Application Due: Tuesday, September 14, 2004 (Postmark) Workshop: Tuesday, August 10, 2004 at 7:00 p.m. at the Ford Amphitheatre To download a copy of these guidelines, right-click the following links and select ―Save to Disk:‖ Application Guidelines (MS Word) Application Guidelines (PDF) Click the eGrant logo below to access the on-line Application form: http://lacountyarts.egrant.org/ GENERAL INFORMATION The Los Angeles County Arts Commission operates the John Anson Ford Theatres, a Los Angeles County regional park facility which includes the 1,240 seat Ford Amphitheatre and a smaller 87 seat [Inside] the Ford Theatre. The Ford Amphitheatre summer season is a multi-disciplinary performance series running from May through October. The core of the season is comprised of productions that are part of the Ford Amphitheatre Summer Partnership Program – partnerships between the Arts Commission and professional arts organizations in Los Angeles County. Leased events produced by other community organizations and independent promoters, as well as events presented by the Ford Theatre Foundation, round out the season’s offerings. A listing of the 2004 season can be found on the website www.fordamphitheatre.org or a brochure of the 2004 season can be requested by calling (323) 856-5793. The goals of the Ford Amphitheatre Summer Partnership Program are to: Support Los Angeles County resident arts organizations by assisting them to successfully present performances in a 1,240-seat amphitheatre. Success is measured by artistic achievement, increased exposure for the organization, organizational growth, and financial return; Continue to build an identity for the John Anson Ford Theatres as a home for exciting arts events; Develop new audiences for the partner arts organizations, John Anson Ford Theatres and the larger Los Angeles County performing arts community. To accomplish these goals, the Arts Commission provides significant presentation support to participating arts organizations which, in turn, provide the residents of Los Angeles County with a rich cultural sampling of performing arts of the region. 3 WAYS TO PARTICIPATE IN THE FORD’S SUMMER SEASON 1) Under the Ford Amphitheatre Summer Partnership Program, the Arts Commission is interested in receiving proposals for: Performing Arts Performances: These are typically two-hour (or longer) evening events that are geared for adults or families with older children. Work may be in any performing arts discipline. Film Events: As the Ford is equipped with 35mm projectors and a full size movie screen, proposals for film screening events are also sought and will receive full consideration. Similar to a grant program, proposals for the Ford’s Summer Partnership program are considered on a competitive basis. Those projects accepted receive significant presentation support and assistance toward realization of the proposed project. To submit a proposal under this program, carefully read through the entire guidelines presented here and then complete an on-line application available at http://lacountyarts.egrant.org/. 2) Under the Ford Amphitheatre Rental Program, the Arts Commission is interested in receiving proposals for the mounting of arts and entertainment events at the Ford. Under this program, use of the facility is licensed on a straight fee schedule (note: discounted rates are available for nonprofit corporations). This program is typically utilized by commercial concert promoters, amateur performance events (e.g., dance studio recitals), or producers whose proposals are not accepted under the Summer Partnership Program. For more information on the rental program, see the Ford website at: http://www.fordamphitheatre.org/en/ford/rental.asp or call the Ford Administrative Office at (323) 856-5793. 3) The Arts Commission is also interested in receiving proposals for the Big!World!Fun! Family Series. Produced by the Ford Theatre Foundation, Big!World!Fun! is a series of one hour long Saturday morning performances designed to introduce young audiences to the performing arts and world cultures. For this series, admission is free for children and just $5 for adults. Flat guarantee fees are paid to the artists featured in this program. To be considered for Big!World!Fun!, complete an on-line application available at http://lacountyarts.egrant.org/ and submit a promotional package to: Big!World!Fun! Artists Selection Ford Amphitheatre 2580 Cahuenga Blvd. East Hollywood, CA 90068 Big!World!Fun! proposals, including promotional packages, need to be submitted to the Ford Amphitheatre no later than Wednesday, October 13, 2004 to receive full consideration. To receive a copy of the 2004 Big!World!Fun! brochure, or for further information, contact the Ford Administrative Office at (323) 856-5793. **NOTE: The rest of this