Dance Recital Guidelines Common Goal Thank you for choosing to host your dance recital at the Milton Centre for the Arts. The ultimate goal of all dance recitals is a positive experience for the dancers, dance studios and the audience. At the Milton Centre for the Arts (MCA), staff will assist dance studios to achieve this goal and produce a professional performance to best showcase their hard work. These guidelines are intended to assist you in the planning and production of a successful event.

Facility usage / access / etiquette 1. Mattamy Theatre The Mattamy Theatre is a state-of-the-art performance space with a large sprung-floor stage and seating for 502 (497 seats + 5 wheelchair spaces). All in house equipment for lighting and sound is included in the rental charge. Extra fees apply for technicians, front-of-house staff and video projection/recording. 2. MinMaxx Hall MCA requires all dance studios that are using Mattamy Theatre for their performance to rent MinMaxx Hall as well. This hall provides much-needed space for organizing, marshalling and housing your dancers. Students can be signed in to and out of this room to maintain a safe environment and to alleviate the confusion of so many parents accessing the dressing rooms. MinMaxx Hall can also be used for additional dressing room, warm-up and rehearsal space. MCA staff will provide a live video feed from the stage directly to the large screen in the hall. 3. Dressing Rooms MCA has five dressing rooms of various sizes plus an accessible dressing room and a green room. Since studios are required to rent both the Mattamy Theatre and MinMaxx Hall they will have full access to all the dressing rooms and are welcome to decide how they wish to use the space. MCA requires adult supervision in all rooms. Please ensure that all belongings are removed at the end of your booking and all garbage is placed in the bins provided. Charges will apply for damage and extra cleaning. 4. Additional rooms (upstairs) The Del Ridge Community Room, Robert Bateman Art Studio and Tim Hortons Art Studio may be available to rent for additional dressing room space. Rental of these rooms is optional and dependant on availability. Adult supervision is required of all students that occupy these rooms.

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5. Rehearsal Depending on how much on-stage rehearsal time you require you may want to rent an additional day for the rehearsal. The rehearsal provides an opportunity for dancers to become familiar with the stage and back stage area. It may not be necessary for the dancers to perform their entire number during the rehearsal. It is important for them to learn how to get on and off the stage. This is also a good time to coach them in the importance of being quiet in all back stage areas.

6. Back stage security/sanity a. Studio staff and volunteers: It is imperative that you have enough adult supervision for all of your dancers. Some studios use staff, some parent volunteers and many studios use a combination of both. Your studio will be provided with a 7-digit access code for the stage door and the back stage access from the lobby. This code should only be given to individuals who are permitted unlimited access to this area. b. Dancer sign-in/sign-out: MCA asks that all dancers and their parents enter through the lobby doors. MCA encourages studios to implement a sign-in/sign-out procedure for both the recital and the rehearsal. This process will ensure parents that their children will be safe while in your care. It also provides much needed information on who is in the building in the event of an emergency. c. Keeping the off-stage dancers occupied: It is important to plan activities for the dancers who are off-stage for extended periods of time. This will provide parents the opportunity to watch and enjoy your performance without having to leave in the middle to pick up their child. Tables and chairs can be set up in MinMaxx Hall so that children can participate in activities such as colouring and/or games while passing the time between numbers. 7. Patrons and performers In order to provide the best experience for both, it’s important to make a distinction between patrons and performers. Performers should not be in the lobby or in the audience while in costume. Patrons should not be accessing the back stage area. We do understand that some dancers require assistance from parents to get changed, etc. however; we strongly suggest that this is limited to one parent per dancer. 8. Parking Depending on what is happening at our neighbouring facilities, the parking lot can be quite busy. Additional parking is available at the Milton Leisure Centre, Memorial Arena and at Lion’s Sports Park. Note that the fire route is marked and cars parked there will be ticketed and or towed.

Booking Process 9. Planning meeting A planning meeting will be set up in the fall for all new and returning groups. Staff from Event Services and Technical Services will be in attendance to answer your questions and assist you with planning your performance schedule. The schedule will be used to prepare a full estimate of the theatre costs.

