How to Book a Show at Popejoy Hall Albuquerque

Popejoy Hall, located on the University of New Mexico campus in Albuquerque, is one of the most prestigious and acoustically refined performance venues in the Southwest. With a seating capacity of over 2,300, state-of-the-art lighting and sound systems, and a storied history dating back to 1975, it hosts a diverse array of events—from Broadway touring productions and classical concerts to comedy acts, lectures, and community performances. Booking a show at Popejoy Hall is a significant undertaking that requires careful planning, industry knowledge, and adherence to institutional protocols. Whether you’re an independent producer, a regional arts organization, or a national touring company, understanding the full process is essential to securing your desired date and delivering a successful event. This guide provides a comprehensive, step-by-step walkthrough of how to book a show at Popejoy Hall Albuquerque, including best practices, essential tools, real-world examples, and answers to frequently asked questions.

Step-by-Step Guide

Research and Preliminary Planning

Before initiating any formal request, begin with thorough research. Determine the nature of your event: Is it a touring Broadway musical, a jazz ensemble, a TED-style lecture, or a local dance recital? Each type of performance has different technical, logistical, and financial requirements. Visit the official Popejoy Hall website to review the venue’s calendar, past events, and technical specifications. Pay close attention to the types of acts that have been hosted recently—this will give you insight into the hall’s programming preferences and audience expectations.

Identify your target audience and projected attendance. Popejoy Hall serves a broad demographic, including university students, local arts patrons, tourists, and families. Understanding your audience helps you align your production with the venue’s mission of cultural enrichment and accessibility. Also, consider the time of year. Peak booking seasons typically run from September through May, with major holidays and university breaks (Thanksgiving, winter break, spring break) being especially competitive. Avoid scheduling during university finals or major campus events like home football games unless you have a compelling reason and are prepared for potential conflicts.

Contact the Venue Management

The first official step in booking a show is reaching out to the Popejoy Hall booking team. Do not rely on third-party agents or generic email forms. Instead, locate the direct contact information for the Venue Operations Manager or Booking Coordinator on the University of New Mexico’s Performing Arts website. Send a professional, concise introductory email that includes:

• Your organization’s name and mission statement
• A brief description of your production (title, genre, length, cast/crew size)
• Proposed performance dates (at least three options, with alternates)
• Estimated audience size and ticket pricing range
• Any special technical requirements (orchestra pit, fly system, lighting rig, etc.)

Be sure to attach a one-page press kit or link to a professional website, video reel, or past performance footage. This helps the booking team quickly assess your credibility and artistic quality. Avoid sending unsolicited DVDs or large file attachments—use cloud links (Google Drive, Dropbox) with view-only permissions.

Submit a Formal Booking Request

If your initial inquiry receives a positive response, you will be invited to submit a formal booking request. This typically involves completing a detailed online form or receiving a PDF packet from the venue’s administrative office. The form will ask for:

• Full production timeline (load-in, rehearsals, performances, load-out)
• Technical rider (lighting, sound, stage plot, power needs)
• Marketing and promotional plan
• Insurance documentation (general liability, workers’ compensation)
• Financial agreement terms (box office split, guarantee vs. percentage)
• Accessibility accommodations (ASL interpreters, captioning, wheelchair seating)

Be meticulous. Incomplete or vague submissions are often delayed or rejected. Use standardized industry formats where possible—for example, the TD2000 technical rider template for lighting and sound specs. If you’re unsure about any section, request a clarification meeting. Popejoy Hall staff are experienced and willing to guide first-time renters through the process.

Negotiate Terms and Sign the Contract

Once your request is reviewed, the venue will send a draft contract. This document outlines all obligations, fees, and contingencies. Key terms to scrutinize include:

• Performance Fee: Will you pay a flat guarantee, or is it a percentage of box office revenue? Most touring companies negotiate a 70/30 or 80/20 split in favor of the producer.
• Box Office Management: Popejoy Hall typically handles ticket sales through its own system. You may be allowed to offer group discounts or special promotions, but all tickets must be processed through their platform.
• Load-in and Load-out Times: These are strictly enforced. Late load-ins may incur overtime fees. Plan for at least two full days before the first performance.
• Staffing Requirements: The venue provides stagehands, ushers, and technical operators. You may request additional personnel, but these come at an hourly rate.
• Cancellation Policy: Understand the refund structure. Cancellations within 60 days typically forfeit 50% of the guarantee; within 30 days, the full amount may be due.

