Live Orchestra Show Checklist

What is this?

This document serves as a guide and list of requirements for engaging Sardine Sound for a show. It is a work in progress, but the goal of the document is to give a director/producer everything they need to know to run a successful show with us.

This checklist applies to theatrical shows with an orchestra or band as live accompaniment.

Booking Prerequisites

• Show count and dates must be confirmed to ensure availability
• Contact information for the director and music director must be provided
• A rough orchestra type/makeup must be provided
• A preliminary venue (even if not yet booked/confirmed) must be provided
• A fee and payment schedule must be agreed upon for the show. If the show is operated by a nonprofit community theater group, the budget for the show must be approved by the board of directors at a board meeting.
• The director must agree to spend at least one rehearsal in the venue with a technical focus (a cue-to-cue, generally) before final dress rehearsals
• The director must agree to the timeline below

Timeline

2 Months Before Show

• A venue must be confirmed. If we haven't worked in this venue before, we will need a walk-through of the venue to understand the challenges and offerings of the space.
• Load-in and load-out parking information must be provided
• If sound effects/cues are required for the show, a preliminary list of those cues/needs should be provided along with a copy of the script.

1 Month Before Show

• A full schedule including load-in, cue-to-cue, dress rehearsal, show, and strike dates and times (including end times) must be provided
• A plan for keeping equipment safe in the venue between rehearsals and shows must be coordinated
• A list of all parts/performers who are being mic'd must be provided
• A cue sheet listing all sound effects, and entrances/exits of mic'd performers must be provided
• A microphone and monitor plan for the orchestra must be coordinated with the music director if they want to have any sort of additional instrument micing or monitors to hear performers