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10. Performance Schedule For new studios, preparing a performance schedule can seem like a daunting task. Especially, so many months before you are even thinking about the recital. MCA staff can assist you with this and provide input into options that work well. The length of your show is very important. Please consider doing more than one show if the length is over 3 hours. Audiences tend to get restless and you see a lot of in and out by patrons which can be very disturbing if they are asked to sit for too long. Schedules should include time for the following: a. Load in b. Set-up c. Rehearsal/Sound check d. Show (including 20-minute intermission) e. Clean-up, load-out Recital Day Sample Schedules Rehearsal & One Show

Two Shows

Three Shows

1 - 3pm Dance floor install, MinMaxx setup, tech set-up/audio test/lighting test 3 - 4pm Tech Rehearsal with Studio staff 4 - 5pm Dinner Break - Mattamy Theatre closed during this time. Dressing rooms and MinMaxx are open. 5pm Show Call (sweep/mop the stage, preshow check, no warm-up on stage) 5:30pm Theatre doors open for ticketholders 6pm Performance 9pm Performance Complete - load out client until 9pm 9pm Break 30 Mins 9:30 - 10:30pm Strike/Restore MinMaxx Hall and Mattamy Theatre 10pm End of Day/Out of Theatre

8am - 10am Dance floor install, MinMaxx set-up, tech set-up/audio test/lighting test 10am - 11am Tech Rehearsal onstage 11am - 12pm Lunch - Mattamy Theatre closed during this time. Dressing rooms and MinMaxx are open. 12pm Show Call (sweep/mop the stage, preshow check, no warm-up on stage) 12:30pm Theatre doors open for ticketholders 1pm Performance #1 begins 4pm Performance #1 Complete 4pm - 5pm Dinner Break - Mattamy Theatre closed during this time. Dressing rooms and MinMaxx are open. 5pm Show Call (sweep/mop the stage, preshow check, no warm-up on stage) 5:30pm Theatre doors open for ticketholders 6pm Performance #2 9pm Performance #2 Complete - load out client until 9pm 9pm Break 30 Mins 9:30pm - 10:30pm Strike/Restore MinMaxx Hall and Mattamy Theatre 10pm End of Day/Out of Theatre

7am - 9am Dance floor install, MinMaxx set-up, tech set-up/audio test/lighting test 9am - 10am Tech Rehearsal onstage 10am – 11am Lunch - Mattamy Theatre closed during this time. Dressing rooms and MinMaxx are open. 11am Show Call (sweep/mop the stage, pre-show check, no warm-up on stage) 11:30am Theatre doors open for ticketholders 12pm Performance #1 begins 1pm Performance #1 Complete 1pm - 2pm Dinner Break - Mattamy Theatre closed during this time. Dressing rooms and MinMaxx are open. 2pm Show Call (sweep/mop the stage, preshow check, no warm-up on stage) 2:30pm Theatre doors open for ticketholders 3pm Performance #2 4pm Performance #2 Complete - load out client until 9pm 4pm - 5pm Dinner Break - Mattamy Theatre closed during this time. Dressing rooms & MinMaxx open. 5pm Show Call (sweep/mop the stage, preshow check, no warm-up on stage) 5:30pm Theatre doors open for ticketholders 6pm Performance #3 9pm Performance #3 Complete - load out client until 9pm 9:30pm - 10:30pm Strike/Restore MinMaxx Hall and Mattamy Theatre 10pm End of Day/Out of Theatre

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11. Estimate In order to provide an estimate of costs staff require:  a tentative schedule  average ticket price  estimated number of ticket sales The estimate will be provided in an Excel format so that you can alter the ticket price and number sold to see how this changes your bottom line. Once we are in agreement on the estimate we will prepare a contract. Please note that the final settlement will reflect the actual, not the estimated, times used. 12. Contract The contract is a legal agreement between the Town of Milton and your organization (the Licensee). Your contract will be emailed to you and contains very important information regarding your usage of the MCA facilities. We encourage you to read it in its entirety. Consult with MCA staff if you have any questions regarding its content. In order to confirm your booking MCA requires: a. Deposit: equal to the base rent of your booking, see page 2 of your contract for specific amount b. Signature on the contract c. Insurance: The Milton Centre for the Arts requires all renters to carry general liability insurance in the amount of $2 million, naming the Town of Milton as “additional insured, inclusive of bodily injury and property damage per occurrence.” Note that the name on the insurance must match the name on the contract. 13. Information forms The MCA Box Office / Front of House Form and MCA Technical Form will be attached to your contract email. These forms provide staff with information to get your tickets on sale and plan for your performances. 14. Show meeting MCA staff will meet with you approximately 4-6 weeks prior to your recital to go over your schedule and answer any questions that you may have. This is a good opportunity for you to go over any special effect requests and to let us know what props are being brought in. 15. Settlement All ticket receipts will be held by the Town pending completion of a settlement reconciliation by MCA staff. The reconciliation will determine the costs incurred by your event including staff costs, rental fees, equipment charges, services and supplies. The balance, if any, will be remitted to the renter within two weeks after the performance. In the event that the receipts are insufficient to fully reimburse the Town for the costs, the renter will remit the shortfall to the Town. If you intend to rent again the following year, your deposit for those dates will be added into the settlement and you will be provided with the new contract.

