What they want is what's commonly referred to as a
plot; a top-down view of the theater with each lighting
instrument drawn where it will be hung. This typically involves talking to your tech director/theater person/facilities manager/whatever and asking if they have a drafted plan of the space. If they have one, the simplest way to do this is print it out, and use a lighting-specific
stencil to draw in each
instrument. Professional plots are drawn in a
CAD program like
Vectorworks, but for your needs, learning complex software probably isn't the best use of your time (definitely worth learning in the long run, though).
Print out the space plan at full size, note if there's a scale (1/2" or 1/4" are common) and go to your local theater supply store and buy a
stencil of the corresponding scale. This ensures that the units will be drawn to scale on the plan. On the
stencil, there will b cutouts for all of the industry-standard lighting instruments. Figure out the kinds and quantities of lights you'll be using, and draw in each light where it needs to hang. It's common practice to notate at each
unit the
channel number, as well as a reference
unit number and
gel color. In your case, the
gel color and
unit number might not be necessary.
On the side, make a little legend/key so the people that will be hanging the lights know which is which. Draw each symbol you use with the corresponding name of the
instrument.
That's a crash course, but it should be enough to communicate what you need for something of this scale.
This is a pretty good basic tutorial for drafting a plot by hand. There are a lot of other good resources out there, do some googling and find some lighting books and you should be set.
