All production team members for mainstage productions should read through the Guidelines.

Theatre Season Calendar

Dance & Opera Season Calendar

Performing Arts at Iowa Season Calendar

Request for a Letter of Acknowledgement of Involvement in a UI Departmental Production

Fight & Intimacy Breakdown

House Management Info Sheet

Open Flame Request

Props Inventory

Stock Scenery

Audio/Video Inventory

Revised July 1, 2025

More information about copyright and tools, such as charts and videos, that can help you better understand copyright may be found in the University of Iowa Music and Copyright Guide.

Performing Arts at Iowa Music Options for Productions

Music Requiring a License

Collaborate with a Musician or Composer

Artists may also choose to collaborate with musicians and/or composers to create new music for their work. It is best practice to have a written record of your agreement when collaborating with the musicians and/or composers. Please reach out to Jason Millsap (jason-millsap@uiowa.edu), Associate Company Manager, for any assistance creating a Guest Artist agreement. 

Public Domain, Free Licenses, or Royalty-Free Music

Obtaining a License

License Holder Databases:

• https://repertoire.bmi.com/. 
• https://www.ascap.com/ace/#/
• https://globalmusicrights.com/catalog

Payment

For licensing payments:

Additional Resources

UChicago Fair Use Checklist

Copyright Term and Public Domain in the United States (Cornell)

Licensing Email Templates and Final Agreement

Grand Rights: Live Performance Email Template

Grand Rights: Live Performance + Streaming Email Template

Grand Rights: Live Performance + YouTube Email Template

Synch and Performance Final Agreement - once owner has agreed to use of music

Synch and Performance Agreement Template

Theatre Specifications:

• 457-seat proscenium theatre (23’x40’ proscenium) with a full fly house with 48 line sets
• Computer-controlled lighting system with 312 ETC Sensor dimmers
• Control:
  • ETC EOS TI 24K or GrandMA2
• (210) conventional ETC Source 4 Fixtures
• (50) ETC Lustr2 Fixtures
• (25) ETC Lustr3 Fixtures
• (25) ETC ColorSource PAR
• (8) Robe T1 LED Profile
• (4) Robe Spider LED Wash
• (12) Robe DL7 LED Profile (Shared with Dance/Opera)
• (16) Robe Spider LED Wash (Shared with Dance/Opera
• (3) Vari-Lite VL3500Q Spot Fixtures
• (4) Color Kinetics ColorBlaze TRX
• (5) Chroma-Q ColorForce II 72
• Fully digital projection system (Disguise, Pixera, Pandoras Box, and Dataton Watchout)
• (2) EIKI 7000 lumen projectors
• (4) Panasonic 12,000 lumen projectors (Shared with Dance/Opera)
• 28’w x 16’h 30mm LED Wall
• Full inventory of soft goods:
  • Black masking
  • Scrims
  • Cycs
  • A full stage white, black, and grey rear projection screen

Sound Inventory:

• (1) Yamaha CL5 72 Channel Digital Console
• (1) Lab Gruppen C10:4 Amplifier 4 x 250w @ 8Ω
• (2) Lab Gruppen C88:4 Amplifier 4 x 1250w @ 8Ω
• (4) JBL SRX 715 dedicated main speaker arrays
• (1) EV SX300 dedicated center fill speaker
• (1) QSC KS118 Powered Subwoofer
• (2) JBL SRX 712 monitors
• (4) Galaxy Hotspots
• (2) JBL LSR 4326P Powered Booth Monitors
• (1) iMac with QLab 5 software
• (1) MOTU 828mk3 Hybrid Audio Interface
• (25) Sennheiser Series 300 and 100 wireless mics
• (5) discrete 1250w amp-speaker options in addition to house mains.

