Please take some time to review this package with your key event-planning staff as it will assist our team and your team in ensuring your event runs smoothly.
Your Artscape Venue Contact will assist you with any questions that are not addressed in this guide.
We look forward to working with you!
Key Contacts
Anneliese Moens
Technical Services Coordinator
amoens@artscape.ca
(647) 273-9061
Carla Ritchie
Senior Manager, Technical Services
critchie@artscape.ca
(416) 562-1038
Doug Merriman
Director, Event Operations
dmerriman@artscape.ca
(647) 368-6209
Communication Policy
To ensure the success of your event, we require some general information from your events team. The following documents must be submitted to your Artscape Venue Contact and the Technical Services Coordinator, no less than 10 days prior to the date of your event:
- A ground plan, indicating the layout of the all the spaces you’ll be using.
- A “Run of Show” document, containing the schedule of all your presentations, performances, and technical cues of your event. Alternatively, the “Itinerary” section found on your unique Event Specs Form can be completed in detail.
- All technical specifications required for your event must be outlined on the Event Specs Form.
Your Artscape Venue Contact will provide you with the URL link to your unique Event Specs Form. Artscape staff are automatically notified whenever you make a change to this form and will follow up with you as needed.
You can easily edit your ground plan online via the web application AllSeated and your Artscape Venue Contact, will provide you with login information. For any questions related to using AllSeated, please ask your Artscape Venue Contact, or click here to go to the AllSeated tutorial page.
Please be sure to communicate all your event needs, including A/V requirements and any equipment or scenery you plan to bring into the venue, as early as possible with your Artscape Venue Contact.
If you have an event planner on your behalf, or a production company assisting with the planning of your event, please ensure they are connected with your Artscape Venue Contact and the Technical Services Coordinator.
If you have a band (of three musicians or more) performing in the venue, we kindly request a band rider indicating the number of performers, their positions on the stage, and the connections required to accommodate their instruments. This includes any power requirements for the instruments in addition to the connections into our sound system. You must provide a rider for each band if they are switching between bands on the stage (and removing band equipment), or one detailed band rider if multiple bands are performing on the same stage with all of their equipment set up in advance.
If your event includes an extensive amount of lighting, sound, and/or video transitions, we may require the following:
- You hire a “stage manager” (a single person who is designated to be the point person day of) to coordinate the technical aspects with the technical team on the day of your event. You must provide the contact information of your stage manager to your Artscape Venue Contact. They will coordinate with your stage manager to ensure your event runs smoothly.
- Depending on the scope of your event, you may need to hire a lighting designer, sound designer, and/or video designer. You must provide their contact information to the Technical Services Coordinator. They will coordinate with your design team to ensure the install, programming, and operation of your event goes smoothly.
- If extensive programming is required, please submit your lighting cue list, sound cue list, and/or video cue list at least 5 days in advance of your event to the Technical Services Coordinator. This provides our team with a sense of how long the programming process will take. For reference of an example cue sheet, refer to the Example Cue Sheets section in this document.
We define an extensive amount of lighting, sound and/or video cues as over 10 unique cues in any individual discipline. However, when in doubt, please ask the Technical Services Coordinator and provide them with all of the preliminary technical details of your event.
Please note that our team will provide feedback on your documents and details, and changes to your schedule may be needed. You may be required to create a second draft of these documents so the earlier you can provide this, the earlier we can get to work. In addition, our team will work with you to ensure your event success by:
- Providing answers to any of your questions to prepare the logistics of your event.
- Providing you with staffing requirements based on the scale of your event. We will also provide feedback on your staffing estimates if you provide the staffing requirements for your event.
- Reviewing your event plans for compliance with building and fire codes, health and safety regulations and employment standards.
- Providing your team with feedback on your documents in a timely manner.
- Remind you of any required documents before incoming deadlines for your event.
If you need any clarification, assistance, or recommendations, please consult your Artscape Venue Contact or the Technical Services Coordinator.
Venue Overview
The Digital Media Lab is a multi-purpose media production facility with three specialized suites: the VFX Studio, the Sound Recording Studio, the Photography Studio. Each suite can be booked individually, or together to create your ideal event or media production space.
