Lake Macquarie Performing Arts Centre Operating Manual

Procedure Lake Macquarie Performing Arts Centre Operating Manual Table of Contents Table of Contents... 1 Procedure... 2 Purpose... 2 Process... 2 1. Access to the Centre... 2 2. Security Alarm... 2 3. Automatic Doors... 3 4. Air Conditioner Instructions... 4 5. Kitchen Operations... 4 6. Stage Lighting... 4 7. Using the preset lighting scenes... 5 8. Orchestra Lights... 5 9. Using the ipad Luminair App (lighting console)... 6 10. Sound System... 6 11. Data Projector and Screen... 9 12. Seating & Tables... 9 13. Lift for persons with disabilities... 10 14. Close down and Exiting the Centre... 10 15. Contacts... 10 16. Attachments... 10 Controlled Document Information... 11 Lake Macquarie City Council Page 1 of 19

Purpose Procedure This manual contains the operational procedures for the Lake Macquarie Performing Arts Centre. The purpose of the manual is to provide a basic operational handbook for the users of the Centre. Process 1. Access to the Centre A key and a security pin number are required in order to access the building. Keys can be collected from Cultural Services, Lake Macquarie City Council Administration Building, Main Road, Speers Point, from 9.00am to 4.30pm Monday to Friday. You will be provided with a security pin number. Open the front door of the Centre (to the left of the automatic doors) using the key. Once inside the foyer you have 30 seconds in which to turn the security system OFF. The security panel is located on the left hand side of the front foyer under the Fire Panel. It is a beige panel with Concept written on it, plus a Quantic Security sticker. See Section 3.2 of this manual for instructions on operating the security system. Once you have turned the security system OFF, proceed down the corridor (past the kitchen). On the left hand side of the corridor near the fire extinguisher, you will find light switches for the foyer, corridor, toilets, back of house lights and back of house lights. Turn all these switches ON. The light switch for the porch lights is located adjacent to the security panel. Proceed through the stage doors and up the stairs. Walk across to the other side of the stage and locate the auditorium lights. These are located near the blue stage curtains on the side stage wall closest to the dressing rooms. Turn ON the auditorium lights and the stage ceiling lights. The Centre is now ready for use. When required, individual light switches can be found in the meeting room, piano room, change rooms, store rooms, Green Room and the Orchestra Pit. It is recommended that you use a reverse order of the above to shut down the Centre. 2. Security Alarm To Turn the Alarm Off 1. Enter the 4 digit security number 2. Press OK button 3. Alarm will read PERFORMING ARTS CENTRE IS ON, PRESS OFF. 4. Press OFF button Once you unlock the front door you have 30 seconds to get in and turn the alarm OFF. The message on the control panel should read, Performing Arts Centre is ON. Lake Macquarie City Council Page 2 of 19

Enter your pin number and press OK. A greeting message Good Morning/Afternoon/Evening Temporary User. Performing Arts Centre is ON, Press OFF will display. Press the OFF key once. The message will now read, Performing Arts Centre is OFF. If there is a message on the screen saying, Had alarm in Performing Arts you must acknowledge this message by pressing the OK button again after entering your pin. To Turn the Alarm On Reverse the process above. The control panel should read Performing Arts Centre is Off. Enter your pin and press OK. The screen will then say Press On. Press the ON key once. The screen will then say Testing Zones Please Wait. After a couple of seconds, it will beep and then says, Performing Arts is On. The automatic doors automatically lock with a relatively loud click. You then have 1 minute to vacate the Centre. Walk to far side of automatic doors and press the green emergency button on the wall. This will open the automatic doors. Walk through the doors and out of range of the sensor. The doors will close behind you and you will again hear a loud click. This means that the doors are locked. If any doors or windows are left open the system will not turn ON. If anything is left open, after it Tests Zones it will tell you what is open. You must then close whatever is open and then put the system on again. Remember: If you get any alarm messages on the screen, such as a message to say the alarm has gone off, you must press OK until the message clears. 3. Automatic Doors Once the alarm is deactivated the automatic doors will open when the sensor detects movement. The doors can be locked from the inside if you are working in the auditorium and do not want other people accessing the Centre. On the alarm key pad, press END, press right arrow key and ON. This just locks the doors from the inside, it does not turn the alarm on. To unlock the doors from the inside, press END, press the right arrow key and press OFF. Press END again to take the alarm back to the main screen. The doors must be unlocked before the alarm can be turned on. Lock the Doors 1. Press END button 2. Press > button (right arrow key) 3. Press ON button Unlock the Doors 1. Press END button 2. Press > button (right arrow key) 3. Press OFF button 4. Press END button again to return to main screen. Lake Macquarie City Council Page 3 of 19