Groundplan (PDF)

Groundplan (vwx)

Theatre Specifications:

• 60’x60’ Black Box theatre with catwalks and a tension wire grid at 36’
• 144 to 172 seats using flexible seating banks
• Computer-controlled lighting system with 384 ETC Sensor dimmers
• Control: ETC EOS TI 24K or GrandMA2
• (220) conventional ETC Source 4 Fixtures
• (50) ETC Lustr3 Fixtures
• (8) Robe T1 LED Profile
• (3) Vari-Lite VL3000Q Wash Fixtures
• Fully digital projection system (Disguise, Pixera, Pandoras Box, and Dataton Watchout)
• (1) Panasonic 6000 lumen projector

Sound Inventory:

• (1) Yamaha M7CL 32 Channel Digital Console
• (2) Lab Gruppen C88:4 Amplifier 4 x 1250w @ 8Ω
• (4) JBL SRX 715 portable speakers with rigging hardware
• (4) EV SX300 portable speakers with rigging hardware
• (1) EV SB2A Powered Subwoofer
• (2) JBL LSR 4326P Powered Booth Monitors
• (1) iMac with QLab 5 software
• (1) MOTU 828mk3 Hybrid Audio Interface
• (8) discrete 1250w amp-speaker options

Typical Seating Configurations

Groundplan (vwx)

In case of an emergency, accident, or any instance in which there is blood exposure, University Campus Safety must be contacted by dialing 911. Because of liability issues, students who administer medical care do so at their own risk.  Students must also make appropriate efforts to notify their supervisor and if an incident occurs in rehearsal, note it in the report.  All accidents must be reported by completing this form from UI Risk Management and sending it to Katie McClellen.

These regulations are established to encourage a healthy balance between the needs of departmental productions and the academic and personal needs of students.

Should exceptions need to be made, they require prior written consent of the Director of Theatre.

• Prior to auditions, the Production Stage Manager (Sam Goblirsch-Paradis), in consultation with the Director of Theatre (Bryon Winn), and the DEO (Mary Beth Easley) will post a comprehensive list of dates affecting the productions that are casting. The dates include first rehearsals, technical rehearsals, dress rehearsals, performances, and closing dates. The list will also draw attention to dates that may coincide with days of religious commemoration and University holidays. It is the actor’s responsibility to check his or her schedule before auditions and note all conflicts on the audition form. The production’s rehearsal and performance schedule will take all bona-fide conflicts into account. In agreeing to accept a role, the actor agrees to the schedule.
• The rehearsal period for full-length productions is six weeks, including tech week. Directors wishing more than this amount must receive approval from the DOT (Director of Theatre).
• Rehearsals will not be held during University vacations, with the following exceptions: Sunday evening after Thanksgiving; Tuesday before the beginning of second semester (one week before classes); and Sunday at the end of Spring break. The DOT must approve these exceptions. When approved, the maximum rehearsal call is six hours out of seven and a half, or a straight six hours.
• During tech, performance, and strike: actors may not rehearse a second production while they are rehearsing or performing in another.
• No members of the production team – including actors, stage managers, and technicians – may be called for rehearsal more than 24 hours per week. During the last five days before opening they may be called no more than 30 hours. The week is Monday through Sunday.
• Prior to tech week, the company must have at least one weekend day off each week. A full day shall be 24 hours in addition to the regular 12 hours required at the end of each work day. No actor may be called to rehearse the day before the first technical rehearsal.
• Rehearsals may not last longer than 4 hours a day Monday through Friday, or 6 hours a day on Saturday and Sunday. Rehearsal normally begins at 8:00 on Monday, 7:00 Tuesday through Friday, and not before 10:00 am on weekends.
• There must be a 5-minute break after 55 minutes of work or a 10-minute break after 80 minutes of work. Rehearsals may not last longer than 5 hours without a 90-minute break. (The company may vote to reduce this break to 60 minutes.) There will be a minimum of 12 hours break between the end of work on one day and the beginning of work on the next.
• All rehearsals, except technical rehearsals, must end no later than 11:00. Technical rehearsals – including notes and post rehearsal business – must end no later than midnight.
• Any student who, a week in advance, is asked and agrees to participate in any way in Playwrights Workshop, is excused from rehearsal until 8:00 or the end of the reading.
• Technical rehearsals may last no longer than 8 out of 10 hours (a majority vote of the company may make the break shorter than two hours).

