Welcome to the Crew of The Hobbit Here is some important information you and your parent(s) need to know about

Transcription

1 Welcome to the Crew of The Hobbit Here is some important information you and your parent(s) need to know about 1. Crew Schedule: Please look over the schedule to make sure you know what days we have crew. We will try to stick to this schedule as much as possible. If you have any conflicts or emergencies, please Stephen Hayes at In case of school being cancelled, crew is also cancelled. There will be information on the website ( regarding the next day s crew schedule and make up crew (if needed) for the day missed. Just go to the calendar tab and click on Schedule Changes. 2. Crew Safety Rules: Please read over the crew safety rules thoroughly and sign them. Crew members who violate these rules will be given warnings. If warnings are not heeded, they will be sent home for the day. If crew members do not dress in appropriate attire, they will also be sent home for the day. After several warnings or in case of acute infractions, crew members will be removed from crew. Bexley Theatre Arts takes students safety extremely seriously, and we have established and maintain these rules in order to ensure everyone s safety. 3. Checks and Fees Page: In order to help consolidate checks, fees, and paperwork, please fill this sheet out and turn in with two checks. The required fees are: Pay to Participate ($25 per student per year check made out to Bexley Theatre Arts) and Meals ($30 per student in this production check made out to Bexley Theatre Parents). Please fill out the page to include add-ons, such as t-shirts, parent messages, and Theatre Parent membership, and return it by April 17 th. 4. Turning in Forms: You can either hand all forms to Stephen during crew, place them in Rebecca Rhinehart s mailbox located in the HS office, or mail them to Rebecca Rhinehart 326 S. Cassingham Rd, Bexley, OH Online Forms and Schedule: The schedule and downloadable forms are available online on the Theatre Arts Website ( Just click on the Students or Parents tab and go to Production Forms. 6. Crew Contact Information: Please fill out the crew contact sheet as best you can. This is so that we can contact you regarding builds, volunteering to help the theatre parents, and in case of emergencies. Please fill out and return no later than April 17 th. 7. Company Contract: This is a behavior contract that needs to be signed by the student as well as the parent. We use these contracts in order to establish some ground rules. Please fill out and return no later than April 17 th. 8. Pay to Participate Fee: The fee for participating in the Bexley Theatre Arts programs is $25.00 each year. Please turn in a check no later than April 17 th along with the checks and fees page. This is a district fee that allows you to participate in Theatre Arts shows and activities all year, so you do not have to pay it again this year. There is also an option to pay this fee using the district EZPay feature through the district website. 9. Parent Volunteers: Production week could not go as smoothly as it does without the help and support of Parent Volunteers. Volunteers provide dinners during long rehearsals, help with publicity and box office, sell snacks and flowers during shows, and host the company party. Descriptions about what is needed from parent volunteers are located on the Bexley Theatre Arts Website under the parents tab and Ways to Volunteer. All parent volunteer sign-ups will be done online this year. To access the sign-up page, go to the Bexley Theatre Arts page and click on Production Sign Up under the Parents tab. You will be directed to the sign-up genius page where you can select volunteer slots. We are also looking for parent and meal coordinators as well as a host for the company party. If you have any interest in these positions or have any questions, please bexley.theatre@gmail.com. I encourage you to also join the Bexley Theatre Parents, an organization of parents dedicated to supporting theatre students and programs at Bexley. I have included a parent form in this packet and you can turn in both the form and membership dues with your check to Bexley Theatre Parents. There will be a parent meeting for this production on Tuesday, April 17 th at 7:30PM in the Dargusch Black Box Theater (Studio Theater/HS Room 4201) in order to organize volunteers and answer questions. Please attend. 10. Reserve Seating: The play performances are on May 17 th -19 th in the Cassingham Theater. Parents of cast and crew members are allowed to reserve seats in the front center rows during these performances. Please turn in the seat reservation form and a check for your seats by April 23 rd in order to secure your seats. Tickets go on general sale on April 23 rd. The box office is open during school hours. It is located in the glass attendance office in the main High School entrance. For accounting purposes, please keep your reserve seating check separate from your other checks. 11. Messages in Program: Anyone can write a short (15 words or less) message of love and encouragement for their cast or crew member in the program for $ Please turn in your program messages no later than April 17 th.

