Fillable Event Festival Booking Form

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Event Festival Booking Form

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Department Organization
Page 1 of 6 SM: ___ Calendar:___ Web:___ AR: ___ $$:_____ To Tech ________ Updated: May 30, 2018
Department of Music
Event & Festival Booking Process – Facility Use Requests
Procedures
1. All requests for facility use should be sent via email to the Technical Director (TD), José M. ElaGarza
(elagarza@csufresno.edu), a minimum of 60 days prior to the proposed event. Event Committee consist
of José ElaGarza, Sindi McGuire and Audrey Rodriguez to assist with scheduling, facilities and finance.
2. The TD will forward all approved requests to the Chair of the Department, for final approval. Initial Event
request will be sent through the Google Doc link provided by the TD.
3. All reservations will be tentative for 15 business days and confirmed after the completed FACILITY
RESERVATION FORM (attached) is returned to the Sindi McGuire (smcguire@csufresno.edu) in the
Music Office. FACILITY RESERVATION FORMS not returned within 15 days will result in a $50
service charge.
4. All concert setups will be schedule 1 1/2 hours prior to concert performance time to allow 30-minutes
for concert doors to be opened for patrons.
5. Concerts and events must cover all costs. You will be charged a flat ensemble rate for all concerts.
When the event does not cover expenses through box office sales, monies will be covered by your
account. Festival Fees are charged per day and require a meeting with Faculty in charge of the Festival
and the Event Committee a minimum of 30 days prior to the Festival.
● Event Fee $175 - $275 • Recording Fee $75 • Festival Fee $175-$400 per day
5. To ensure quality Concerts, Recitals and Events, please keep the following guidelines in
mind:
● Allow at least 2-hours between events
If booking an event on the same day as another, the 2nd event will be in the other hall.
● Except in extreme circumstances, there should be no events scheduled:
• After the last day of instruction • Fresno State Campus Holidays
• Labor Day • Memorial Day • Veterans Day
• Vintage Days • Winter & Spring Break • Thanksgiving Break
● Event Committee approval required when students and staff are asked to work over scheduled
holidays, additional charges will be administered at a rate of 1 ½ the normal rate.
7. All TECHNICAL SPECIFICATIONS FORMS can be downloaded from the Music Department
Website under ‘Forms and Link’. Forms must be completely filled out no later than 30 days prior to the
event. Failure to meet the 30-day deadline may result in a $50 service charge and may result in a reduction
in services.
All University policies and regulations will be followed.
For more information please visit: www.csufresno.edu/hr/policies/MAPP/III/D/D-08.pdf
Department Organization
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Department of Music - Facility Request Form
Concerts, Festival & Special Events Form
Name(s)_______________________________________ Date Completed___________________
Best Contact: email/phone _________________________________________________________
Title of Event ___________________________________________________________________
Organization/Ensemble_________________________________Event Dates: __________________
*Set-up requests exceeding 90 min. before event cannot be guaranteed.
Please use this form to submit additional rehearsal times along with final event concert(s).
Room(s) Requested for Concert / Event / Master Class
Concert Hall (CH) M126 Event Date _______________ Concert: Y N
Day (W,Th,Fr, etc)
Day _____ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
Day _____ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
____ _____ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
______________________________________________________________________________________________
Wahlberg Recital Hall (WRH) M183 Event Date ____________ Concert: Y N
Day (Su,M,Tu, etc)
Day _____ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
Day _____ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
____ _____ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
______________________________________________________________________________________________
Rehearsal Hall (M127) Date ______________________________________
Day (Tu,Fr, Sa. etc)
Day ______ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
Day ______ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
____ ______ Event Time Start _______ Time Out________ Arrival _______ Reh. Y N Tech Y N
______________________________________________________________________________________________
Day Other: ______________________________________________________
Rooms: Please list______________________________________________________
Reception/Food: ____Yes ____No Day(s) _____________________
*An assistant and University Food Service Forms are required for all receptions and food served. Megan Sarantos, Catering
Manager (559) 278-4345, cell (559) 284-5926 or mesarantos@csufresno.edu or contact Christina Martinez
(559) 278-4634, cell (559) 727-7602 or cmartinez@csufresno.edu
Department Organization
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Addition Information:
Please provide as much information as possible for your upcoming event. Note any special
information, high school included, special guest artist, piano tuning etc.
DO NOT USE for your set-up or Tech needs. Please use Tech Form for all events
[ ] Piano Tuning [ ] Special Guest [ ] Master Class/Clinic [ ] Jr/High/College Guest
Box Office: ____Yes ____No Ticket Prices
Ticket prices for each day. Box Office (2) & House Manager (1 min) scheduled
STAR * FINAL CONCERT
Day _____ General
University Employee
Senior
Student
Day ______ General
University Employee
Senior
Student
Day ______ General
University Employee
Senior
Student
__________________________________________ _______________________
Signature Date
Personnel
● Included with hall reservations are 1 technician, 1 house manager, and 1 backstage, box office (2) when needed.
● Additional Music Department Staffing is required for additional sound, specialized lighting, and other requests.
Concert Fees
