This application was submitted to the ASA in November of 2013. Feel free to use it as a template for future submissions.
An application with the following information was submitted:
Basic Info
Group name: Shakespeare Ensemble
Group email: er@mit.edu
Contact email: er@mit.edu
Membership definition: An ensemble member is defined as someone who has completed a show with us and has committed to the ensemble. Members maintain their membership through regular participation in beginning and end of term meetings, group activities, and fulfillment of show responsibilities (such as publicity booth hours, pre-prod hours, put-in, and strike).
For the purposes of ASA "regular or active members", we also include anyone who has not made a full commitment to the ensemble, but is currently participating in an ensemble show.
Num undergrad: 25
Num grad: 3
Num alumni: 0
Num other affiliates: 2
Num others: 1
Num exec: 5
Group activities: Main stage shows: The main ensemble shows, which are produced, rehearsed, and performed over the course of one semester. There is one main stage fall show and one main stage spring show. About 30 people act or work on production of a show, and 400-600 people come to see the show
Scene nights: Smaller performances of a collection of single scenes, usually produced, rehearsed, and performed over the course of a month. There are about three scene nights each year (late summer, late fall, and mid-spring). 10-15 people act or work on production of a scene night, and 25-75 people come to see the show.
Full IAP and summer shows: These shows are similar the the main stage shows, but with more variability of participation: these shows often include people who would not otherwise participate in theater. One show over IAP, one show during the summer. 5-20 people act and/or work on production of a show, and 100-400 people come to see the show.
Ensemble classes: The ensemble hosts classes on theater related material, such as text analysis, stage fighting, and set building. There are 2-8 classes each semester. Class attendance is typically 10-20 people.
Ensemble events: Social or theater related events hosted for members or anyone interested in the ensemble, such as going to see plays, study breaks, board game nights, formals, and so on. There are typically 10-20 events each semester, with an attendance of 5-20 people.
Activities that require space: Yes. Ensemble shows require sets, costumes, and props. Without an ability to store these items (or the materials to make them), buying the props and costumes for each show would be prohibitively expensive, and building sets would be impossible.
Request for current space: request-current
Details on change request:
New office request: No
New storage request: No
New storage type: None
Num undergrad1: 5
Num grad1: 1
Num alumni1: 0
Num other affiliates1: 1
Num others1: 0
Num exec1: 5
Num undergrad2: 25
Num grad2: 3
Num alumni2: 0
Num other affiliates2: 2
Num others2: 1
Num exec2: 5
Space used for?:Our space is used for all of these categories (Capital Storage, Construction of Projects, and Meetings). However, the majority of our space is taken up with storage of costumes, props and sets.
Groups to share with: We currently share storage space with several other theater groups. This situation is the best for us.
Groups to not share with:
Current office space: Yes
Office location: 50-023, W20-421
Officemates: The space in 50-023 is shared with MTG and the Gilbert and Sullivan Players
Portion allocated to your group: 20%
Percentage of allocation used: 100%
Office used for: Officer meetings: Weekly
Full member meetings: 4 times per semester
Production staff meetings: Weekly
Rehearsal/ running lines: Twice per month
Director interviews: 5 times per semester
Prop, set, or costume builds: up to 30 hours per week
Small social events: Weekly
Storage of props, sets, and costumes: Constantly
Our office space provides a set working area for those involved in our shows. It is used as space to create costumes, props, and sets (which are activities that can often not happen in other campus space due to the intrinsic messiness of these projects or the complications in transport of the projects). It provides a space where small groups can meet to rehearse or run lines without bothering anyone else. It promotes community by giving members space for impromptu meetups.
Our office space also serves as a storage area for many of our set pieces, and all of our props and costumes. The room is always full of these items.
Special needs:
Office as storage: We store props, costumes, and set pieces in the office. These items get moved about twice a semester (into the show space), but get worked on, built, looked through, or tried on more than a weekly basis.
Storage needs: All of our space in 50-023 is used for storage
Of our space in W20-491, about 60% is used for storage.
Issues:
Other Current Space
Other Current Space: No
Location:
Granter:
Details:
Review of Current Space
Current space sufficient: Yes
Details:
New Storage Type:None
New Storage Details:
Additional: While we are not currently using our space in 50-023 to its fullest, as long as it is allocated to MIT theater groups (currently MTG and G&SP in addition to the ensemble) we would like to maintain access to it. We store portions of our sets there, and appreciate the opportunity to use the space for building of complicated sets and the use of the tools stored there.
If you have questions, please email asa-space@mit.edu.
Sincerely,
The ASA Executive Board