Christian Art Players Bookings FAQ

A: CAP is a nonprofit organization staffed by volunteers committed to presenting theater productions from a Christian perspective. The leadership team of the Christian Art Players is made up of conservative, committed Christian people who feel God has called them to this ministry.

Q: Are the Christian Art Players affiliated with any local church? [Top of Document]

A: The Christian Art Players is a non-denominational group. There is no direct affiliation with any local church, although the members of the group attend and participate in various Cincinnati-area churches. The current board directing the group has representatives from the Church of Christ, Baptist, and Evangelical Free denominations. Participants in the group are from a wide range of backgrounds. CAP does not exclude anyone from participating in this ministry based on denomination or doctrinal issues. We believe our calling is to the Body of Christ and to reach those who do not yet know Christ in the Tri-State area.

Q: When and how did the Christian Art Players begin? [Top of Document]

A: As with most ministries, it began in a local church. When it started in 1994, CAP focused on dinner theater productions at several locations. The vision has now expanded, and a mobile community theater group that performs in local churches and community settings was born. CAP now travels throughout the Tri-state area providing Christian theater productions.

Q: Where does CAP perform? [Top of Document]

A: Over the years we have performed plays in numerous churches in Loveland, Hamilton, Forest Park, West Chester, and Lebanon. We continue to see churches as prime venues for our ministry, particularly for outreach events. However, beginning in 2005 we intend to move more performances out of the church and into community venues. We feel that this is necessary to reach our communities for Christ. We want to be able to go where people “are”.

Q: How is CAP supported? [Top of Document]

A: CAP is a non-profit 501c(3) organization. Our support primarily comes through funds collected from performance venues, and generous donors who support the mission of reaching people through Christian theater.

Q: Does CAP only do dinner theater presentations? [Top of Document]

A: CAP produced our shows as dinner theaters for many years, and CAP provided the entire event. However, we felt God was calling us to focus more on the ministry aspects of theater, and we felt the dinner was requiring too many resources. Therefore, CAP no longer provides a dinner with our shows.

Q: Will CAP still do a dinner theater show? [Top of Document]

A: Absolutely. In fact, we encourage them. Our experience is that this makes for a great outreach event, and puts people in a relaxed atmosphere where they can connect with others. However, we now ask that the church or venue coordinate and host the dinner (which is something churches do well), and we provide the theater production (which we feel we do well).

Q: Do I need to provide actors or sound and light technicians for a CAP event? [Top of Document]

A: CAP will be fully responsible for the content and presentation of the production, including actors, musicians, set design, stage props, stage crew, lighting, sound, and related technicians. We have a complete sound system capability without any facility involvement except electricity. However, we often provide a line feed to the house sound system to improve the quality of the audio. However, CAP technicians does not require any facility light or sound equipment to conduct the show.

Q: Can I review the content of a show prior to booking it? [Top of Document]

A: It is certainly possible to read the script, discuss the manner in which the play will be presented, discuss impact of potential doctrinal issues, or view, if available, video from prior performances.

Q: What costs are involved in booking a show? [Top of Document]

A: CAP tries to maintain flexibility to meet the individual needs of churches/venues. We do not want finances to stand in the way of the ministry we provide. Here are some examples of the options we usually see, but other ideas may be negotiated.

A fixed performance fee. CAP targets approximately $750 per performance in this mode. The venue can use funds from their ministry account, sell tickets, or take up an offering for a free performance at its discretion to collect the $750. This provides the venue the opportunity to price the event very flexibly.
NOTE: Because a multiple night performance requires only one setup and teardown, we target $1000 for a consecutive two-night performance.
A portion of ticket sales. In this mode, CAP would like to target $5 per person in attendance. In that this mode is geared to attendance, this permits a venue to have a “cash neutral” approach to a CAP event. This is usually the mode used in a dinner theater event.
A free-will offering directly to CAP. In some cases, CAP may do a free performance for only a free-will offering, especially at a non-church location. We generally discourage this alternate “cash neutral” approach, but may be willing to consider it in some cases.
A free community outreach event. CAP will occasionally perform in a free event where there is no expectation of any payment of any kind. These may be events taken on by CAP independently, or participation in an event which CAP deems in its discretion to be significant in its outreach potential.

Q: Would CAP do a free event? [Top of Document]

A: Yes. But as a general rule, we believe that most un-churched people believe that anything free is either not worth the time or there is an ulterior motive. We have done free shows in the past, and they have been very poorly attended. Unless it is a performing arts series where there is an established following, reaching an un-churched audience in a free event is a challenging approach. The most likely scenario for a free event would be one in a community setting outdoors. In this case, the audience can see the quality real-time and feels “in control”. That is, they can come and go as they please.

