04-60 Resolution No. 04-60
RESOLUTION
AUTHORIZING EXECUTION OF A SPECIAL EVENT CO-SPONSORSHIP AGREEMENT
WITH TALISMAN THEATRE
(Shakespeare in the Park)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
David M.Dorgan,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and
directed to execute a Special Event Co-Sponsorship Agreement on behalf of the City of Elgin with
Talisman Theatre for performances of Shakespeare in the Park, a copy of which is attached hereto
and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: March 10, 2004
Adopted: March 10, 2004
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
et
SPECIAL EVENT CO-SPONSHORSHIP BETWEEN
TALISMAN THEATRE
AND
THE CITY OF ELGIN, ILLINOIS
THIS AGREEMENT is made and entered into this day of , 2004, by and between
TALISMAN THEATRE, an Illinois not-for-profit corporation, (hereinafter referred to as the "Talisman
Theatre") and the CITY OF ELGIN, a municipal corporation (hereinafter referred to as the"City").
WITNESSETH
WHEREAS,Talisman Theatre desires to produce and perform a special event in the form of two
Shakespearean plays to be held Wednesday through Sunday from July 14 through August 14,2004 at the
Wing Park Band Shell, located in Elgin, Illinois(hereinafter referred to as"Shakespeare in the Park"); and
WHEREAS, Elgin Municipal Code Section 13.25.020A requires special events to be sponsored
and conducted by not-for-profit corporations or associations or by public bodies; and
WHEREAS,Talisman Theatre has requested that the City cosponsor the Shakespeare in the Park;
and
WHEREAS,the City has determined that the Shakespeare in the Park will attract additional
interest in the Elgin area and will assist in promoting further quality programs for the City of Elgin; and
WHEREAS,the City Council has further determined that it is in the best interests of the City to
share in the costs of the Shakespeare in the Park with Talisman Theatre in accordance with the terms and
conditions of this Co-Sponsorship Agreement; and
WHEREAS, the City of Elgin is a home rule municipality as defined in Article VII Section 6a of
the 1970 Constitution of the State of Illinois; and
WHEREAS, a home rule unit may exercise any power and perform any function pertaining to its
government and affairs.
NOW,THEREFORE, for and in consideration of the mutual promises and undertakings contained
in this agreement, and for other good and valuable consideration,the sufficiency of which is hereby
acknowledged, the parties hereto agree as follows:
1. The foregoing recitals are hereby incorporated into this Agreement in their entirety.
2. The City shall reimburse the Talisman Theatre for one-half of the costs directly
incurred for Shakespeare in the Park up to a maximum of$24,150. Talisman Theatre
shall not be entitled to any further funds from City associated with or arising out of
Shakespeare in the Park as provided for herein, and shall not apply for any additional
funds from the City's Cultural Arts Commission. A non-binding estimate of
anticipated costs associated with Shakespeare in the Park is attached hereto as
PAGE 1
G.\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25\P&R Special Event Co-Sponsorship Talisman Theatre Part 2 doc
Attachment A. City shall also provide assistance from one city staff employee to
Talsiman Theatre for Shakespeare in the Park for an amount of time not to exceed
$2,000 in cost to City.
3. The City shall pay such$24,150,referred to in paragraph two,to Talisman Theatre on
or before April 2,2004. The Talisman Theatre shall utilize the above-mentioned
$24,150 solely for cost for the production of Shakespeare in the Park. Talisman
Theatre shall provide City with an accounting of all costs incurred by Talisman Theatre
for Shakespeare in the Park on or before November 1, 2004. In the event such costs
amount to less than$48,300, Talisman Theatre shall refund to City a pro rata amount
so that City will have paid one-half of such costs to Talisman Theatre on or before
December 1, 2004.
4. Talisman Theatre shall apply for and obtain special event permits as provided for
under Elgin Municipal Code Chapter 13.25. The City shall provide all necessary
signatures on the special event application to evidence the City's co-sponsorship for
Shakespeare in the Park.Notwithstanding the City's co-sponsorship of the
Shakespeare in the Park,the parties hereto understand and agree that Talisman Theatre
shall be solely responsible for conducting the Shakespeare in the Park and for all costs
associated with the Shakespeare in the Park including but not limited to the fees and
costs identified in Elgin Municipal Code Chapter 13.25.090.
5. Talisman Theatre shall be strictly liable for the acts of its agents,volunteers,officers
and employees and that Talisman Theatre to the fullest extent permitted by law shall
indemnify, defend and hold harmless the City, its officers, employees, agents,boards
and commissions from any claims, suits,judgments, costs,attorney's fees, damages or
other relief arising out of or in any way connected with the Shakespeare in the Park or
any acts or omissions of Talisman Theatre, its agents, volunteers or employees.
Nothing herein affects Talisman Theatre's duty to defend the City. In the event of any
action against the City or its officers, employees, agents,boards or commissions
covered by the foregoing duty to indemnify, defend and hold harmless such action
shall be defended by legal counsel of the City's choosing. The provisions of this
paragraph shall survive any termination and/or expiration of this agreement.
6. Talisman Theatre shall also provide,without cost to the City, the insurance required
pursuant to Elgin Municipal Code Section 13.25.070 naming the City as a primary,
non-contributory co-insured with limits of not less than$500,000 per occurrence and
excess coverage of not less than$5,000,000 covering general liability including
personal injury and property damage. This insurance shall apply as primary insurance
with respect to any other insurance or self-insurance programs afforded to the City and
shall be written in occurrence form. There shall be no endorsement or modification of
this insurance to make it excess over other available insurance; alternatively, if the
insurance states that it is excess or pro rata, it shall be endorsed to be primary with
respect to the City.
PAGE 2
G'\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25\P&R Special Event Co-Sponsorship Talisman Theatre Part 2.doc
7. In consideration of Talisman Theatre being solely responsible for conducting the
Shakespeare in the Park and for all costs associated with the Shakespeare in the Park as
provided herein,the parties understand and agree that Talisman Theatre shall be
entitled to retain any income received from the Shakespeare in the Park. City shall
provide barricades and fencing as may be appropriate in City's sole discretion.
8. Talisman Theatre at its sole cost shall apply for and obtain all necessary permits,
including,but not limited to,amplifier permits, for any entertainment to be conducted
in conjunction with the special event. Any entertainment and use of amplifiers shall be
in compliance with all applicable regulations.
9. Talisman Theatre at its sole cost shall be responsible for providing all toilets and other
sanitary facilities,necessary electrical power and litter facilities,litter control and
clean-up for Shakespeare in the Park.
10. Nothing contained in this Agreement shall be construed to relieve Talisman Theatre,
its officers, agents or employees,as well as any other participants in the Shakespeare in
the Parks from complying with all applicable laws and regulations of the City, State
and United States,including but not limited to obtaining any other permits or
approvals as required by law.
11. The City shall be recognized as a sponsor of Talisman Theatre and shall receive the
benefits of sponsorship consistent with the level of support provided. At minimum,the
City's support shall be acknowledged in print materials promoting the organization or
event,radio advertising,WEB page information and event programs. Three samples of
this acknowledgement shall be provided to the City.A logo provided by the City shall
be used for this purpose.
12. This Agreement shall not be deemed or construed to create an employment,joint
venture,partnership or other agency relationship between the parties hereto.
13. The terms of this Agreement shall be severable. In the event any of the terms or
provisions of this Agreement are deemed to be void or otherwise unenforceable for any
reason, the remainder of this Agreement shall remain in full force and effect.
14. This Agreement shall be subject to and governed by the laws of the State of Illinois.
Venue for the resolution of any disputes and the enforcement of any rights arising out
of or in connection with this Agreement shall be in the Circuit Court of Kane County,
Illinois.