Flooring
The floor in the Digital media Lab is made of brushed concrete. No floor in the Digital Media Lab can be painted, nailed, or screwed into them. Tape can be used to mark out the floor, however only tape that is pre-approved to be low tack and does not leave a residue can be used. No vinyl decals are allowed to adhere to the floor.
Internet
The Digital Media Lab has free wireless internet (100mbps) available to you throughout your booking (Beanfield).
A low-latency ethernet connection is available with higher bandwidth (200mbps) for live streaming.
Please speak to the Technical Services Coordinator if you need a wired internet connection.
File Management
The Digital Media Lab clears all storage devices and computers after each booking to ensure they are ready for the next client when they arrive. Please consider how long it will take to transfer files at the end of your day when booking your time. If you go over the time you booked you will be charged hourly for space and the staffing. Connect with the Technical Services Coordinator to make sure that your storage equipment is compatible with any of our equipment you plan to use. The Technical Services Coordinator can assist you and make a recommendations on how much storage you will need based on the size of your project. However, you are responsible for making sure you have adequate storage for the day of your booking.
Rental A/V Equipment
Every room in the Digital Media Lab is set up to be expandable and configurable. You can provide your own equipment to integrate into our video and sound systems for your event. To assist in the planning of your technical setup, speak to the Technical Services Coordinator. For your technical equipment rental needs, please speak to the Technical Services Coordinator.
VFX Studio
Lighting
The VFX Live Room has a lighting grid. It is 11’5” off the ground, in a 4’x4’ square arrangement. The room includes three LED lights hanging and focused towards the green cyclorama wall, and a 24 channel DMX controller to work with them.
There are additional 15 amp power outlets in the grid to use lighting equipment you provide. The logistics of hanging your lighting fixtures will be directed by the Technical Services Coordinator. For more details, contact the Technical Services Coordinator.
The overhead lights in the VFX Live Room are on three separate switches allowing you to turn the lights off in the room in thirds.
Audio
The VFX Room includes a series of microphones which can be used to record to a handheld recorder, to the camera setup, externally through the recording studio, or externally from a recording device you provide. Discuss your best option for your film shoot with the Technical Services Coordinator for more details. Review the inventory for gear specifications.
The VFX Studio includes six wired Clear-Com headsets, to communicate between the VFX Live and Control Rooms. There are three headsets in both the Live Room and the Control Room.
There are 24 XLR Channels that tie into the sound recording studio. There are 4 Additional “Tie-In” channels which can be used as inputs or outputs from the Recording studio.
There are 8 XLR Channels which tie into the VFX Control Room from the Live Room. These channels can be controlled from the Control Room using an external mixer.
There are 16 XLR Channels in the VFX Control Room which tie into the Sound Recording Studio
Soundproofing – 152mm acoustic slab, acoustical seal around doors, and threshold acoustic glazing at west wall with control room.
Any compatible sound devices can be synchronized using the Rosendahl nanosyncs audio word clock. Speak to the Technical Services Coordinator for more details.
Video
The Live Room features a 90° curved cycloramic green screen wall. There is also a glass window so you can view the live room from the control room.
The VFX Studio includes up to three cameras: one BlackMagic URSA, and two BlacMagic Studio 4K cameras.These three cameras can be integrated into one streaming setup with the BlackMagic ATEM Television Studio switcher. See the inventory for additional details, including the lenses available.
The video camera setup is expandable with any equipment you provide. Speak to the Technical Services Coordinator to confirm your plans are possible.
The VFX Control room includes a 48” TV on a rolling rack, which can be used to preview footage or be used as a separate display.
Live Streaming
We have the capability to live stream from the VFX Control Room. The live stream is controlled using the BlackMagic 4K Television Studio switcher, providing extensive flexibility for the stream. In our inventory, we can create a three-camera live stream.
There are three options available for presenting your live stream to your viewers:
- Connect to your viewers using Zoom meetings.
