Hosting Toolkit

For Presenters

Thinking about booking an ArtReach show?

ArtReach offers a unique theatrical experience—brought right to you! To give you a better idea of what to expect, please see below.

Public Venues (theater, library, rec center)

Space Requirements

•    Minimum size of stage: 20 feet deep, 20 feet wide, 12 foot ceiling height (Call 513-569-8080 x20 concerning spaces with smaller dimensions).

Sound Requirements

•    ArtReach travels with its own sound system, including wireless microphones.

•    An electrical outlet near the performance space is required.

•    If you would like us to patch into your sound system, please have a technician available.

Lighting Requirements

•    Warm lighting wash on the stage or day lighting.

Study Guides

•    Complimentary study guides are available at www.thechildrenstheatre.com/artreach prior to the performance.

•    We encourage you to make copies and distribute them to participating teachers and/or parents.

•    Using the study guide will greatly enhance the performance for children and families.  

Arrival

•    Our actors will arrive approximately 60 minutes before the performance start time.

•    Please have your performance space available for set-up upon our arrival.

•    ArtReach travels in a special ArtReach cargo van which contains everything—and everyone—needed for the show.

•    Our Road Manager will ask for the venue contact upon arrival.

•    Please direct the actors to the door most easily accessible to the performance space for unloading. It should be clear of all obstacles, such as parked cars.

•    If stagehands are available to help with loading in and/or loading out we will be glad to use them, although it is not necessary.

Load-In

•    All actors will begin the load-in process. This generally takes 20-40 minutes, depending on the nature of your venue.

•    If you have crew members to assist, we thank you!

•    If there is a freight elevator, side door, or other specific route that would make loading in more convenient for you or the actors, please let the Road Manager know.

•    Once the set and props have been unloaded, the actors will assemble the set, do a sound check, set their props, and change into costume.

•    Actors should be complete with setup and sound check approximately 20 minutes before performance start time.

Dressing Areas

•    We require one to two dressing areas.  Areas may include formal dressing rooms, restrooms set aside from the public, clinics, locker rooms or the like.

Seating

•    Our actors are trained to adapt to each performance space, be it a theater, recreation center, multi-purpose room, etc., and you may work with them to decide where the audience will sit.  

•    Please allow enough time to seat the audience so that the actors may begin the performance at the agreed upon time.

Showtime

•    The runtime of each ArtReach show is about 45 minutes, plus 10-15 minutes for Q&A.

•    If there are house lights, please raise them after the curtain call.

Additional Requirements

•    No flash photography during the performance.

•    Use of recording devices and/or videotaping is not permissible, without clearing it with the ArtReach office.

•    In any and all promotional materials please list us as ArtReach: A Division of The Children's Theatre of Cincinnati. The use of our logo is encouraged whenever possible.

•    Our actors will make a general statement at the top and at the close of the show thanking ArtReach's season and presenting sponsors.

•    Payment is due by the day of the performance and may be mailed to our office or given to the Road Manager

•    It is the actors’ responsibility to ensure our set, equipment, etc., is reloaded into the van securely, but again, if you have crew members to assist, we appreciate the help!

Schools

Space Requirements

•    Minimum size of stage: 20 feet deep, 20 feet wide, 12 foot ceiling height (Call 513-569-8080 x20 concerning spaces with smaller dimensions).

Sound Requirements

•    ArtReach travels with its own sound system, including wireless microphones.

•    An electrical outlet near the performance space is required.

•    If you would like us to patch into your sound system, please have a technician available.

Lighting Requirements

•    Warm lighting wash on the stage or day lighting.

Study Guides

•    Complimentary study guides are available at www.thechildrenstheatre.com/artreach prior to the performance.

•    We encourage you to make copies and distribute them to participating teachers and/or parents.

•    Using the study guide will greatly enhance your students' understanding of the show.

Arrival

•    Our actors will arrive approximately one (1) hour before the performance start time

•    Please have your performance space available for set-up upon our arrival.

•    ArtReach travels in a special ArtReach cargo van which contains everything—and everyone—needed for the show.

•    Our Road Manager will ask for the school contact upon arrival.

•    Please direct the actors to the door most easily accessible to the performance space for unloading. It should be clear of all obstacles, such as parked cars.

•    If stagehands are available to help with loading in and/or loading out we will be glad to use them, although it is not necessary.

Load-In

•    All actors will begin the load-in process. This generally takes 20-40 minutes, depending on the layout of your school.

•    If there is a specific route that would make load- in more convenient for you or the actors, please let the Road Manager know.

•    Once the set and props have been unloaded, the actors will assemble the set, do a sound check, set their props, and change into costume.

•    Actors should be complete with setup and sound check approximately 20 minutes before performance start time.

Dressing Areas

•    We require one to two dressing areas.  Areas may include formal dressing rooms, restrooms set aside from the public, clinics, locker rooms or the like.

Seating

•    Our actors are trained to adapt to each performance space, be it a cafeteria, gym, multi-purpose room, etc., and you may work with them to decide where the audience will sit.  

•    Please allow enough time to seat the students so that the actors may begin the performance at the agreed upon time.

Showtime

•    The runtime of each ArtReach show is about 45 minutes, plus 10-15 minutes for Q&A.

•    If the show needs to be shortened, please let the Road Manager know during load-in.

Additional Requirements

•    No flash photography during the performance.

•    Use of recording devices and/or videotaping is not permissible, without clearing it with the ArtReach office.

•    In any and all promotional materials please list us as ArtReach: A Division of The Children's Theatre of Cincinnati. The use of our logo is encouraged whenever possible.

•    Our actors will make a general statement at the top and at the close of the show thanking ArtReach's season and presenting sponsors.

•    Payment is due by the day of the performance and may be mailed to our office or given to the Road Manager

•    It is the actors’ responsibility to ensure our set, equipment, etc., is reloaded into the van securely.