• PAGE 3
G:\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25lP&R Special Event Co-Sponsorship Talisman Theatre Part 2 dos
IN WITNESS WHEREOF,the parties hereto have executed this agreement on the date and year
first written above
CITY OF ELGIN, a municipal corporation
By ;irJaz
David M. Dorgan, City IGlanager
Attest:
; I
Delonna Mecum
City Clerk
mil f it( `� £'k null,Of fit/) TALISMAN THEATRE
/ By ,>-
Executive Director
Attest:
PAGE 4
G:\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25P&R Special Event Co-Sponsorship Talisman Theatre Part 2 doc
`__.
•
Budget-Shakespeare in the Park 2004 Tempest&Macbeth '
Cash In kind Total
Actors $ 5,000.00 $ 5,500.00 $ 10,500.00
Directors $ 1,600.00 $ 500.00 $ 2,100.00
Set Design $ 700.00 $ 500.00 $ 1,200.00
Sound Design $ 1,400.00 $ 500.00 $ 1,900.00
Lighting Design $ 700.00 $ 500.00 $ 1,200.00
Costume Design $ 1,400.00 $ 1,000.00 $ 2,400.00
Intern Coordinator $ - $ 700.00 $ 700.00
Visual Artists $ - $ 2,000.00 $ 2,000.00
Graphic Design $ 500.00 $ 150.00 $ ' 650.00
Ecc Tuition $ 1,200.00 $ - $ 1,200.00
Fight Choreographer $ - $ - $ -
Asst. Director(s) $ - $ 800.00 $ 800.00
Stage Managers $ 1,200.00 $ 1,000.00 $ 2,200.00
Technical Director $ - $ 700.00 $ 700.00
Instructor Fee $ - $ - $ -
Sound Operator $ 1,000.00 $ 400.00 $ 1,400.00
Set Construction $ 400.00 $ 500.00 $ 900.00
Costume Construction $ 400.00 $ - $ 400.00
Wardrobe Mistress $ 100.00 $ - $ 100.00
Set Load Strike $ - $ 1,200.00 $ 1,200.00
Props Master $ 350.00 $ 200.00 $ 550.00
Asst Prod. Coord/master elec? $ 200.00 $ 500.00 $ 700.00
Elec Load strike $ 500.00 $ 200.00 $ 700.00
Producer $ 2,500.00 $ 2,500.00
Assoc. Producer $ - $ 1,000.00 $ 1,000.00
Total Personnel Salaries& Fees $ 16,650.00 $ 20,350.00 $ 37,000.00
Community Art materials $ - $ - $ -
Scripts $ 500.00 $ - $ 500.00
Scenery $ 1,500.00 $ 1,500.00
Props $ 1,000.00 $ - $ 1,000.00
Costumes $ 3,000.00 $ 1,000.00 $ 4,000.00
Costume Maintenance $ 300.00 $ - $ 300.00
Generator/fuel $ 4,920.00 $ - $ 4,920.00
Lights&Towers $ 3,000.00 $ - $ 3,000.00
Sound rental $ 3,000.00 $ - $ 3,000.00
Technical Contingency $ 500.00 $ - $ 500.00
ECC Rent, Hse Mgmt&Ticketing servicE $ - $ 3,122.00 $ 3,122.00
Additional rehearsal rental $ - $ 640.00 $ 640.00
Production tents $ 600.00 $ - $ 600.00
Housing $ - $ 6,000.00 $ 6,000.00
General Contingency $ 250.00 $ - $ 250.00
Truck Rental, Hauling $ 400.00 $ - $ 400.00
Production Materials,Services $ 18,970.00 $ 10,762.00 $ 29,732.00
Advertising $ 2,000.00 $ 6,000.00 $ 8,000.00
PR Consult $ - $ - $ -
Programs $ 500.00 $ 500.00
PR materials costs $ 150.00 $ - $ 150.00
Postcard postage, see#below $ 3,100.00 $ - $ 3,100.00
Postcard printing,flyers $ 2,400.00 $ 1,200.00 $ 3,600.00
Printing pstrs,flyer $ - $ - $ -
Mailing Service $ 1,000.00 $ - $ 1,000.00
Other postage $ 160.00 $ - $ 160.00
Supplies $ 335.00 $ - $ 335.00
Photography $ - $ - $ -
Banners/sign $ - $ - $ -
Reception/enteratinment $ - $ - $ -
Total Marketing $ 9,645.00 $ 7,200.00 $ 16,845.00
25,000
Insurance $ 3,000.00 $ 500.00 $ 3,500.00
Security $ - $ - $ -
Concessions $ 500.00 $ - $ 500.00
Water $ 200.00
Actor Meals $ 300.00
Portable Restrooms, Waste removal $ 3,500.00 $ - $ 3,500.00
Total Safety&Hospitality $ 7,500.00 $ 500.00 $ 8,000.00
Total Production Costs $ 52,765.00 $ 38,812.00 $ 91,577.00
Income Needed Pledged To Raise
Admissions $ 13,225 $ 12,730 $ 495
Touring $ 3,000 $ 3,000 $ -
Concessions, food &beverages $ 300 $ - $ 300
Ad Sales $ 150 $ - $ 150
Benefit/corp event $ 3,000 $ 3,000 $ -
Grants $ 30,000 $ 28,383 $ 1,617
Sponsorships $ 1,500 $ 1,500 $ -
Individual Contributions $ 2,000 $ - $ 2,000
Total income $53,175 $48,613 $4,562
Balance $410
% Earned Income 37.00%
sl `�yOFE`C'
Agenda Item No. �
0L-- "� City of Elgin g
-T }
�, E
.4TEDLE"' L f
February 20, 2004G
N
TO: Mayor and Members of the City CouncilRECREATIONAL LEISURE
ANO CULTURAL OPPOR fUNITIFi
FOR AI.L<-II',ENS
FROM: David M. Dorgan, City Manager 4J
Monica Meyers, Director of Parks and Recreation
SUBJECT: Special Event Co-Sponsorship Agreement with the Talisman Theatre
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider entering into a purchase of service agreement with the Talisman Theatre
for a co-sponsorship agreement with the Talisman Theatre for Shakespeare in the Park for July
14 through August 14, 2004.
r RECOMMENDATION
It is recommended that the City Council approve the special event co-sponsorship agreement
with Talisman Theatre for operating Shakespeare in the Park for a not-to-exceed amount of
$24,150.
BACKGROUND
Representatives from the Talisman Theatre have submitted a City of Elgin Special Event
Application to hold Shakespeare in the Park at the Wing Park Band Shell from July 14 through
August 14, 2004. Talisman Theatre is a non-profit professional theatre company committed to
producing classic plays and original works. An event budget is attached. Staff from Parks and
Recreation has met with the Talisman Theatre to review event logistics and a budget.
Several years ago Talisman relocated, moving from Chicago to Elgin, and is in the midst of its
sixth year of production here. They produce, with the City's cooperation, an annual Shakespeare
Festival that generates regional attention and draws people to Elgin. In previous years this event
has been held at the Wing Park Band Shell. This year's event would run from July 14 through
August 14, 2004.
The Talisman Theatre has requested support from the City for this year's Shakespeare in the
Park of$24,150. As a part of the City's support for this event, a co-sponsorship agreement is
proposed since the event is held on City property. The proposed agreement is the same as the one
used for last year's Shakespeare in the Park event with two exceptions: 1) allocated budget has
,
Special Event Co-Sponsorship Agreement with the Talisman Theatre
' February 20, 2004
Page 2
decreased; and, 2) performance dates have changed. The proposal has been reviewed by staff
from operating departments and does not present overwhelming logistical problems. The Parks
and Recreation Department will provide barricades and fencing for Shakespeare in the Park, and
assistance from one staff person during the event at a cost not to exceed $2,000. There will be
no charge to the Talisman Theatre for this service.
