3086 El Camino Real, Santa Clara CA 95051 www.santaclaraballet.org
Nutcracker Documents
1. General Information
2. Production Information
3. Green Room/Backstage Reminders
4. Costume, Hair & Make-Up Requirements
5. Hair & Make-Up Checklist
6. Dress Rehearsal & Performance Schedules
Forms
1. Rehearsal Conflict Form
2. Pre-Performance Activities
3. Onsite Performance Activities
4. Dancer’s Contract
5. Liability & Publicity Release
6. Emergency and Identification Information
7. Acknowledgement Form
NUTCRACKER 2010
General Information: The Santa Clara Ballet Company will accept dancers who audition based on their talent, interest and commitment. Dancers will be cast accordingly, taking into consideration their full commitment, interest and the involvement of the parents in the production.
The Santa Clara Ballet Association is a non- profit organization and receives partial funding from the City of Santa Clara. The Company does a Spring/Summer Concert and the full production of The Nutcracker which usually brings in a full house in the 607-seat theater at the Santa Clara Convention Center. The Company brings to the community professional and quality productions featuring guest artists dancing in principal roles. This provides an opportunity to all aspiring dancers to perform and experience performing in a professional setting.
The Nutcracker production incurs a lot of expenses. Therefore, the Company depends largely on your support both financially and by volunteering time for various production needs. We have done it for over 36 years and with the help of our Parents/Dancers and Friends Volunteer Team, made out successfully. This year, we hope to do it again with your full commitment.
The Nutcracker production entails several projects such as:
Ticket Sales Soliciting Memberships Advertisement Corporate and Studio/Online Sales Corporate & Individual Web, Media, Schools. Libraries, Stores
Fund Raising Costumes Backstage Wardrobe Holiday Boutique Sew, Mend, and Fit Dressers, Chaperones, Make-up Food Concession Wash, Iron Wardrobe helpers Refurbish /Make Accessories Backstage Crew Load and Unload props and Scenery Transport Costumes, Prepare Floor Change Scenery
Parent Meeting
Adult dancers and Parents are expected to attend the first mandatory ‘Informational Meeting’. This meeting will also be indicative of your/your child’s true interest in participating in this production. We will discuss the above items and take suggestions to help improve what we have done in the past. We will also discuss mandatory requirements as well as volunteer projects outlined below.
1st Mtg - Sept. 19, 12:30-1:30pm 2nd Mtg -Oct. 9, 11:00-12:00pm 3rd Mtg.- Nov. 13, 11:00-12:00 pm
Mandatory Fees Participation & Dancer’s Fee: $350 (non-refundable) Ticket Sales: 30 tickets or more
Pre-Ballet dancers casted for only the “Angel” role: Participation & Dancer’s Fee: $300 (non-refundable) Ticket Sales: 30 tickets or more
Please remember that the above requirements are minimal compared to school recitals, competitions etc. that require entrance fee and don’t include costumes. The Santa Clara Ballet will provide several costumes that will be needed for assigned roles.
Rehearsals Rehearsals may tentatively start on September 25. Please go to the website www.santaclaraballet.org for the schedule.
Nutcracker Production 2010 ______
PERFORMANCE DATES December 11 2:00 p.m. and 7:00 p.m. December 12 1:00 p.m. and 5:00 p.m.
VENUE Santa Clara Convention Center 5001 Great America Parkway, Santa Clara, CA 95054
CASTING All dancers will be cast to their best advantage. Dancers may be cast in one or more roles and the Director will decide which role/roles is best after several weeks of rehearsal. Partial casting will be posted a week before rehearsals commence.
UNDERSTUDIES An understudy does not necessarily imply that he/she will be performing, but should be ready at all times in the event that he/she will be needed. All understudies are required to learn the role and be present at all rehearsals.
FEES Participation fee has to be paid before participants can rehearse. NO ONE will be allowed to rehearse unless fully paid. Participation fee is non-refundable once the dancer has commenced rehearsal. (Special consideration may be given at the discretion of the Board)
REHEARSAL Rehearsals will be scheduled on SATURDAYS and/or SUNDAYS. Special rehearsals may be called as the need arises.
