-15164.pdf

2018 National Veterans Creative Arts Festival – Theater Services

2018 NVCAF – Statement of Work – Theater – Page 1

STATEMENT OF WORK

OBJECTIVE: To obtain a contractual agreement for a performance venue services that will allow usage of its facility for the 2018 National Veterans Creative Arts Festival (NVCAF) in Des Moines, Iowa. The term of performance will be October 29, 2018 – November 5, 2018.

SCOPE: The contracted venue is expected:

a. To be fully capable of allowing various theatrical rehearsals/ performance, some which will include musical acts with a small orchestra (8-10 individuals) and a 70+ member Veteran Cast.

b. To possess the adequate space that will allow for proper onstage and backstage transitioning.

GENERAL REQUIREMENTS

Line Item 1: Facility Services Minimum Requirements

a. Theater seating capacity of 1,000 minimum, to include wheelchair seating.

b. Stage at least 24’ x 36’ (of usable space from leg to leg) with a proscenium opening of at least 34’ x 22’ or more.

c. Wing space on both sides of the stage to store props, monitor board and sound equipment, and for Veterans to enter and exit the stage via diverse forms of mobility.

d. A minimum of 24 line sets/pipes for hanging lights, curtains, microphones, props, etc.

e. A main drape/curtain that closes as well as a minimum of 1 mid-stage traveler/black out curtain.

f. Capability of hanging lights from the front of house and/or over the stage. (The NVCAF will provide its own Intelligent Lights, as well as other lights which might possibly be of need. These are usually connected into the theater’s light board.)

g. Approximately 500 square feet for a small orchestra in front of the stage.

h. Approximately 1,000 square feet for holding room (with audio/visual feed capability).

i. Adequate dressing rooms for 70+ people. Rooms shall have, or be very closely located to wheelchair accessible restrooms. Adaptations acceptable.

j. Stage and backstage areas must be handicapped accessible.

EVENT SCHEDULE – STAFFING NEEDS

Line Item 2: Labor The description below is the anticipated schedule of use and required access that the NVCAF will abide by.

The contractor shall ensure that full access is granted to any and all staff/ Veteran participants. Please know that the schedule is subject to change.

Schedule:

• Wednesday, October 31: NVCAF staff and Audio Vendor move into theater o Access to the facility needed from 8:00 a.m. – 10:00 p.m.

• Thursday, November 1: NVCAF staff and Audio Vendor move into theater o Access to the facility needed from 8:00 a.m. – 10:00 p.m.

• Friday, November 2: Rehearsals and Art Exhibit set-up at theater o Access to facility needed from 7:00 a.m. – 8:00 p.m.

o Technical Rehearsal (with Veterans): 9:00 a.m. – 12:30 p.m.

2018 National Veterans Creative Arts Festival – Theater Services

2018 NVCAF – Statement of Work – Theater – Page 2 o Rehearsal (with Veterans): 2:00 p.m. – 5:30 p.m.

o Technical Adjustments (no Veterans): evening

• Saturday, November 3: Rehearsals at theater o Access to facility needed from 8:00 a.m. – 10:00 p.m.

o Technical Adjustments (no Veterans): morning o Dress Rehearsal (with Veterans): 2:00 – 5:30 p.m.

o Technical Adjustments (no Veterans): evening

• Sunday, November 4: Stage show performance; move out of theater o Access to the facility needed from 10:00 a.m. – 10:00 p.m.

o Technical Adjustments (no Veterans): morning and early afternoon o Performance (with Veterans): 2:00 p.m. – 5:00 p.m.

Stagehands:

• Wednesday, October 31:

o Rigger, stagehands, flyman, house sound, house lights

• Thursday, November 1:

o Rigger, stagehands, flyman, house sound, house lights

• Friday, November 2:

o Flyman, house sound, house lights, follow spot operators

• Saturday, November 3:

o Flyman, house sound, house lights, follow spot operators

• Sunday, November 4:

o Performance: Flyman, house sound, house lights, follow spot operators o Move out: Rigger, flyman, house sound, house lights

EQUIPMENT NEEDS

Line Item 3:

Contractor shall be responsible for all set up and break down of any equipment supplied due to contractual agreement. Once equipment is set up, it will remain in place until the conclusion of the event on Sunday, November 4, 2018.

Equipment Description Quantity Unit Unit Cost Total Cost Followspot 2 EA Chairs (Dressing Rooms) 60 EA 16 x 9 projection screen *may work with video vendor (RCTV Productions) on this to determine appropriate size for theater

2 EA

Audio & Communication Equipment Use