The Talisman Theatre will provide insurance for Shakespeare in the Park naming the City as a
primary, non-contributing co-insured with excess coverage of not less than $5,000,000 covering
general liability, including personal injury and property damage.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Talisman Theatre
( % FINANCIAL IMPACT
There are sufficient funds budgeted and available ($24,150) in the Riverboat Fund, account
number 275-0000-791.80-45 to enter into this agreement with the Talisman Theatre in the
amount of $24,150. Staff time totaling $2,000 will be charged to the Parks and Recreation
budget, account number 296-5011-762.01-02 where sufficient funds are available.
vol/EGAL IMPACT
None.
ALTERNATIVES
1. It is recommended that the City Council approve the special event co-sponsorship
agreement with Talisman Theatre for operating Shakespeare in the Park for a not-to-
exceed amount of$24,150.
2. Do not approve the special event co-sponsorship agreement with Talisman Theatre for
operating Shakespeare in the Park for a not-to-exceed amount of $24,150, thus not
allowing the event to be held.
Respectfully submitted for Council consideration.
(vc)
Attachment
r
SPECIAL EVENT CO-SPONSHORSHIP BETWEEN
TALISMAN THEATRE
AND
THE CITY OF ELGIN, ILLINOIS
THIS AGREEMENT is made and entered into this day of , 2004, by and between
TALISMAN THEATRE, an Illinois not-for-profit corporation, (hereinafter referred to as the "Talisman
Theatre") and the CITY OF ELGIN, a municipal corporation (hereinafter referred to as the"City").
WITNESSETH
WHEREAS,Talisman Theatre desires to produce and perform a special event in the form of two
Shakespearean plays to be held Wednesday through Sunday from July 14 through August 14, 2004 at the
Wing Park Band Shell, located in Elgin, Illinois(hereinafter referred to as"Shakespeare in the Park"); and
WHEREAS, Elgin Municipal Code Section 13.25.020A requires special events to be sponsored
and conducted by not-for-profit corporations or associations or by public bodies; and
WHEREAS,Talisman Theatre has requested that the City cosponsor the Shakespeare in the Park;
and
WHEREAS,the City has determined that the Shakespeare in the Park will attract additional
interest in the Elgin area and will assist in promoting further quality programs for the City of Elgin; and
WHEREAS,the City Council has further determined that it is in the best interests of the City to
share in the costs of the Shakespeare in the Park with Talisman Theatre in accordance with the terms and
conditions of this Co-Sponsorship Agreement; and
WHEREAS, the City of Elgin is a home rule municipality as defined in Article VII Section 6a of
the 1970 Constitution of the State of Illinois; and
WHEREAS, a home rule unit may exercise any power and perform any function pertaining to its
government and affairs.
NOW, THEREFORE, for and in consideration of the mutual promises and undertakings contained
in this agreement, and for other good and valuable consideration, the sufficiency of which is hereby
acknowledged,the parties hereto agree as follows:
1. The foregoing recitals are hereby incorporated into this Agreement in their entirety.
2. The City shall reimburse the Talisman Theatre for one-half of the costs directly
incurred for Shakespeare in the Park up to a maximum of$24,150. Talisman Theatre
shall not be entitled to any further funds from City associated with or arising out of
Shakespeare in the Park as provided for herein, and shall not apply for any additional
funds from the City's Cultural Arts Commission. A non-binding estimate of
anticipated costs associated with Shakespeare in the Park is attached hereto as
PAGE 1
G\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25P&R Special Event Co-Sponsorship Talisman Theatre Part 2 doc
Attachment A. City shall also provide assistance from one city staff employee to
Talsiman Theatre for Shakespeare in the Park for an amount of time not to exceed
$2,000 in cost to City.
3. The City shall pay such$24,150, referred to in paragraph two, to Talisman Theatre on
or before April 2, 2004. The Talisman Theatre shall utilize the above-mentioned
$24,150 solely for cost for the production of Shakespeare in the Park. Talisman
Theatre shall provide City with an accounting of all costs incurred by Talisman Theatre
for Shakespeare in the Park on or before November 1, 2004. In the event such costs
amount to less than $48,300, Talisman Theatre shall refund to City a pro rata amount
so that City will have paid one-half of such costs to Talisman Theatre on or before
December 1, 2004.
4. Talisman Theatre shall apply for and obtain special event permits as provided for
under Elgin Municipal Code Chapter 13.25. The City shall provide all necessary
signatures on the special event application to evidence the City's co-sponsorship for
Shakespeare in the Park.Notwithstanding the City's co-sponsorship of the
Shakespeare in the Park,the parties hereto understand and agree that Talisman Theatre
shall be solely responsible for conducting the Shakespeare in the Park and for all costs
associated with the Shakespeare in the Park including but not limited to the fees and
costs identified in Elgin Municipal Code Chapter 13.25.090.
5. Talisman Theatre shall be strictly liable for the acts of its agents,volunteers, officers
and employees and that Talisman Theatre to the fullest extent permitted by law shall
indemnify, defend and hold harmless the City, its officers, employees, agents,boards
and commissions from any claims, suits,judgments, costs, attorney's fees,damages or
other relief arising out of or in any way connected with the Shakespeare in the Park or
any acts or omissions of Talisman Theatre, its agents,volunteers or employees.
Nothing herein affects Talisman Theatre's duty to defend the City. In the event of any
action against the City or its officers, employees, agents,boards or commissions
covered by the foregoing duty to indemnify, defend and hold harmless such action
shall be defended by legal counsel of the City's choosing. The provisions of this
paragraph shall survive any termination and/or expiration of this agreement.
6. Talisman Theatre shall also provide,without cost to the City,the insurance required
pursuant to Elgin Municipal Code Section 13.25.070 naming the City as a primary,
non-contributory co-insured with limits of not less than $500,000 per occurrence and
excess coverage of not less than $5,000,000 covering general liability including
personal injury and property damage. This insurance shall apply as primary insurance
with respect to any other insurance or self-insurance programs afforded to the City and
shall be written in occurrence form. There shall be no endorsement or modification of
this insurance to make it excess over other available insurance; alternatively, if the
insurance states that it is excess or pro rata, it shall be endorsed to be primary with
respect to the City.
PAGE 2
G\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25\P&R Special Event Co-Sponsorship Talisman Theatre Part 2 doc
1
7. In consideration of Talisman Theatre being solely responsible for conducting the
Shakespeare in the Park and for all costs associated with the Shakespeare in the Park as
provided herein, the parties understand and agree that Talisman Theatre shall be
entitled to retain any income received from the Shakespeare in the Park. City shall
provide barricades and fencing as may be appropriate in City's sole discretion.
8. Talisman Theatre at its sole cost shall apply for and obtain all necessary permits,
including,but not limited to, amplifier permits, for any entertainment to be conducted
in conjunction with the special event. Any entertainment and use of amplifiers shall be
in compliance with all applicable regulations.
• 9. Talisman Theatre at its sole cost shall be responsible for providing all toilets and other
sanitary facilities,necessary electrical power and litter facilities, litter control and
clean-up for Shakespeare in the Park.
10. Nothing contained in this Agreement shall be construed to relieve Talisman Theatre,
its officers, agents or employees, as well as any other participants in the Shakespeare in
the Parks from complying with all applicable laws and regulations of the City, State
and United States, including but not limited to obtaining any other permits or
approvals as required by law.