document pertains specifically to the Ford Amphitheatre Summer Partnership Program. ARTS COMMISSION SUPPORT FOR, & KEY RESPONSIBILITES OF, ORGANIZATIONS PARTICIPATING IN THE SUMMER PARTNERSHIP PROGRAM The Arts Commission provides substantial support to organizations selected to participate in the Ford Amphitheatre Summer Partnership Program. The following information itemizes some of the principal support provided by the Arts Commission as well as key responsibilities of the organizations selected to participate in the program. THE FACILITY The Ford Amphitheatre is a 1,240 seat outdoor venue. Although greatly improved over the past ten seasons, the Ford is a rustic outdoor theatre and should be viewed in that light. The Ford’s entryway was renovated in 2000. It features accessible winding paths from the box office to the amphitheatre, a waterfall, two-dozen species of trees and plants and limited tables and chairs for picnicking. The Ford’s small theatre, [INSIDE] THE FORD, which seats 87, is available for activities held in conjunction with events scheduled in the amphitheatre. These events may include pre-performance lectures, receptions, etc. An outdoor picnic area for special receptions is also available on-site. [Important note to companies: multi-performance proposals for use of the small theatre during the summer season usually cannot be accommodated, as priority is given to programming in the amphitheatre and the two venues cannot be used simultaneously for different events. For information regarding use of the small theatre during winter months, contact the Ford’s Administrative Office at (323)-856- 5793.] LIGHT, SOUND AND PROJECTION EQUIPMENT The Ford Amphitheatre has basic sound, lighting and 35mm projection packages that are made available to producers participating in the Partnership Program at no charge. A complete inventory of equipment is available on-line at: http://www.fordamphitheatre.org/en/ford/technical.asp. The Ford also recently purchased a new stage monitor sound system that is available for use for a nominal fee. Events combining film and live performance elements should consult with the Ford’s Production Manager to discuss technical details of the proposed project. Any additional equipment needed for a production will be the financial and organizational responsibility of the Licensee. For additional technical information about the theatre, contact Arthur Trowbridge, the Ford’s Production Manager, at: email@example.com or (323) 856-5785. LICENSING FEE For events in the Summer Partnership Program, the County shares the inherent risk of event producing through a licensing fee that is based on a percentage of the box office sales instead of a flat rental fee. This fee is deducted from ticket sales at the time of settlement with the event’s producer. As indicated below, percentages are based on the type of producing organization and the day of the week of the performance(s). For the Partnership Program, no additional licensing fee is charged for rehearsal days. Performance Time/Day Licensing Fee Non-profits For-profits Evening - Saturday 15% 25% Evening - Friday and Sunday 10% 20% Evening - Monday, Tuesday, Wednesday, Thursday 5% 10% PRODUCTION MANAGER & TECHNICAL CREWS The Ford has a Production Manager that will work with partner organizations in advance of events with regard to all aspects of their technical and production requirements and to develop a detailed plan for their scheduled time in the theatre. Technical crews are scheduled for rehearsals and performances as needed, and are paid for by each organization. Costs for crew members are billed according to the following rate schedule: Type First 8 hours in a Hours over 8, but Hours over 12 in day less than 12, in a a day day Stage Supervisor, $28.00/person/hour $42.00/person/hour $56.00/person/hour Sound Monitor Engineer House Audio $33.00/person/hour $49.50/person/hour $66.00/person/hour Engineer, House Master Electrician Other Technical $23.00/person/hour $34.50/person/hour $46.00/person/hour Crew 35 mm Call Ford Production Manager for Details (323) 856-5785 Projectionist These rates apply for both rehearsal and performance days, and for set-up, rehearsal, performance, strike and restore. Under normal circumstances, and for budgeting purposes, event producers should plan on at least six crew members during set-up, rehearsal, performance, strike and restore: a stage supervisor, master electrician, audio engineer, and 3 additional crew. The Production Manager, in consultation with the event producer, will determine exact staffing required and provide the producer with an estimate of anticipated crew costs prior to the event. Typically crew costs for Partnership Program events are deducted from ticket sales at the time of settlement with the producer. Organizations