The Theatre Arts Department fully supports and endorses the sexual harassment policy of the University of Iowa.  Additionally, the faculty and staff recognize that the practical study of theatre arts presents special challenges for the participants that extend beyond the classroom.  In the process of theatrical production we play many different roles and work with many different people in circumstances that frequently require great intimacy. It is important that everyone understand that the principles outlined in the University’s policy be fully honored in this process while respecting the requirements of rehearsal and performance.  Whether the compromising or hostile behavior comes from faculty, staff, graduate or undergraduate students, individuals should immediately report the incident to a faculty or staff member withoutfear that doing so will jeopardize their position in the department or future participation in departmental productions.  For more information and instructions about reporting please see The University of Iowa Policy on Sexual Harassment at http://www.uiowa.edu/~our/opmanual/ii/04.htm

At the beginning of each semester a consent and intimacy workshop is offered for all actors cast in upcoming productions and anyone who will be in the rehearsal room (directors, playwrights, stage managers, etc.). If you're a Team Leader and would like to include staged intimacy in an upcoming production, please reach out to the PSM, Samantha Goblirsch-Paradis and/or the Director of Theatre, Bryon Winn to get information and submit an intimacy breakdown.

A copy of the Department of Theatre Arts Intimacy Guidelines is available here for faculty, staff, and students.

The slides from the consent workshop are available here for faculty, staff, and students to reference as needed. Any questions about the content of the slides or about consent and intimacy in production may be sent the the PSM, Samantha Goblrisch-Paradis or the Head of Stage Management, Melissa Turner.

BEST PRACTICES

• All guests should be appointed prior to their 1st day of work

• Please confirm with the Director of Theatre, Director of Dance Production, Director of Opera, or

Production Director that there is a budget available for Guest Artist appointments and payments prior

to reaching out to guest artists.

• International Guest Artists must have their visa status reviewed by International Services prior to the

offer of employment.

INFORMATION FOR GUEST ARTIST APPOINTMENTS, TO BE INCLUDED IN AGREEMENT:

• Artist Name

• Artist Email

• Artist Phone Number

• Artist Role in Production

• Scope of Work

• Dates within Scope of Work

• Stipend Payment Amount

• Academic/teaching obligation (if any)

• Will travel/lodging accommodation be provided.

The Performing Arts at Iowa Marketing and Engagement Best Practices aligns with the Performing Arts Industry standards as it relates to Video Calls, Photo Calls, and Engagements while simultaneously supporting the Performing Arts at Iowa consent-based practices utilized in the Department of Dance, Department of Theatre Arts, and School of Music (Opera).

In this document, Production Activity is defined as all related activities to a project produced by the Department of Theatre Arts, Department of Dance, School of Music (Opera), and the Performing Arts Production Unit. This includes auditions, production meetings, production shop operations, staging rehearsals, production install, tech rehearsals, dress rehearsals, performances, and strike.

• Archival photos are the photos taken by a photographer during the dress rehearsal process of a Theatre Arts production. The intent of these photos is to document the final product of the show and showcase the work of the designers, technicians/shops, cast, and director. They are made available on the Department of Theatres SmugMug for students and faculty to use for portfolios/websites which is an integral tool in marketing their work for future professional opportunities. Additionally, archival photos may also be used for pre-performance marketing and post-performance storytelling on social media, websites, and in print/online publications. Any marketing efforts that extend past this standard usage will be requested by the marketing team for approval by the DEO and/or Director.
• Archival photos must be scheduled through the Theatre Arts Production Stage Manager. The intention of the photo call must be clear in the initial request, for example where and how the photos will be used. Any use of photos that goes beyond the original intention must receive appropriate approval and be coordinated through the Theatre Arts Production Stage Manager.

