5. Stage Projects

Introduction to Stage Conference

※The specific location will be announced later via Inquiry.

Overview

• Stage project conference will be held where stage vendors will be invited to discuss the staging and operation of the equipment.
• Projects are allowed to check the operation of the PA equipment that will be used on the Plaza Stage.
  • On the day of the May Festival, projects are required to operate PA equipment. 　　
  • If you are not sure about the operation, please check it at the consultation meeting.
• Project members other than the Main Manager and Sub Manager can participate. It is also possible to participate with members who are familiar with staging.
• Operation checking time would be approximately 15 minutes per project.

How to Participate

• Participating this conference is mandatory for projects with English support.
• Please answer a reservation form which the Committee will send via Inquiry.
  • We will inform you the URL of the reservation conference and its date and location via Inquiry.

Stage Outline

Details of the Stage

Stage Detail Equipment

Stage Layout

• During your project time, you are allowed to use “Tent for Projects” to change or store your items.
  ※Tent Layout may change on the day of the festival.

Faculty of Engineering Plaza Stage

Central Stage

Audio Playback

• You can play your audio music on your own or ask the operator to do so.
• To play your audio music on your own, download your music to a device with an earphone jack in advance.
  • If you do not have any devices with an earphone jack, please prepare an adapter on your own.
• If you wish to ask the operator to play your music, share it with the Committee in an MP3 file in advance.
  • If you have any detailed requests, write them in the Setting Sheet from “[2]Registration of Stage Project Details”.
• Deadline for audio files is April 30th 9:00 PM. To submit, upload the file to Google Drive, manage access to the folder/file to make it viewable from an UTokyo ECCS Cloud Email account, and uploaded file link via Inquiry.
  • If you cannot submit the file by the deadline, please contact the Committee via Inquiry.

Lighting Equipment

• Lighting equipment will be controlled by the operators.
• If you have any detailed requests, write them in the Notes or Setting Sheet on “[2]Registration of Stage Project Details”.

Screen

• On the screen of the Central Stage, you can cast subtitles, slides, videos submitted to the Committee in advance other than the performance itself.
  • For subtitles and slides, please download the template from the home page on the Web System.
• To submit, upload the file to Google Drive, manage access to the folder/file to make it viewable from an UTokyo ECCS Cloud Email account, and share the uploaded file link via Inquiry.
  • If you cannot submit the file by the deadline, please contact the Committee via Inquiry.

Stage Marks

• The Committee will install stage marks with 90cm of distance each.
  • There will be no marks for Plaza Stages.

Plaza Stage

• Controls of PA equipment will be conducted by your project.
  • Please have someone to control the PA equipment.

Audio Playback

• To play your audio music on your own, download your music to a device with an earphone jack in advance.
  • If you do not have any devices with earphone jack, please prepare an adapter on your own.

Marks on the Stage

• There will be no marks on the Plaza Stages.

[2]Registration of Stage Project Details

What to Register

• Details of your project
• Renting or bringing in additional equipment
• Information on rehearsals

Notes

Setting Sheet

• Please submit details of your project through this form or a separate Excel file.
• Please be sure to submit an Excel file if you will use band equipment.
• Please register for all performances of your project.
• For multiple performances, please indicate so by writing in this form or submitting a setting sheet for each performance.

Plans for the Day of the Festival

• Please provide as much detail as possible of the schedule of the day's proceedings, indicating preparation and cleanup time, program, and the total time required.
• Please give your schedule enough of time to spare. If the Committee finds the schedule too tight, we may ask for explanations or changes.
• On the day of the Festival, if you do something that is not registered, or if you exceed the Project Time, we may take actions including immediately stopping your project.
• You can make changes to the Excel file and the schedule of the performance’s proceedings until April 20th (Sun.) 9:00 PM. If there are any changes to the performance after the registration deadline, please update us with an Excel file and a new schedule of the performance’s proceedings via Inquiry.