- Stream to a social platform, such as YouTube, Facebook, Instagram, or Twitch.
- Artscape can provide a private custom website link to present the stream.
In order to successfully set up your live stream through your preferred presentation method, speak to the Technical Services Coordinator for details.
Computers and Software
The VFX Control Room includes a Mac Mini computer, enhanced with an external graphics processor.
Computer specifications:
- 2018 Mac Mini
- Processor: Intel 6-Core i7, 3.2 GHz
- RAM: 32GB DDR4
- Graphics: Intel UHD 630, enhanced with BlackMagic eGPU Pro
- Displays: x2 Dell 4K Monitors (U2718Q UHD 4K)
The following software is available:
- OBS (Open Broadcaster Software)
Rigging
The maximum weight for the grid is 30 pounds per linear foot of static load. For every linear foot, no more than 30 pounds of weight should be hung. No swinging, movement, or any other kind of “dynamic load” which would increase the force.
If you would like to rig anything from the grid please contact the Technical Services Coordinator two weeks prior to your event for pre-approval. You must get approval prior to hanging anything from the grid. Day of approval will be made on a case by case basis based on the Technical Services Coordinators availability and can not be guaranteed.
Power Distribution
The Live Room includes over 10 isolated 15 amp circuits, and additional 15 amp circuits in the lighting grid. Review the Power Distribution Diagram, which shows where the outlets are located in the room. Speak to the Technical Services Coordinator if you have any power-related inquiries.
Drapery
Please consult your Artscape Venue Contact for available drapery options for rental.
Furniture
The Control room comes with three office chairs, the edit suite comes with two office chairs, and the live room doesn’t have any furniture allocated to the room. If you require any additional furniture please contact the Technical Services Coordinator in advance of your event, furniture will be provided based on availability. Day of requests will be accommodated on a case by case basis.
Sound Recording Studio
Lighting
This studio has overhead track lighting that can not be adjusted.
Audio
The recording studio contains a SSL-XL console, set to send 32 inputs to your digital audio workstation of choice.
The studios have inter-connected patch panels, ideal for creating a complete production suite onsite. Up to 24 XLR inputs from the VFX Live Room can be sent to the Recording Control room. Up to 16 XLR inputs can be sent from the Photography Studio.
Up to four outputs from the Recording Control room can be sent out to either of the other rooms.
The Recording Control room system includes a variety of preamps, equalizers, and effects options. See inventory for a full list of audio equipment.
The recording studio includes several instruments: two Fender guitars with amps, a Nord keyboard, and a Yamaha full drum kit. Review the inventory for further details.
The studio has a variety of microphones available. Review the inventory for further details.
A sound engineer is required to operate the sound recording studio for the duration of your booking. Your Artscape Venue Contact will assist with the booking of a sound engineer.
Video
This room has no video capabilities.
Computers and Software
The sound recording studio has several digital audio workstation (DAW) options, run on a Mac Mini.
Computer specifications:
Software included:
- Pro Tools
- Logic Pro X
- Ableton Live 10
- Reaper
Rigging
Not available for this room.
Power Distribution
Drapery
Not available for this room.
Furniture
Two office chairs and an armchair are kept in the control room. If you require any additional furniture please contact the Technical Services Coordinator in advance of your event, furniture will be provided based on availability. Day of requests will be accommodated on a case by case basis.
Photography Studio
Lighting
The Photography Studio contains a grid, 10 feet by 10 foot and ⅝ inches off the ground. It is arranged in 4’x4’ squares.If you require a drawing of the grid, please ask the Technical Services Coordinator.
The photography studio contains a small inventory of Profoto strobe lights with Chimera soft lightboxes, to be used with your camera setup. Review the inventory for details.
If you need to hang any lighting fixtures, please let the Technical Services Coordinator know.
Audio
This room is not set up for sound playback or recording individually. There are 16 XLR inputs and 4 outputs from the photography studio to the Recording Studio for multi-room events.
Camera Specifications
This studio includes a Sony a7 III camera with several lens options.View the inventory for complete details.