• Archival photos are ideally taken at the final dress rehearsal of a production. If a photographer is unavailable for that date, an alternate dress rehearsal may be selected in collaboration with the Theatre Arts Production Stage Manager.

  For any photo call, the performers and team members that will be present must receive a minimum of 24 hours’ notice. This notice must come from the production’s Stage Manager. The notice may be in writing (i.e. on a daily call and/or tech schedule, via email) or verbal (i.e. announced at the beginning or end of a rehearsal).

• Archival or any video footage must align with the production’s licensing agreement. A copy of the licensing agreement may be obtained from the Associate Company Manager.
• Archival video requests must be made at least four weeks before the production’s opening and must be made to the Director of Theatre and Theatre Arts Production Stage Manager.
• Archival video may only be used for archival purposes unless otherwise stated in the production’s licensing agreement.
• Performers and team members must have at least two weeks’ notice for archival video.

• Photo and video calls (press, marketing, etc.) other than archival, must be scheduled and coordinated through the production’s Stage Manager for all elements of the production (including shops, rehearsals, etc.). The intention of the photo or video call must be clear in the initial request, for example where and how the photos or video will be used. Any use of photos or video that goes beyond the original intention must receive appropriate approval and be coordinated through the Theatre Arts Production Stage Manager.
• For any photo or video call, the performers and team members that will be present must receive a minimum of 24 hours’ notice. This notice must come from the production’s Stage Manager. The notice may be in writing (i.e. on a daily call and/or tech schedule, via email) or verbal (i.e. announced at the beginning or end of a rehearsal).
• If the photo or video call is to take place outside of rehearsal hours and/or the rehearsal room, then it must be coordinated through the Theatre Arts Production Stage Manager.

The Company should take a secret ballot vote on if they will allow spontaneous photos and videos to be taken during the rehearsal process that would be used on social media to help advertise the show and create excitement and interest regarding the production.  Prior to any media being posted permission must be obtained by all the parties captured in the media and the director of the production.  Note: This policy does not apply to scheduled marketing photos and videos where the company receives prior notice. 

PHOTOGRAPHY AND SOCIAL MEDIA SAMPLE BALLOT

• Taking photos during the rehearsal process can help us to advertise the show and help to create interest and excitement about the work we are doing. 
• We are therefore seeking permission from you now to take spontaneous photos and videos during the rehearsal process. 
• Prior to any posting on social media all parties involved should be notified and give consent for its use. 

Please no photography or video once we move into the theatre until the 1^st photo call.

DOCUMENTARY VIDEO SAMPLE BALLOT

The Office of Performing Arts and Engagement will be joining us a few times throughout the rehearsal process for Fierce to create a video about the creation of the production. Below is information shared with us by the team about the project (insert scope and purpose of documentary video recording)

**Please note that you will be notified of all filming for this project no later than 24 hours before the scheduled time of filming**

• Each creative team member and performer are responsible for submitting their materials for the Virtual Lobby. If they fail to do so by the set deadlines, they acknowledge that their information may be incomplete and/or excluded.
• The production’s Stage Manager is not responsible for ensuring the Virtual Lobby materials are received by Marketing but can help share information and/or send reminders.
• Information that is collected for the Theatre Arts Virtual Lobby (bios, headshots, etc.) can be coordinated through the production’s Stage Manager two ways:
  • The Stage Manager can provide a contact sheet with all cast, crew, and team members email addresses for the Marketing Manager to use to contact those that can submit materials for the Virtual Lobby.
  • The Marketing Manager can share a drafted email with all the information regarding the collection of materials for the Virtual Lobby and the Stage Manager can forward it to the cast, crew, and appropriate team members.