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Technical Information 1. Technicians The number of technicians required for each studio’s show will be determined by the requirements of the performance during the booking meeting. 2. Dance floor A Harlequin dance floor is available to all renters for use on the stage. There is no charge for use of the floor itself. However, there is a charge for installation and removal. The total charge is two technicians for four hours. 3. Lighting MCA Lighting Technicians are experienced in lighting design and can enhance the look of your performance. Please include the look and feel, costume colour, etc for each number so that the lighting technician is better prepared to create your lighting design. 4. Sound MCA prefers a CD music disc (not data) burned in order of the performance. Please ensure all edits and pitch changes are done before arrival. 5. Stage Manager MCA requests that one mature individual from the performing company – who is familiar with the dancers, the show order and the dance instructors, act as a “Stage Manager” during the entire time your company is in the facility. This person acts as the primary contact during the load in, rehearsal and performance. 6. Curtain MCA has 3 curtains that are available for every performance. Each curtain is manually operated and opens or closes from left to right (not up and down). o Main Red Curtain o Mid-Stage Black Curtain o Upstage Black Curtain. 7. Haze/Smoke/Pyrotechnics/Confetti/Balloon Drop MCA has one (1) hazer available for use. Please contact the Coordinator of Technical Operations if you wish to use it. Smoke machines must be provided by the performing company. Due to the sensitivity of the fire alarm system, all smoke/haze effects must have pre-approval for use. Pyrotechnics, including candles and any open flame are not permitted. Confetti drops or canons may be used with advance approval (subject to proper safety procedures). Note that additional clean-up charges will be added to the final settlement for any use of confetti or balloons. 8. PowerPoint options MCA has a substantial amount of video playback options available. Performing companies are encouraged to explore these options, but it is preferable that they provide a knowledgeable operator to assist. If the performing company does not have an operator, MCA can provide one at additional cost 9. Additional equipment rental 5

MCA may assist in obtaining additional rental equipment for a performance. Please contact the Coordinator of Technical Operations to help source the most cost effective, and reliable rental supplier. 10. Props Props and Prop Dads are welcome at MCA. All Prop Assistants must wear appropriate clothing and footwear while assisting in the facility. Open toed shoes or flip flops are not permitted when moving props on or off stage. Please also wear dark clothing. The amount of props may require additional staff from MCA. Please consult with the Coordinator before arrival as to the volume, size and weight of the props to ensure proper coverage is provided (by either MCA or the performing company). Failure to do so will impact future uses of MCA.

Front of House 1. House Staff All dance recital rentals require a minimum of two house staff while dancers are present in the facility for performances. House staff will be scheduled two hours before the start of the show to when the lobby is clear of all patrons and performers. For rehearsals one house staff will be schedule 30 minutes prior to dancer arrival till the building is clear. 2. Studio contact Please ensure that one specific staff member is assigned to be the main contact for the house staff in case there are questions or issues with patrons or performers. The person may be called upon to assist with questions or concerns from ticket buyers. 3. Merchandise The MCA will provide a maximum of two (3’ x 8’) tables, in the lobby for merchandise sales or pick-up. a. Sales: All sales will incur a 15% charge calculated on gros sales. This must be paid at the end of each performance day. This amount can be paid by cash, cheque, Visa or Mastercard b. Pick up only: The fee of $100 per table per day will be charged for the pickup of pre-purchased merchandise. This fee must be paid at the beginning of each performance day. c. Combination sales and pick up: The charge will be one of the above fees, whichever is greater. Note: Unpaid fees will be added to the event settlement. 4. Lobby Bar The lobby bar will be open at the discretion of MCA staff and is usually open 1 hour pre-show and at intermission. 5. Theatre etiquette Dance recitals are the perfect time to educate your dancers and their families about theatre etiquette. The MCA strives to create an exciting and entertaining experience for all facility patrons. We thank you in advance for being considerate of the guidelines below. a. Late call / re-entry: please provide direction as to when patrons arriving after curtain may be seated. b. Cameras: MCA policy states that no camera, cell phones or recording devices are allowed in the theatre during performances. Please ensure that this information is passed on to your ticket buyers. 6