4. Air Conditioner Instructions Control switches for the foyer, hall, and stage area are on the wall on the left hand side of the foyer near the fire panel. Switches for individual rooms (i.e. change rooms, meeting room, green room etc.) are located within the rooms. To turn on, press the required switch and hold for 3 seconds. Once operating a green light is displayed. System is preset to run for 2 hours and will automatically turn off after 2 hours and the green light will no longer display. If you need to turn system off before the 2 hours are up, just press and hold for 2 seconds. All air-conditioners in the Centre are set at 22 degrees and the temperature cannot be adjusted. If the air conditioning fails to come on then it will need to be re-set. Failure to turn on occurs when there has been a fire alarm or storm/lightning in the area. Go to the orchestra pit and find the orange Mechanical Fire Panel in the corner adjacent to the stairs. Press the Fire Trip Reset Button. This will reset the air conditioning. Also, check that the three black switches for Units 1A, 1B and 2 are set to AUTO. If they have been turned to OFF the air conditioning will not work. Go back to the foyer and turn the air conditioning on following the above instructions. If the air conditioning still does not come on then contact the after-hours assistance number located next to the security system panel in the foyer. 5. Kitchen Operations An operation manual for using the oven is located on the wall next to the oven. The instant hot water system can be turned on at the switch to the left of the system. Please turn the hot water system off when leaving the building. The kitchen roller door can be opened from the kitchen side by turning the mechanism in the lower middle of the door. The fridge remains on at all times. Do not turn off. Additional garbage bags are located under the kitchen bench. A garbage skip bin is located at the rear of the building. A key is provided for the bin- ensure it is locked at all times. All rubbish must be removed from the Centre after use and the bins fitted with new garbage bags. 6. Stage Lighting The Centre s lighting system consists of a Strand 300 series 48 Channel Lighting Console. There are four Bytecraft Solution 12 Dimmers located in the dimmer area on stage. There are numerous lighting bars on and in front of the stage area allowing the positioning of additional lighting if installed and operated by a qualified technician. Existing lights must not be moved. The lighting bars weight limits are: Side bars in auditorium 50kg, Front bar in auditorium 125kg, Front stage bar 80kg, The down stage, mid stage and back stage lighting bars have the following maximum safe load capacity. All loads are to be suspended from the bottom chord at the intersection points with web members. 1. Maximum total load 400kg distributed as approximately 40kg suspended from each bottom chord intersection point. Lake Macquarie City Council Page 4 of 19

2. Maximum single load suspended from a brace point between the two lighting bar support points is 300kg. 3. Maximum single load suspended from a brace point outside of the lighting bar support points is 150kg. Two 150kg loads can be simultaneously suspended from the opposite ends of the lighting bar. If a single load is to be suspended from one end of the lighting bar, the lighting bar could be made unstable. In that case, sufficient other load must be hung from the light bar to ensure that it remains stable. No other equipment/materials should be hung from the lighting bars without prior consultation with Council. The lights available to end users as standard are outlined in Appendix B. Note: You will need to have a lighting grill key to access the dimmer area to use either lighting option. A small fluorescent light lights the lighting grill area. The switch is located on the left hand side above the CD player. 7. Using the preset lighting scenes The dimmer area is located on the stage near the access steps from the auditorium. Unlock the Lighting Panel grill (turn the key anti-clockwise) but DO NOT leave the key in the lock. If you leave the key in the lock, it will obstruct the lifting of the grill and damage both the key and lock. With the key removed, fully open the grill. A cord is attached to the grill so that it can be fully raised. Check that the power point labeled audio and lighting is switched on. It is located on the right hand side beside the Fan Exhaust System Control Panel. Open the Stage Lighting Distribution Board (no key required). Turn the Main Power Switch ON. Turn on the 3 Phase breakers Outlets 1, 2 & 3 in the Stage Lighting Distribution Board. Check that all three dimmers are on the red LCD panel should be illuminated on all dimmers. Locate the black Preset Controller Panel on the left hand side wall above the CD player. You can now choose which present lighting scene/wash you would like to use. Select the scenes/washes by pressing the number of the option required on the panel. Preset lighting options There are 9 preset options to choose from with a range of washes and colours. Press number 1 through 9 to select scenes. To swich off or black out press 10. OFF twice. To shut down the preset lighting turn the switches off in the reverse order that you turned them on. Close and lock the lighting grill. Turn the key clockwise to lock. If you have trouble locking the grill try jiggling the grill at the same time as trying to turn the key. 8. Orchestra Lights The orchestra lights are additional down lights focused on the stage. They throw a white light. They can be turned on by flicking the switch at the bottom of the Sound and Lighting to ON and also turn on the power point switch underneath the Distribution Board. Both of these switches are labeled Orchestra Lights. Lake Macquarie City Council Page 5 of 19