Office of Performing Arts and Engagement Guests:

• All Programming & Engagement guests must be approved by the Department’s DEO and Director of Theatre / Director of Dance Production / Opera Director and include a proposed schedule of their engagement.
• Once DEO approval is received, the visit and schedule must be coordinated with the Theatre Arts / Dance, Opera Production Stage Manager and the production's Stage Manager to attend rehearsals, production week, etc.
• All parties in the rehearsal room and/or Theatre will be notified a minimum of one week in advance of Guest’s attending a rehearsal and/or production.
• Transportation to rehearsals and/or any production related activities is not the responsibility of the production staff or production students.

Department of Dance, Theatre, and School of Music Guests:

• All requests to utilize Performing Arts Guest Artists in marketing/promotional materials or events must be made in writing at minimum 48 hours prior to the engagement and signed by the artist to be attached as an addendum to the original Letter of Agreement. Please coordinate with the Associate Company Manager on all requests. Once received, the Associate Company Manager will liaise with the artist and confirm availability and acceptance.
• All engagement guests must be approved by the Department’s DEO and Director of Theatre / Director of Dance Production / Opera Director and include a proposed schedule of their engagement.
• Once DEO approval is received, the visit and schedule must be coordinated with the Theatre Arts / Dance, Opera Production Stage Manager and the production's Stage Manager to attend rehearsals, production week, etc.
• All parties in the rehearsal room and/or Theatre will be notified a minimum of one week in advance of Guest’s attending a rehearsal and/or production.
• Transportation to rehearsals and/or any production related activities is not the responsibility of the production staff or production students.

CLAS, Hancher, and the Office of Performing Arts and Engagement CONTACTS

Mary Beth Easley, Chair, Department of Theatre Arts

Mary-easley@uiowa.edu

Jennifer Kayle, Chair, Department of Dance

Jennifer-kayle@uiowa.edu

Tammie Walker, Director of School of Music

Tammie-walker@uiowa.edu

Eloy Barragán, co-Director of Dance Production, Department of Dance

Eloy-barragan@uiowa.edu

Rob Cline, Communications Director, Office of Performing Arts and Engagement (OPAE)

Rob-cline@uiowa.edu

Abbigail Cote, Director of Opera, School of Music

Abbigail-cote@uiowa.edu

George de la Peña, co-Director of Dance Production, Department of Dance

George-delapena@uiowa.edu

Aaron Greenwald, Programming and Engagement Director, Hancher Auditorium and OPAE

Aaron-greenwald@uiowa.edu

Hillary Harper, Administrative Specialist, Department of Dance

Hillary-harper@uiowa.edu

Anna Kahn, Graphic Design Coordinator, OPAE

Anna-kahn@uiowa.edu

Jenn Knights, Marketing and Communications Manager, OPAE

Jenn-knights@uiowa.edu

Briana Maxwell, Production Director, Performing Arts at Iowa

Briana-maxwell@uiowa.edu

Jason Millsap, Associate Company Manager, Dance, Music, and Theatre Arts

Jason-millsap@uiowa.edu

Miriam Ochs, Programming & Engagement Coordinator, OPAE

Miriam-ochs@uiowa.edu

Samantha Paradis, Production Stage Manager, Department of Theatre Arts

Samantha-paradis@uiowa.edu

Cayla Rasmussen, Digital Communications Coordinator

Cayla-rasmussen@uiowa.edu

Kayla Schindler, Marketing Manager, OPAE

Kayla-schindler@uiowa.edu

KatyBeth Schmid, Production Stage Manager, Department of Dance and SOM Opera

Catherine-schmid@uiowa.edu

Jason Smith, Photography & Video Specialist, OPAE

Jason-smith-2@uiowa.edu

Bryon Winn, Director of Theatre, Department of Theatre Arts

Bryon-winn@uiowa.edu

Zoë Woodworth, Brand & Design Director, OPAE

Zoe-woodworth@uiowa.edu

Photo & Video Release Form