• Reserving Space at the Center

     

    Calendar Booking Process

     

    Step 1: PISD Standing Dates - Prior to April 1

    These dates include hosting responsibilities for things like UIL and regional events, district runs festivals & district level events such as the MLK Diversity Celebration and professional learning.

    All music programs are scheduled at the Robinson Fine Arts Center for their UIL Concert & Sight-Reading Evaluation.

    All theatre programs are scheduled at the Robinson Fine Arts Center for their One-Act Play competition.

     

    Step 2: PISD Pre-Draft Scheduling - Prior to May 1

    Due to the predominance of dates dedicated to UIL Music and the need for longer stretches of rehearsal, a series of dates were set aside for 2 SHS Music Theatre productions and HS/SHS Drill Team shows to be assigned by the coordinators.

    One set of dates were also set aside for one Debate event.

    A rotation was created for one of the three music programs in each cluster to have an opportunity to schedule their Pre-UIL during this period. Due to this pre-draft advantage these programs have been removed from the draft described below for that year only.

     

    Step 3: PISD Calendar Draft

    To participate in the rotational calendar draft for available dates, directors should submit their 1st, 2nd & 3rd date preferences prior to May 1st, via this google form. (See details below under “Preparing for the Draft”)

    The calendar draft will take place on the first business day of May. 

     A rotation has been developed to provide a cycle of draft picks for each fine arts program area and campus to have an opportunity to select dates. 

    An online randomizer was used to establish the original sequence of programs and campuses and then was rotated to provide as much equity of access as possible.

    As each round takes place the requests from the individual program listed on the rotation chart will be reviewed and dates assigned based on the request forms received. 

    Head directors will be notified of their rotation and draft pick number prior to the draft.

    At the draft, directors will be called on to secure dates in the randomized rotational order. 

    If a 1st choice date is already booked, directors can move to the 2nd or 3rd choice as needed.

    Programs may use their pick for a single performance (plus appropriate rehearsals). Requests may be used for a combined cluster or departmental event, at the discretion of the director.

     

    Step 4: Remaining Calendar dates are open (PISD/ Rental Clients) - June 1

    Beginning on June 1st, any remaining dates left on the calendar are open for first come first serve bookings, using the Event Inquiry form.

    Rental clients outside of Plano ISD will also have access to open dates at this time.

  • PISD Only

    Step 1: Preparing for the Draft

    Fill out the “Robinson Fine Arts Center Calendar Request Form”

    Link to form: Robinson Fine Arts Center Calendar Request Form

    QR Code for form:        

    PISD Calendar Request QR Code

    Please complete all requested information to the best of your ability.

    Support spaces such as dressing rooms will be reserved with the primary performance space. If additional areas are needed, they should be listed on the request to guarantee a reservation in all the appropriate locations.

    Be sure to provide 2nd and 3rd choice dates for your event as backups. This will increase the chance of getting a booking at the Center.

     

    Miscellaneous Data:

    Based on a 180-day school year - Pre-Scheduled District dates = 49, Pre-Draft Dates = 40 (89 days prior to draft) - HS Draft includes the opportunity for 36 additional events (likely at least 60 days) - MS Draft includes the opportunity for an additional 39 events for a potential total of 199 days or more.

    Please consider Saturday’s to provide some relief to the weekday schedule.

    Please realize that it will be impossible to meet all program requests.

     

    Step 2: Draft Confirmations

    Once all rounds of the draft are complete, selected and approved dates will be added to the calendar.

    Directors will receive a confirmation email detailing the final reservation dates, times, and venues used.

    The event/show is now confirmed in the calendar.

     

    Step 3: Post Draft/ Additional Requests:

    After confirmations are received, we will schedule walkthroughs of the venue, and discuss the true needs of the event.

    Event notes will be finalized prior to the load in of the event, and estimates will be produced for any needs beyond the general scope of the event.

     

    Additional requests can be made by PISD starting June 1st, using the same google form and process as before.

      

    Step 3: Closing Events/ Shows

    After an event is complete, the Center will compile a final bill for any needs that are outside of the general scope of the event.

  • Rental Clients Only

    Step 1: Requesting Dates

    Fill out the “Robinson Fine Arts Center Event Inquiry Form”

    Link to form: Robinson Fine Arts Center Event Inquiry Form

    QR Code for form:           

     Rental Client Event Inquiry QR Code

     Please complete all requested information to the best of your ability.

    Support spaces such as dressing rooms will be reserved with the primary performance space. If additional areas are needed, they should be listed on the request to guarantee a reservation in all the appropriate locations.

    Be sure to provide 2nd and 3rd choice dates for your event as backups. This will increase the chance of getting a booking at the Center.

     

    Step 2: Date Hold Confirmations

    After inquiries are reviewed, they will be placed on the calendar as a HOLD. 

    Clients will receive a date hold confirmation email.

     

    Step 3: Confirming Events/ Shows

    Once contracts and deposits are finalized, the event will be confirmed on the calendar.

    We will schedule walkthroughs of the venue to determine final needs of the event.

    Estimates will be produced and sent to the client.

    Event notes/ estimates will be finalized prior to event load in.

     

    Step 3: Closing Events/ Shows

    After an event is complete, the Center will compile a final bill.

  • Reservation Docks Coming Soon