Production

Under no circumstances is alcohol or other illegal substances to be present in any rehearsal or performance facility.

Here are flowcharts with the necessary production steps for your respective groups. Make sure to follow them to ensure a successful show!

  • Dance
  • Theater
  • A Cappella & Others
  • Make Sure you have comp tickets for people who are working on your show. This includes lights and sound designers, photographer and videographers.
  • PAC Exec members also receive 2 comp tickets to each of your shows.
If you expect any of the following at your event (shows or otherwise), the Director of Student Performing Arts must be notified three weeks in advance of the event.

  • Any elected official – local, regional, national or international.
  • Any Press other than UPenn (DP, Almanac, Yearbook, PennCurrent, etc).
  • Anyone with a basic level of fame or public popularity.

If you are having a Space Share or Collaboration Show, please fill out the Space Share/Collaboration Contract no later than 2 weeks before your Sunday of Tech Week.

 

  • Due to space restrictions and the large number of groups, no group is guaranteed a solo show.
  • Groups can choose to collaborate on a show together or request to share a space together. The latter will be at the discretion of PAC Exec.
  • Collabs and Space Share will receive 10 more hours of tech time.
  • Space Shares are comprised of an earlier show and a later show
    • Each show during a Space Share may not exceed 90 minutes.
    • Space Shares should have their shows spaced at least 2.5 hours apart to avoid audience congestion and traffic. 
  • All schedules and financial arrangements must be made prior to the show and be kept in writing
  • In the event that groups are unable to reach a scheduling compromise, Platt House Staff may create a mutually feasible tech and show schedule which shall be final.
  • It is the responsibility of both organizations to follow-up on financial matters to be certain that revenue is divided appropriately. (Keep in mind that most facilities will only transfer revenue to one account; the producing organizations must follow-up with OSA financial staff to divide proceeds.)
  • If a PAC organization wishes to perform more frequently, they may not use any SAC allocated funds for said performance – that is, the space and all production costs must be secured and paid for by revenue (only if there is no SAC debt).

Performance groups are expected to produce their show with the funds supplied by the Student Activities Council (SAC) and any additional funds they may have from revenue. Production costs of all approved (by the Director of the Platt Student Performing Arts House) performance venues will be covered by SAC, not taken from allocated production funds. All facility charges will show as a deficit to each organization on SAC on-line until the end of each fiscal year when those costs are credited back to the organization. Any non-standard production costs (se
e below) will not be credited back to the organization. Such costs must be approved by the Director of the Platt Student Performing Arts House before the production, and will only be approved if the group has sufficient revenue at that time to cover said costs.

Non-Standard Production Costs
  • Follow-spots  
  • Additional staffing for video taping
  • Additional lighting or sound equipment beyond what is provided in the theatre.
  • More than 7 microphones
  • LCD projectors and screens

Student Performing Arts owns two dance floors: one is a regular marley; the other is a harder surface for tap, ballroom, swing and Latin style dance. The floors are for shows only and must be transported by the group to and from the show location. To coordinate pick up/drop off logistics please indicate your floor needs in the Tech Rider and Visual Sound will coordinate with your group represenative.

Your group is responsible for securing your own personal items, cash box, technical equipment, etc during a show. Performance venues, rehearsal spaces, and Platt House are not responsible for lost or missing items.

  • It is imperative that ticket transactions happen fairly and transparently with a same-time exchange of money for ticket.
  • Online Tickets can be sold only through Ticketleap or Event Brite. NO online tickets can be sold if the show is in Annenberg and they are selling tickets for you on their site.
  • All tickets for PAC recognized groups should include: “Alcohol is not permitted at this event.”  
  • All groups performing shows in IGT, Irvine, and Houston Hall must either have tickets printed by Perelman Quadrangle or present proof that they have limited ticket sales to a specific number depending on the space. This is done most often by emailing a screenshot of the Ticektleap or EventBrite to the VPUL Facilities Receptionist/Event Coordinator.
  • It is illegal to oversell houses and student groups who do so are responsible for the consequences. You are responsible for not exceeding the seating capacity of any space.
  • A physical ticket is required in order for guests to enter the performance space. Groups may use printed programs to act as tickets. 
  • Students must meet with either the box office manager or the asst. box office manager before any tickets will go on sale. (This will be a separate meeting from the 4 and 2 week meeting with the student coordiantor, occurring sometime after the 4 week meeting and before the 2 week meeting.)
  • At that meeting, all ticketing information must be provided. No changes or updates will be accepted.
  • A hard deadline will be set for comp lists at that time. If the deadline is missed, no comp list will be accepted.
  • The company manager for the performance group is expected to be available for any ticketing questions or problems while tickets are on sale. (including prior to and during performances) If they are not, resolutions will be left to the sole discretion of the acting box office manager.
  • Penn Live Arts Front of House Manager, Beth Jamieson, will assist you with house management issues in all PLA spaces.
Venue Who Should Be Present Time of Meeting
All Amanda Labonte 6 weeks prior to show
Harrison Auditorium Laurie McCall 4 weeks prior to show
Rainey Auditorium Laurie McCall 4 weeks prior to show
Iron Gate Theatre, Houston, Irvine Auditorium Visual Sound (via Tech Rider) 4 weeks prior
Antaya Alverest (via Tech Rider) 4 weeks to order tickets and if in Houston Hall to discuss riser and other set up
via Tech Rider 4 weeks if using Irvine
Annenberg Center Santino Lo 4 weeks
Beth Jamieson 2 weeks (Ticketing)
Amanda Labonte can prepare you for any production meeting by explaining the expectations and assisting with design concepts and implementation.
  • All groups must submit a complete Tech Rider at least 4 weeks before their show
  • Collaborations and Space Shares must fill it out together
  • Groups much provide AT MINIMUM light and soundboard operators and stage manager for each performance in IGT, the Prince, and Houston Hall Class of ’49 at least 2 weeks before the show. If the minimum production staff is not met, the show will be canceled.
  • The Tech Rider can be found on the PAC Shop website, and will be emailed to groups at the beginning of each semester. If you can not find the link, please reach out to the PAC Shop. 
  • The use of stage firearms must be approved by the PAC Shop and Platt House. Campus security must be informed of prop firearms being used. Please contact the PAC Shop with questions.  
  • All weapons used as props in any production must be inspected by the PAC Shop before first use.
  • Any sharp props such as knives, pokers, tools, etc must also be vetted by the PAC Shop prior to first use.
  • All potentially flammable or explosive pros must be inspected and approved by PAC Shop prior to first use.
  • No open flame or smoking is allowed in any performance space.
  • All weapon props should be regulation theater props and therefore not dangerous such as plastic, collapsible, or fake.
  • Any objects that were not vetted and cause bodily harm during rehearsal or production will result in loss of show privileges at the very least.