Hall Fund: 10% of Box Office Sales, Piano Maintenance: 5% of Box Office Sales
Recording Fund: $75 per day (effective 1/1/16)
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Department Organization
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Department of Music
PRICE LIST FOR ADDITIONAL PERSONNEL, SERVICES AND EQUIPMENT
Department of Music Organizations & Ensembles
New prices effective August 2017
Concert Fees
● Hall Fund 10% of Total Ticket Sales
● Piano Maintenance 5% of Total Ticket Sales
● Recording Fund $75 Flat Fee
● Music Expense $175-$275 Flat Fee
● Master Class/Clinic $50
● Festival Fee $175-$400 per day
● Clean up Fees $25 Small; $50 Large
Services Included in Concert Fees
● House Audio Equipment: Two (2) wireless microphones and audio playback
● Event Staffing (House Manager, Stage Manager, Box Office)
Instrument Rental
Piano
Concert Hall:
● 9’ Steinway No Charge
● 9’ Steinway-KCS No Charge
(Email approval from Professor Andreas Werz)
Wahlberg Recital Hall:
● 7’ Yamaha (2) No Charge
Audio/Visual Rental
● Audio Reinforcement from House $125 + audio engineer
Includes microphones, up to 32 Inputs/4 Monitor Mixes, speakers, etc.
● Special Stage Lighting $125 + audio engineer
● Shure Wireless Handheld Mic (2 available) No Charge
● Video Projector and Screen (Video/Data) $100
● Video Recording (check staff availability) $100
Additional Items
● Choral Risers (8 available) No Charge
● Platform Risers (4’x8’, 12 available) No Charge
● Lectern (Podium) No charge
● Tables (4’ and 6’) No Charge
● Other Discuss with Technician
Jose ElaGarza (elagarza@csufresno.edu)
Department Organization
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Technical Specification Form
Music Department/Organizations and Ensembles
_____Concert Hall _____Wahlberg Recital Hall
Title of Event______________________________________ Due Date______________________________
Date of Event_________________ Start Time: ________ Email_________________________________
If no form is turned in 2 weeks prior to your event, you will receive 1 House Manager and Classroom Lights.
Services Included with your Facility Charge
Please check the following requests
Talkback Mic(s) QTY: _____ Wireless handheld [2 available]
*For additional microphones please select Sound Reinforcement option in “Audio/Visual Services”
Event Recording (Please allow the production team up to 2 weeks to edit, finalize, and upload audio/video.)
_____Audio _____ Archival Video (additional $100 added)
Basic Lighting will be chosen by the size of the musical ensemble/soloist.
*For additional lighting select Theater Moving Lights option in “Audio/Visual Services”
Instruments/Equipment Requirements
Please check the following requests
Concert Hall Piano: 9’ Steinway_____ Wahlberg
9’ Steinway-KCS _____ (Prof. Werz Approval Only) 7’ Yamaha _______ [2 available]
Pipe Organ _____ Chairs - QTY: __________ [24 available]
Choral Risers - QTY: __________ [8 available] Stands - QTY: __________ [15 available]
Chairs - QTY: __________ [80 available]
Platform Risers (4’x8’) - QTY: __________ [12 available]
Music Stands - QTY: __________
Additional instrument/equipment for CH or WRH
Podium/Lectern _____ Podium Microphone _____ Harpsichord ______
Tables - QTY: 6 ft. __________ [4 available], 4 ft. _____________ [4 available}
Audio/Visual Services (Additional Services Fees Apply)
Please check the following requests
$125…Sound Reinforcement _____ (requires an audio engineer/mixer, rate charged hourly to your account)
*Please include a typed sheet regarding sound reinforcement specifics.
$125…Theater Moving Lights______(requires a light board operator, rate charged hourly to your account)
*Please set up a meeting with Technical Director to discuss lighting options 30 days prior to event.
$100…Video Projector and Projector Screen _______ PC or Mac ___________
N/C Wireless Handheld Mic ________
$100 Video Recording _________ (Check availability)
Additional Fee Total: _______________
Terms of Agreement and additional information on next page
Department Organization
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Terms of Agreement
1. All Audio and Video Recordings are meant exclusively for educational purposes only. It may not be: a.)
Duplicated and/or sold in any form; b.) Posted in full or part on any online server, including social media and
other video posting sites such as Vimeo, YouTube, Facebook, or any similar service; c.) Transmitted
electronically in any fashion such as live streaming is not permitted.
2. All forms must be turned in 30 Days prior to Event. A $50-dollar late fee will be assessed for forms turned in
late.
3. Any late request made within the 2 weeks prior to the event needs to be approved by the Technical Director.
4. Cancellation of event must be submitted 2 weeks prior to the event to avoid paying Facility Charges.
(Booking Fees and Music Expense Fees).
5. Groups using these facilities will be responsible for set-up and tear-down of music stands and chairs for their
event, clearing all items from the backstage area, or as negotiated with the Technical Director.
6. Additional fees will be assessed by the Technical Director for damage of equipment, floors, walls and/or
debris left in any area of the facility. $25 small clean fee. $50 big clean fee.
ANY CHANGES MUST BE APPROVED AT LEAST 2 WEEKS BEFORE THE EVENT
I have read the Terms of Agreement and will adhere to the terms as stated. I also agree to comply with all
policies and regulations established by California State University, Fresno:
Name (Print) ______________________________________ Phone ___________________________
Signature__________________________________________ Date____________________________
Please direct any questions and return this form to Performing Arts Technician: José M. ElaGarza
California State University, Fresno Department of Music
2380 Keats Ave. M/S-MB77 Fresno, CA 93740-8024
Phone: 559-278-2917; Fax: 559-278-6800
Email: elagarza@csufresno.edu
PLEASE ATTACH A DETAILED DIAGRAM OF YOUR STAGE SETUP.
Additional information or request(s), please use space below
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Event Festival Booking Form

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Completed 9 May 2020

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