may be allowed to use their own crew (with the prior approval of the Production Manager) for load-in, load-out, set-up of set, props and costume operation, but must use Ford Amphitheatre crew when hanging and focusing lights, rigging, and operating the Ford’s sound and light control consoles. Groups must attend at least two production/technical meetings with the Production Manager. Groups must provide a Technical Director and/or Production Manager that is familiar with the artistic and technical details of the event. This person must attend the two production/technical meetings with the Ford’s Production Manager and be present for all rehearsals and performances. HOUSE MANAGEMENT The Arts Commission will provide a house manager and house staff for each performance at no additional cost to Summer Partnership Program producers. Any additional security staff needed (as determined by the Ford’s Managing Director) will be billed at $20 per hour. The cost for this will be deducted from ticket sales at the time of final settlement with the producer. BOX OFFICE Centralized box office services are provided at no cost to groups participating in the Summer Partnership Program. The Ford’s box office has the capacity to handle phone orders, mail-in orders, web sales and walk-up window sales (both advance and day-of-event at-the-door sales). The on-site box office is currently operated six days a week during the summer season (closed on Monday). Summer Partnership groups may also consign tickets from the box office to use for their own off-site sales and promotional activities. For additional information about the Ford’s box office services, contact Susanna Erdos, the Ford’s Box Office Manager, at firstname.lastname@example.org or (323) 856-5788. INSURANCE Organizations participating in the Summer Partnership Program are each required to provide a certificate of third party liability insurance in the sum of at least $1,000,000 prior to the beginning of the summer season (i.e., no later than May 1). This can be provided through any qualified insurer. For convenience and to aid event producers in obtaining appropriate insurance coverage, the county has arranged with a broker, Municipality Insurance Services, to offer a nominally priced insurance program with pre-approved coverage and limits of liability. To receive a free quotation through this program, call 800-420-0555 or visit the website www.2sparta.com. Organizations are also responsible for providing Workers Compensation and Employers’ Liability Insurance for the artists, administrators and crew employed by the organization. Automobile insurance may also be required, particularly in cases where larger delivery vehicles will be needed. MARKETING The marketing campaign for the Ford Amphitheatre season is designed to raise overall awareness of the venue and to promote events included in the Summer Partnership Program. The Arts Commission will provide: A full season brochure and/or other discipline specific informational pieces A web site that includes descriptions of all events included in the summer partnership program, with an on-line sales mechanism to allow for internet sales and the capability to host audio and video promotional clips provided by artists; A season press release to the region’s media announcing the season and including information about events included in the summer partnership program Placement in the Ford’s electronic (e-mail) newsletter; Placement on the Ford’s electronic sign seen by nearly 2 million each week Individual event postcard mailers Press and marketing consultations. Because the Ford Amphitheatre season is marketed as an entity, each organization has primary responsibility for the marketing and public relations of its individual event. The marketing efforts of the Arts Commission are not intended to replace, but rather to supplement the organization’s own marketing and publicity efforts. Each organization must have a Marketing/Public Relations staff person dedicated to working on the proposed project, or hire a public relations firm/practitioner to publicize its event. This staff person, or the publicist, must attend the December introductory meeting and a marketing workshop meeting. In addition, each participating organization shall make its mailing list available for joint marketing efforts. The organization’s mailing list will be merged/purged against the lists supplied by other organizations for the season brochure mailing. The organization’s mailing list will only be used for the Ford Amphitheatre 2005 season and will not be sold or added to the Ford’s permanent list. Participating organizations with e-mail lists are also expected to transmit an announcement regarding their Ford performance to their list that also offers an opportunity to sign- up for the Ford’s electronic newsletter. For additional information about marketing, contact Linda Chiavaroli, the Ford’s Director of Communications, at email@example.com or (323) 871-4554. MERCHANDISING The Ford Theatre Foundation coordinates all event merchandise sales. Craft booths and vendors, and their placement, must be approved in advance by the Ford’s Managing Director or his designee. 