9. Using the ipad Luminair App (lighting console) Start-up and operation of ipad Luminair App Press the switch on the sound console to the ipad position. Turn on ipad and ensure the Wi-Fi is working. The Wi-Fi is automatically set up to connect to the lighting console. The lighting Wi-Fi is AVSystem and password is accessav. The wifi must not be changed. This Wi-Fi does not give access to the Internet or other apps, and can interfere with the operation of the lighting if attempted to connect to the Internet. There are two master Projects ( Simple or Final ) saved in the app. Simple has pre-set scenes that can be manually adjusted and recorded, and Final has pre-set scenes and enables control to each individual light that can be saved into scenes. These projects cannot be edited however copies can be made and edited for each production. Copy a project by pressing and holding the project and selecting the + on the top left of the screen to duplicate the project. Once duplicated, rename this project according to production (if not already created). Features of the app include adjustment of colour, intensity, pan/tilt and strobe for each individual RGBW LED light, and individual control for front profiles. Further information and demos are available via the Luminair app website https://synthefx.com/products/luminair Shut down procedure for ipad Exit out of the app by pressing the square at the bottom of the ipad. Turn ipad off at the top right. Lighting can be switched to pre-set by turning the switch on the sound console to the pre-set position. 10. Sound System Basic System (Mixer located in the Lighting Grill) A mixer with a CD player and up to three microphone outlets is located on the left hand side in the lighting grill (stage left). This system operates through the large speakers hung at the side of the stage. Once CD player is switched ON, the power point labeled Preset Lighting Controller Power is switched ON, and the Main Power Switch is ON, the CD mixer is operational. Microphone cords can be plugged into the microphone jacks located on the wall underneath the mixer. There are five volume buttons on the mixer. One is for the CD level, three are for the microphones and the one on the far right hand side is the master volume control. The CD operates like a normal CD player. Sound Console System (Equipment) The sound system at the Centre consists of an Allen & Heath 16 Channel mixer and 2 x JBL EVO Double 14 and horn powered speaker cabinets. These cabinets have a power rating of 1,200 watts each. These cabinets are flown on either side of the stage. A sixteen-channel multicore is located on stage to enable the plugging in of microphones and instruments. Two Denon CD players are supplied in the effects rack next to the mixer to enable the playing and clueing of music. Four fold back sends have been run to the stage area (located in dimmer area) to allow end users to patch in their own fold back system. Please note while patching points are available no fold back Lake Macquarie City Council Page 6 of 19