11. The City shall be recognized as a sponsor of Talisman Theatre and shall receive the
benefits of sponsorship consistent with the level of support provided. At minimum,the
City's support shall be acknowledged in print materials promoting the organization or
event,radio advertising, WEB page information and event programs. Three samples of
this acknowledgement shall be provided to the City.A logo provided by the City shall
be used for this purpose.
12. This Agreement shall not be deemed or construed to create an employment,joint
venture,partnership or other agency relationship between the parties hereto.
13. The terms of this Agreement shall be severable. In the event any of the terms or
provisions of this Agreement are deemed to be void or otherwise unenforceable for any
reason,the remainder of this Agreement shall remain in full force and effect.
14. This Agreement shall be subject to and governed by the laws of the State of Illinois.
Venue for the resolution of any disputes and the enforcement of any rights arising out
of or in connection with this Agreement shall be in the Circuit Court of Kane County,
Illinois.
PAGE 3
G\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25\P&R Special Event Co-Sponsorship Talisman Theatre Part 2 doc
rk, IN WITNESS WHEREOF, the parties hereto have executed this agreement on the date and year
first written above
CITY OF ELGIN, a municipal corporation
By
David M. Dorgan, City Manager
Attest:
Delonna Mecum
City Clerk
TALISMAN THEATRE
By
Executive Director
Attest:
rib*
PAGE 4
G\City Wide Shared\Cow Memos\COW Memos 2004\04 February 25\P&R Special Event Co-Sponsorship Talisman Theatre Part 2 doc
__
Budget-Shakespeare in the Park 2004-Tempest&Macbeth •
r. Cash In kind Total
Actors $ 5,000.00 $ 5,500.00 $ 10,500.00
Directors $ 1,600.00 $ 500.00 $ 2,100.00
Set Design $ 700.00 $ 500.00 $ 1,200.00
Sound Design $ 1,400.00 $ 500.00 $ 1,900.00
Lighting Design $ 700.00 $ 500.00 $ 1,200.00
Costume Design $ 1,400.00 $ 1,000.00 $ 2,400.00
Intern Coordinator $ - $ 700.00 $ 700.00
Visual Artists $ - $ 2,000.00 $ 2,000.00
Graphic Design $ 500.00 $ 150.00 $ ' 650.00
Ecc Tuition $ 1,200.00 $ - $ 1,200.00
Fight Choreographer $ - $ - $ -
Asst. Director(s) $ - $ 800.00 $ 800.00
Stage Managers $ 1,200.00 $ 1,000.00 $ 2,200.00
Technical Director $ - $ 700.00 $ 700.00
Instructor Fee $ - $ - $ -
Sound Operator $ 1,000.00 $ 400.00 $ 1,400.00
Set Construction $ 400.00 $ 500.00 $ 900.00
Costume Construction $ 400.00 $ - $ 400.00
Wardrobe Mistress $ 100.00 $ - $ 100.00
Set Load Strike $ - $ 1,200.00 $ 1,200.00
Props Master $ 350.00 $ 200.00 $ 550.00
Asst Prod.Coordlmaster elec? $ 200.00 $ 500.00 $ 700.00
Elec Load strike $ 500.00 $ 200.00 $ 700.00
rProducer - $ 2,500.00 $ 2,500.00
Assoc. Producer $ $ 1,000.00 $ 1,000.00
Total Personnel Salaries& Fees $ 16,650.00 $ 20,350.00 $ 37,000.00
Community Art materials $ - $ - $ -
Scripts $ 500.00 $ - $ 500.00
Scenery $ 1,500.00 $ 1,500.00
Props $ 1,000.00 $ - $ 1,000.00
Costumes $ 3,000.00 $ 1,000.00 $ 4,000.00
Costume Maintenance $ 300.00 $ - $ 300.00
Generator/fuel $ 4,920.00 $ - $ 4,920.00
Lights&Towers $ 3,000.00 $ - $ 3,000.00
Sound rental $ 3,000.00 $ - $ 3,000.00
Technical Contingency $ 500.00 $ - $ 500.00
ECC Rent, Hse Mgmt&Ticketing servicE $ - $ 3,122.00 $ 3,122.00
Additional rehearsal rental $ - $ 640.00 $ 640.00
Production tents $ 600.00 $ - $ 600.00
Housing $ - $ 6,000.00 $ 6,000.00
General Contingency $ 250.00 $ - $ 250.00
Truck Rental, Hauling $ 400.00 $ - $ 400.00
Production Materials,Services $ 18,970.00 $ 10,762.00 $ 29,732.00
Advertising $ 2,000.00 $ 6,000.00 $ 8,000.00
rPR Consult $ - $ - $ -
Programs $ 500.00 $ 500.00
PR materials costs $ 150.00 $ - $ 150.00
r Postcard postage, see#below $ 3,100.00 $ - $ 3,100.00
Postcard printing, flyers $ 2,400.00 $ 1,200.00 $ 3,600.00
Printing pstrs,flyer $ - $ - $ -
Mailing Service $ 1,000.00 $ - $ 1,000.00
Other postage $ 160.00 $ - $ 160.00
Supplies $ 335.00 $ - $ 335.00
Photography $ - $ - $ -
Banners/sign $ - $ - $ -
Reception/enteratinment $ - $ - $ -
Total Marketing $ 9,645.00 $ 7,200.00 $ 16,845.00
25,000
Insurance $ 3,000.00 $ 500.00 $ 3,500.00
Security $ - $ - $ -
Concessions $ 500.00 $ - $ 500.00
Water $ 200.00
Actor Meals $ 300.00
Portable Restrooms,Waste removal $ 3,500.00 $ - $ 3,500.00
Total Safety&Hospitality $ 7,500.00 $ 500.00 $ 8,000.00
Total Production Costs $ 52,765.00 $ 38,812.00 $ 91,577.00
elloii Income Needed Pledged To Raise
Admissions $ 13,225 $ 12,730 $ 495
Touring $ 3,000 $ 3,000 $ -
Concessions, food&beverages $ 300 $ - $ 300
Ad Sales $ 150 $ - $ 150
Benefit/corp event $ 3,000 $ 3,000 $ -
Grants $ 30,000 $ 28,383 $ 1,617
Sponsorships $ 1,500 $ 1,500 $ -
Individual Contributions $ 2,000 $ - $ 2,000
Total Income $53,175 $48,613 $4,562
Balance $410
% Earned Income 37.00%
Osman
eatre
In Residence at Elgin Academy 350 Park St,Elgin, Illinois 60120-847.214.8000-admin@talismantheatre.org
September 12,2003
Loni Mecum
City Clerk
City of Elgin
150 Dexter Ct.
Elgin,II 60120
Dear Loni,
Attached you will find our Season Summation and Proposal to the Elgin City Council requesting funds for
Shakespeare in the Park 2004.
In every way this was an extraordinary year for Talisman.Not the least of which was despite amazing adversity
including a fire that wiped out all our stock scenery,costume pieces,and infrastructure necessary for Shakespeare in
the Park,we held to production plans expanding to two shows in rotating repertory.
Significant advances were made in the areas of infrastructure,marketing and promotion and fundraising which in
some ways have left the company leaner,meaner and ready to move forward in a more focused direction toward
building Talisman Theatre's Shakespeare in the Park into a major regional festival.
For your general information we have we have published the bulk of last year's proposal in to our website
http://www.talismantheatre.orgiproposa102-03/.This link is not generally available and links will not appear to it in
our main website.
I will be making a presentation before Council on September 24 where I will discuss the contents of this document
and provide additional information regarding our past season and our future plansLoni.
Please let me know if you require further information or documentation.
Cordially,
Mark Hardiman
Artistic Director
,„..
I,.