ABSENCES Dancers will be allowed only one (1) absence. Inexcusable absences after then will be a cause for replacement of the role. For special circumstances, please contact Marite.
CONTRACT All dancers, parents/guardians must sign a Contractual Letter of Agreement with the Santa Clara Ballet Company before a participant will be allowed to rehearse.
TECHNICAL / DRESS REHEARSAL Everyone is REQUIRED to be at the Dress Rehearsals on Friday, December 10, at the Santa Clara Convention Center Theater. No one is excused.
PARENT MEETINGS Follow up meetings are mandatory for all parents/guardians/dancers at the Ballet Studio . September 19, 12:30-1:30 pm . October 9, 12:30-1:30 pm . November 13, 12:30-1:30 pm
ANNOUNCEMENTS It will be the dancer’s/parents responsibility to check rehearsals schedules and notices on the Bulletin Board.
Updated rehearsal schedules and other announcements are also available via our website at: http://www.santaclaraballet.org
Green Room/Back Stage Reminders
Volunteers Thirteen (13) volunteers are needed for each performance. Everyone should attend the technical rehearsal on Friday, December 11 to know what to expect. Back stage volunteers should wear black clothing to minimize visibility from the audience. Everyone will be asked to handle various assignments in each act.
General Guidelines Children need to be reminded to keep their voices down and to stay in the Green Room unless accompanied by an adult, waiting for their cues in the wings or on stage. No running around the backstage areas.
Eating and drinking in costumes is not allowed. There should also be NO eating in the Green Room, only in the outside hallway area. Use discretion in what snacks you bring (i.e., nothing messy, no chocolate, no Cheetos nor Doritos!!)
All costumes have been assigned. Please, NEVER appropriate somebody else’s costume and discourage the children from doing it! It just makes more problems. Pay attention to the alternate schedules and Finale assignments.
Male chaperones are not allowed in the Green Room. The Green Room is used by both young and older children (pre-teens). Since this is the designated changing room, the older children are uncomfortable with the presence of adult males. Your understanding and cooperation is appreciated. The backstage crew can use your help.
The Green Room is only for the use of the dancers and the female adult chaperones. Only authorized personnel are allowed. Please do not bring any member of your family (younger siblings, aunts, cousins, grandparents, etc). They can see your star after the end of the performance on stage.
What to Bring Make-up and hair is the dancers’/parents’ responsibility. Hair should be in a tight, neat bun with no bangs, no fancy hair do-dads/snoods. Bring a make-up kit, extra bobby pins, brush, and hairnets to keep the buns tidy. The young children don’t need a lot of make-up.
Bring books, “quiet” games, coloring books, etc. to keep the kids entertained during slow times. Avoid noisy things and things that can stain costumes (paint, markers, crayons, etc.).
Please make sure your dancers have all the appropriate tights, leotards and shoes. Extra tights, both black and pink are a good idea in case of runs/holes. Black knee-highs or socks over pink tights for the Chinese Dolls are easiest and help with quick changes.
Please bring lots of safety pins, a sewing kit (black, white, red, blue thread & small scissors), small flashlights that can be hung around your neck.
Miscellaneous Details – Act I
Act I “quick changes” include Clara and Party Children into Mice and Soldiers. We will need at least one “Mom” for each individual quick change.
Party Girls changing into Mouse should wear pink tights OVER their black tights for the Mouse costume. There is no time to put on a new set of tights, and barely enough time to peel off the pink ones... This is a very intense quick change. Be prepared.
Party Children to Soldiers is a little easier, they have a few more minutes to make the transition and their fellow Soldiers often help them change as well as the assigned Moms.
Mice will need assistance to get into position (which happens during the last part of the party scene, during the Grandfather Dance). Sometimes they get a little disoriented in the dark, with their masks on, and not being able to tell who their fellow mice are for reference! Back stage Moms should make sure their face coverings and hair are tucked in.
Act II Angels: Act II begins with the entrance of the Angels. We will be putting their wings and halos on during the intermission AFTER Snow. Snow takes about 15 minutes and there is an Intermission afterwards. Please do not put their wings on until Intermission. They are fragile and cannot withstand a lot of bumping into each other.
