As Soon As Possible Instrumental Event Checklist Please use this step-by-step checklist as you count down the weeks leading up to your event(s). Review all information with your group. Check the Event Itinerary for accuracy. Read the Instrumental Event Guidebook and all other enclosed documents. Call us at (800) 854-8671 or (714) 781-3417 if you have any questions or concerns. 5 Weeks Prior To Your Event Determine your group numbers Initial, sign, and date your Participation Agreement. Participants (min. age 7) Chaperones Directors Guests Drivers Fill out your Stage Plot, Show Description and Technical Information (if performing). Fill out your Workshop Plot (if participating in a workshop). Fill out your Package Order Form (unless utilizing a travel provider). Make a photocopy of all your paperwork. Complete and return all requested documents to the Disneyland Resort by email, fax, or mail. 4 Weeks Prior To Your Event Determine the exact number and type of vehicles coming Backstage to support your group s event. Collect the first and last names of the drivers and passengers. 2 to 3 Weeks Prior To Your Event Set aside about 20 minutes of time and be ready to take notes. Collect your copies of the paperwork, final group numbers, plus driver and vehicle information. Call a Pre-Production Specialist at (800) 854-8671 or (714) 781-3417 to confirm event time(s) and review logistics. Disney
Here is all the important information you need to assist you and your group in realizing the experience of a lifetime! Page 1 Table of Contents 2 Your Cast & Crew An Outline of Roles & Responsibilities 3 Disney Performing Arts Packages Ordering Disney Performing Arts Packages 4 Group Information Arrival & Parking Guest Services Window Transportation Storage 5 Production Timeline Pre-Show Area Arrival Disney Performing Arts T-shirts Post-Production 6-7 Event Information Event Time Concert Stage Performance Marching Performance Auxiliary Guidelines Content and Show Standards Costuming Technical Information Workshop Guidelines 8 How and When to Contact Disney Performing Arts Disney
Your Cast & Crew Instrumental Event Guidebook Page 2 Every Disneyland Resort production has a talented cast and crew dedicated to its success. Here are a few of the important roles needed for your show, and the responsibilities assigned to each: The Director - That s you! You are responsible for the creative content of the show, and for ensuring that the participants and chaperones are prepared and informed about your visit to the Disneyland Resort. Directors are responsible for sharing provided information with all participants and chaperones. A maximum of two directors will receive complimentary admission and may enter Backstage areas. Non-participating children may not enter Backstage areas. This includes the children of directors or chaperones. The Participants - The spotlight is on them! The heart and soul of your event, each participant should be familiar with the unique experience of a performance or workshop at the Disneyland Resort. Participants must be at least 7 years of age, and able to perform without assistance. A minimum of 15 participants is required for participation in a performance. Marching bands must have a minimum of 50 participants that includes at least 40 musicians. A minimum number of participants is required for participation in a workshop. Please contact us for more information. The Chaperones - Your Backstage crew! Every show owes its success to a well-organized and informed Backstage crew - your designated chaperones. A chaperone is a responsible adult, 18 years or older. A maximum of one chaperone for every ten participants will receive complimentary admission and may enter Backstage areas when your event is in production. Chaperones will be asked to accompany minors in Pre-Show Area dressing rooms and Backstage areas. At least one chaperone must be Backstage with the group at all times. Non-participating children of chaperones, as well as additional Guests, may not enter Backstage areas. Your Disney Guest Talent Coordinator - You re in good hands! Your Disney Guest Talent Coordinator will accompany you during your event(s) and is assigned to help you creatively and logistically produce your show at the Disneyland Resort. Your Guest Talent Coordinator will give important information to all members of your group, and will be present throughout your event(s). Your Guest Talent Coordinator will serve as a stage manager, assist the group with set-up for performances and/or workshops, and will call the cues for your group s show (if necessary). Your Disney Technician - They re the best in the business! Professional technical support for performances and workshops will be provided by a Disneyland Resort Audio Technician. Only Disneyland Resort Technicians may set-up and operate technical equipment. Only Disneyland Resort technical equipment may be used.