A
_ men
titre
Oak Season Summation
and
'" Proposal for City of Elgin
o•
�., 2003 & 2004 Season
trk
P
10.14
Talisman Theatre
In Residence at Elgin Academy
011. 350 Park St.
Elgin,IL 60120
847-214-8000
�,. talismantheatre.org
aft
A
4.4 Talisman Theatre Proposal for City of Elgin
l/.4
Of' Overview
Last year,the Elgin City Council moved to fund Talisman Theatre directly providing a total of$31,780 in
funds in support of its programs,Arts Infusion and Shakespeare in the Park.
Talisman envisioned this as an important step toward our expansion,which resulted in Talisman more than
doubling its productions in the 2003 season,improved relationships with area businesses,increased
9114
promotional efforts,formed new partnerships with businesses and theatres alike and secured better talent
for productions.
Two shows were presented as part of Arts Infusion:Laurel and the Daydream—A world premiere
children's piece and an evening of one-acts entitled Some Enchanted Evening!—Which included two
world premieres.Talisman began a new youth development and internship program entitled:Growing Our
Own While working on these two projects,we trained three high school interns in the area of stage
management.One went on to stage manage The Two Gentlemen of Verona this summer.
Shakespeare in the Park doubled in size as well.Talisman brought in two known Chicago directors to
direct The Two Gentlemen of Verona and A Midsummer Night's Dream. Which garnered critical acclaim
0.16 and were presented in rotating repertory.
This considerable expansion was accomplished despite significant challenges presented to Talisman.The
faltering economy has affected arts sales nationally.Arts Infusion began during the first days of the Iraq
war.The mailing of 12,000 pieces hitting on the day the war actually began.
On April 26,Talisman suffered a major setback when the barn housing the entire infrastructure necessary
for Shakespeare burned consuming more than a decade's worth of scenery,props,costumes and
equipment.
An additional challenge faced by the company was the extraordinarily poor weather. In the month of July
0016► alone there were more than 100 severe weather warnings as reported by the Chicago Tribune.Historical
records from www.wunderground.com recorded only 4 days that were predominantly clear during the
entire 30-day run of Shakespeare in the Park in Elgin.
Need for Funding
l'1"1 While beautiful and in a wonderful location near Elgin businesses,the Wing Park location presents
significant challenges to production. It lacks sufficient electrical power to run theatrical lighting equipment,
it has limited storage space and no dressing areas or restrooms are nearby. It has no lighting or sound
infrastructure.No lights are in the area to assist patrons as they leave after dark
/1.1` As significant amount of funds provided by the City of Elgin are used to remedy the missing infrastructure
/n► for production in the park.Over the past 5 years we averaged roughly$5000 per production element which
includes bringing,light,sound,and power to the space.In addition other costs include portable restroom
facilities for cast and audience,water for cast and crew and clean-up.As there are no drinking fountains in
the park area at least minimal concessions need to be provided for the audience's comfort. In response to
the threat of West Nile Virus,we added a Mosquito Magnet,while donated it takes about$150 to keep it in
operation during rehearsals and performances.The City of Elgin requires us to carry a 5 million in umbrella
liability,which is beyond industry standards,which adds to our costs as well.All totaled simply making the
park functional,safe and convenient on average costs at minimum$23,650,which does not cover costs of
additional insurance for rented equipment,and storage.
2
Talisman Theatre Proposal for City of Elgin
Beginning Anew
t.
Talisman is fundamentally a different producing entity than it was in 2002.The fire that destroyed our
storage facility stripped us of over a decade's worth of inventory.Talisman is both challenged and liberated
p. by its new position we fmd ourselves in.
In response to news of our fire,Ravinia Festival donated over 40 lighting instruments we have an
�. opportunity to re-examine physical production and are freed to make new choices.Significant portions of
funds this year were spent on what we term"infrastructure,"rather than artistic elements.Gone were miles
of extension cable,tables,hardware,lights,ladders,tents,storage bins,etc.These items are key to
OP. producing Shakespeare in Wing Park.We have made significant progress recovering these but more needs
to be done.
r
Scenic inventory,props and costume pieces are by and large yet to be replaced.Most of what was used this
year was loaned to us as a result of people hearing about the fire.
Purchases this year were strategic as we had not located storage space and were limited to drops,and
masking fabric and a few costume items. We will now be entering into a process of evaluating what
/�► strategic purchases will benefit the company in the long run.
Also,the experience of this year has taught us that wear and tear on equipment increases exponentially over
�►. time.As our run in Elgin doubled,a great deal more maintenance needed to be done to equipment.This is
exacerbated by the fact that light and sound equipment is set up and struck nightly as there is not permanent
dry safe location where items can be used then left for the next night's production.
t.
p" Continuing Vision
ao-
Considering the above we feel it is prudent and necessary to re-focus Talisman's vision at this time by
renewing our commitment to Shakespeare in the Park,educational internships and growth of our
�► organization and partnerships with area businesses. Our goal remains to build Shakespeare in the Park to
the stature of a regional festival bringing in tourists who will overnight in the area.
Our plan is over the next 5-year period to build to 3 shows in rotating repertory,which will further
encourage overnight guests and spending in the area.We will continue to forge relationships with area
hotels,restaurants and shops to drive business back to Elgin.
Last year we determined that we were going to continue with Arts Infusion for 2003 and would examine
what to do with it following this year.While it is clear that this exciting project shows artistic promise and
potential for growth,with the effects of the fire on Talisman's infrastructure,we feel it prudent to set it
aside for the upcoming year and revisit the project again at a later time,possibly in our 2004-2005 season.
p.
' Funding the 2004 Season
OP. Talisman is sensitive to the changed economic picture for Elgin and is adapting to that change with prudent
measures.Unfortunately,the phrase"do more with less"while inspirational,cannot help us at this time.
101" Talisman simply has nothing less to do more with anymore.The fire that wiped out our inventory severely
crippled our ability to affect cost savings in physical production.
We have effectively contained costs on space office,rehearsal,scenic shop space,and internet access($12
lam' per year in exchange for services provided to Elgin Academy.)storage space(ECC trailer which is given in
exchange for services and materials provided by Talisman to the college).Talisman has only one
consistently active staff member and adds staff and production assistance only as the project demands.
A0"'
p.
010,. 3
eft
Talisman Theatre Proposal for City of Elgin
The upcoming season will reflect our need to focus on Shakespeare in the Park.Despite our a 20%overall
/► reduction in our total request this year,over last years request of$31,780,we will be adding new marketing
strategies and cooperative partnerships.We will be increasing staff costs and working to replace materials
lost in our fire this year.Hence Talisman seeks funds from the City of Elgin only for Shakespeare in the
Park this year.
elk
P''
eft
folL
PL
Aa'
fob
01.1
011., 4
Talisman Theatre Proposal for City of Elgin
401‘ Table of Contents
Overview 2
Need for Funding 2
Beginning Anew 3
Continuing Vision 3
Funding the 2004 Season 3
Table of Contents 5
1' Challenges Successes and Current Status 6
Challenges Specific to Arts Infusion 2003 6
Challenges Specific to Shakespeare in the Park 2003 6
0111' The Fire 6
The Weather 6
Challenges Faced-On Going 7
General Infrastructure,Marketing,and Fundraising Successes 7
Ph
Arts Infusion Successes 7
Shakespeare in the Park Successes 8
/114 Shakespeare and Baseball 8
Two Critically Acclaimed Productions Two Directors from Chicago 8
Press Coverage and Promotion 8
1•' Internships 8
Current Status 9
Revised Vision 9
rk
Request for Funding 9
Appendix A Calendar 11
Appendix B Ticket Sales 2003 14
Appendix C Projected Budget/Benefit 15
Economic Benefit Explanation 17
!11/`
1!'