c. Cell phones / pagers: MCA policy requests that all cell phones and pagers be turned off during performance. d. Food and beverages: Food and beverages are not allowed in the Mattamy Theatre with the exception of bottled water. e. Costumes and footwear: Performers should not be in the lobby or theatre in costume. Note that tap shoes and bare feet are not allowed in the lobby or theatre. f. To assist patrons with allergies, please be mindful of strong scents and do not use heavy amounts of perfume or cologne.

Ticketing 1. Tickets All tickets must be sold through the MCA Chudleigh’s Box Office and online at www.miltoncentreforthearts.ca . Your event will be promoted on the MCA website, the MCA outdoor electronic sign and the interior lobby screens. Ticket buyers are able to reserve specific seats in the theatre using the interactive theatre floor plan. The Mattamy Theatre has a total of 497 seats plus 5 wheelchair spaces. The MinMaxx Theatre has a total of 197 seats. Please note that seats may have to be held to accommodate your videographer and/or photographer. 2. Box Office Chudleigh’s Box Office is located in the MCA Cogeco Escarpment Hall. Our experienced and professional staff will sell your tickets in-person and over the phone at 905-878-6000. Box office hours:

Monday, Friday, Saturday: 11:30am to 5pm Tuesday, Wednesday, Thursday: 11:30am to 9:00pm Sunday: 1:00 to 5pm (Sept-June)

Prices At the MCA we include all charges in the advertised ticket price. It is preferable for this to be a round number. Box office charges are listed in your contract. 3. Babes in arms There is no perfect answer for the babes-in-arms dilemma. You will have patrons that want to bring their babies and you will have patrons that are uncomfortable sitting next to a baby. At MCA all persons entering the theatre must have a ticket. This includes babes-in-arms. You can decide if you want to set a special price for babies or charge full price. We will enforce whatever you decide but it is imperative that you communicate this information to your studio families. Please provide a copy of this communication to assist box office staff. If you decide to provide complimentary tickets for babies, note that each performance is entitled to a maximum of 20 complimentary tickets without incurring a box office service charge. Any additional complimentary tickets will incur a $1/ticket charge to cover the printing costs. 4. Accessible seating Five wheelchair spaces are available in the Mattamy Theatre. These seats are only available for sale through the box office. The MCA is a completely accessible facility. All Mattamy Theatre Orchestra seats are fully accessible. Please note that seats in the Mattamy Theatre Terrace or Balcony and in the MinMaxx Hall telescopic seating require patrons to climb stairs. 5. Refunds/exchanges

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As per the rental contract, the MCA offers full refunds and or exchanges. For dance recital performances a $1.50 per ticket fee will apply for all refunds and exchanges. No refunds or exchanges are allowed on day of show. This information is posted on our website and printed on each ticket. 6. Complimentary tickets Up to 20 complimentary tickets can be requested for each performance at no-charge. Any additional complimentary tickets will incur a $1 per ticket charge to cover printing costs. Note that all persons who enter the theatre must have a ticket; this includes your staff and volunteers. 7. Held seats Studios may opt to hold an optional number of seats to be released and or sold at a later date. You may choose to hold seats if you are concerned about a sold out performance. 8. Blocked seats You may choose to block sales in the balcony to encourage orchestra sales. Seats can be released at any time depending on how sales are going.

Information for parents and guardians 1. Location The Milton Centre for the Arts is located at 1010 Main Street East in Milton at the corner of Thompson Road. It is easily accessed from the 401 by exiting at the James Snow Parkway and turning right on Main Street and then left at the Milton Leisure Centre traffic lights. The MCA is then to the right. 2. Parking In addition to the parking at the centre there is additional parking at Memorial Arena and Lions Sports Park on Thompson Road and the Milton Leisure Centre on Main Street. 3. Back-stage access Back stage access will be controlled and limited by the studio. Parents and audience members are not allowed back stage without permission.

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