APACA Technical Specifications Guidelines These guidelines have been developed through extensive consultation with the industry and whilst differences in venues and productions are extensive the standards detailed below aim to accommodate a range of views, provide for flexibility in their use and most importantly provide a common format. In the interest of making the business of presenting shows easier for all concerned, the information provided below is for use by all APACA members as well as touring and production companies, The specifications template and naming convention of plans and images is designed to create a common format, not to limit the information provided. While completing this template you may have additional information to add, or some fields that are not applicable. Please use your discretion if this situation arises and adjust or remove detail where applicable. By completing this template accurately you will be generating a resource that will make it easier to distribute technical information and for others to access venue details. The information outlined below includes: 1. Information and Instructions for Completion of the Technical Specification Template 2. Venue Plan Guidelines for Uploading 3. Venue Images Guidelines for Uploading 1. Information and Instructions for Completion of the Technical Specification Template Please complete a separate Technical Specification document for each venue where applicable. Updating your information You can update your information at anytime by logging onto the APACA website and clicking on Update Membership Details on the Home page. This will lead you through the steps required to upload new information. Creating new specifications To create a new template please go to the resources page on the APACA website, click on Tech Spec Guidelines. In this page a word version of the template titled Technical Specifications Template[2] can be downloaded SAVING THIS DOCUMENT Please save your document in the following format: Member_VENUE_ TechSpecs08.doc Where Member is your member name (as indicated on the website), VENUE is the name of the venue within the Performing Arts Centre, and TechSpecs08 is the year updated. APACA Technical Specifications Guidelines 2010 Page 1
I.e. Bathurst Memorial EC_THEATRE_TechSpecs08 This will assist identifying Technical Specifications for Performing Arts Centres with multiple venues as well as sorting files for distribution. STAGE & STAGE DIMENSIONS Why are we asking for all this information? In order to provide accurate information it has proven beneficial to have accurate measurements as well as stage plans. This can rectify scaling issues with CAD drawings and provides confirmation of stage dimensions and a quick reference point for production staff. Setting Line Every venue has a different setting line. This point is determined by the venue and needs to be clearly identified. By using this as a datum with the stage centre line it will provide an accurate and easily identifiable starting point in plotting staging requirements. The setting line is an imaginary line running across the width of the stage, generally in line with the proscenium arch. It is usually the furthest downstage anything can be set without fouling the house tabs or fire curtain. However in some venues this may not be applicable. Please indicate the location of the setting line and ensure it coincides with your stage plans. Apron The apron is also a useful reference point, also referred to as the forestage or thrust. It is the area projecting towards or into the auditorium and in proscenium stages is the part of the stage in front of the curtain. For the purposes of this measurement the apron is the downstage limit of the fixed stage and does not include the orchestra lift/pit. Orchestra Lift/Pit The Orchestra Lift/Pit is the section of stage that is removable or adjustable to generate an orchestra pit, additional seating or to increase the apron and performance area. It can consist of stage sections, floor panels or a mechanical stage lift. ADDITIONAL INFORMATION At the end of each component within the Technical Specifications Template is a section for additional notes. This can be used to add venue specific information, additional details, workplace restrictions, or any other information you believe will be useful for visiting companies. Please adapt this section to suit your requirements. LIGHTING Positions - Setting line distances This section provides basic information regarding distances to the lighting positions FOH. These can be difficult to obtain but provide valuable information when a stage plan does not have lighting positions marked on it. Please adjust the position names and data as required. For FOH bridges the distance is the throw distance, which is the angled distance from the bar to the setting line. In venues with a curved bridge or bar this distance should be taken from the centre of the bar. It is also advantageous to include the angle from the lighting bar to the setting line (from the stage). APACA Technical Specifications Guidelines 2010 Page 2
