Scenic Design - Directing Thesis

Prior to starting work on any Columbia Theatre production, please make sure to read and understand the duties and stipulations for general design work at Columbia and the specific design area as detailed below.

General Information for All Design Disciplines

  • The Theatre Program will only be responsible for department-approved designs that are received by their designated deadlines.
  • Columbia property may not be altered without express permission.
  • It is the responsibility of each designer to keep and fill out a comprehensive list of their items, categorizing everything by owner and location origin.
  • There are no deliveries of purchased goods available on the weekends.
  • All items purchased by the production budget are the property of Columbia University after the production.
  • NYU designers need faculty permission from NYU to participate in Columbia SOA thesis productions.
  • If a designer is going to be remote for all or most of the design process, their participation in the production must be approved by the relevant production staff to ensure that the designer’s in-person duties are adequately covered by a member of the production team. It is strongly recommended that designers be able to attend in-person rehearsals and meetings.
  • A written and signed agreement indemnifying Columbia of liability must be provided for any items loaned to the production or borrowed for the production from sources outside Columbia.  This form is provided by the Production Manager.

Important Locations

Scenic Design Deliverables

General Duties

  • Present at all Columbia Production Meetings
  • Determine and clarify who is responsible for set dressings and furniture
  • Work directly with the Props Designer to design and source props
  • Source any purchases needed and send links/information to the Production Manager for payment.
  • Deliver drafting to the production and creative teams on time.
  • Present at the first day of load in to coordinate with the Director and Technical Director, specific time based on availability.
  • Present for the entirety of tech and dress. If not available there must be a creative team member present to represent scenic.
  • Coordination with Production Stage Manager, Director, and Technical Director on designer schedule during the rest of tech. If not present, coordinate for changes and notes to be accomplished.
  • If any scenic items were borrowed by the creative team (rather than through Columbia), the Scenic Designer must be present at strike to coordinate the return of items to the appropriate location(s).

Scope

  • The scenic team has 2 staff members over 21 hours to build the set.
    • Here are a few budget and time estimate examples:
      • 8' x 16' platform
      • Flats
      • Custom Staircase
      • Removal of cyc, bounce, and/or scrim
  • The scenic team has 2 staff members over 10 hours to load-in the set to the point of a full, safe footprint to rehearse by the end of day Tuesday the week tech begins.
  • The scenic team will provide two painters for 7 hours during load in for any paint treatments on stage.
  • Using stock materials will help to alleviate time and budget constraints. 

Resources

Drafting

  • All draftings must be turned in, on time, in Vectorworks format (.vwx). If you work in CAD, ACAD, Sketch-up, hand drafting or another form, you must convert this to Vectorworks before the shop will assess the design.
  • Drawings for bidding must include dimensions, materials, basic paint elevations (specific colors not required), and any set electrics. If the design includes platforms that need to be accessed from underneath or performed under, the support structure should be drawn (including cross bracing).
  • All scenic elements including scenery, furniture, paint elevations, adds or alterations must be drawn and submitted to the shop in Vectorworks format. The shop will not add/alter any element to the production that is not drawn, in detail, on the ground plan and in elevation.
  • Any scenic element on which an actor may stand, walk, jump or sit upon that does not normally function in this manner must be drawn and included in the submitted design. For example, a chair used as a ladder, a table used as a dance floor or a bed used as a surf-board would all require drawings and notes. Please indicate any furniture (table, chair, etc.) that may serve in these functions so that the shop may assess the structural integrity of the furniture and alter if necessary.
  • If specific materials other than standard lumber, hardware, or paint have been chosen by the designer that need to be purchased, the designer should source options for those materials. While the specific sources of the designers will be accommodated as much as possible, the final decision on specific materials will be made by Production Management and the Technical Director to account for safety and budget.

Fire Safety

  • Exit signs may not be covered. Additional Exit Signs may be added for sight line issues, pending Technical Director approval.
  • There must be 42 inches of egress to fire exit doors at all times during the production. No scenery, person, chair, or curtain may obstruct the exit.
  • All scenic elements must be flame proofed. Items built in the shop will be flame proofed by the shop and covered by the production’s material budget.  (To fireproof 300 square feet of material will generally cost the production around $110, exact pricing subject to change).
    • If a material requested for the production cannot be fireproofed, it cannot be used in the production per NYC law (for example mylar curtains cannot be fireproofed and therefore could not be used).
  • No flame, water features, fake snow, sand, dirt, glitter, confetti, or other small particles are permitted (venue & NYC law restrictions).
  • The use of carbon dioxide and/or liquid nitrogen (dry ice) is prohibited in accordance with requirements as set by the NYFD.
  • Large movable scenic elements may not pass through the audience fire egress paths in the theater.

