Expectations and Guidelines for using Production Spaces

What Counts as a Production Space?

Keep it neat and tidy – don’t leave any garbage in any production space and clean up anything left from the event
- This includes any props or papers used for the event, any lost and found items, any garbage, pens, baskets, etc. This all needs to be cleaned up!
- This also means that if anyone using the booth rearranges any of the tech equipment, it needs to be returned to a presentable fashion (tuck cables back in if the mouse gets pulled out further than normal, any wireless keyboards plugged back in, screens back to their normal position, etc.)

Don’t store anything in a production space that doesn’t belong
- Including ministry stuff like booklets, papers, printouts, pens etc.
- There are some exceptions where a ministry/dept. has arranged a storage space with Mark Bergen. These are detailed below, per room. If a ministry would like to store something in a production space, they will need to arrange with Mark Bergen.

Anything beyond very basic tech requires training
- We have made our spaces very easy to operate and many events can run using touch panels and basic tech provided. This tends to be intuitive to many people.
- Anything beyond this very basic use requires training, including things like using the lighting computer, using the audio console, mixing a band on stage, using any tech equipment stored backstage, and so on.

Anything advanced requires permission
- Advanced operations including changing fixed lighting fixtures, moving equipment between rooms, etc. must be approved by Mark Bergen in each situation where advanced changes are desired.
- In some cases, an agreement has been formed between Mark Bergen and a volunteer or ministry to be able to perform certain advanced operations on a reoccurring basis. If there is a desire to perform advanced operations regularly, it is required to have an agreement with Mark Bergen beforehand.
- Under no circumstance may a volunteer or ministry tamper with or change core infrastructure components including amp settings, projector settings, DSP settings, Q-Sys, network, etc. These systems are managed by Mark Bergen and requests to make changes must go through him.

Cleaning up the stage/backstage after an event
- Cables need to be neatly wrapped and returned to their wall hook
- Stage needs to be returned to “normal” setup. These are detailed below, per room.
- Any event related stuff (from games, papers, binders, lost and found, décor, furniture etc.) needs to be cleaned up – nothing should be behind except for “production gear”.
- Production gear includes audio, lighting and video equipment, instruments, 1 tall black table per space, 1 tall chair per space, lecterns and music stands.
- Stage décor used for a one-off event should not be stored in a production space and needs to be stored by the ministry in their own storage area.

The production areas in the Auditorium include:

Stage
Tech booth
Backstage – including the storage areas, translation room, 2nd floor and 3rd floor mezzanines but not including the Video Studio, which is managed by the Communications Team.
Video Control Room

Notes:

Only trained techs may use the equipment on stage and change any patching or setup
Mark Bergen or Weekend Team leadership need to be made aware of any event that plans to change the setup on stage or use any of the equipment on stage.
See the patch chart and stage layout that determines Normal Stage setup for this space.

The production areas in the Retreat Centre include:

Stage
Tech booth
Backstage – including the mezzanine but not including the chair storage space as indicated by the blue fill. There have also been some arrangements made for bouncer storage (next to the chair storage) and some HS storage under the stairs by the exit doors and under the ducting on the mezzanine as indicated by the green fill. Also note that the walkway needs to be kept clear, at all times, with sufficient space to comfortably maneuver a scissor lift onto the stage.

Notes:

Only trained techs may use the equipment on stage and change any patching or setup
See the patch chart and stage layout that determines Normal Stage setup for this space.

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The production areas in the Chapel include:

Stage
Tech booth – arrangements have been made with Kids Church for a cabinet in the booth as well a single drawer for Lost and Found items.
Backstage – including the pocket off stage at stage right and the backstage at stage left. Backstage at stage right (the side not accessible from the stage) has been designated for Family Ministries’ storage; as well, arrangements have been for storage space for Family Ministries in the stage left AV/Production storage as indicated by the green fill. Note that there needs to be a clear walkway from backstage doors to AV equipment and onto the stage as noted by the yellow patterned fill in the diagram.

Notes:

Normal setup for this space is a cleared stage, all equipment put away backstage and all cables neatly coiled and hung on the provided hooks.

The production areas in these two spaces include:

Both Stages
Both Tech booths
AV Storage/Backstage – at stage left. This is a shared AV Storage / Amp room for both spaces.

The storage room at stage right is for Properties.

Notes:

Normal setup for these spaces is a cleared stage and, in the Reception Hall, have the black curtain pulled evenly across to cover the wall.

The production areas in the Prayer Room include:

Notes:

The stage setup should NOT be changed except by the Prayer Ministry at the discretion of the Prayer Room Coordinator.

The production areas in the Seminar Room include:

Stage
AV Cabinet (in SRB1)
Tech “booth” – the rack at the back as well as the touch panel area at the front both need to be accessible for someone to operate the tech

Notes:

If you have any further questions, or if you are ever unsure about what to do, please contact TSD at help@mysouthland.com.