Tips on Producing Events at the Cabaret:


Bar Operations (bar staff):

  • Have drink specials (product) and give list to Host/MC
  • Ensure we have proper security
  • Check initial cleanliness
  • Check stock of toilet paper, hand towels
  • Ensure all areas clean, swept and properly bussed before and during events
  • Notify host/MC of any special kegs or promotions
  • Get promo/giveaway items to Host/MC/Producer
  • Ensure we have posters printed
  • Please be sure all lights are on in the cabaret as needed
  • Other tasks as needed and currently being done


Promotion of the Event/ Pre-Event Tips:

  • Speak to staff about what your event is so they know
  • Secure raffle items if doing raffle
  • Get raffle tickets if doing raffle
  • Have a presence in the community, bar, other events, etc.
  • Make sure staff knows when your event is
  • Secure spotlight person as a volunteer
  • Make sure you have online tickets sales if doing online ticketing
  • Have a good Theme – set so that audience knows what to expect
  • Hook – create a very strong reason to get audience
  • Online promotion is key
  • FB Events and Groups – post something every day starting 2 weeks before
  • Post to community calendars
  • Create and get approved mini-flyers
  • Announce at events and personally inviting “selling”
  • Networking - meet new people at events - go to other events
  • Poster – at least 4 weeks before
  • Crowd – speak to groups and get crowd in
  • Word of Mouth Marketing - Tell people about your event
  • Design set list for maximum audience attendance and retention
  • Send List of Dos and Don’ts “Letter to Producers and Artists” (see end of document)
  • Get table cloths/decorations if you’re planning to use them, as the black table covers are only for Marquee and State Events
  • Make sure lighting in the showroom is working properly; suggestions on colors are welcomed and will be considered if funding permits
  • Make sure there are promotions to get people there (work with bar on promotions)


Operation of Event/ Day of (Showroom side):

  • Be nice to all staff, especially Bar and Stage Managers and follow all of their instructions.  They have the full authority of the Artistic Director; their decisions are most important and can prevent issues. 
  • Decorate entrance to the bar, cabaret and the stage as much as needed or possible
  • If applicable - have table for Regalia (Medals, Crowns/Tiaras) and/or awards
  • Cover tables with vinyl table cloths if your budget permits
  • Be aware of other events at the cabaret so as not to conflict with them
  • If your budget permits, hire a photographer
  • Create a guest list and give to security
  • Post to Facebook and be sure to invite friends day of as well
  • Make sure you have a clean stage (sweep and mop due to wax from country nights, dust and other objects)
  • Make sure stage, walkways and other areas are lit and marked with white tape or white paint
  • Check mics for batteries and that they are working
  • Do a sound check – are speakers working properly? Plugged in? facing right direction?
  • Perform light checks - spot light and back up spot light? Stage lights on? Cabaret lights working and on?
  • Get set list (6 copies: 2 for dressing rooms, 1 side stage, 1 announcer, 1 DJ, 1 SM)
  • Have tip containers / Tip Runners / Tip Angels
  • Have host/MC – they should know the performers and any guests in the audience – give proper introductions
  • Work with Sidewinders Stage manager – oversee preparation and execution.


Stage Manager should:

  • Monitor and assist with tips
  • Make Sure Show operation is smooth
  • Communication to Host/MC - make sure MC/Host's are assisted as much as possible
  • Stage looks presentable (all lights on, stage is swept and mopped
  • Showroom set properly and presentable
  • Stage kitten (if needed)
  • Stage manager must be approved by Sidewinders Head Stage Manager and must be in writing to Artistic Director and Head Stage Manager
  • Make sure you have music for performers in order (if using USB) or have set list given so order can be determined
  • Have pre-, post- and intermission music
  • Make sure DJ is ready and knows when to start
  • Shows must start with 15 minutes of published time
  • Review showroom set-up is appropriate (cabaret style)
  • Check tables and chairs – please note: the cabaret’s black and red table clothes should only be used during Marquee Events, which are only produced by the in-house courts. (Rose, Gore, Yule, Dove and Lily Courts)
  • Review lighting – do not touch any cabaret lighting on the stage or in the showroom. Please ask artistic director first.
  • Secure spot operator
  • Secure decorations
  • Set temperature (lower than normal since guests will be coming)


