Place supervisor (all concerts except Collaborative) and to the attention of the instructor (for Collaborative).

Events:

• Two way radios will be provided for each production for use by the stage (event) manager, backstage crew, and house left console operator.
• Each event may choose from the pre-recorded light looks in the Paradigm System.
• Instructions on how to use the paradigm system are located on the House Left console and available by request from the PSM.
• Any needs that arise during technical, dress rehearsals or performances should be brought to the attention of the Space Place supervisor or Faculty supervisor. 

Dance makers wishing to use digital media equipment and resources outside of built-in projector and Watchout systems are required to schedule a conversation with the Digital Media Specialist when submitting their video/projector proposal. Dance makers who are not versed in digital media or have complex tech needs will be encouraged to hire a media designer and programmer as they will be expected to: 

• Provide Video/Projector Plot with expected image brightness/size  

• Produce Video Content 

• Provide Stage Manager with Cue Sheet   

• Make any necessary programming or mapping changes throughout tech process  

• Collaborate and communicate design choices/needs with other designers, SM team, and staff 

Contact daniel-fine@uiowa.edu or emily-berkheimer@uiowa.edu for help finding a designer or programmer. 

Concerts:

• The center projector is available for use. The artistic team must provide a media computer to run their media.
• Special accommodations for use of the Watchout system and its media computer must be approved by Audio/Video Supervisor before you begin to design your piece.
• Special accommodations for use of Digital media must be approved by Digital Media Specialist before you begin to design your piece.
• If a dance maker wishes to use the center projector they should:
  • Supply their own computer with their content loaded on it.
  • Supplied computer should have proper VGA Connector. One VGA cable will be provided.
  • Please see director of dance production with any questions about projections/video compatibility.
  • An operator will be provided to run the equipment, if available through the PRC class, however it is the dance maker's responsibility to assure that all video is playing properly through the center projector.
• If a dance maker wishes to use Watchout they should:
  • Receive approval from Audio / Video supervisor
  • Transfer all video content to the Space Place computer and assure that all video is playing properly through Watchout
  • An operator will be provided to run the equipment if available through the PRC class, however it is the dance maker's responsibility to provide a programmer and/or make all adjustments to the video playback as needed during rehearsals.

Events:

• The center projector is available for use.
• Content, VGA adaptor, and media computer to run the projections / video must be provided by the artistic team and/or dance maker.
• Instructions on how to use the center projector system are located on the House Left console and available by request from the PSM.
  • The key should be checked out from Molly Dahlberg.
• Any needs that arise during technical, dress rehearsals or performances should be brought to the attention of the Space Place supervisor or Faculty supervisor. 

• Please see the deadline chart above for all sound requests.
• If the deadline is missed, your show sound will need to be run on your own equipment.

Concerts:

• Board operators and deck crew provided by production run crew class or hired/trained operators.
• A stage manager will be provided for all concerts.
• A projection/video operator is not provided. If one is needed, it must be provided by the artistic team.
• There will be one space place supervisor in Space Place at each tech, dress, and performance date to supervise the space and answer any questions you might have for all concerts.

Events:

• Each event should provide their own crew.
• Instructions on how to use all production systems are located on the House Left console and available by request from the PSM.
• Any needs that arise during technical, dress rehearsals or performances should be brought to the attention of the Space Place supervisor or Faculty supervisor.

• The dance videographer will film archival video of performances that occur in Space Place Theater that appear on the dance production calendar. Please speak to the dance administrator, (Molly Dahlberg), for recording dates.

Click Here for Dance Concert Marketing Guidelines

Click Here for Music Copyright and Licensing Guidelines

Talkbacks can be scheduled upon request.

1. Must be coordinated with Molly Dahlberg (House Managers) and PSM (Crew)
   1. Please submit the following information for approval: approximate length of show and length of talkback
2. Participants in talkback must change out of costume before start of the event.
3. The Stage Manager will stay to supervise the space.
4. House Managers will stay to supervise audience.
5. Curtain must be closed so crew can perform post-show duties. Crew are not required to stay for the talkback.
6. If a mic is desired, the classroom system mic can be used.

SPACE PLACE THEATRE BOOTH POLICY – Department of Dance 

Updated 12.7.23 

It is the Performing Arts at Iowa Space Place Theatre’s Booth policy that to request use of the Space Place Theatre Booth and Booth Equipment the user (event) must: 

• Be a Performing Arts Faculty member or Graduate student.
• support the educational and/or research mission of the Performing Arts at Iowa as defined below and
• be feasible, as determined by the Production Staff, as it relates to the Space Place Theatre season calendar 

Education Mission includes: 

• Faculty use doing creative or scholarly work required by their position Performing Arts students doing creative or scholarly work as part of their UI Performing Arts curriculum 

Below is a an outline of Training Requirements, Equipment Usage Guidelines, and Access Request Process for: 

• Audio Equipment
• Digital Media (Video) Equipment
• Lighting Equipment 

Please Note: 

• Each area of booth equipment outlined in this document has specific training and request process. If a requester would like to use all equipment in the booth, they must make the request to each of the different department heads as listed below.
• Not following the guidelines outlined could lead to revoking booth access o User agrees to abide by the University of Iowa Performing Arts Space Place Theatre’s Booth policy and understands that they are responsible for all booth items and equipment while in their use. If any items in the booth are not in their original condition by the end of their use, the Department of Dance will be responsible for the replacement and/or repair costs.
• Please contact Production Stage Manager KatyBeth Schmid, Catherine-schmid@uiowa.edu, for key checkouts. 