•
5
IA►
elk
Talisman Theatre Proposal for City of Elgin
ofai
As"4
006.
,,, Challenges Successes and Current Status
Challenges Specific to Arts Infusion 2003
PikThis year the war in Iraq was the significant and defining event of the year.For Talisman it was unfortunate
in that it occurred just as we were launching our most adventurous Arts Infusion ever.The war started
Pk literally the day that our mailing for the event hit.
OP' Press coverage was shifted to the war and items related to the war.America's eyes were turned to CNN for
the latest on the war.Evenings were filled with news specials and broadcasts from the front line.
Newspapers shifted valuable space and resources to news coverage of the war that provided heavy
competition for arts coverage.
An additional and unexpected challenge was born out of our success last year.The Downtown
Neighborhood Association worked with the Fox Valley Arts Council and Art for All to create the Spring
Festival for the Arts. Which competed for sponsors,and publicity space with us.
1s' The combined effect was to reduce the overall attendance to 44%of the attendance of last year.
Challenges Specific to Shakespeare in the Park 2003
The Fire
On April 26,2003,closing night of Arts Infusion,a storage barn housing virtually everything Talisman
Theatre owned was engulfed in flames.That fire consumed ten year's worth of props,costume pieces,
scenery and infrastructure items that are used every year for Shakespeare in the Park.
0111
Due to the cost of coverage and the difficulty valuing hand-built or altered items they were not insured.
More than the items lost were the incredible man-hours it took to build,find and alter the items needed to
produce Shakespeare.Many were unique to our needs.
The Weather
"...its been the worst month for storms since 1935"—Chicago Tribune August 4 2003.
Historically,60%of Talisman's ticket sales are purchased at the gate.However,experience has taught us
that if there is even a chance of rain,that number drops drastically.Clouds and forecasts of storms have
roughly the same effect as actual rain.
According to the Chicago Tribune,in the month of July alone there were more than 100 severe weather
lk warnings.Historical records from www.wunderground.com recorded only 4 days that were predominantly
clear during the entire 30-day run of Shakespeare in the Park.Two performances were cancelled.
There were 10 days when thunderstorms were in the immediate area, 16 days in which it rained on or prior
to performances and 26 were reported as mostly cloudy prior to and during performance days.Many of
these days were forecast as chance of showers or severe thunderstorms.
011. That said,attendance was roughly the same as last year,with a key figure dropping.Gate sales were down
to 28%from an average of 60%.That means that advance sales were up and the effects of our marketing
for the event showed promise.
Pb* 6
a!`
Talisman Theatre Proposal for City of Elgin
II` Challenges Faced-On Going
001"" The country has not economically or emotionally recovered from the devastating effects of September 11.
,, The trends toward cocooning and reduced spending on entertainment and non-essentials seem to be
001 .
continuing.These trends are only encouraged by our faltering economy.
General Infrastructure,Marketing,and Fundraising Successes
Following the fire on April 26 Talisman's fundraising efforts went into full swing.State representative and
010• Ruth Munson served as honorary chair of Talisman's Phoenix rising committee and signed our fundraising
letter.This active group including Keith Rauschenberger,Steve Munson,Leo Nelson,Caleb Donat and
others provided advice and coordination spearheading a fundraising efforts that began just weeks after the
0°• fire.
In addition to successes in fundraising,Talisman conducted many meetings with company members,and
allied artists and forged a working plan for the future that addresses artistic and administrative needs which
will inform our growth for years to come.
Talisman completely revamped it's website.Much new information was added and reorganized.It was
designed to facilitate a higher level of audience interaction.A discussion board was added,an opt-in
mailing list for both public and press were added.This more than doubled our active newsletter subscribers.
A successful contest promotion was added which drove new visitors to the site and promoted 2 area hotels
4► adding an additional 10%of new members to our lists.
On-line ticketing was added through TicketWeb.This brought in 15%of total sales.
!0`
In response to the fire our fundraising efforts brought in roughly$16,000 in business and personal cash
e' contributions. In-kind donations of equipment and materials were valued at a whopping$17,000 including
P' over 40 top-quality lighting instruments courtesy of Ravinia Festival.
We worked with the Elgin Area Chamber,South Elgin Chamber and Northern Kane Chamber other and
State Financial Bank to do a promotional/fundraising effort that brought over one hundred new people to a
performance of A Midsummer Night's Dream and made contact with over 1000 businesses.This type of
�► event is planned to continue each year.
006` Arts Infusion Successes
Despite the challenges that took their toll on audience attendance Arts Infusion was not without success.
Talisman more than doubled its presentations,which included 3 world premiers and a total of 4 plays.
01' Talisman took a foray into Children's theatre presenting a full production of Laurel and the Daydream, that
received a reading last year.
Talisman Forged a new relationship with Daily Herald Critic,theatre writer and playwright Jack Helbig
and presented his new play Thinking 2.Now a company member,Jack provided invaluable help connecting
P` us to press contacts after the fire allowing us to tell our story to the widest possible audience.As a
additional benefit his connections with a producing company in Three Oaks,Michigan have generated
elk some interest in two of our one-acts from Arts Infusion this year being produced there.
With Arts Infusion we began a new educational internship program,which we entitled Grow Your Own,
This concept was developed in discussion with our company.During Arts Infusion Talisman trained 3 high
P► school students to be stage managers.One went on to successfully stage-manage our production of The
Two Gentlemen of Verona.Another remains interested in working with next summer.All received college
credit through Elgin Community College for their efforts.
7
PR' Talisman Theatre Proposal for City of Elgin
Olk
Shakespeare in the Park Successes
404
Shakespeare and Baseball
This year marked a significant expansion in our schedule.We began performing earlier in the year and
added Wednesday nights.For the first time ever Shakespeare in the Park performed simultaneously with
baseball games which occupied the fields above the bandshell.This proved surprisingly successful.
00* Two Critically Acclaimed Productions Two Directors from Chicago
elk
As we had planned,Talisman brought in two established Chicago directors,recipient of multiple Joseph
Jefferson Citations and former artistic director of Stage Left theatre,Drew Martin and the current managing
director of Stage Left theatre Kevin Heckman.
Both directors brought new vision,talent,additional artists and a different perspective to Talisman's
production this year.Mr.Heckman created a wildly funny and fast paced farce from Two Gents which was
sharply contrasted by Drew Martin's contemporary and conceptual approach to Midsummer.
Their presence secured solidly good reviews in two publications.
Press Coverage and Promotion
0111
Press coverage after the fire was unprecedented.Talisman saw features in both the Herald and the Courier.
Sidebar stories about our fundraising and recovery efforts were abundant. We were featured in the Sun
Times entertainment section(a first)and also the new Go!section of the Chicago Tribune.As mentioned
before,we received two solid reviews in the Daily Herald and were included in the Pioneer Press.We
received photo coverage in West Suburban Living Magazine,as well as articles in the Press Republican
papers.
Advertising was up and we had large color display ads in the Time Out section of the Daily Herald as well
as listings in the theatre section.Our coupon was prominent in Ventures magazine.
r'' We upgraded our mail piece to full color. We quadrupled our mailing over last year to a total of 50,000
#,, pieces and secured lists from two other theatres to add to ours.
O"' Using the same front piece of the postcard with a new back piece we did an additional 50,000 inserts into a
/0' run of the Daily Herald This featured a coupon that brought an additional 4%of new customers to our
base of 11%new customers.