Do not sign until all terms are clearly understood and agreed upon. If necessary, consult a legal advisor familiar with arts and entertainment contracts. Once both parties sign, your date is officially reserved.

Coordinate Technical and Logistics Details

After signing, the production team at Popejoy Hall will assign you a technical liaison. This person is your primary point of contact for all stage-related matters. Schedule a virtual or in-person tech meeting at least six weeks before your show. During this meeting, review:

• Stage dimensions and fly system capabilities
• Power availability and circuit load limits
• Backstage access and dressing room allocation
• Audio input/output requirements and mic specifications
• Projection and video capabilities
• Emergency protocols and fire safety regulations

Submit your stage plot, lighting plot, and sound plot in PDF format at least two weeks prior to load-in. The venue’s crew will review these for safety and compatibility. If your show requires custom rigging, special flooring, or non-standard equipment, you must obtain written approval and may be required to hire a third-party vendor approved by the university.

Marketing and Ticketing Coordination

Popejoy Hall has an established marketing team that promotes all events through its website, email newsletters, social media channels, and local media partnerships. However, you are expected to contribute actively to promotion. The venue will provide you with:

• Access to a branded event page
• High-resolution logos and promotional templates
• Placement in the season brochure (if applicable)

You should supplement this with your own outreach: social media campaigns, email lists, local press releases, and partnerships with community organizations. Consider offering student discounts or faculty rates to tap into the university population. Ticket pricing must be approved by the venue’s box office manager and must align with their tiered pricing structure (typically $25–$75 for general admission).

Pre-Show Walkthrough and Rehearsal

One week before your performance, schedule a full walkthrough with your production team and the Popejoy Hall technical staff. This is your chance to test lighting cues, sound levels, and stage transitions. Rehearsals are usually scheduled in the evening after regular operations, but may be extended with prior approval. Be aware that the venue operates on a strict schedule—delays can impact other events.

Ensure all cast and crew have proper credentials and badges, which are issued by the venue’s security office. All personnel must sign in at the front desk and wear visible badges during their time on-site. No unapproved visitors are allowed backstage.

Performance Night and Post-Show Procedures

On performance night, arrive early. Your technical team should be on-site no later than three hours before curtain. The venue’s stage manager will conduct a final safety check and cue sheet review. Ushers will be briefed on your show’s unique needs—such as intermission timing or special seating arrangements.

After the show, your team is responsible for a full load-out by the designated time (usually 1:00 a.m.). Any equipment left behind may be subject to storage fees or disposal. A post-show debrief with the venue manager is highly recommended to discuss feedback, issues, and opportunities for future bookings.

Best Practices

Start Early—Book 12 to 18 Months in Advance

The most successful producers at Popejoy Hall begin the booking process a year to a year and a half ahead. Popular dates—especially weekends in November, March, and April—are claimed quickly. Even if your show is not yet fully developed, securing a tentative date gives you breathing room to finalize logistics. The venue maintains a waiting list for cancellations, but proactive planning is always superior to reactive scrambling.

Align with the Venue’s Mission

Popejoy Hall is part of the University of New Mexico’s College of Fine Arts. Its mission emphasizes education, accessibility, and community engagement. Events that include educational components—such as post-show Q&As, student workshops, or curriculum tie-ins—are more likely to be prioritized. Consider incorporating a school matinee performance or offering free tickets to underserved communities. These initiatives not only enhance your application but also foster goodwill with the venue’s administration.

Be Transparent About Budget and Expectations

Don’t overpromise. If your production requires a full orchestra, elaborate set pieces, or high-end audiovisual systems, state this clearly from the start. Popejoy Hall has excellent capabilities, but they are not limitless. Attempting to retrofit a large-scale Broadway show with minimal resources can lead to safety violations or compromised audience experience. Conversely, don’t understate your needs—under-budgeting often results in last-minute stress and technical failures.

Build Relationships, Not Just Transactions

The booking team at Popejoy Hall works with hundreds of artists annually. Those who maintain professionalism, meet deadlines, and communicate respectfully are more likely to receive favorable scheduling and support. Send a thank-you note after your show. Follow up with a brief report on audience turnout and community impact. These gestures build long-term trust and can lead to priority booking for future seasons.