wedges or amplifiers are supplied. Any users wishing to have fold back will need to externally hire or supply their own fold back wedges and amplifiers to suit their application. The microphones and accessories available to end users are as follows: 4 x Shure SM 58 Vocal microphones 4 x Shure SM 57 Instrument microphones 6 x Long Boom microphone stands 6 x Short Boom microphone stands 4 x DI boxes 12 x 10 metre microphone cables Note: There is a fee to use the sound console, microphones and accessories. See Council s current fees and charges. Start-up procedure for Sound Console System Check that the 2 x Denon CD players located in the audio & lighting console are turned ON. Check that the DBX Processor located below the 2 x Denon CD players are turned ON. Check that the Allen & Heath mixing console is turned ON (switch located back left hand side of mixer). Sound Console System (CD Play back) Power up audio system as described in above start up Procedure. Pull all channel faders 1 to 16 down to the off position. Channel CD 1 L +48v button out. Channel CD 1 L PAD (line) button in. Channel CD 1 L Gain knob 9 o clock. Channel CD 1 L HPF button out. Channel CD 1 L HF knob 12 o clock Channel CD 1 L 2 x HM knobs 12 o clock. Channel CD 1 L 2 x LM knobs 12 o clock. Channel CD 1 L LF knob 12 o clock. Channel CD 1 L Aux 1 thru to 6 knobs full anti-clockwise to the off position. Channel CD 1 L PAN knob full anti-clockwise to the L position. Channel CD 1 L Mute button out. Channel CD 1 R Same settings as channel CD 1 L but with PAN knob full clockwise to the R position. Push L + R master faders to the 0 position. Load CD into CD player 1 and push play. Slowly push Channel faders CD 1 L + R up to the desired volume. NB: The preferred position of the channel faders is at the 0 position. The volume can be adjusted using the gain knobs to achieve this. Lake Macquarie City Council Page 7 of 19

Sound Console System (Microphone setup) Power up audio system as described in start up Procedure. Pull all channel faders 1 to 16 down to the off position. Plug microphone into microphone lead. Plug microphone lead into channel 1 on the stage box located stage right. NB: Any channel can be used on the stage box for a microphone. Channel 1 +48v button out. Channel 1 PAD (line) button out Channel 1 Gain knob 12 o clock. Channel 1 HPF button in. Channel 1 HF knob 12 o clock. Channel 1 2 x HM knobs 12 o clock. Channel 1 2 x LM knobs 12 o clock. Channel 1 LF knob 12 o clock. Channel 1 Aux 1 thru to 6 knobs full anti-clockwise to the off position. Channel 1 PAN knob 12 o clock. Channel 1 Mute button out. Push L + R master faders to the 0 position. While somebody is talking into the microphone slowly push Channel 1 fader up to the desired volume. NB: If feedback occurs (a high-pitched squeal or a low frequency rumble) turn volume down until feedback has gone. Check that you have turned it down enough by walking around the stage, talking with out it feeding back. NB: The preferred position of the channel faders is at the 0 position. The volume can be adjusted using the gain knobs to achieve this. Shut down procedure Sound Console Turn OFF Audio & Lighting Power switch located in the dimmer room (Stage Left). It is on the left hand side behind the Fan Exhaust System Control Panel. Go to the Stage Lighting Distribution Board located in the dimmer room and turn OFF the main switch. Unplug multi-pin connector labelled Audio & Lighting Multicore located on the left hand side of the hall (looking at the stage) and store cable in the back of the audio & lighting console. Turn OFF and unplug power lead from the audio and lighting console and store cable in the back of the audio & lighting console. Slide the aluminium front cover down through the top of the unit. Fit and lock (place key in lock and turn 180 clockwise) top covers. Push Audio & Lighting console up against the wall, wrap security cable around the unit and padlock to the wall. The console must be locked up every night after use. Lake Macquarie City Council Page 8 of 19