A 64 GB SD Card is included with the camera. These memory cards are reset after your booking, so be sure to bring a storage device to transfer the photos to after you have completed your photoshoot. You can also provide your own SD card.
Computers and Software
Not available for this room.
Rigging
The maximum weight for the grid is 30 pounds per linear foot of static load. For every linear foot, no more than 30 pounds of weight should be hung. No swinging, movement, or any other kind of “dynamic load” which would increase the force.
If you would like to rig anything from the grid please contact the Technical Services Coordinator two weeks prior to your event for pre-approval. You must get approval prior to hanging anything from the grid. Day of approval will be made on a case by case basis based on the Technical Services Coordinators availability and can not be guaranteed.
Power Distribution
The Photography Studio includes several 15 amp circuits on the floor and grid, available to use with your photography equipment. See the diagram for reference of where those power outlets are in the room. Speak to the Technical Services Coordinator if you have any power-related questions.
Drapery
Not available for this room.
Furniture
The photography studio doesn’t come with any furniture in the room. If you require any furniture please contact the Technical Services Coordinator in advance of your event, furniture will be provided based on availability. Day of requests will be accommodated on a case by case basis.
Edit Suites
Lighting
Edit suites have standard worklights that cannot be adjusted.
Audio
The edit suite includes a pair of Genelec monitor speakers, and a 2 channel USB audio interface. Upon request, we can assist you to record basic audio (for podcasts or other purposes) in the edit suite. Connect with the Technical Services Coordinator for details.
On request, the suite can include an Akai Midi Keyboard controller. Speak to the Technical Services Coordinator if you wish to use this device.
Computers and Software
The Edit Suites include an iMac Pro.
Computer specifications:
- 2017 iMac Pro
- Processor: Intel 8-Core Xeon W, 3.2 GHz
- RAM: 32GB DDR4
- Graphics: Radeon Pro Vega 56 8GB
- Displays: Built in Retina display, 27”
- x1 Dell 4K Monitors (U2718Q UHD 4K)
Software included:
- Standard Mac Computer Applications/Office Suite
- Garageband
- Motion
- Compressor
- Adobe Creative Cloud Suite:
- Photoshop 2020
- Illustrator 2020
- InDesign 2020
- XD
- After Effects 2020
- Lightroom
- Lightroom Classic
- Character Animator 2020
- Audition 2020
- InCopy 2020
- Fuse
- Dimension
- Dreamweaver 2020
- Animate 2020
- Prelude 2020
- Media Encoder 2019
- Bridge 2020
- Premiere Pro 2020
- Premiere Rush
- Distiller
- Acrobat
- Reaper (Freeware License)
- AVID Pro Tools
- AVID Media Composer
- NewBlue Titler Pro
- Logic Pro X
- Davinci Resolve
- Final Cut Pro
- Spotify
- Blender
- Ableton Live 10 Suite
- REDCINE-X Pro
- Red Player 51
- Red Tether
- Screenflow
- Zoom Meetings
- CCleaner
- Cinema 4D
Web Browsers:
-
- Google Chrome
- Firefox
- Safari
Audio Plugins:
-
- Waves Central:
- Electric Grand 80
- GTR 3.5
Video Plugins:
-
- N/A
Power Distribution
There is a 15 amp power outlet available for general use.
Furniture
If you require any additional furniture please contact the Technical Services Coordinator in advance of your event, furniture will be provided based on availability. Day of requests will be accommodated on a case by case basis.
Green Room / Dressing Room
The Green Room provides a professional backstage area. Three hair and makeup stations feature large mirrors and bright lights and the curtained changing area makes for easy wardrobe changes.
Lighting
The Green Room / Dressing Room has overhead track lighting that can not be adjusted. Dressing mirrors are surrounded with LED lighting (5000k).
Power Distribution
Each station has access to two duplex GFCI outlets (15amp). Please note that that these outlets share circuits and, as such, only one device may be used per outlet.
Furniture
The Green Room comes with three office chairs for the makeup stations and two rolling clothing racks. Please note we do not provide hangers. If you require any additional furniture please contact the Technical Services Coordinator.