Producers: Clean-up of stage, dance floor and back dressing rooms

  • Performers (on-time, know call time and are ready)
  • What does showroom and cabaret look like? Is it ready?
  • Be sure floor is swept/mopped (responsibility of show producer after event.  Stage manager and staff do pre-event).
  • Presentation - If there is a presentation, it should be PowerPoint and PDF already


Letter to Producers

Dear Producer(s) –

We are here to assist you in producing a smooth event; please coordinate with us and keep everyone in communication.  If you need a poster done, please have specs and information to us at least 6 weeks before a show as much as possible. During the show, the Stage Manager has full authority of the Cabaret’s Artistic Director. Below are some items to relay to your cast every show.  Be sure to add the bar staff (stage manager, artistic director and owners) to any show chat, so they can help track show progress. If this is your first production, you must work with the Artistic Director in producing the show, or work with an approved producer.  However, the Artistic Director will guide you along the way.

Due to the high volume of productions, please keep chatting in the show chats to a minimum. Remember, the artistic director may be overseeing 30 + events at any one time, so please do not inundate the chats. Do keep performers engaged by checking in once a week with them.  Post a set list during the week of the chat as well. All shows/events begin at 8pm unless otherwise approved beginning 4/1/2017.  Stage manager must be approved by Sidewinders Head Stage Manager and must be in writing to Artistic Director and Head Stage Manager. 

***VERY IMPORTANT*** Please have your cast list reviewed by the Artistic Director before inviting cast members to your chat.  This is very important.  The cast must be approved due to over-commitment of performers, conflicts, and bans on performers.

All themes of shows, show poster, images and show content must be reviewed by the Artistic Director as well. Please have a cast of at least 15 - 20 performers as much as possible and remember that if someone backs out, they should find a replacement.  They should have a "back-up" number and should be ready to perform at the start of the show (unless producer and stage manager know ahead of time).  The cast should always inform stage manager and producer of any issues or concerns. Acceptance of a show also involves acceptance of all risks involved in being on premises and in the performance.

For music, it should be numbered and include the performer's name, as well as date of the show in the e-mail or subject. 

  • Name (stage name)
  • Song link 1:
  • Song link 2:
  • Optional Song link 3:
  • If using a tech sheet: Preferred method of sending in information: http://www.sidewindersbar.net/technical-sheets-and-other-information.html, otherwise for catalogue-type shows, use sidewindersmedia@gmail.com


Catalogue shows are ones in which no tech sheet is needed - performer is not particular on how they are introduced and there are no special instructions for the performer/stage management.

Or include an MP3 with the songs ordered if needed.

You'll want to be in contact with your stage manager and find a spot operator. Also, be sure the staff has created a Facebook event and try to get the poster in the next week (or two at the latest). We will help coordinate if needed.  Share the event. If you are expecting any kind of remuneration from the event, this has to be discussed at the time of booking, and a written agreement on the amount (e-mail is fine) must be obtained. All targets for bar revenue must be met if remuneration is tied to sales targets. Door splits must be agreed up in writing (e-mail is fine) as well.  Any ticketing must be approved and agreed upon as well.

Please let the cast know:


  • No outside beverages / beverages cannot be brought outside - No alcoholic beverages from outside sources that are not purchased from the venue.
  • Please be the best representative you can be
  • Valid government issued ID
  • All shows / events start at 8pm (and must start within 15 minutes of that time)
  • No drugs - All performers shall not consume or use illegal substances on, before or during the show
  • Send music to sidewindersmedia@gmail.com at least 24 hours before (if it's late, the DJ may not be able to download)
  • Arrive sober (that includes being sober from any drugs, OTC meds, alcohol, etc.)
  • Call time is 1 hour before show for entertainers and 2 hours for producer/promoter
  • Keep dressing areas clean after the show; this includes mirrors
  • Submit music no later than 24-hours before a show (unless using CD.  Make sure DJ can support CD function or any other function needed – don’t assume a USB or CD will work).
  • Please follow the Rules and Regulations of the Cabaret: http://www.sidewindersbar.net/rules-and-regulations---events.html
  • All bags are subject to search
  • Make sure microphones are good to go when you arrive
  • Promote the show and personally invite people
  • Follow instructions of Stage Manager
  • Double-booking of shows is discouraged and should be approved by Artistic Director.  For Marquee Events, double-booking is prohibited unless approved by the Cabaret's Artistic Director. Marquee events are Friday/Saturday or very large events with covers/tickets.
  • No Firearms, balloons (unless approved) and weapons
  • Be nice to all staff, especially Bar and Stage Managers and follow all of their instructions.  They have the full authority of the Artistic Director; their decisions are most important and can prevent issues; they cannot change any of the rules /regulations, but they can determine outcomes of behavior. 
  • Confirm performers with the Artistic Director to ensure there are no existing bans on the performer.
  • Please work on recruiting performers who are not currently performing in the current month, and try not to use performers who are booked in 3 or more shows during the same month. 
  • Please have all promotional material approved by the Artistic Director / Owners of the bar.
  • Work with only approved stage management (see Team).