Scenic Design Stipulations

  • Scenic elements (platform, staircases, extensions, etc.) with an elevation of 48 inches or greater MUST include a guard-rail on all open sides.
  • Any walkable/climbable scenic element (platforms, staircases, extensions, etc.) with an elevation of 48 inches or greater may need to be submitted for approval to the School of the Arts Administration to determine if the element requires engineer approval and stamps. This is a lengthy process and may inhibit the build even if approved - please submit drawings for any elements with an elevation of 48 inches or greater as early as possible.
  • If alterations are required to stock scenery, the production will be charged for the material and labor required to replace or restore the stock element.
  • There is no aucostic piano at Lenfest nor is there one available to move to Lenfest. Electric pianos and keyboards are available upon request.
  • No texture may be added on the floor without installing a floor covering such as masonite first. For example, sand mixed in with paint for the floor must have masonite laid first.
  • There is no fly loft at Lenfest, so rigging is limited to static hang and simple pulley systems. All proposals are subject to the approval of the Technical Director.
  • Smoke, Haze, & Fog: The use of chemical smoke and fog, including mineral oil, is strictly prohibited.
  • The use of carbon dioxide and/or liquid nitrogen (dry ice) is prohibited in accordance with requirements as set by the NYFD.
  • No flame, water features, fake snow, sand, dirt, glitter, confetti, or other small particles are permitted (venue & NYC law restrictions).
  • All scenic elements must meet the standards for flame proofing as set by NY State and City law.  Any scenic element that is unable to be flame proofed or are inherently flame resistant cannot be used in the production.
  • All scenic elements, including soft goods, must be at least six inches away from all theatrical lighting instruments. This is required even of elements that are inherently flame proof.
  • Inclined playing surfaces (including raked stages, ramps, mounds, etc.) shall not exceed a slope of ¾” per linear foot without specific approval by faculty and staff.
  • House seating (chairs, risers, stairs, etc.) may not be used in the scenic design.
  • The theatre’s architectural walls, doors, railings, etc. may not be altered in any way.
  • There is no spray painting in the Lenfest building. We have a spray booth in the scene shop in Nash.  Spray painting can only be performed by the Technical Director or Assistant Technical Director within the spray booth.
  • Please see Working in Lenfest Center for the Arts section, for additional guidelines.
  • The structural build of your design is at the purview of the Technical Director. Where there is conflict over structural integrity and aesthetics, the structural integrity will take precedence.  The Technical Director will confer with the designer if such a conflict arises so that the design may be amended to ensure structural and design integrity.
  • If specific materials other than standard lumber, hardware, or paint are requested by the designer that need to be purchased, a separate email with a list of those items and where the designer wants to source them should be sent to Production Management, the Technical Director, and the Producer. While the specific sources of the designers will be accommodated as much as possible, the final decision on specific materials will be made by Production Management and the Technical Director to account for safety and budget.
  • The Midway Design production meeting is the final deadline for requesting new alterations or projects within the design.  

Purchasing

  • As much as possible, please allow Production Management to make purchases on your behalf. It is faster and significantly less complicated than requesting reimbursements.
  • Please see the Making Purchases section, for more information.

Recommended Scenic Resources

Materials for the Arts
https://www.nyc.gov/content/mfta/pages/

  • Recipients may visit the MFTA warehouse for supplies by appointment only. Appointments availability varies but is generally during the following times:
    Tuesdays 10 am to 1 pm (Warehouse closes at 2:00 pm)
    Thursdays 1:00 pm to 3:45 pm (Warehouse closes at 4:45 pm)
  • You may make an appointment to visit MFTA through the Director of Production or Production Manager. Please email the names of the shoppers (maximum of three are allowed) and the contact information of the lead shopper to production management.
  • All Items procured at Materials for the Arts are owned by Columbia, not the production or any of its members.

Production Resource Center (PR) - Columbia’s Prop, Furniture, & Costume storage