Then we put them into their two lines in preparation to leading them into position for their entrance. Lining up is crucial. Two Moms will lead each group to their appropriate side of the stage. Once they get into position, the children know what to do and just need a little leadership, shushing, guidance with the “candles” and reminders to smile, be on their toes and take small steps.
The Angels will then need help carefully taking off their wings and halos and costumes. Many of them will need to hustle into their Chinese Doll or Buffoon costumes. We will need a number of Moms to supervise and assist with this activity.
Other Quick Changes: In addition to helping/watching/entertaining your own child and the other small children, we need help with the other quick changes for the older dancers. In particular, there is a very fast change for a number of Flowers into Arabians. We need at least one or two Moms for each of these quick changes.
Note for the older dancers: Please let Rosemary McElherne know if you have a quick change/need help so she can make sure there are enough Moms on each side of the stage/dressing room.
We will also need miscellaneous help with ironing costumes (particularly before the first performance), picking up and hanging costumes, emergency sewing and in general keeping the backstage area in order and quiet.
Costume, Hair & Make-Up Requirements
All Female dancers will arrive at the theater with their hair tied in a classic bun. NO BANGS or fancy hair clips and accessories. Do not wear jewelry.
Exceptions for Party Scene “Girls”: Hair tied in a half ponytail and ringlet curls. They will need to pull their hair up in a classic bun for Act II. Pink tights and pink ballet slippers.
Soldiers and Party Scene “Boys”: Black tights and black ballet slippers.
Mouse: Black tights and black ballet shoes
Angels: Pink ballet slippers and pink short sleeve or sleeveless leotard under your costume. Dark or bright colored leotards are NOT ALLOWED because the costumes are white.
Chinese Dolls: Black socks and black ballet slippers with your name marked on the bottom for easier identification during “quick changes” from Angel to Chinese Doll.
Adult Female Dancers: Bring white/pink dance trunks, theatrical pink tights with seams, clean pink ballet slippers and pointe shoes.
All Children 10 years and under should arrive at the theater with their make-up already done. At this age, a base make-up is not necessary. Use pink or peach blush and lipstick and line their top and bottom lips with eyeliner (brown if you are fair and black if you have a darker complexion). DO NOT OVERDO or we will ask that it be redone before they go on stage.
Only assigned parents/volunteers will be allowed to remain backstage. Parents must wait after the performance to pick up their children backstage.
All Back Stage volunteers must wear black clothing and comfortable shoes.
We DO NOT ALLOW photography, cameras or videotaping during the performance. You may take pictures at the Technical/Dress Rehearsal on Friday, December 11.
NO FOOD OR BEVERAGE is allowed in the Dressing Room and Backstage area. Food may only be consumed in the outer corridors that lead to the main back entrance. This is a Santa Clara Convention Center regulation that is strictly enforced.
Hair and Make-Up Checklist
MAKE-UP Supply List:
__ “Kaboodle” or tackle box for storing stage make-up (must include a stand alone mirror) __ Pancake __ Blush (one shade of rose, one shade of amber) __ Loose Powder __ Eye shadows (light, medium and dark colors) – BROWNS or PEACHES __ Concealer __ Mascara __ Eyeliner __ Eyebrow Pencil __ False Eyelashes and Glue __ Lip Liner __ Lipstick __ Brush set - Large powder brush - Blush brush - Eye shadow brush - Eyeliner brush __Cotton Balls __Cosmetic Sponges/Wedges __Eye-Makeup Remover – “Take-offs” __Deodorant or Talcum Powder __Hand Towel __Box of Tissue
HAIR Supply List
__Hair Nets __Horse Shoe Hairpins __Bobby Pins __Gel __Hair Spray __Spray Water Bottle __Brush and Comb __Rubber Bands
If you have questions on how to find the right colors for your skin tone, go to a department store. Good cosmetic lines are Prescriptives, MAC, NARS and Clinique. Stage make-up can be found at the make-up counters in cosmetic departments as well as costumes and novelty stores. The most well-known and best stage cosmetics are made by Ben Nye and Max Factor. These companies have beginner kits that contain most of what you need. Children do not need to use stage cosmetics.