We showed a distinct increase in advance sales this year.Typically,Shakespeare in the Park has 60%of its
10114 sales at the door.This is problematic as tracking door sales is difficult and we are not able to capture
contact data.This year though door sales accounted for only 28%of sales our overall sales were roughly
the same as last year.Thus we increased advance sales by 32%.We can directly attribute the drop in door
sales to weather,so though the overall numbers aren't an improvement,the trend is.We can say with some
confidence,that should we get a year with less difficult weather we can anticipate a significant increase in
audience attendance.
gyp►
Internships
Key to the concept of Talisman Theatre's work is our intern program.Expanded significantly in 2002 this
program provided meaningful paid and college credited experience to both college and high-school
8
0114.
0' Talisman Theatre Proposal for City of Elgin
014
911 students.This year 16 interns,2 college level and 14 high school level,worked shoulder to shoulder with
our professional cast,staff and directors forming meaningful professional contacts and real-world
experience.Most chose to take advantage of our college credit program we offer through association with
Elgin Community College.Students receive college credit with tuition and fees paid by Talisman Theatre.
Current Status
�► The overall health of Talisman Theatre is good considering the circumstances.The company of actors,
writers and designers remain committed to the organization.Despite amazing adversity affecting every
production this year,the financial picture looks generally solid—if prudent choices are made.
We have selected a Shakespeare season with the help of audiences who chose from potential selections on
our website.The plays rank among the three highest choices recommended by our visitors.
The plays are to be Macbeth and The Tempest. We have a tentative agreement with Kevin Heckman to
P' return again this year direct Tempest. The sound designer,Ed Reardon who designed sound for both shows
this summer is also interested in returning. Preliminary discussions are on going with potential cast,crew
and company members as well.
Ph Revised Vision
Despite significant challenges we have made great progress toward our goals of becoming a regional
Shakespeare festival.
Our 5-year plan is slightly altered due to new circumstances,which include the need to rebuild and re-
t" envision physical production.
Also,due to extraordinarily poor weather,(the worst summer for storms since 1935)the audience figures
for this year showed growth only in advance purchases.The upside of our attendance figures for
Shakespeare showed a 32%increase in advance sales.
This year will be characterized by a retrenching effort.We will reduce some staff costs by reducing cast
size on one production(Macbeth).
1111h
Marketing will expand as we did this year through expanded advertising,direct mail and strategic
packaging of multi-show packages.
1111h
One key development will be adding a new partnership two existing Shakespeare festivals,Theatre on the
00. Green,in Lake Forest and First Folio in Clarendon hills. We will be hammering out the groundwork for
111► what we hope will be an Illinois Shakespeare Tour package. We anticipate this taking 2-3 seasons to get up
and running fully with tour busses and lecture packages at sponsoring colleges,shopping trips and
audiences accommodated in area hotels.
p"
Not producing Arts Infusion in the spring will free staff up to devote total attention to developing
Shakespeare in the Park.
' Successive years will build to three productions in rotating repertory in 2009.
Request for Funding
P'' We are aware that the picture for funding has changed and Talisman is prepared to address those changes
/h' by requesting a reduction of overall funds in the amount of 20%.Consequently,we will be putting Arts
Infusion on hold for a year.
itigh
9
Talisman Theatre Proposal for City of Elgin
001. Funds provided would be used to support Shakespeare in the Park Summer of Magic: Tempest and
Macbeth.
411' Total funding for last year including Arts Infusion and Shakespeare in the Park 31,780
Less 20% 4,767
I104 This years request $25,424
!A`
4
flPh
tosk
414
trk
4414
4.1
40.
el** 10
Ph
0106
' Appendix A Calendar
01" Tentative Schedule-Subject to Change for Shakespeare in the Park 04
Key Items
Design and Direction:
p. • Director for Tempest is contracted in December
• Designers are hired in December
4111k • All preliminary designs done by February
Casting:
• Preliminary casting begins in February
• All casting is complete in March
p, Rehearsals:
011` • Begin rehearsals late May
!P`
Pk
June
Sun Mon Tue Wed Thu Fri Sat
2 3 4 5
'
O' 6 7 8 9 10 11 12
4.4 13 14 15 16 17 18 19
40. 20 21 22 23 24 25 26
Load Into Technical Technical
Wing Park Rehearsals Rehearsals
fPL
e 27 28 29 30
Technical Technical Technical Technical
P4 Rehearsals Rehearsals Rehearsals Rehearsals
(14
elh
00, 2004
P` Talisman Theatre Proposal for City of Elgin
" Tentative Schedule-Subject to Change
016,
Key Items
• July fmishes technical rehearsals and opens run of both shows
00* • Brush Up Your Shakespeare Educational performance on July 17.
4010,
• Rehearsals and classes for interns 3 afternoons per week.
July
owl —1
Sun Mon Tue Wed Thu Fri Sat
!" 1 2 3
el' Technical Technical Technical
Rehearsals Rehearsals Rehearsals
,f► 4 5 6 7 Preview 8 Preview 9 Open 10 Open
On, Technical Technical Tempest Macbeth
Rehearsals Rehearsals
`� 11 12 13 14 15 16 17
Tempest Tempest Macbeth Tempest Macbeth
elk Brush Up
eft
fik
18 19 20 21 22 23 24
Tempest Macbeth Tempest Macbeth Tempest
elk 25 26 27 28 29 30 31
Macbeth Tempest Macbeth Tempest Macbeth
2004
12
r
elk
Talisman Theatre Proposal for City of Elgin
dilli"itative Schedule-Subject to Change
Key Items
oak • Intern Showcase on August 7
" • Schaumburg Brush Up your Shakespeare August 13
1114
0.4
August
Sun Mon Tue Wed Thu Fri Sat
P. 2 3 4 5 6 7
4", Tempest Macbeth Tempest Macbeth Tempest
Intern
Showcase
,. 8 9 10 11 12 13 14
404 Macbeth Tempest Macbeth Tempest Macbeth
Brush Up
Performance
#'"' 15 16 17 18 19 20 21
" Strike for Load in Macbeth Tempest Macbeth
Ora. Schaumburg Schaumburg Schaumburg Schaumburg Schaumburg Schaumburg
Tech Tech
Macbeth Tempest
011" 22 23 24 25 26 27 28
Tempest Macbeth Tempest Pack&Store
Schaumburg Schaumburg Schaumburg Elgin
Strike
I~
29 30 31 2004
oftfix
13
++��►► Appendix B Ticket Sales 2003
406,
Arts Infusion Sales experienced a significant drop over last year's sales.With marketing virtually identical
`*"' we can attribute the decrease to at least two major factors factors,the war in Iraq and the faltering
economy.
Oak The discount coupons that were used for the event did have some effect,in total 54 coupons were used that
4006 we are aware of at area restaurants.As a percentage of ticket sales this still remains a high return even
though the overall sales number is low.
Arts Infusion Laurel and the Daydream
Ticket office 124 44
4110` Gate Sales 22 36
Web 18
Ticket total 164 80
0111 Ticket income less fees $1795.51 $616.50
Total combined tickets 244
4104.
Combined sales $2412.01
Sales for Shakespeare are typically around 1750.That number remains fairly stable over the previous years.
Ab.
Our slight drop in patrons may be attributable may be directly attributable to weather.Our worst year for
weather prior to this year was 2001 when out of 16 performances 8 suffered inclement weather,however
the balance were mostly clear prior to and at showtime.Contrast that with this years when out of 30
performances only 4 were performed on days that were predominantly clear.