Prepare for Contingencies

Always have a backup plan. What if a key performer falls ill? What if a storm disrupts travel? What if ticket sales are slower than expected? Popejoy Hall does not provide insurance, so you must secure your own. Consider production insurance, travel insurance, and cancellation coverage. Also, identify local vendors in Albuquerque who can provide last-minute replacements—musicians, technicians, or even set builders. The Albuquerque arts community is tight-knit and supportive; tap into it.

Comply with Accessibility Standards

Popejoy Hall is fully ADA-compliant and expects all renters to meet or exceed accessibility guidelines. This includes offering captioning for hearing-impaired patrons, providing audio description for visually impaired guests, and ensuring wheelchair-accessible seating is distributed throughout the house—not just in one section. Work with the venue’s accessibility coordinator early in the planning process to understand your obligations and available resources.

Document Everything

Keep a digital folder with every email, contract, technical plan, and invoice. Use cloud storage with shared access for your entire team. In the event of a dispute or scheduling conflict, having a clear paper trail can resolve issues quickly. The venue also appreciates organized, well-documented producers—it reflects professionalism and reduces administrative burden on their staff.

Tools and Resources

Official Popejoy Hall Website

The primary resource for all booking information is the official Popejoy Hall website (popejoy.unm.edu). Here you’ll find:

• Current and past event calendars
• Technical specifications and floor plans
• Booking request forms and contract templates
• Staff contact directory
• Accessibility policies

Bookmark this site and check it regularly—it is updated in real time.

University of New Mexico Arts & Culture Portal

The UNM College of Fine Arts maintains a broader arts calendar that includes Popejoy Hall events alongside gallery openings, student recitals, and film screenings. Subscribing to their newsletter provides valuable context about the local arts ecosystem and helps you position your show within a larger cultural landscape.

Technical Rider Templates

Use industry-standard templates for your technical requirements:

• TD2000 Lighting Plot Template – Available from the United States Institute for Theatre Technology (USITT)
• Sound Rider Template – Provided by the International Alliance of Theatrical Stage Employees (IATSE)
• Stage Plot Template – Downloadable from StageMgmt.com

These tools ensure your documentation meets professional standards and is easily understood by the venue’s crew.

Box Office Analytics Tools

While Popejoy Hall manages ticket sales, you can use third-party tools to analyze trends and optimize pricing:

• Eventbrite Analytics – For benchmarking similar events
• SeatGeek Insights – To compare pricing in comparable markets
• Google Trends – To gauge interest in your show’s theme or performers in the Albuquerque region

These tools help you make data-driven decisions about marketing and ticket pricing.

Local Vendor Directories

Albuquerque has a vibrant network of arts service providers. Useful directories include:

• Albuquerque Arts Alliance – Lists local musicians, stagehands, and costume designers
• New Mexico Film Office – Offers contacts for equipment rentals and lighting specialists
• UNM Student Arts Organizations – Can provide student interns or assistants for low-cost labor

Building relationships with these vendors can reduce costs and increase efficiency.

Insurance Providers for Performing Arts

Specialized insurance is critical. Recommended providers include:

• Arts & Entertainment Insurance Services (AEIS)
• Travelers Arts & Culture Program
• Stage & Studio Insurance

These companies understand the unique risks of live performance and offer tailored coverage for touring productions.

Real Examples

Example 1: Broadway Touring Production – “Hadestown”

In 2022, the national tour of “Hadestown” booked Popejoy Hall for a three-week run. The production team began negotiations 16 months in advance. They submitted a comprehensive technical rider that included a custom turntable system, 12-member orchestra, and 40+ crew members. The venue approved the request after a virtual tech meeting and required the tour to hire two additional local stagehands for safety compliance. Ticket sales exceeded projections by 22%, largely due to a coordinated marketing campaign with UNM’s theater department, which offered student tickets at $15. The production team followed up with a letter thanking the venue and offering to host a post-show panel with UNM students—a gesture that led to priority booking for their next tour.