Q: Is there a booking contract? [Top of Document]

A: Yes. We have a standard booking contract that covers many of the issues in this FAQ summary. Once a date, show, and funding plan are developed, this will be provided in a contract to make sure there are no misunderstandings on either side.

Q: Is there a booking fee? [Top of Document]

A: Yes. Once the contract is signed, a booking fee of $100 is required to reserve the performance date(s). This can be waived for good cause at the discretion of CAP. This fee is intended only to offset the expenses involved in reserving the production for the specified date(s). The booking fee is fully refundable if the church or venue cancels the production 14 days or more before the performance date(s). However, cancellations within 14 days of the performance date(s) will forfeit the booking fee, unless the date(s) are rescheduled by mutual agreement.

Q: Why are performance dates limited? [Top of Document]

A: Every show requires the coordination of schedules of a significant number of volunteer participants. We tend to schedule weekends, as we are all gainfully employed in other professions. Also, in order to provide a quality production, the cast and crew need continuous exposure to the show to stay at their best. Therefore, CAP generally pre-coordinates a series of available dates to form a “run” of a particular show. Those dates are then provided to potential venues to establish bookings. Other dates can be worked, but they generally require more coordination and potentially addition rehearsal time in your facility.

Q: How will the show be promoted? [Top of Document]

A: The host venue is responsible for promoting the production to its members and/or the public. There is no specified requirement for promotional materials, format, or media; however, it is anticipated that the venue will make such efforts as are reasonable and consistent with the size of the venue and prominence of the organization. We hope church members will encourage their non-Christian friends to join them in attending CAP productions as a ministry outreach.

Q: Will CAP help promote the show? [Top of Document]

A: CAP will send out a mailer and/or an email, to our patron list of approximately 1000 individuals at the beginning of each “run” listing all the booked venues. CAP will support local promotion by providing up to 20 posters free of charge at each location. If available, we will provide local venues electronic files you can use to create additional posters, bulletin inserts, and programs for your performance. We will also provide press releases to the local papers. In special circumstances, cast members can be available for promotional appearances.

Q: How much space do I need? [Top of Document]

A: This question does not have one simple answer. The ideal performance space for our current production, Traveling Light, is 25’ wide by 14’ deep with some area behind the performance space for costumes and props. All costume changes happen behind the set. We can perform it in a smaller space, however. We generally will come to look at you performance space prior to booking so that we can alleviate any concern on both sides.

Q: How long does the performance space need to be available? [Top of Document]

A: Generally, we like to set up the night before the performance. This alleviates stress and provides for a much more relaxed experience for those of us involved in the production and for your staff and volunteers as well. However, we recognize that some venues may have tight schedules that make this impossible. In those cases, we need to have 3 ½ hours prior to when the doors open. If a dinner is involved, we want to be set before the dinner guests arrive. In all cases, we will completely vacate the performance space in 1 ½ hours or less.

Q: Are there any other facility issues? [Top of Document]

A: CAP requires sufficient cleared performance space, access to a private dressing area, protection from the elements, utilities, electrical circuits for sound and lighting (generally four separate 20 amp circuits), and seating space appropriate for the anticipated audience. The church or venue will be responsible for any non-production logistics as necessary, including security, maintenance, ushers, ticket sales, refreshments and concessions, and janitorial services.

Q: What about liability issues? [Top of Document]

A: CAP carries liability insurance. However, our booking contract contains an indemnification clause which states that “the church or venue will fully indemnify and hold CAP harmless for all claims arising from personal injury or damage to property occurring due to CAP’s, its members’, or its agents’ presence on client’s property or at the venue, except to the extent caused by the gross negligence or willful misconduct of CAP, its members, or agents. In no event shall CAP members be personally liable for claims not arising from their own actions.”

Q: What about “outreach”? [Top of Document]

A: This is one area where everyone has a different idea about what they want to do. In the past, we have provided the theater “event” only, and have not done what might be called an “altar call”. As we move into new territory with this ministry, we want to understand and help accomplish the host organization’s objectives. Some may want to present a show for “entertainment” for a women’s event. Others may want to really try to reach out to non-Christians and have their pastor get up at the end and briefly present the opportunity to accept Christ. Another church might want to have an “invitation”, but for some reason would rather we take on that responsibility. We will work with you to look at your objectives, and how we best accomplish them together.

Q: Do you have references? [Top of Document]

A: CAP understands the concern some churches have about hosting an event with an outside organization. We can provide contacts to a number of local pastors, music ministers, community leaders, etc. that can provide references to our character, our ministry, and the quality of our productions.

Return to Top of Document