Internal SCA Event Proposal
Are you planning an event with the SCA?
Please complete this online form to get the process started.
Event proposals will be evaluated at the next monthly meeting of the School for the Contemporary Arts Production/Planning Committee (SCAPC). If any early clarification is necessary, the SCA Production & Events Manager (scaprod@sfu.ca) will follow up before your Event Proposal goes to the SCAPC. The SCA Production & Events Manager will also follow up after the SCAPC has made its evaluation to talk through your technical needs and venue plan, and to discuss any necessary requirements and extra processes, such as organizing ticketing, Front of House support, ushers, catering, and any other event-related plans and needs.
Other Steps
After you've submitted the online Internal SCA Event Proposal, and depending on the character of your event, there are two other PDFs that the SCA Production & Events Manager will help you complete if you need support from Goldcorp Centre for the Arts Production and Event Services (GCAPES) and the use of the Box Office. You can download them here in advance, as necessary: Box Office (In person) Event Function Sheet - Ver2.0-1 and GCAPES Event Function Sheet - Ver4.3.
NOTE: We ask all participants and attendees to respect our spaces. Remember, street shoes or anything that could damage dance studio floors are not allowed. Kindly do not move pianos 鈥� always ask for assistance.
Production Schedule Timeline
Events at the SCA require working with technical coordination and support in the SCA and with GCAPES (Goldcorp Centre for the Arts Production and Event Services), SCA communications, SFU Facilities Services, and often with Front of House, ushers, and box office, which are all organized through GCAPES, and sometimes catering through MECS (). Each part of this behind-the-scenes work requires its own scheduling, which together combine to become part of the overall production timeline of your event.
Here's a reference Production Schedule Timeline to help you get this work done:
| ITEM | CATEGORY | TIME SCALE | NOTES |
| Book Venue | Venues | 3 Months | Book through SCA Production & Events Manager |
| Confirm Show Date | Timeline | 3 Months | Send to the SCA Production & Events Manager |
| Production Schedule | Timeline | 2 Months | Send to the SCA Production & Events Manager |
| Box Office Form & EventBrite Header 鈥� First Proof | GCAPES | 6 Weeks | Fill out with the SCA Production & Events Manager. (Photo specs: 2160 x 1080, 鈮� 10MB, JPEG or PNG) |
| Website Information & Photos Due | Communications | 5 Weeks | (Social: 2000 x 2000, Website: 1920 x 1080) |
| Requests for Furniture | MECS/Facilities | 5 Weeks | is part of the Function Sheet) |
| GCAPES Function Sheet 鈥� First Proof | GCAPES | 5 Weeks | Fill out with the SCA Production & Events Manager |
| Box Office Form & EventBrite Header 鈥� Locked In | GCAPES | 4 Weeks | Fill out with the SCA Production & Events Manager. (Photo specs: 2160 x 1080, 鈮� 10MB, JPEG or PNG) |
| Volunteer Usher First Offer | GCAPES | 4 Weeks | We will ask for one additional usher in case drop-outs |
| Designer Plots Due (LX, SND, etc.) 鈥� First Proof | Tech | 4 Weeks | Subject to change based on show needs & tech timelines. Send to the SCA Production & Events Manager |
| GCAPES Staff 鈥� Requested | GCAPES | 4 Weeks | Book through SCA Production & Events Manager |
| Volunteer Usher Deadline 鈥� Locked In | GCAPES | 4 Weeks | After this deadline, we hire paid ushers to fill the gaps. |
| GCAPES Function Sheet 鈥� Locked In | GCAPES | 3 Weeks | Fill out with the SCA Production & Events Manager / Send Updates to the SCA PM |
| Hospitality (food & drinks) 鈥� First Proof | MECS | 3 Weeks | Go through the SCA Production & Events Manager |
| GCAPES Staff 鈥� Locked In | GCAPES | 15 Days | Book through SCA Production & Events Manager |
| Designer Plots Due (LX, SND, etc.) 鈥� Locked In | Tech | 15 Days | Subject to change based on show needs & tech timelines. Send to the SCA Production & Events Manager |
| Program 鈥� Information | Communications | 2 Weeks | Go through the SCA Production & Events Manager; they will connect you with the SCA Communications Manager |
| Program 鈥� First Proof | Communications | 10 Days | With the SCA Communications Manager (CC the SCA PM) |
| Comp List Due | GCAPES | 1 Week | SCA PM has a template. Need: Show Title, Show Date, Show Time, Last & First Names in Separate Columns |
| Program 鈥� Final & Print | Communications | 1 Week | With the SCA Communications Manager (CC the SCA PM) |
| Hospitality (food & drinks) 鈥� Locked In | MECS | 10 Days | Go through the SCA Production & Events Manager |
| Site Walk w/ Audience Services (or SCA PM) | GCAPES | 1 Week | EARLIER WOULD BE BETTER. Book through SCA Production & Events Manager |
*Note: Any deadline that falls on a weekend will be due the previous Friday