Our goal is to ensure that the day goes smoothly for you and for your guests. Listed below are details about how we expect the day will progress and suggestions for small things you can do to help us ensure that this event will be a success.
Click the link for each topic for additional information.
- Contacting the Players
- Rehearsing in the Space
- Arriving on the Day of the Performance
- Making the Green Room Space Available
- Getting Started
- Introducing and Concluding the Session
- Participating in the Discussion
- Serving Food
- Photography/Video
- Building in Breaks
- Including the Company in Social Events
Depending on the start time of the event and the technical requirements of the sketch, it may be necessary to have a rehearsal in the performance space the evening before the performance, or several hours before the performance start time. When booking rooms, we recommend reserving the space at least 1-3 hours before (and/or the evening before, for an early morning start). Please be in contact with the Performance Coordinator to discuss the specific needs of your event.
Arriving on the Day of the Performance
The Players will plan on arriving to the performance space at least one hour prior to the start of the event. At this time, they will familiarize themselves with the space, check sound equipment slated for use during the session, and make any adjustments necessary to the room layout. Please have a representative from your organization available to meet the Players to answer questions and trouble-shoot if unexpected problems arise. If the Players' session is part of a larger event, it may be necessary to arrange an alternate time for the company to view the space and hold their final run-through.
**Tech setup: For sketches which require tech (PowerPoint or microphones), please troubleshoot the technology before the Players arrive and/or have a resident A/V tech on hand. Rehearsal times for performances that involve tech may be longer than one hour.
Making the Green Room Space Available
If we will need keys to access the green room space you have reserved for our actors, please meet us with them when we arrive to the space. Our Company Manager will take responsibility for the key(s) during our stay in your space. If the green room space cannot be locked, please have an individual meet us who can stay with the company's belongings during the performance.
The Players will be ready to begin at the scheduled start time of the session/event. We understand, though, that it may be necessary to delay the start time as you wait for audience members to arrive. If your organization has a culture of starting events late (e.g. "Michigan time" operates ten minutes behind schedule!), please let us know in advance so that we can adapt our plans accordingly.
Introducing and Concluding the Session
Our facilitator will introduce the Players and provide an overview of the session. It is useful, however, to have a representative from your institution/organization do a more general introduction and welcome at the start of the session that situates the Players' performance relative to your broader goals.
Please click here for an introduction and conclusion template.
Participating in the Discussion
Based on the conversations she has had with you during the planning stages of your event, the Artistic Director will have developed a detailed session plan tailored to the goals you have identified for your event. She, or another CRLT facilitator, will use this plan to guide discussion during the event, but will remain responsive to the needs/concerns of the audience. Event organizers are typically encouraged to be active participants in the discussion.
As a reminder, the Players will not perform during food set-up, service, or removal. Please remind your caterers that these activities will have to occur outside of the agreed upon time for our performance/facilitation.
Although the Players do not allow videotaping during the performance, we understand how important it is to document the events you offer, and we encourage you to take photographs during the session we offer for your group. To preserve the experience of session attendees, we ask that event photographers refrain from using a flash during the performance portion of our program and not position themselves between the audience and the performers and/or facilitator. If you choose to take photos of one of our events, we would appreciate digital copies of your images.
If we are performing for your institution/organization twice in a single day, we ask that you build in a break of at least two hours between Players' sessions. This time will allow us to reset the room, give the actors a short break, and prepare for later performances. If you are not providing food for the company during this break (which is not required), please offer suggestions of restaurants within walking distance where we can purchase our own (preferably healthy) meals.
Including the Company in Social Events
Occasionally, our clients invite us to attend social events after our sessions. In the past we have been invited to post-show receptions, dinner or drinks with key figures in the institution/organization we visit, and roundtables with theatre students. We enjoy talking about our work and honor these requests whenever possible. Because we often work with Equity actors, however, we are governed by a very strict set of guidelines for using our performers' time. If you would like the Players to attend an additional event such as this during our visit, please let us know at your earliest convenience so that we can request the actors' time.
See also:
Identifying Goals for Your Event
Selecting and Preparing the Performance Space
Securing an Audience for Your Performance