25% of gross sales of on-site merchandise will be paid to the Ford Theatre Foundation. PROPOSAL CONSIDERATIONS Before preparing its proposal for the Ford’s Summer Partnership Program, each organization should consider the following items: Production Expense & Budget Organizations should budget for all production expenses, including costs of: Artists and Designers, including light and sound designers, etc. Licensing fee for use of the amphitheatre Producer’s Technical Director and/or Stage Manager Event technical crew (plan for both the Ford’s technical crew and any other crew needed, and for rehearsal and performance) Sets and costumes Supplemental lighting, staging and sound equipment Royalties House programs @ 1,000 for each evening performance, (note: programs may not be sold) Marketing and publicity Public Relations Firm/Practitioner, if organization doesn’t have dedicated marketing staff Expendables (everything from water to gaffer’s tape) Insurance, including liability insurance and workers compensation insurance Exclusive Presentation Program and artists identical to those featured at the Ford Amphitheatre may not appear at any other site in Los Angeles County within the period three months prior to or three months after the scheduled Ford performance. Other Los Angeles appearances too close to the Ford appearance often lead to diminished audience attendance and ticket sales. Length of Runs (Suggested) Dance organizations should propose one performance. Music organizations should propose one performance program, or may propose a series spread over the summer. Theatre productions and Film Festivals can run a maximum of one week, if time permits. Evaluation Criteria The following criteria will be considered in evaluating and determining the relative strength of proposals: • Artistic excellence • Suitability of proposed work or artists for a 1,240 seat outdoor venue • Demonstrated financial, administrative and producing capabilities of producer and/or artist(s) • Realistic marketing plan with an adequate budget • Realistic production plan with an adequate budget • How proposal will contribute to the Ford creating a diverse, interesting and stimulating multi-disciplinary season that reflects the diversity of the County’s population • Ability to work cooperatively with other organizations and production staff As the popularity of the Summer Partnership Program has grown in recent years, competition has increased and acceptance to the program has become more selective. Applications should be sure to carefully address each of the above evaluation criteria. Collaboration If appropriate, organizations should consider collaborating with others to submit a joint proposal. For collaborative projects, the applicant should be that entity which will have primary fiduciary responsibility for the project being proposed. PROPOSAL APPLICATION Application Deadline Proposals must be filed electronically by Tuesday, September 14, 2004 at 5 p.m and mailed supplementary materials must be postmarked by this date. Late, incomplete or faxed applications will not be accepted. Applicants are strongly encouraged to attend the workshop at the Ford Amphitheatre on Tuesday, August 10 at 7:00 pm. Application Components Each organization must submit a complete application to be considered for the Ford Amphitheatre 2005 Summer Partnership Program. If an organization is applying for two or more different events, event proposals and project budgets must be submitted for each event. Proposals for the 2005 Summer Partnership Program are to be submitted online through the Arts Commission’s e-grant system at: http://lacountyarts.egrant.org/. A complete application contains the following components: 1. An Event Proposal with an organizational profile, brief overview summary of the program being proposed and a preferred time frame for performance dates. 2. A Project Budget showing projected income and expenses associated with the program. 3. A summary of the organization’s recent past performances (2003-2004) and a projected schedule of upcoming performances for 2004-2005. The schedule should indicate venues and programs. If available, additional submission of a season brochure is appreciated. 4. A Proposal Narrative (maximum of three pages — see narrative requirements below). 5. A copy of the organization/artist’s standard technical rider. If available, the specific technical rider or requirements for the proposed program should be submitted. 