Tech Rehearsal and Performance Schedules
Absolutely NO VIDEOTAPING allowed! Picture taking will be allowed during tech rehearsal only. Photography is strictly prohibited.
Friday, December 10 FULL TECH/DRESS REHEARSALS (No make-up) Santa Clara Convention Center Theater (2nd Flr)
5:00 PM Be at the theater, sign-in and WARM UP 5:30 PM Put on costumes for ACT I 5:45 PM On stage – check your props 6:00 PM ACT I – Entire Cast 7:00 PM Snow Scene 7:30 PM ACT 2 to FINALE 8:30 PM Prepare to stay longer if necessary
Saturday, December 11
11:00 AM Be at the theater, sign-in and WARM UP 11:30 AM Review part needed to rehearse 12:00 Noon Lunch Break 12:30 PM Make up & put on costumes for ACT I 1:30 PM On stage, check props 2:00 PM CURTAIN – Performance 5:00 PM Break for Dinner 6:00 PM Be back at the theater, sign-in and WARM UP 6:30 PM On Stage 7:00 PM CURTAIN – Performance
Sunday, December 12
10:30 AM Be at the theater, sign-in and WARM UP 11:00 AM Review part needed to rehearse 12:00 PM Make up & put on costumes for ACT I 12:45 PM On stage, check props 1:00 PM CURTAIN – Performance 3:30 PM Break for Dinner – do not leave the theater 4:30 PM Make up and Costumes 4:45 PM On Stage & check props 5:00 PM CURTAIN – Performance
Please pack your costumes after the last show. Boxes will be placed in the hallways.
Rehearsal Conflict Form
A detailed rehearsal schedule will be published after the cast list is announced. Dancers come to rehearsal when their assigned role is called. Please review the list below and indicate any conflicts you may have. Each dancer is allowed one (1) absence. Please complete and return before the first rehearsal day.
Dancer: Date Time Conflict (Please list all prior commitments) Saturday, Oct. 2 12:30-5:00pm Sunday, Oct. 3 12:30-5:00pm Saturday, Oct. 9 12:30-5:00pm Sunday, Oct. 10 12:30-5:00pm Saturday, Oct. 26 12:30-5:00pm Sunday, Oct. 27 12:30-5:00pm Saturday, Oct. 23 12:30-5:00pm Sunday, Oct. 24 12:30-5:00pm Saturday, Oct. 30 12:30-5:00pm Sunday, Oct. 31 12:30-5:00pm Saturday, Nov. 6 12:30-5:00pm Sunday, Nov. 7 12:30-5:00pm Saturday, Nov. 13 12:30-5:00pm Sunday, Nov. 14 12:30-5:00pm Saturday, Nov. 20 12:30-5:00pm Sunday, Nov. 21 12:30-5:00pm Saturday, Dec. 4 12:30-5:00pm Sunday, Dec. 5 12:30-5:00pm
Friday, December 10, 5:00 pm -10:00 pm is TECH REHEARSAL at the Santa Clara Convention Center - NO CONFLICTS ALLOWED.
NO CONFLICTS ALLOWED DURING PERFORMANCES
Pre-Performance Requirement Activities
Since Santa Clara Ballet is a non-profit organization, the production is run by volunteers. Your help is needed. The Nutcracker requires volunteer time per student to be performed by the family members or the dancer themselves; ten hours of volunteer time prior to the performance and a minimum of ten hours during the performance. Please check off where you can help and the project managers will contact you.
TICKET SALES (Administrative) Project Manager – Marite Paras (MP) Total Hour ✔ Volunteer Job Location Duties Hours Volunteer Credit Sell tickets to dancers, Saturdays* walk-ins. 1:00pm-5:00pm 4 hours @ day Studio Sales Studio Fill mail orders Record all ticket sales Submit record files and monies to MP Download information – Your convenience process ticket sales Online Sales Organize Will Call tickets Retrieve/respond to Check box Box Office Your convenience voicemail messages. office twice daily
PROMOTION (Membership, Publicity, Marketing & Advertising) Project Managers – Molly Barber (MB); Michal Huang (MH) Total Hour Location Duties Hours ✔ Volunteer Job Volunteer Credit
School, Libraries, Local Papers, Dance Stores, Distribution of flyers Community Centers, Rec. Centers; Dance Schools Bay Area Parent Mag Local listings Distribution of flyers PSA’s – Radio/TV
Membership Solicit donations, Drive contributions from family, friends & corporate matching programs Color copies for flyers and Photocopying ticket forms
Other copy jobs as needed
COSTUMES AND PROPS Wardrobe Mistress – Debbie Hassy (Ms. Debbie) Total Hour ✔ Volunteer Job Location Duties Hours Volunteer Credit Saturdays* Sew New 1:00pm-5:00pm Costumes Help with costume fitting. Mend Costumes Mend & repair, Wash and Iron. Refurbish broken props. Props Make headpieces and accessories. Other jobs as needed.