Page 3 Disney Performing Arts Packages To participate, you must purchase Disney Performing Arts Packages for all participants prior to your first event. You must use your Disney Performing Arts tickets for Theme Park admission on your event date(s). Other Disneyland Resort tickets may not be substituted for participation in Disney Performing Arts. Additional adults and other non-participating Guests traveling with your group may purchase Disney Performing Arts Guest tickets. Guests with packages that include Multi-day Disneyland Resort Park Hopper tickets may visit the Disneyland Resort for the specified number of days indicated on the ticket within a period of 14 consecutive days. The Disneyland Resort is not responsible for lost or stolen tickets. Lost or stolen tickets cannot be replaced; in the case of a missing ticket, an additional ticket will need to be purchased for admission to the Park(s) or for participation in a Disney Performing Arts program. Refunds can only be offered on unused purchased tickets; complimentary tickets cannot be refunded under any circumstances. Prices are subject to change without notice. Ordering Disney Performing Arts Packages To receive your tickets, we recommend Package Mail Order. Mail Order: For prompt Package Mail Order delivery, mail your order at least six weeks prior to your first event date. Complete your Disney Performing Arts Package Order Form and check the box marked Package Mail Order. Include the shipping fee in your calculations as indicated on the Package Order Form and indicate a street address for delivery (no Post Office Boxes please). Enclose one check for the total amount of your purchase or complete the Credit Card Authorization Form enclosed. Acceptable: Business/school/booster club/organization check, cashier s check, or money order (payable to the Disneyland Resort in U.S. Dollars on a U.S. funds account); Visa, MasterCard, American Express, or Discover. Unacceptable: Personal, temporary check, or a check that is not imprinted with a name and address. Please do not send cash. Mail your Package Order Form, payment, and other forms applicable to your event(s) to Disney Performing Arts. Ticket Pick-up: Pre-ordered Disney Performing Arts packages may also be purchased at the Guest Services Window at the Disneyland Park Main Entrance. (For more information, including methods of payment, please refer to Page 4 Arrival & Parking and Guest Services Window. ) Complete your Package Order Form and check the box marked Ticket pick-up at the Guest Services Window. Mail your Package Order Form and other forms applicable to your event(s) to Disney Performing Arts. Do not mail payment. Payment in full will be required when you purchase your tickets at the Guest Services Window.
Group Information Arrival & Parking Instrumental Event Guidebook Page 4 Your group should arrive at the Mickey & Friends Parking Structure, as indicated on the enclosed Arrival Map. Your group will board a Disneyland Resort tram to the Main Entrance esplanade. If you are purchasing Disney Performing Arts packages at the Guest Services Window: - Upon arrival at the Main Entrance esplanade, the group s director should proceed to the Guest Services building, located to the left of the Disneyland Park Main Entrance (see Guest Services Window below). If you received your Disney Performing Arts packages by mail: - Your group may proceed directly to the Main Entrance and enter the Park at any time after Theme Park opening*. Plan to meet your Guest Talent Coordinator at the time and location determined during your confirmation call (see Pre-Show Area Arrival, Page 5). Parking Passes were mailed to you for vehicles directly supporting your first event (where applicable). Please bring these with you to the Resort. - Parking passes for vehicles that directly support subsequent events may be obtained from your Guest Talent Coordinator on the day of your first event. Previously issued parking passes cannot be replaced under any circumstances. *Theme Park hours are subject to change; please contact us for the most up to date information. Guest Services Window All pre-ordered tickets, including Disney Performing Arts Packages and admission-only Guest tickets, may be purchased at the Guest Services Window located at the Main Entrance esplanade. Please use only one method of payment (separate checks will not be accepted). Acceptable: Cash; Visa, MasterCard, American Express, or Discover; business/school/booster club/organization check, cashier s check, or money order (payable to the Disneyland Resort in U.S. Dollars on a U.S. funds account). Unacceptable: Personal, temporary check, or a check that is not imprinted with a name and address. You will need to present a valid driver s license, state, or military ID card. For verification, you will be asked to count and sign for the tickets you receive. Transportation Disney Performing Arts does not provide transportation to and from the Disneyland Resort, or to and from any Backstage gates. It is necessary for all participants, directors, and chaperones to arrive together at the appointed time. Storage You must provide at least one vehicle to transport your instruments, costumes, and props Backstage and to store your personal belongings during your event(s). Your locked vehicle(s) must remain accessible to you in the Pre-Show Area until your event is complete. All costumes, props, instruments, and other equipment must arrive on your vehicles. These items may not be carried by you or your group members through the Park(s).