All performers that are asked to be present in said event are to keep the highest of standards for the event, Sidewinders and all community events.  Any violation of producer, performer and/or both will result in loss of events and possible removal from bar for an undisclosed time frame.   Please note: the producer or promoter cannot be eligible to win in any event they produce, promote or have an ancillary role in unless by consent of the Cabaret's Artistic Director. This includes all titles in the bar; they must be approved. Only the cabaret's Artistic Director and outside pageant promoters can grant titles, crowns, medallions or placement of any candidates in any competition.   All judges and competitions must be cleared by the Artistic Director, unless a pageant promoter is executing a non-cabaret pageant or competition.  This excludes any "for fun" competition (i.e. hot body contests, twerking contests, college nights, board games and so forth).  Check with the Artistic Director whenever in doubt.

Have fun! Our guests enjoy seeing great talent and entertainment - we know you will put on a great event!

Regards,
Renee

Letter to Artists:

Dear Artist(s) –

We are here to assist you in performing at the Cabaret Theater at Sidewinders.  Please coordinate with show producer your needs.  During the show, the Stage Manager has full authority of the Cabaret’s Artistic Director. Below are some guidelines for all cast members of every show.  Due to the high volume of productions, please keep chatting in the show chats to a minimum. Remember, the artistic director may be overseeing 30+ events at any one time, so please do not inundate the chats. All shows/events begin at 8pm unless otherwise approved beginning 4/1/2017. 

For music, it should be numbered and include your performer name, as well as date of the show. Sample of e-mail:

Name (stage name):

  • Song link 1:
  • Song link 2:
  • Optional Song Link 3:
  • Date of Show
  • Preferred method of sending in information: http://www.sidewindersbar.net/technical-sheets-and-other-information.html



Or include an MP3 with the songs ordered if needed.

You'll want to be in contact with your producer and any needs of the spot operator (request tech sheet if needed). Also, be sure you share Facebook event.  

Please be sure to keep the following in mind:


  • No outside beverages / beverages cannot be brought outside - No alcoholic beverages from outside sources that are not purchased from the venue.
  • No drugs - All performers shall not consume or use illegal substances on, before or during the show.No outside beverages and beverages cannot be brought outside
  • Show must start no later than 15 minutes of published time
  • Please be the best representative you can be
  • If you are not using a tech sheet, send music to sidewindersmedia@gmail.com at least 24 hours before (if it's late, the DJ may not be able to download). If you use http://www.sidewindersbar.net/technical-sheets-and-other-information.html, please be sure to include the date of the show in the following format: 7/17/2017
  • Valid government issued ID
  • Arrive sober (that includes being sober from any drugs, OTC meds, alcohol, etc.)
  • Call time is 1 hour before show for entertainers and 2 hours before show for producer/promoter
  • Keep dressing areas clean after the show
  • Submit music no later than 24-hours before a show (unless using CD.  Make sure DJ can support CD function or any other function needed – don’t assume a USB or CD will work).
  • Please follow the Rules and Regulations of the Cabaret: http://www.sidewindersbar.net/rules-and-regulations---events.html
  • All bags are subject to search by staff / stage management
  • Do not take others belonging and secure your belongings
  • Do not leave under the influence
  • If you must cancel, please help find a suitable replacement immediately.
  • Make sure microphones are good to go when you arrive
  • Promote the show and personally invite people
  • Listen to Stage Manager. 
  • Performers who have a no-show will become at risk of not performing in future productions.
  • Double-booking of shows is discouraged and should be approved by Artistic Director.  For Marquee Events, double-booking is prohibited unless approved by the Cabaret's Artistic Director. Marquee events are Friday/Saturday or very large events with covers/tickets.  This includes State Events.  
  • No Firearms, no balloons (unless approved), no objects that create sudden loud noises, no liquids from outside the bar, no acts that cause damage to premises, and no weapons.


Have fun! Our guests enjoy seeing great talent and entertainment - we know you will put on a great event!

Regards,

Renee