Parent/Guardian Name ______Please Print
Dancer ______
Address: ______Street City Zip
Phone Number(s) ______Home Work Mobile
E-mail Address ______Please Print
On-Site Performance Requirement Activities
LOBBY Project Manager – Marite Paras (MP)
Total Hour ✔ Volunteer Job Location Duties Hours Volunteer Credit Saturday Will Call 12:30pm-2:00pm 5 hours Theater Lobby Handle Will Call 5:30-7:00 pm
(2 volunteers per show) Sunday 11:30am-1:00pm 5 hours 3:30pm-5:00pm Saturday Ticket Sales 12:30pm-2:00pm 5 hours 5:30-7:00 pm Theater Lobby Handle Walk-Ins (2 volunteers per show) Sunday 11:30am-1:00pm 5 hours 3:30pm-5:00pm Saturday Ushers Collect tickets at the door. 1:30pm-2:00pm 1 hour Theater Lobby 6:30-7:00 pm Distribute program. (2 volunteers per show) Sunday Assist with seats. 12:30am-1:00pm 1 hour 4:30pm-5:00pm
CONCESSION Project Manager – Total Hour Location Duties Hours ✔ Volunteer Job Volunteer Credit
Oversee set-up, purchasing of food items (see checklist)
Intermission
BOUTIQUE Project Managers – Maryanne Santos (Ms. Maryanne) Total Hour Location Duties Hours ✔ Volunteer Job Volunteer Credit
Preparation of display.
Help pack and transport items after last performance.
Work at the boutique before the performance and during intermission.
BACKSTAGE MANAGER – Rosemary McElherne (Ms. Rosemary) Total Hour Location Duties Hours ✔ Volunteer Job Volunteer Credit
Adult Chaperones (female only) Green Room
Help pack and transport items after last performance
Backstage Assist with quick change Dressers and as needed
Help pack and transport items after last performance
COSTUMES AND PROPS Wardrobe Mistress – Debbie Hassy (Ms. Debbie) Total Hour ✔ Volunteer Job Location Duties Hours Volunteer Credit Costume set-up before and after the show
Wardrobe Theater Iron and mend costumes as needed.
STAGE MANAGEMENT – Paul McElherne
Total Hour ✔ Volunteer Job Location Duties Hours Volunteer Credit Transport production items to theater for Technical Rehearsal on Friday, 12/14
Load & Unload scenery, flooring, costumes and props before & after the show
Layout Stage floor Stage Crew Theater Serve as stage hands during the show (clean and sweep floor between shows etc.)
Help with technical aspects (audio visual area, lights and sound etc.)
IMPORTANT: Please schedule your volunteer duties with each of the coordinators ahead of time. This will allow you to be part of the audience for at least one (1) performance.
Parent/Guardian Name ______Please Print
Dancer______
Address______Street City Zip
Phone Number(s) ______Home Work Mobile
E-mail Address ______Please Print
Contractual Letter of Mutual Agreement
In consideration of the opportunity to perform and gain experience with the Santa Clara Ballet, I, the undersigned agree to the following:
Attend all rehearsals and all scheduled performances of the Ballet I am assigned to appear in To supply my own leg and footwear that is required at my own expense (tights, toe shoes, ballet slippers) To return all costumes provided for my use to Santa Clara Ballet. To provide my own stage make-up. To adhere to all company rules and directives regarding costumes, rehearsals, check-in time, warm- up, transportation etc. To submit formally in writing any reason which would prevent me from performing in the said production well in advance of the scheduled performance so that a replacement can be made. To conduct myself in an appropriate manner, or as directed at all rehearsals and performances. To agree to pay a non-refundable PARTICIPATION FEE and other mandatory fees to the Santa Clara Ballet.