Example 2: Local Jazz Ensemble – “Rio Grande Jazz Collective”

A group of Albuquerque-based jazz musicians sought to perform at Popejoy Hall for the first time. They applied six months ahead of their desired date and proposed a “Jazz in the Classroom” initiative, offering free workshops to high school music students. The venue accepted their proposal, offering a reduced rental fee in exchange for community outreach. The ensemble handled their own ticketing through a partnership with a local nonprofit and promoted the event via social media and radio interviews. The show sold out, and the ensemble was invited back the following season.

Example 3: Academic Lecture Series – “Climate Futures: Voices from the Southwest”

A UNM professor organized a series of lectures featuring environmental scientists and Indigenous leaders. To book the venue, they submitted a proposal that included free admission for tribal community members and live-streaming capabilities. The venue waived the standard rental fee as the event aligned with its educational mission. The lectures were recorded and later archived on the university’s digital library, extending the event’s impact beyond the live audience. This model has since been replicated for other academic series.

Example 4: Comedy Night – “The Laughing Coyote Tour”

A regional comedy troupe attempted to book Popejoy Hall for a stand-up night without submitting a formal technical rider. They assumed the venue would handle all sound and lighting. When they arrived for load-in, they discovered their microphones were incompatible with the house system and their lighting cues had no support. The show went on with minimal equipment, resulting in poor audio quality and audience complaints. The group learned the hard way: no matter how simple your production seems, always submit full technical documentation. They were not invited back for two years.

FAQs

Can I book Popejoy Hall for a private event like a wedding or corporate party?

No. Popejoy Hall is reserved exclusively for public performances, educational events, and nonprofit cultural programming. Private functions, including weddings, galas, or corporate meetings, are not permitted.

Do I need to be affiliated with the University of New Mexico to book the hall?

No. While UNM-affiliated groups receive priority scheduling during peak times, independent producers, touring companies, and community organizations are welcome to apply. All applicants are evaluated based on artistic merit, feasibility, and alignment with the venue’s mission.

What is the average cost to rent Popejoy Hall?

Costs vary widely depending on the type of event, duration, and technical needs. Rental fees typically range from $3,000 to $15,000 per performance. Additional costs may include staffing, insurance, marketing support, and equipment rentals. Box office revenue is usually split between the renter and the venue, with common splits at 70/30 or 80/20.

Can I bring my own lighting and sound equipment?

Yes, but all equipment must be pre-approved and inspected by the venue’s technical staff. You may be required to hire a certified technician to operate your gear. Bringing unapproved or unsafe equipment is grounds for cancellation.

How far in advance should I submit my booking request?

For major productions, submit at least 12–18 months in advance. For smaller events, six months is the minimum. Last-minute bookings are rarely accommodated unless there is a cancellation.

Are there any restrictions on content or themes?

Popejoy Hall does not censor content, but it reserves the right to decline events that violate its mission of inclusivity, safety, and community respect. Hate speech, explicit commercial promotion, or events that promote discrimination will not be approved.

Can I livestream my performance?

Yes, but you must request permission in advance and provide your own streaming equipment and personnel. The venue does not provide live-streaming services, but it can accommodate your setup if it does not interfere with audience experience or safety protocols.

Is there parking available for performers and crew?

Yes. Reserved parking is available for production staff in designated lots near the venue. You must request parking passes in advance through the venue’s administrative office. General public parking is available on campus but may be limited on event nights.

What happens if I need to reschedule my show?

Rescheduling is possible only if another date is available and approved by the venue. A rescheduling fee may apply, and you may forfeit your original deposit if the new date is more than 90 days away. Always communicate changes as early as possible.

Can I sell merchandise at the show?

Yes. Merchandise tables are permitted in the lobby area, but must be approved by the venue’s box office manager. No sales are allowed in the auditorium. All items must comply with university policies regarding content and safety.

Conclusion

Booking a show at Popejoy Hall Albuquerque is more than securing a date on a calendar—it is an opportunity to engage with one of the most respected cultural institutions in the Southwest. The process demands preparation, professionalism, and a genuine commitment to the arts. By following the steps outlined in this guide, adhering to best practices, leveraging available tools, and learning from real-world examples, you significantly increase your chances of success. Whether you’re a seasoned producer or a first-time organizer, remember that Popejoy Hall values collaboration over transaction. Approach the venue not as a landlord, but as a partner in storytelling. When you do, you don’t just book a hall—you become part of a legacy of performance, education, and community connection that has thrived for nearly five decades. Start early, communicate clearly, and let your art speak through the stage.