Page 5 Production Timeline Approximately two to three weeks prior to your event date, please call a Pre-Production Specialist to confirm your event time(s) and to review logistics. Pre-Show Area Arrival During your confirmation call, a Pre-Production Specialist will confirm your arrival time and location (please see enclosed Arrival Map) for each event on your itinerary. All Participants, directors, and designated chaperones must arrive together at the appointed time to meet your Guest Talent Coodinator. A late arrival may result in the cancellation of your event. In the event that you may arrive more than 15 minutes early or late, please call our Operations office: (714) 781-4132 Only participants, two directors, and designated chaperones may enter the Pre-Show Area located in a Backstage area of the Disneyland Resort. Extra parents, non-participating children, children under age seven, and other Guests are not allowed Backstage which includes the Pre-Show Area. If your group is scheduled to arrive directly Backstage, it is best for these other individuals to arrive in separate vehicles, or must be dropped off at Downdown Disney prior to your vehicle s arrival to the Backstage area. Your Guest Talent Coordinator will escort your group Backstage to the Pre-Show Area for a brief orientation. Dressing rooms and an outdoor warm-up space are located in the Pre-Show Area. Please do not arrive in full costume if entering the Park Main Entrance prior to your performance. Please do not use the Resort s Guest Restrooms to change into performance costumes, apply make-up or to style hair. Please be prepared to discuss and/or perform your show for the Guest Talent Coordinator. Disney Performing Arts T-shirts Participant and director T-shirts will be distributed in the Pre-Show Area. Additional T-shirts may be purchased from your Guest Talent Coordinator. For verification, you will be asked to count and sign for the T-shirts you receive. Schools or organizations visiting with multiple performing groups must designate one director or chaperone to count, sign-for and distribute all participant and director T-shirts. Post-Production Following your event, all participants, directors, and chaperones must return with your Guest Talent Coordinator to the Pre-Show Area. Family or friends of your participants may not accompany the group Backstage. Performers will change out of costumes in the dressing rooms located in the Pre-Show Area. They may not use the Resort s Guest restrooms to change clothes. All costumes, garment bags, suitcases, and props must be returned to your locked vehicle(s). They will not be allowed in the Parks at any time. Following the reloading of costumes and equipment, your Guest Talent Coordinator will release your vehicle(s) to depart the Pre-Show Area and park in the Mickey & Friends Parking Structure (if applicable). Your Guest Talent Coordinator will escort all participants, directors, and chaperones back into the Park to enjoy the rest of the day. At the end of the day, your group will depart via the Main Entrance to board trams that will take you to your vehicle(s) in the Mickey & Friends Parking Structure.
Event Information Event Time Instrumental Event Guidebook Page 6 Your performance or workshop may be scheduled at any time during the day. Your group may be required to arrive at the Disneyland Resort prior to Park opening. Please avoid scheduling arrivals or departures on the day(s) of your event(s). Due to the intricate scheduling of entertainment at the Disneyland Resort, your performance must begin and end on time. Your performance may be rescheduled or canceled in the event of inclement weather. Concert Stage Performance Please see Stage Plot(s) on the Online Event Planning Kit for specific entrance, exit, and set-up information. Please indicate placement and draw items to scale. A Technician and sound system will be provided by the Disneyland Resort. Floor surfaces vary. In addition, some stage floors are exposed to direct sunlight and can become very hot. Stage floors can also be very slippery. Marching Performance Marching units, directors, and chaperones will travel through the Backstage area using a single drum rim tap or silent cadence. Your group will be asked to remain as a unit and follow safety instructions given by your Guest Talent Coordinators. Prior to step-off, chaperones will be escorted into the Theme Park and instructed where to meet the band at the end of the performance; however, one designated chaperone will be required to remain Backstage with the group at all times. A company front of no more than seven or eight across is recommended. The Parade Route width varies from 15 to 36 feet at Disneyland Park. The Performance Corridor at Disney California Adventure is 36 feet wide. The band and auxiliary units must maintain forward motion at all times. Auxiliary Guidelines It is imperative that the following information and enclosed illustrated guidelines be shared with all auxiliary captains.* Flags may be spun if held where the silk attaches to the pole. Performers spinning flags are limited to two performers across. Performers spinning flags must remain at least five feet from the edge of the Parade Route or Performance Corridor at all times. Flag extensions, slams, and tosses are not allowed. Batons are allowed and may be spun in the performer s hand. Baton tosses are restricted to three revolutions. Auxiliary rifles may be spun if held in the middle of the rifle. Performers spinning rifles are limited to two performers across. Performers spinning rifles must remain at least five feet from the edge of the Parade Route or Performance Corridor. Rifles are limited to single tosses. Acceptable by Disney Standards: - Conservative and non-suggestive movement, suitable for a family environment. Unacceptable: - Use of firearms, bayonets, and fire batons. Swords, sabers, and machetes with a dull edge are allowed. For any other props, please contact a Pre-Production Specialist. *The Disneyland Resort reserves the right to cancel any performance due to choreography or prop usage that may jeopardize the safety of performers, Guests, or Cast Members.