Audio Equipment: 

• TRAINING REQUIREMENTS:
  • Training by Chris Jensen, Audio Engineer, or Rachel Duncan, Audio Video Specialist, prior to tech
• GUIDELINES:
  • No repatching the sound console/sound equipment
  • No moving equipment used by other projects
  • No removing of classroom equipment (unless coordinated with Chris or Rachel and is replaced every night)
  • Organize files on a folder on the desktop with your name/date/project
  • Sound tracks are transferred via USB or AirDrop – Qlab iMac does not go on internet
• ACCESS REQUEST:
  • please send email to Rachel Duncan, Audio Video Specialist at rachel-duncan@uiowa.edu and Chris Jensen, Audio Engineer at Christopher-jensen-1@uiowa.edu 

Digital Media (Video) Equipment: 

• TRAINING REQUIREMENTS:
  • Students who have taken any of these classes can be considered trained for digital media:
    • Entertainment Design (THTR:3270)
    • Installations and Interactive Performance (THTR:2880/DANC:2880/DIGA:2880)
    • Video for Performance (CINE:3876, DANC:3876, INTM:3876, THTR:3876)
• GUIDELINES:
  • No repatching existing cable runs
  • No moving equipment in use by other projects (projectors, cameras)
  • Local user account should be used (login info provided on computer monitor)
  • Keep files organized in a folder on the desktop with your name and date
  • Files will be deleted end of semester unless otherwise communicated
• ACCESS REQUEST:
  • please send email to Emily Berkheimer, Digital Media Specialist at Emily-Berkheimer@uiowa.edu
  • Including:
    • What equipment you would like to use (computers, projectors, media servers, other software)
    • When/how you were trained to use equipment 

Lighting Equipment: 

• TRAINING REQUIREMENTS:
  • Anyone wishing to use the light board should have taken Lighting I (THTR:3250), or should have previous experience programing on ETC light boards. Those who have not taken Lighting I will need to verify previous experience with Joshua Nathanson
  • Required that Student shall arrange a 20 minute training session with Joshua Nathanson or assistant to familiarize themselves with the Space Place lighting rig (Availability is subject to overall PAPU production Calendar)
• GUIDELINES:
  • All events shall use one lighting control system, either the paradigm or the light board. There shall be no switching back and forth during a single event.
  • Vari-lites are not to be used outside of Concerts
  • Show files shall be saved with the event name and date. REP FILE IS NOT TO BE CHANGED
  • No lights are to be refocused for events
  • Precut gels are available for booms in the booth filing cabinets. No full sheets are to be cut for events.
• ACCESS REQUEST:
  • please send email to Josh Nathanson, Audio/Video/Electrics Manager at joshua-nathanson@uiowa.edu 

Production Department Contacts: 

• Emily Berkheimer, Digital Media Specialist emily-berkheimer@uiowa.edu
• Rachel Duncan, Audio Video Specialist Rachel-duncan@uiowa.edu
• Christopher Jensen, Audio Engineer Christopher-jensen-1@uiowa.edu
• Cindy Kubu, Dance/Opera Costume Shop Manager Cindy-kubu@uiowa.edu
• Josh Nathanson, Audio/Video/Electrics Manager Joshua-nathanson@uiowa.edu
• KatyBeth Schmid, Production Stage Manager catherine-schmid@uiowa.edu
• Don Schneider, Dance/Opera Technical Director don-schneider@uiowa.edu
• Gina Smothers Hansen, Props Artisan gina-smothers@uiowa.edu 

Deadlines: 

Steps 1 – 3 Completed by March 15 of the academic year prior to Thesis production

Steps 4 – 5 Completed by May 1 of the academic year prior to the Thesis production

UI Campus Location Production Guidelines:

UI Campus Locations follow: 

• Department of Dance Production Guidelines
• Production Deadlines as outlined for MFA Thesis Concerts
• UI equipment, scenery, props, and costumes are available for checkout per the availability and feasibility as it relates to the Performing Arts season calendar while also adhering to the Campus locations guidelines.
• FOH staff provided by request to (Molly Dahlberg).
• Upon request and justification, additional budget may be provided by the Department of Dance to support the Thesis candidate in acquiring and Archival Videographer, Archival photographer, Crew (if Dance Production Run crew class is not available), Stage Manager.

Off-Campus Requests will only be permitted for community performance spaces within the Iowa City/Coralville area where users will need to adhere to their facilities guidelines.

Deadlines: 

Steps 1 – 3 Completed by March 15 of the academic year prior to Thesis production

Steps 4 – 6 Completed by May 1 of the academic year prior to the Thesis production

UI Off-Campus Location Production Guidelines:

It is likely that producing at an off campus location will require additional funding. In budgeting for a Thesis concert, candidates should consider these additional costs as it relates to their allocated Thesis budget from the Department of Dance. Costs exceeding the allotted budget will likely need to be supported through grants and/or personal resources and is not the responsibility of the Department.

• Audio, lighting, and video equipment needs will be supported by the Iowa City/Coralville Community Performance Space as part of the facility rental agreement
  • University owned audio, lighting, and video equipment will not be available for checkout as they are not set up to be transported and used off campus for Thesis productions.
• Front of house will be provided by the Iowa City/Coralville Community Performance Space as part of the facility rental agreement.
• UI props and costumes are available for checkout per the availability and feasibility as it relates to the Performing Arts season calendar while also adhering to the checkout guidelines.
• Upon request and justification, additional budget will be provided by the Department of Dance to support the Thesis candidate in acquiring an archival videographer, archival photographer, crew, and stage manager for Off-Campus performances.

Gibson Square Park

Hubbard Park

IMU River Amphitheater

Kautz Plaza

North Liberty Plaza

The Pentacrest

LINK to Outdoor Campus spaces and Contact for Reservation