Loeb Drama Center
Rehearsal and Performance Space
Guidelines & Forms

Therefore, I would like to reiterate, on virtual paper, the policies that I will be following when granting rehearsal space to the various groups on campus. It is very important that everyone follow these guidelines (including faculty, HRDC productions, and ART Institute productions).

Thank you in advance for your help and courtesy.

--Chris Viklund
Assistant Production Manager & Room Scheduler

• American Repertory Theatre, ART Institute, HRDC, and HRST productions are entitled to use the Loeb Drama Center rehearsal spaces. Any outside groups, whether Harvard University-related or not, must obtain permission from the Room Scheduler to use space in the building.
• All groups intending to use rehearsal space, or to perform or present in the Loeb Drama Center must turn in a Production Information Sheet at least two weeks (earlier if you would like to begin rehearsing in the building earlier) in advance of the event -- this includes staged readings. The completed sheets are distributed by the Room Scheduler to various departments in the building to enable them to plan for your production. The Room Scheduler needs to be able to contact a representative of your group in case something should come up.
  • Production Information Sheets are available at the Reception Desk, and should be turned in there as well (in the yellow "Completed Room Requests" folder). Please fill one out in its entirety„including dates and times of each performance, and an estimate of the seating capacity (in the Ex). If any of this information changes, please turn in a revised production information sheet immediately, as alterations affect building use around you, as well as the Financial Office, the Box Office, and House Management, in addition to several other departments. Changes in a performance schedule for a week that has already been posted should be brought to the attention of the Room Scheduler in person.
  • Any "surprise" performances that have not been reported either personally or on paper may be canceled.

• To request rehearsal space, you must complete a "Space Request Form" the Wednesday before the week requested. Each Friday, the space schedule for the next Monday through Sunday will be posted. All posted schedules are subject to last minute change at the discretion of the Room Scheduler. Although rare, there are times when the Room Scheduler may have to bump a rehearsal of lower priority for a class or higher priority production.

  • Rehearsal space will be granted to only those who have filed complete Production Information Sheets.

  • Rehearsal Space Request Forms are available at the Reception Desk. Turn completed forms into the "Completed Room Requests" folder at the Reception Desk. Please fill in both beginning and ending times for rehearsals -- "all day" is not an acceptable response.

  • Always check the space schedule before proceeding to the rehearsal room. The Room Scheduler will try to notify a group's contact if a last minute change comes up, but the change may occur whether or not the contact is notified.

  • If you write in a space reservation on the current week's space board, please take the time to write neatly and include your contact information. Your first name or the show's initials are not sufficient identification.

  • As a courtesy to others, please white out space you do not plan to use. If you just cross it out, the schedule becomes hard to read, and other people have problems determining whether something is in a space or not, and if they can sign it out.

  • HRDC and ART Institute shows are prioritized in order of appearance during the regular student season. HRDC Mainstages are prioritized with a two-week advance over shows going up in the Experimental Theatre at the same time. Priority time for HRDC shows is weekday evenings and weekend afternoons and evenings -- it is rare that space will be available for HRDC shows weekday mornings or afternoons or weekend mornings. In general, Saturday afternoons are a very difficult day to find space in the Loeb, especially in the Dance Studio due to Ex matinees.

• Only staff members, ART Institute students, and HRDC students working on shows which perform during the current semester in the Loeb (i.e. Mainstage and Ex shows) may sign out space after the schedule has been posted. All others must ask permission from the Room Scheduler. If any persons or groups sign out space without making themselves known to the Room Scheduler beforehand, they will be bumped from the rehearsal space without notice.

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  Special Notes for Shows in the Experimental Theatre

  If your show is performing in the Ex, there are a number of extra things you need to know.

  Performance Times

  Ex shows must share the box office and lobby facilities with Mainstage performances, both HRDC and ART. Thus, when scheduling performances in the Ex, stagger them either 30 minutes before or after the mainstage performances. If there is an 8pm mainstage, schedule your show for 7:30. If there's a 2pm matinee, you can go up at 1:30 or 2:30.

  Audience Size

  When submitting a Production Information Sheet for an Ex show, please also indicate an estimate of the number of seats your set will include. The Box Office needs to know how many tickets to release. This seems obvious, but it is almost always forgotten.

  Addtional Performances

  If you would like to schedule a performance outside of the normal pattern (Thursday, Friday, and Saturday night, and a Saturday matinee) please check with me far in advance. Weekday matinees, especially, are very disruptive to classes and other rehearsals scheduled in the Dance Studio and West Lobby.

  Dance Studio

  The Dance Studio is included with the Ex for performances. If you would like to use it for any rehearsals (including tech rehearsals) in addition to your performance times, you must submit a rehearsal space request the week before.

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  Loeb Drama Center
  Rehearsal/Performance Space Request Forms

  The very first thing you must do if you'd like to work in the Loeb is to fill out a Production Information Sheet. The information you provideon this form will be shared with the Box Office (so they can put tickets on sale if you're performing in the Loeb), the Financial Office (for royalties and vendor payments), House Management (so they know when to expect your audience), A.R.T. shops (so they know who might be asking to share their resources), and members of the Loeb management.

  Once you've gotten all of the preliminary information out of the way, you can request space on a weekly basis using the Weekly Space Request Form. These are due Wednesday at 5pm for the following week. Here's an example:

  To request space for Monday, Day 9, through Sunday, Day 15, you'll need to file your request by 5pm on Wednedsay, Day 4.

  Sun	Mon	Tue	Wed	Thu	Fri	Sat
  1	2	3	4	5	6	7
  8	9	10	11	12	13	14
  15	16	17	18	19	20	21

  In addition to these PDF's, both forms are available at the Donut (the Loeb Drama Center reception desk).

  All forms should be returned to the Donut when completed.

  Production Information Sheet

  Rehearsal Space Request Form

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