11. Data Projector and Screen Lowering and Raising the Screen The switch for raising and lowering the screen is located to the right of and above the preset lighting panel. It is white and looks like a fan switch. To lower the screen turn the switch to the left and hold. The screen is set to lower to the exact focus for the data projector. Once lowered, turn the switch back to the centre. To raise the screen, reverse the procedure. Turn the switch to the right and hold until screen is fully raised. Return the switch to the middle once the screen is raised. To turn on the data projector The data projector is turned on with the remote control. All focus and size is preset. There is no need to change any of the settings. Connecting a laptop A laptop can be connected at the jack front stage left. Change the data projector remote control to Computer 1. The image will transfer from the laptop to the screen. To run sound from the laptop, insert the sound cord into the 2 jacks to the right of the microphone jacks underneath the CD/DVD cabinet. The sound level is controlled through the CD player. Playing a DVD Turn the DVD on. Insert the DVD and press play. Change the data projector remote control to Video. The sound level is controlled through the CD player. To turn off the data projector The data projector will automatically turn off after idling for 5 minutes. Please do not leave on unnecessarily as the bulb has a limited life span. To manually turn off press the power button on the remote control. DO NOT TURN OFF THE POWER in the Lighting Grill for 5 minutes. The data projector must cool down with its fan (like a turbo car). There is a light on the right hand side of the data projector that blinks while the projector is cooling down. Once this light stops blinking is safe to turn the power off in the lighting grill. 12. Seating & Tables The Centre s auditorium has a seating capacity of approximately 300. The tiered seating has 124 seats, and there are 190 seats arranged in two blocks (one 90 and the other 100) in front of the tiered seating. There are two chair trolleys located in the store rooms off the main auditorium. These trolleys must be used when changing the seating arrangement. See Appendix A for instructions on how to use the chair trolleys. Auditorium seats not being used in the seating configuration must be stacked away (up to four high) in the store rooms. Auditorium seats are NOT to be used on stage. There are chairs suitable for use on stage in the Store Room adjacent to the stage. The Centre has nine folding tables (on wheels) which are located in the store rooms off the main auditorium. If used please return them to the store rooms at the conclusion of your booking. Lake Macquarie City Council Page 9 of 19

13. Lift for persons with disabilities The Centre has an accessibility stage lift, which allows persons with disabilities to access the stage area. A key operates the lift. 14. Close down and Exiting the Centre Ensure that the sound and lighting systems have been shut down correctly and returned to their original positions. This is particularly important with the lighting system. If stage lights have been moved then they must be returned to their original location and configuration. See Appendix B for stage lighting configuration. Ensure that the auditorium seating is neat and tidy and ready for the next user. If you have changed the seating arrangement then please return it to how you found it. Any seats not required for the seating layout should be re-located to the store rooms off the auditorium. Ensure that all props, stage sets, costumes, personal effects have been removed from the Centre. Ensure that all temporary signs, directions etc have been removed from the walls/doors Ensure that all windows are both CLOSED and LOCKED. Ensure that all doors are securely closed, in particular, fire and emergency exit doors. Ensure that the rear stage curtain has been pulled back to both sides. If left pulled across the back of the stage it can set off the security alarm by virtue of the fact that it moves with the draught. Ensure that the security alarm has been turned ON. 15. Contacts Lake Macquarie City Council Cultural Development and Events Officer 4921 0333 or refer to contact sticker on front of this document for officer on call contact number. Quantic Security Control Room 1300131728 16. Attachments Appendix A Procedure for using the Chair Trolley Appendix B Stage lighting configuration Appendix C Dimmer configuration Lake Macquarie City Council Page 10 of 19

Authorisation Details Controlled Document Information Folder No: F2004/12276-03 TRIM Record No: D07808028 Audience: Department: Officer: Council Wide - Community Planning and users of the Lake Macquarie Performing Arts Centre Community Planning Cultural Development & Events Officer - Alicia Nash Review Timeframe: Max < 4 years 4 Years Next Scheduled Review Date: 31 March 2020 Authorisation: Manager Community Planning - John Ferguson - 31 March 2016 Related Document Information, Standards & References Related Legislation: (Legislation Name) Protection of the Environment Operations (Noise Control) Regulation 2008 Protection of the Environment Operations (Waste) Regulation 2005 Security Industry Regulation 1998 (Relationship/Context) Noise must be kept to an acceptable level Removal of waste must be disposed legally Security respond to all activations of the alarm systems. Related Policies (Council & Internal): (Policy Name) LMCC Pricing Policy LMPAC Site Induction Checklist LMPAC Hire Agreement LMPAC Venue Hire Application (Relationship/Context) Charges are listed within the LMCC Pricing Policy All hirers are required to complete and application form, sign a venue hire agreement and complete a site specific induction Related Procedures, Guidelines, Forms, WHS Modules/PCD s, Risk Assessments, Work Method Statements: (Document Name) (Relationship/Context) Charges are listed within the LMCC Pricing Policy All hirers are required to complete and application form, sign a venue hire agreement and complete a site specific induction Standards COP s & Other References (Standard, COP or Other References) (Relationship/Context) Definitions Term / Abbreviation Definition Centre LMCC LMPAC Lake Macquarie Performing Arts Centre Lake Macquarie City Council Lake Macquarie Performing Arts Centre Consultation (update for each version created) Key Departments, Teams, Positions, Meetings: CARD Coordinator, Events Team Lake Macquarie City Council Page 11 of 19