Page 7 Event Information (continued) Content and Show Standards We suggest performing upbeat, popular, patriotic, or seasonal tunes. Unacceptable: - Any copyrighted or trademarked material, including Disney Character artwork, on costumes or props. - Distribution or sale of printed material or merchandise. - The use of political or controversial content. To maintain professionalism, costumed performers may not enter the audience area or visit with Guests before, during or after the show. Costuming Performance attire is expected to be consistent with Disney Standards (see below). Costumes that are acceptable at other venues may not be appropriate at the Disneyland Resort. You may be asked to make adjustments to the costumes that you initially applied with in your original audition material and/or photo. Directors, accompanists, and advisors appearing On Stage on the Parade Route or Performance Corridor must wear business casual, professional attire also consistent with Disney Standards.* Acceptable by Disney Standards: A uniformed and well-groomed look. All costume pieces, including shoes, must be uniform in style. For example, Concert Dress means black slacks/skirts; black shoes and socks; and white dress shirts or blouses. Unacceptable by Disney Standards: Revealing styles, extremely short or restrictive skirts and shorts. Tattered clothing; anything with holes or tears. Any colored demin, T-shirts, and sunglasses. Athletic shoes, sandals, flip-flops, and bare feet. Mascots, character costumes, and costumes that suggest the portrayal of any personality, real or fictional. Costumes and masks that cover the face. *The Disneyland Resort reserves the right to cancel any performance due to inappropriate costuming or any other reason. Technical Information Please refer to the Stage Plot and Technical Information form to request equipment and indicate placement. Please draw items to scale. A maximum of 10 hard-wired, unidirectional microphones for solos and/or announcements are available if requested on your Stage Plot. Practice good technique during rehearsals: the best sound will be achieved if the microphone is one to two inches from the performer or announcer s mouth. Final number and placement of microphones will be at the discretion of the Disneyland Resort. Wireless microphones are not available for use on any Disneyland Resort stage. You may not use your own microphones. General microphone coverage is available. Workshop Guidelines Disney Performing Arts will provide chairs, music stands, percussion equipment (see below), and all required music. Please refer to the Soundtrack Session Workshop Plot on the Online Event Planning Kit for more information. Certain percussion equipment will be provided by the Disneyland Resort. Please see details below: Soundtrack Session: Instrumental - Percussion equipment is provided and pre-set. Soundtrack Session: Jazz - One drum set including cymbals is provided and pre-set. Percussion Master Class (concert percussion) - Limited percussion equipment is provided and pre-set. Please contact us for details. Percussion Master Class (marching ensembles) - You are required to supply all percussion equipment for the workshop. Instruments are not required for participation in Tune In! Participants, two directors, and designated chaperones may enter the workshop. Extra Guests will not be permitted. No photography or video recording is permitted Backstage at any time, including the workshop space. No food or drink may be taken into the workshop space, except bottled water with a cap.
Page 8 How to Contact Us... Pre-Production Specialists are available Monday to Friday between 9 a.m. and 5 p.m. PST (excluding Holidays) Phone: (800) 854-8671 or (714) 781-3417 Fax: (714) 781-1351 Address: U.S. Mail: Overnight/express delivery Disneyland Resort Disney Performing Arts DL 619 B PO Box 3232 Disneyland Resort Disney Performing Arts DL 619 B 1020 West Ball Road Anaheim, CA 92803-3232 Anaheim, CA 92802-1804 Web site: Email: www.disneyperformingarts.com dlr.performing.arts@disney.com When to Contact Us... Approximately two to three weeks prior to your event date(s), please ensure all paperwork has been sent, then call a Pre-Production Specialist to confirm your event time(s) and to review logistics. Important: Please contact us as soon as possible* if you need to make changes to: Event Itinerary To avoid cancellation of your event(s), please confirm your Event Itinerary with one of our Pre-Production Specialists no later than 1 week prior to your visit. Group, director, or assistant director s name Driver or Vehicle information (if applicable) Show elements on your Show Description, Stage Plot, or Technical Information Number of participants Please note: if the number changes by more than 10%, you may be asked to submit new audition materials. * Disney Performing Arts may not be able to acommodate changes received less than two weeks prior to your event date. Thank you for choosing We look forward to seeing you! Disney