Eg. FOH Bridge #1 Setting Line to lighting bar 8000mm, 350 For FOH perch or boom positions the same measurement should be made and taken from the highest point of a boom or the upstage position of a bar to the centre of the setting line. It is important that these lighting positions be marked on venue plans. The maximum number of lamps on the boom and perch positions is indicative only and refers to the maximum number of lamps from the venue s standard rig with suitable room for focusing and use of the shutters. 2. Venue Plan Guidelines for Uploading Many venues already have venue plans available in an electronic or CAD format. We do not expect these to be redrawn, but recommend that they be checked for accuracy. For venues still developing this resource, these guidelines are intended to provide a minimum level of information to be provided within a CAD plan. By providing accurate and informative stage plans in a CAD format you will be generating a resource that will make it easier to distribute technical information. FILE TYPES With many types of drawing programmes currently in use there are a range of different file formats in which drawings can be saved. The most common format is.dwg. For those without a drawing software programme [e.g. autocad] a.dwg is of no use, hence the need for the.pdf version. A.pdf can be viewed through free software packages such as Adobe Reader, and can also be emailed to commercial printers to create a scaled hard copy, or reduced and printed on A4. Venue plans should be saved in two formats..dwg CAD files (AutoCAD, VectorWorks, etc) should be saved as a.dwg. This is the most widely accepted format across the different drawing programmes in use..pdf If you have the appropriate software you will be able to plot your stage plan as a.pdf from your drawing programme. If you do not have this software please forward your.dwg for conversion by APACA [admin@apaca.com.au]. If you only have hard copies of your stage plans it is possible to get your plan scanned to a.pdf. Please ensure it is drawn to scale and accurate. If you do not have an existing plan in an electronic format and wish to have one drawn up please contact APACA [admin@apaca.com.au] for the contact details of people in your area who can assist with the drawing or conversion of your venue plans. PLAN TYPES Stage Plan A Stage Plan is an aerial view of the venue and its facilities. It provides valuable information on the stage area and is used to determine the layout of production elements within a venue. APACA Technical Specifications Guidelines 2010 Page 3
Plans should include the auditorium and FOH lighting positions, and extend to the rear of the stage and stage wings. This may also include the loading dock, cross over and storage. Stage Section A Section (or elevation) is a side view of the stage and its facilities. It provides valuable information on the clearances and angles within a venue. Including lighting positions, grid and gallery heights, obstructions and under stage facilities. DRAWING INFORMATION DWG Plans The following is the minimum information that should be included in your venue plans. The more data included in a venue plan the harder it can be to use or to isolate information if not clearly identified. This is when more is not necessarily the most efficient method, especially if it includes construction notes, ceiling detail or other irrelevant information. By separating the data within your drawing to different layers you will be making it easier to manipulate the plan and remove unnecessary detail, removing congestion and making it easier for a touring company to provide clear production plans. The following are recommended layers within a drawing and what they should contain. Venue Building (walls, doors, stairs, ladders, lifts, etc) Orchestra Pit/Lift (extents, lift sections, walls) Overhead (galleries, air-conditioning ducts, etc) Hidden detail (stage traps, concrete floor, under stage pit, etc) Auditorium (aisles, steps, balcony, etc) Seating (seating plan) Removable seating (seats on orchestra pit/lift, sound desk, etc) Extreme sightlines (seat location and line of sight into wings) Venue Text (loading dock location, directions, additional information) Title Box (centre, venue, drawn by, drawn, updated, contact details) Staging Setting Line (as indicated in Technical Specifications) Centre Line (centre of stage US/DS reference line) Fixed stage limit (does not include covered orchestra pits) Flybar extremes (ends of each bar) Pan Bar extremes (ends of each bar) Flyrail (includes all line positions and numbering Hanging Plot) Grid (winch access, grid floor, structural members) Rigging points (winches, points for rigging motors, etc) Staging Text (overhead obstructions, fly detail, etc) Lighting LX positions (bars, bridges, booms, perches, etc) LX ladders (positions if permanent) LX Traps (stage dip traps) Power (3-Phase location, distribution) LX Text (maximum lamps per bar, patching, dimmer room location, etc) LX Standard rig (if applicable) Audio / Audio Visual Audio / Audio Visual (FOH positions, stage fill standard rig, projector placement, etc) Projection Screens (Any permanently rigged screens or screen rigging points) Audio / AV Text (Patch locations, speaker height adjustments, APACA Technical Specifications Guidelines 2010 Page 4