Shakespeare in the Park
004
Ticket office 1104
Gate Sales 357
°P' Web 169
Ticket total 1461
010
Ticket income less fees $16,705.00
4111*
41.6
(Pk
AIlk
b. Talisman Theatre Proposal for City of Elgin
4101
AM
" Appendix C Projected Budget/Benefit
aa
Shakespeare in the Park 2003-2005 Preliminary Projections
ok
04 05 06
dow Actors $ 7,000.00 $ 8,500.00 $ 10,000.00
o` Directors $ 1,700.00 $ 4,000.00 $ 6,000.00
Set Design $ 800.00 $ 800.00 $ 1,200.00
Sound Design $ 900.00 $ 900.00 $ 1,500.00
~ Lighting Design $ 800.00 $ 800.00 $ 1,000.00
e" Costume Design $ 1,600.00 $ 1,600.00 $ 2,500.00
" Intern Coordinator $ 700.00 $ 700.00 $ 1,000.00
$ - $ - $ -
PA
Graphic Design $ 750.00 $ 750.00 $ 1,000.00
ow EccTuition $ 1,200.00 $ 1,200.00 $ 1,200.00
,/s► Fight Choreographer $ 600.00 $ 600.00 $ 900.00
Asst. Director(s) $ 300.00 $ 300.00 $ 900.00
Stage Managers $ 1,600.00 $ 1,600.00 $ 2,400.00
" Technical Director $ 1,500.00 $ 1,500.00 $ 1,500.00
" Instructor Fee $ 200.00 $ 200.00 $ 300.00
" Sound Operator $ 1,000.00 $ 1,000.00 $ 900.00
Set Construction $ 600.00 $ 600.00 $ 600.00
Costume Construction $ 400.00 $ 400.00 $ 700.00
" Wardrobe Mistress $ 150.00 $ 150.00 $ 300.00
" Set Load Strike $ 400.00 $ 400.00 $ 400.00
Props Master $ 350.00 $ 350.00 $ 550.00
Asst Prod. Coord/master elec? $ 500.00 $ 500.00 $ 500.00
I& Elec Load strike $ 500.00 $ 500.00 $ 500.00
,le► Producer $ 250.00 $ 250.00 $ 500.00
Ol,,, Assoc. Producer $ 1,000.00 $ 1,000.00 $ 500.00
`w Total Personnel Salaries&Fees $ 24,800.00 $ 28,600.00 $ 36,850.00
OVA
40. $ - $ - $ -
Scripts $ 250.00 $ 250.00 $ 350.00
Scenery $ 4,000.00 $ 4,000.00 $ 2,500.00
" Props $ 2,000.00 $ 2,000.00 $ 1,500.00
Pk Costumes $ 4,000.00 $ 4,000.00 $ 6,000.00
Costume Maintenance $ 300.00 $ 300.00 $ 600.00
Pk Generator/fuel $ 4,920.00 $ 4,920.00 $ 5,500.00
" Lights&Towers $ 4,850.00 $ 4,850.00 $ 5,000.00
P" Sound rental $ 5,000.00 $ 5,000.00 $ 5,000.00
i,, Technical Contingency $ 500.00 $ 500.00 $ 500.00
ECC Rent, Hse Mgmt&Ticketing services $ - $ - $ -
Additional rehearsal rental $ 250.00 $ 250.00 $ 250.00
" Production tents $ 400.00 $ 400.00 $ 400.00
i 15
ll
iih
s
h Talisman Theatre Proposal for City of Elgin
ilk
Housing $ 10,000.00 $ 12,000.00 $ 12,000.00
00" General Contingency $ 250.00 $ 250.00 $ 250.00
,M. Truck Rental, Hauling $ 400.00 $ 400.00 $ 400.00
Production Materials,Services $ 37,120.00 $ 39,120.00 $ 40,250.00
4"
Advertising $ 3,500.00 $ 9,000.00 $ 12,000.00
0" PR Consult $ 1,000.00 $ 1,000.00 $ 1,000.00
Programs $ 1,200.00 $ 1,500.00 $ 1,500.00
0" PR materials costs $ 300.00 $ 300.00 $ 300.00
P" Postcard postage, see#below $ 6,200.00 $ 9,300.00 $ 12,400.00
P„ Postcard printing, flyers $ 5,500.00 $ 5,500.00 $ 10,000.00
Printing pstrs,flyer $ 1,500.00 $ 1,500.00 $ 1,500.00
ow
Mailing Service $ 1,875.00 $ 1,875.00 $ 2,500.00
Other postage $ 300.00 $ 300.00 $ 300.00
OA Supplies $ 500.00 $ 500.00 $ 500.00
Photography $ 200.00 $ 200.00 $ 200.00
Banners/sign $ 1,000.00 $ 1,000.00 $ 1,000.00
I" Reception/enteratinment $ 300.00 $ 300.00 $ 300.00
,Ar► Total Marketing $ 23,375.00 $ 32,275.00 $ 43,500.00
Insurance $ 3,500.00 $ 3,500.00 $ 3,750.00
Ir► Security $ 500.00 $ 500.00 $ 500.00
0* Concessions $ 1,000.00 $ 1,000.00 $ 1,000.00
4" Water $ 300.00 $ 300.00 $ 300.00
Actor Meals $ 600.00 $ 600.00 $ 600.00
Portable Restrooms, Waste removal $ 3,250.00 $ 3,250.00 $ 3,250.00
0"
0, Total Safety&Hospitality $ 9,150.00 $ 9,150.00 $ 9,400.00
4" Total Production Costs $ 94,445.00 $ 109,145.00 $ 130,000.00
Income
" Admissions $ 25,632 $ 39,952 $ 48,887
/A Touring $ 8,000 $ 8,000 $ 9,000
Concessions, food &beverages $ 1,150 $ 1,150 $ 1,500
Ad Sales $ 1,000 $ 1,000 $ 1,500
'h Corporate Support $ 8,000 $ 12,000 $ 17,000
/► Grants $ 40,000 $ 41,000 $ 41,000
ii.,, Sponsorships $ 3,000 $ 2,500 $ 4,000
Individual Contributions $ 8,000 $ 8,700 $ 9,500
Oh
" 16
PA
iik
"I
alk Talisman Theatre Proposal for City of Elgin
a.
" Total Income $94,782 $114,302 $132,387
" Balance $337 $5,157 $2,387
0., % Earned Income 46.19% 54.33% 58.83%
Year 1 Year 2 Year 3
4116
#perfs 24 33 37
" Tickets 89 90 90
" Ave price 12 11 11
Tix Projection in $ 25632 39951.78 48887.0437
40.
Ticket Projection Quantity 2136 3631.98 4444.2767
Oh` Mailing Pieces 50,000 75000 100000
sk Additional Audience-Mailing 1% 1.0000% 250 500
" Additional Audience-Advertising 0.5000% 27.5 15
Additional Returns packaging*.0 1.5000% 384.480 599.277
" Additional Audience Through Marketing 662 1,114
ow
a' Economic Benefit Projections
Economic Benefit @$4 Ratio $102,528 $159,807 $195,548
0 Estimated Overnight Stays 10.68 363.20 1555.50
igli, Overnight%over increased sales 0.50% 10.00% 35.00%
Overnight Stay Spending 95.00 95.00 95.00
Oh Overnight Total $1,015 $34,504 $147,772
P► #Nights 1.00 1.00 1.00
0 Total Spending Per Visit $1,015 $34,504 $147,772
0 Economic Benefit Explanation
r1► Economic benefit ratio: It is been determined through our own experience and validated by research done
ilk by the Illinois Arts Alliance in two separate studies that patrons spend at least$4 for every dollar they
spend at an arts event in the community.
414
ti" Overnight stays: By partnering with hotels and developing,in conjunction with other Shakespeare
companies the Illinois Shakespeare Tour we gradually increase overnight stays in the region.The figure of
$95 on overnight stay spending comes from an economic impact statement provided by the Oregon
d,, Shakespeare Festival last year.
P.
Pk
Pi
fillik
Aillik
17