6. List of the Organization’s Board of Directors with occupations, if nonprofit. 7. Complete financial statement, audited if possible, for the last completed fiscal year. 8. Copy of 501(c)(3) letter, if nonprofit. 9. Organizational History (maximum of 2 pages – see organizational history requirements below). * 10. One 2003 or 2004 review. * 11. A list of references with contact information for at least three venues/presenters for which the organization has performed in the past. * 12. Sample video or cassette tape, labeled, preferably of the work proposed for the Ford. If music, personnel should be consistent with the proposed program. * 13. Plays: if an organization is proposing presentation of a play that has not previously been performed in Los Angeles, include one copy of the script. * Items 9 through 12 are not required for previous Ford participants. New applicants must include all requested information. Submitting the Application Items 1, 2 and 3 are submitted on-line at http://lacountyarts.egrant.org/. Items 4 through 11 may be submitted on-line or by mail postmarked no later than Tuesday, September 14, 2004. Artistic documentation (items 12 and 13) should be sent by mail (postmarked) or delivered to the Ford Amphitheatre no later than Tuesday, September 14, 2004. All submissions should clearly indicate the name of the applicant organization and what proposal the submission is for. Mail submissions should be sent to: Ford Amphitheatre 2005 Season 2580 Cahuenga Blvd. East Hollywood, CA 90068 Narrative Requirements A proposal narrative (Item 4) is required for all applications. The narrative may be a maximum of three pages, single-spaced, 12 point font or larger. The following must be included: I. A description of the proposed project. Be specific. Include repertoire, artists, etc. Address the issue of suitability for an outdoor venue of 1,240 seats. If the organization is weighing two different project ideas, both may be addressed in the narrative as alternate project proposals. If there is uncertainty as to the availability of the specific artists to be presented, also provide information regarding what alternative plans are being considered and the timeframe for solidifying the commitment of artists. II. A description of the proposed marketing and publicity plan with proposed timeline. How does the organization propose to market and publicize the project beyond the marketing support provided by the Arts Commission? How much does the organization propose to spend on marketing? Who will be involved in executing the marketing and publicity plan? III. If the project will involve significant technical design (e.g., lighting, sound, set, etc.), also include a description of the proposed technical plan identifying key milestones with a timeline for accomplishing them. Organizational History Requirements Organizations which have not before participated in the Ford Summer Partnership Program should provide a description of their organization (2 pages maximum, single spaced, 12 point font or larger) that includes the following information: * Brief history; Artistic mission; Track record of successful productions; Fiscal and administrative stability, including number of people employed both full and part-time; Demographic description of the typical/traditional audience. *If the applicant has participated in recent Ford Amphitheatre seasons, it does not need to provide an organizational history unless there have been significant changes since last participating. APPLICATION REVIEW TIMELINE October 2004 Proposals audited and evaluated by staff to determine completeness of application, meeting of eligibility requirements, and fulfillment of criteria. November 2004 Recommendations presented to Arts Commission. Recommendations of the Arts Commission sent to the Board of Supervisors for adoption. December 2004 Letters sent to organizations announcing whether their proposals have been accepted or declined. Joint meeting for all companies selected to participate in the Ford Amphitheatre 2005 season. QUESTIONS AND COMMENTS For any questions or other communication regarding the Ford Amphitheatre 2005 Summer Partnership Program or application process, please contact: Sherrill Herring, Operations Coordinator Telephone: 323-856-5793 Fax: 323-464-1158 E-mail: firstname.lastname@example.org Dave Pier, Managing Director Telephone: 323-856-5792 Fax: 323-464-1158 E-mail: email@example.com These guidelines and on-line application forms and information about the Ford Amphitheatre and its 2004 Summer Season can be accessed on the Ford Amphitheatre web site: www.fordamphitheatre.org. For information on other programs of the Los Angeles County Arts Commission, visit www.lacountyarts.org.
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