The following hours are for the entire tech week, including the performances.
Musicals: 60 hours
Theatre: 50 hours
Dance: 40 hours
A Cappella, Comedy, Others: 20 hours


All tech week schedules must not exceed the maximum tech staff hour limitations for your organization.For example, a theater group and an a cappella group that are space sharing will get a total of 60 hours – 50 from the number of hours allocated to theater and 10 from being a space share.  


If the maximum tech hours are exceeded your organization will lose performance privileges for the following semester or year.

You must provide your own ushers
IGT: 3
Houston Hall: 2
Rainey: 4
Harrison: 6
Irvine: 4
Zellerbach: 6
Prince: 4

Penn Live Arts Volunteer Usher Responsibilities


Each group assigning volunteers for their shows submit the names of the volunteers to the Box Office Manager at least 72hrs prior to show start.

If your groups do not provide ushers you will pay for the equivalent number out of revenue.

VOLUNTEER USHER OBJECTIVE: To provide quality customer service to patrons attending Student Performing Arts  events at the Annenberg Center for the Performing Arts, assist in event preparation and conclusion and effectively assist patrons in an emergency.


ESSENTIAL JOB DUTIES (to be discussed at orientation)  
Arrive on-time one hour prior to show start to undergo orientation with House Manager.Dress Code for the front of the house usher staff is all black business casual.
Assist with event programs. Duties include stuffing programs with inserts, distribution of programs to stands, maintenance of programs and collection of programs at events’ end.
Actively assist with established emergency procedures. (Familiar with location of exits and emergency behaviors)
Assist House Manager with procedures related to the safety and security of the patrons and center.
Assist patrons with accessability-related issues.
Provide accurate knowledge to patrons regarding venue logistics (i.e. the location of the ticket office, restrooms, phones, concessions, coat check, etc.)
Read event tickets and ensure proper dates, times and location of the theatre before permitting patrons in.
Escort patrons to their seats.
Monitor physical surroundings in the assigned area prior to and throughout the event for safety, cleanliness, and functionality; contact the House Manager with questions, comments, or concerns.
Respond quickly and courteously to patrons’ needs, questions, comments, or concerns with answers and/or action.
In case of emergency, actively assist in safeguarding patrons.
Check out with House Manager at end of the event.

  • You may not use regular tape to put up posters in Platt house. You can ONLY use poster putty or painter’s tape in Platt House and any painted wall surface in other buildings. 
    • If your poster is put up with regular tape, it will be taken down and you will not be allowed to put up posters in Platt for the remainder of the academic year. 
  • Posters must include “There is no alcohol permitted at this event” and the PAC and SAC logos. 
  • You may not poster over other university organizations.
  • You may only post two posters per kiosk.
  • You may not poster on the ground, poles, signs, benches, or buildings. 
  • You may chalk Locust Walk and Penn Commons and only on uncovered ground where rain will wash it away. 
  • You may not chalk buildings, building steps, or any decorative items (like the compass)
  • You may not use spray chalk or hairspray over the chalk.
  • You must have permission to post in any university building, particularly College Houses and Perleman Quad Spaces. 
  • Program covers must include “Alcohol is not permitted at this event. Violators will be sent to the Office of Student Conduct.” and must include the PAC and SAC logos.
    • Download the PAC Badge Logo here.
  • Programs should include the following Thank Yous (Please refer to the Contacts Page to find the applicable names of people who helped with your show):
    • Platt House and PAC Shop Staffs
    • The Tech Company
    • The Venue Staff
    • Ushers
    • Donors, Volunteers, Etc.