Additional Rental of Equipment

• If you wish to rent equipment other than that provided by the Committee, be sure to register.
  • Additional wireless microphones, keyboards, etc. fall under this category.
• Please refer to "Details of the Stage" for information on equipment provided by the Committee.
• If you wish to rent special equipment, additional rental costs may be high or your request may not be approved.
• Additional rentals may not be available after the deadline.

Rehearsals

• You can perform a rehearsal for your project during May 23rd (Fri.) 5:00 PM - 8:00 PM and May 24th (Sat.) (Day 1) 6:00 PM - 8:00 PM.
• If you wish to do a rehearsal, register which stage you would like to use and the total time required.
• A maximum of 15 minutes is given to each project for a rehearsal on the Central Stage, and 30 minutes for a rehearsal on the Plaza Stages.
• Each project is allowed to perform a rehearsal only once, regardless of the number of performances on the day of the festival.
• You can play music using sound equipment and band equipment. However, the volume must be kept low because it will be during the night.
• If there is a large number of requests, we may not be able to allocate as requested. Also, if the number of requests exceeds the limit, we may randomly choose which projects are able to carry out a rehearsal.
• Please note that rehearsals in the festival this year will be subject to "Stage Project Fee".

Change in Registration Content at the Participation Procedure

• In principle, you can only make changes to content that are already registered.
  • If you wish to submit a new application, please contact us via Inquiry. However, new applications may not be approved, or you may be put at a disadvantage in the allocation process.

Request on Waiting Room

• Changing details of “Request on Waiting Room” will be available when the Place and Time Allocation is confirmed.
  • Based on the finalized location and time schedule, please change the hours of use of the waiting room you wish to use. In doing so, specify the minimum required usage time.
  • The number of desired waiting room cannot be increased during this period.

Flow of Allocating a Waiting Room

• The Committee will create the Waiting Room Allocation based on the information registered in the "Request on Waiting Room". The allocation will be announced via Inquiry around early April.
• After the Tentative Waiting Room Allocation is announced, the Committee will accept objections to the allocated rooms and times via Inquiry until the deadline.
  • Please submit objections only if there is a major obstacle to your project due to the number of the available waiting rooms.
  • The objection period will be approximately 3 days. No objections will be accepted after the deadline.
  • Due to the number of rooms, room usage conditions, and other projects, we may not be able to meet your objections.
• Even for projects that did not make objections, we may ask for a change from the Tentative Waiting Room Allocation in order to make adjustments in response to objections from other projects.
• We plan to announce the finalized Waiting Room Allocation based on the objections from each project via Inquiry around mid-April.

Notes on the Use of Waiting Room

• Detailed precautions will vary depending on facilities, such as whether the university conducts inspections and whether waiting room keys can be checked out.
  • Details will be explained at the 3rd Information Session.

Facility Preservation

• After using the facilities, please restore all areas to their original state.
  • "Cleaning Check" must be taken before you leave the waiting room.
• If you break the facilities or damage, or lose equipment during the May Festival, you may be required to pay for the damage, even if it is due to long-term deterioration. Getting insurance in advance is recommended.
  • However, please contact the Committee in advance when contacting the insurance company for reimbursement.

Use of Electrical Equipment

• Since the Committee will make decisions on permission to use electrical equipment based on "Request on Waiting Room", requests may not always be granted.
  • In particular, the use of electrical equipment that exceeds the power capacity of the classroom to be used will not be permitted, and the use of electrical equipment that consumes significantly large amounts of power, such as hair dryers and electric kettles, may be restricted.
• Please do not use any electrical equipment that is not authorized. Such equipment may affect the breaker and interfere with the execution of other projects.
• In principle, please do not use electrical outlets located outside of the assigned area.

Equipment

• Please use the equipment carefully to prevent staining, damage, or loss.
• Movable desks, chairs, etc. may be moved freely within the classroom, but must be returned to the original position.
  • In principle, desks, chairs, and other movable equipment in the classrooms may not be moved outside classrooms.
• Please do not touch the equipment or its wiring in the rooms.