I understand that: I am not allowed to miss rehearsals except in the event of illness or any emergency in which case I should notify the Company directors in advance. For unexcused or unnotified absences, I may be immediately replaced. Likewise the above will hold true for lateness to rehearsals. It is my responsibility to check the Bulletin Board for all notices pertaining to the production: such as rehearsal schedules, changes etc. I will perform any role/roles assigned to me and do them to the best of my ability. I do not have to be a student of the Santa Clara Ballet School to perform in the said production. Failure to abide by or any or all parts of this letter will disqualify me from the opportunity to work with the Santa Clara Ballet Company.
You must be at least 18 years old to sign this form, or have your parent/legal guardian sign
Signed in agreement ______Dancer Date
As Parent/Guardian of the above-signed dancer (minor), I agree to give my permission to participate in the said production and will see to it that he/she will fulfill the obligations to which he/she is committed. I have read all the above and fully agree to abide in every way.
Parent/Guardian______Please Print Date
Address ______Daytime Phone Number
______E-Mail Cell Phone
Liability and Publicity Release
Waiver (You must be at least 18 years old to sign this form, or have your parent/legal guardian sign):
_____ I understand that with any athletic and physical training similar to what occurs in dance education, there is a risk of physical injury. I do hereby release Santa Clara Ballet (SCB) and any of its staff from any liability, which may occur on or around its premises or at any function sponsored by SCB that may occur off its premises. I have taken steps to obtain health insurance which will cover any sustained injury. In the event of an emergency, I give SCB and its staff the right to obtain medical services for the signatures below. I also understand that fully receiving good dance training may involve adjustment of the dancer’s body by the teacher.
_____ I authorize SCB to use my student’s name and/or picture in other materials and media for publicity, advertising, and marketing purposes.
I have read, understood, and agreed to the Liability and Publicity Release stated above.
Dancer ______Please Print
Applicant Signature ______Date:______
Parent Signature______Date:______(If dancer is a minor)
Emergency and Identification Information
Dancer: ______
Address: ______
Parent/Guardian’s Name: ______
Phone 1: ______Phone 2: ______
Names of persons authorized to take cast member under 18 years of age from the facility. Child will not be allowed to leave with any other person without written authorization from parent or guardian.
Name Relationship Phone
If you cannot be reached, list 3 persons who we can call in an emergency: Name Relationship City Phone
Medical and Dental Information: Physician/Practitioner Address Phone
Insurance Information Plan No.
Dentist Address Phone
Insurance Information Plan No.
The following information is desired for use in the event that your child becomes ill or is injured during rehearsals or performances, or in case of an impending or actual disaster, and you cannot be reached. Indicate the action you want Santa Clara Ballet to take if the injury or illness is of a serious nature.
Notify personal physician as shown above. Yes _____ No ______
If physician cannot be reached immediately, what specific action should be taken? ______
______
Other health considerations, allergies or medications: ______
Signature of Parent or Guardian: ______Date: ______
Acknowledgement Form
This Santa Clara Ballet Nutcracker Handbook has been prepared for your information and understanding of its policies, requirements and practices. Please read it carefully. Upon completion of your review of this handbook, sign the statement below, and return it by the due date. A copy of this acknowledgement appears at the back of the handbook for your records.
I, ______, have received and read a copy of the Santa Clara Ballet Nutcracker Handbook which outlines the policies, requirements and expectations of Santa Clara Ballet, as well as my responsibilities as a dancer/participant.
I have familiarized myself with the contents of this handbook. By my signature below, I acknowledge, understand, accept and agree to comply with the information contained in the Handbook provided to me by Santa Clara Ballet. I understand this handbook is not intended to cover every situation which may arise during the Nutcracker season, but is simply a general guide to the goals, policies, practices, and expectations of Santa Clara Ballet.
Dancer ______Please Print
Applicant Signature ______
Date:______
Parent Signature______(If dancer is a minor)
Date:______
Please return by Saturday, September 25, 2010.