PDF Plans The.pdf document should include enough information for the plan to clearly indicate the extents of the stage and lighting positions, and will be generated from the CAD drawing including as a minimum the following layers. Venue Building (walls, doors, stairs, ladders, lifts, etc) Orchestra Pit/Lift (extents, lift sections, walls) Overhead (galleries, air-conditioning ducts, etc) Auditorium (aisles, steps, balcony, etc) Extreme sightlines (seat location and line of sight into wings) Venue Text (loading dock location, directions, additional information) Staging Setting Line (as indicated in Technical Specifications) Centre Line (centre of stage US/DS reference line) Fixed stage limit (does not include covered orchestra pits) Flybar extremes (ends of each bar) Pan Bar extremes (ends of each bar) Flyrail (includes all line positions and numbering Hanging Plot) Rigging points (winches, points for rigging motors, etc) Staging Text (overhead obstructions, fly detail, etc) Lighting LX positions (bars, bridges, booms, perches, etc) LX ladders (positions if permanent) Power (3-Phase location, distribution) LX Text (position name, max lamps, patching, dimmer room location, etc) The following information should be included in the title block. Performing Arts Centre name Venue name Date drawn Drawn by Venue Contact Drawing scale & paper size (eg. 1:50 @ A1) Key (if applicable) APACA Technical Specifications Guidelines 2010 Page 5
SAVING YOUR PLANS Please save your Stage Plan and Stage Section as two different documents. Please use the following naming convention to save files. Stage Plan Please save your stage plan in the following format, whether it is a.dwg or.pdf file: Member_VENUE_ StagePlan08 Where Member is your member name (as indicated on the website), VENUE is the name of the venue within the Performing Arts Centre, and StagePlan08 is the year updated. I.e. Bathurst Memorial EC_THEATRE_StagePlan08 Stage Section Please save your stage section in the following format, whether it is a.dwg or.pdf file: Member_VENUE_ StageSection08 Where Member is your member name (as indicated on the website), VENUE is the name of the venue within the Performing Arts Centre, and StageSection08 is the year updated. I.e. Bathurst Memorial EC_THEATRE _StageSection08 This will assist identifying plans for Performing Arts Centres with multiple venues as well as sorting files for distribution. 3. Venue Images Guidelines for Uploading FILE TYPES Digital or scanned photos should be created as a JPEG file. This is a common format for all digital cameras and image files. Image resolution should be reduced to 480 x 360, generating an image that is approximately 50KB. IMAGE/PHOTO INFORMATION It is important that your photos are taken under good lighting conditions to ensure that detail within the venue is clear. The aim of these photos is to provide an image of the stage facilities, lighting positions and any stage obstructions or irregularities. Following is a list of recommended photos and file names. Please use the naming convention described below to save your venue images/photos. SAVING YOUR IMAGES/PHOTOS Please save your images/photos in the following format, referencing the file name indicated on the example photos. Member_VENUE_ FileName Where Member is your member name (as indicated on the website), VENUE is the name of the venue within the Performing Arts Centre, and FileName is the image content as referenced in the Example Photos following. I.e. HerMajesty stheatre_theatre_auditorium This will assist identifying photos for Performing Arts Centres with multiple venues as well as sorting images for distribution. APACA Technical Specifications Guidelines 2010 Page 6
PHOTO EXAMPLES & FILE NAMES: Detail: Auditorium from the stage Include in photo: Stalls, balconies, boxes, FOH lighting bridges. FileName: Auditorium Detail: Flyrail and wing space Include in photo: Flyrail, overhead galleries, lighting ladders, wing space. FileName: Flyrail Detail: FOH lighting positions and proscenium Include in photo: Perch, boom lighting positions, orchestra lift/pit, proscenium, auditorium access. FileName: FOH APACA Technical Specifications Guidelines 2010 Page 7
Detail: Stage area Include in photo: Performance area, crossover, obstructions, storage space. FileName: Stage Detail: Loading dock access Include in photo: Truck parking/access, dock doors, and storage. FileName: LoadingDock These images of the 130-year-old Her Majesty's Theatre, Ballarat, have been published with permission of Her Majesty's Theatre, a Business Unit of the City Wellbeing division, City of Ballarat. COMPLETING THE DOCUMENT Once you have entered all the necessary information please delete all the reference/example text in red. This should include the example rows within the tables. Some formatting may be required to clean up the layout of the text within the document. IMPORTANT NOTE: Previously, documentation was checked by an independent third party prior to being converted into a PDF document and uploaded onto the APACA website. New functionality on the website now makes it easy for you to upload information directly to the APACA website. Accordingly, please ensure all information is accurate and wherever possible formatting is kept consistent. Now save the document with the file name indicated at the beginning of this document and log in to the APACA website to upload your information. You can update your plans, specifications and images at anytime and accordingly, we encourage you to do so regularly [at least every six months or if significant changes in facilities occur], as it is important that this information remain up to date and useful. For assistance with uploading information please contact Hamish McDonald at Darwin Entertainment Centre on hamish@darwinentertainment.com.au. A function on the website at http://www.apaca.com.au/member_login will assist you to find your log in details if you have forgotten them. DOCUMENT INFORMATION: This document was originally generated by Patrick Buckle and updated by Suzie Franke and Rick Heath for the Australian Performing Arts Centre Association and has been created in consultation with the APACA Executive and the VAPAC Technical Managers network. APACA Technical Specifications Guidelines 2010 Page 8