Version History Version No Date Changed Modified By Details and Comments 02 26 July 06 N Reichert Upgrade of template 03 7 May 08 N Charlesworth Upgrade of template. Inclusion of automatic door operation, kitchen operation and orchestra lights 04 7 July 08 N Charlesworth Inclusion of operation of data projector and screen 05 15 June 09 N Charlesworth Inclusion of photographs, some wording changes to make document clearer 06 07 01 December 2011 08 21 October 2014 09 30 March 2016 R Prince K Dunn A Nash Upgrade of template. Deletion of contact information Upgrade of template. Change of lighting information to reflect upgrade to LED lighting and ipad operation. Lighting desk obsolete. Change of contact information. Lake Macquarie City Council Page 12 of 19

Appendix A How to use the chair trolleys The Centre provides two chair trolleys, which are designed to make it quicker and safer for you to set up and pack away the chairs. While there may seem like a few steps involved, once you have done it a few times, it will become very simple. Please refer to the photos provided as a guide. Loading the chair trolley 1. Put the chair trolley behind the stack of chairs you want to move (no more than 4 chairs at a time). 2. Stand behind the chair trolley (with the small wheels nearest to you). Place your hands on trolley handle. 3. Move the trolley forward, dipping the front end slightly, so that the base is now under the chairs (making sure that it is straight & square Lake Macquarie City Council Page 13 of 19

4. Place your right hand on top of the chairs (leaving your left hand on the trolley handle & right foot on the trolley base). 5. Using your right hand, tip the chairs back towards you, while pushing down on the trolley handle with your left hand. 6. Do this until the small wheels on the trolley are now touching the ground (which means that the trolley has lifted the chairs). 7. Place your hands on both trolley handles & push the trolley to where you want the chairs to go. Lake Macquarie City Council Page 14 of 19

Unloading the chair trolley Step 1 Keeping your hands on both trolley handles, slightly tip the trolley forward. You may find it easier to keep the chairs steady as they get nearer to the floor, by placing your hand on the top chair. Step 2 Now, slowly pull the trolley back toward you. Be careful to do this slowly, because if the trolley moves too fast it can hit your leg. Lake Macquarie City Council Page 15 of 19

Step 3 Start the loading steps above for the next stack of chairs you want to move. Packing the chairs away It is important to pack the chairs away as shown below, so that they are packed safely for the next people who use the Centre. Chairs should be stacked FOUR chairs high (this is called a stack). Place the chair trolley in the storeroom, in the remaining space behind the chairs. Fitting the chairs in the room a) Facing the window you will fit 7 stacks of chairs across the width of the room. Please make 3 rows like this. b) Behind these rows, place 1 row of 3 stacks (with the chairs starting from the right hand side wall). c) Facing the left hand side (brick) wall, stack 3 rows of chairs across the wall, 3 deep. Lake Macquarie City Council Page 16 of 19

Appendix B Stage Lighting Configuration DMX Patch 1-16 - Dimmer 1 17-32 Profiles x 4 Lake Macquarie City Council Page 17 of 19

33, 41 Bar 2 RGBW LED x 2 49, 56, 65, 72 Bar 3 RGBW LED x 4 81, 88, 97, 104, 113, 120 Bar 4 RGBW LED x 6 Lake Macquarie City Council Page 18 of 19

Appendix C Dimmer Patch Dimmer 1 1. 20 2. 17 3. 12 4. 9 5. 5 6. 6 7. 1 8. 2 9. Spare 10. Spare 11. Spare 12. Spare Dimmer 2 1. 21 2. 32 3. 33 4. 34 5. 43 6. 44 7. 58 8. 59 9. 60 10. 68 11. 69 12. 71 Lake Macquarie City Council Page 19 of 19