2 12. Dinners/snacks during tech week: The Theatre Parents and parent volunteers will provide 3 dinners over tech week (tech day, 1 st dress rehearsal and 2 nd dress rehearsal) which feed cast and crew members during long rehearsals. Each cast and crew member must provide $30 in order to help pay for these dinners. Please write your checks to Bexley Theatre Parents and turn it in by April 17 th. 13. Program Biography: Everyone in the cast and crew will have a short biography and picture in the program. Please type 4 to 5 lines about yourself to be included in the playbill for this production. Include your past experiences in plays, your experience with this play, and any special people you would like to thank. I will be editing these for content and length. I will take paper copies, however, it would be best if you could either type it in an message, or type it on a computer in Word and then it as an attachment to: rebecca.rhinehart@bexleyschools.org. Please turn this in no later than April 17 th. Please put HOBBIT BIO as the subject. 14. T-Shirts: T-shirts are available for this production. The production t-shirt will have a picture, title, and play dates on the front, and a listing of the cast and crew members on the back. The season t-shirt has the Bexley Theatre Arts season logo on the front and the entire season listed on the back. To order t-shirts, please indicate what size and quantity you want on the checks and fees page, and include the cost on your check for Bexley Theatre Arts by April 17 th. T-shirts cost $15.00 per shirt. I do not order extra shirts, so make sure you order yours if you want one. 15. Production Photo: A production photo will be taken of the cast and crew in this production. The photo will feature the name of the production and the date. To order a photo, simply fill out the checks and fees page and include $5 on your check to Bexley Theatre Parents by April 17 th. 16. Required Crew Clothing: All crew members are required to wear black clothing during all dress rehearsals and performances. This is to mask crew members during set changes and make crew members look more professional as well as part of the production. Crew members must wear long sleeved black shirts, long black pants, black socks, and black shoes. Clothing should not have any graphics or writing such as track pants with bright white stripes running down the legs, and girls are discouraged from wearing leggings as they are often see through under the theatre lights. All students have the option to buy crew attire. T-shirts cost $20 and say Bexley crew on the front and have the students individual crew nickname on the back in dark blue lettering that cannot be seen from the audience. Crew sweatpants are black and say Bexley Theatre Arts on the thigh in dark blue. Please note, sweatpants are only available in adult sizes. In order to purchase crew clothing, please fill out the checks and fees page and include payment on your check to Bexley Theatre Arts by April 17 th. 17. Elf Night: Elf Night is a required build that occurs the night before Tech Rehearsal when all the elements of the set, lights, sound, and props must be completed. SMs and ASMs must attend to work on cues, assign sides, go over set cues, and arrange set pieces. Props managers and crew must finish making and preset all of the props for rehearsal the next day. Middle school students will be released around 9PM or earlier unless parents grant permission to stay, and high schools students will be released around 11PM, unless given parent permission to stay. Bring in $$ for pizza. 18. Grades: I have always believed that students are in school to learn first and participate in activities second. The school follows this same policy, and teachers will not give leniency towards students during the long hours of production week. Students, please plan ahead, use your time wisely, and make sure you get your school work done. There is plenty of down time during rehearsals when you aren t onstage. I encourage you to bring your homework to rehearsals and productions. You will be given a quiet space in which to work if you need it. 19. School Attendance Policy: According to Bexley City School rules, theatre participants follow the same attendance policies that sports participants must follow. In order to attend crew, dress rehearsal, or performance, a student must attend a full day of school that day. Please keep this in mind, particularly as things get hectic towards production week. 20. Recording the performance: Parents are allowed to video the performance during the shows from the balcony and can take photos during dress rehearsals on Wednesday, May 16 th. It is against copyright laws to sell a video of this production, so Bexley Theatre Arts will not be selling DVDs. 21. Scholarships: The Bexley Theatre Parents provide scholarships for students attending theatre camps or summer theatre activities. Please me to receive an application and details. All scholarship applications will be kept strictly confidential. 22. Contacting the director: Please contact me if you have an emergency, a question, a concern, or you just want to chat about your character or your experience. By far the best way to reach me is my school at rebecca.rhinehart@bexleyschools.org. In case of emergency, you can call my cell at , however, at school I check my way more than my cell phone. Please do not call my school voice mail, as I often do not receive my messages until way too late. Stephen Hayes is in charge of all crew builds. The best way to contact Stephen is through his address, stephen.hayes@bexleyschools.org.

3 Deadlines Please turn in the following items by these deadlines. Failure to do so will result in you not being able to purchase a t-shirt, have a bio in the program, etc, so please make sure you get everything in by the deadline. All materials should be handed to Becky Rhinehart or Stephen, put in their mailboxes located in the high school office, or mailed to Rebecca Rhinehart, 326 S. Cassingham Rd. April 17 th Checks and Fees Page Check to Bexley Theatre Arts for: pay to participate fee, t-shirt (optional), parent message (optional) Check to Bexley Theatre Parents for: membership fee (optional), photo (optional) Cast Contact Information Company Contract Costume Size Sheet Program Biography (either paper copy or ed) Parent Meeting at 7:30PM in the Dargusch Black Box Theater (Studio Theater/HS Room 4201) May 23 rd Reserve Seating form and money due Tickets go on sale to public

4 Materials: Please bring clothing you can work in, non-opened toed, flat shoes, and a hair tie to all builds. Booth crew will need to wear long black pants and long sleeve black shirts for all dress rehearsals and performances. Backstage crew will need to wear trendy clothing to blend in with the cast members. What all the words on the rehearsal calendar mean: Elf Night: This is the long and late building time where the crew tries to finish the set. Called elf night because the cast comes in for tech the next day and it s like little elves worked all night to create the world of the play. Tech: This is a rehearsal where we add in the technical elements of the play such as lights, sound, props, and set Dress: This is a rehearsal where we run the show like a performance, adding in costumes. Crew: This is when the crew is expected to be at rehearsal (also known as crew call) Cast: This is when the cast is expected to be at rehearsal (also known as cast call) Go: This is the start time of the performance. Dinner: During long rehearsals, the Bexley Theatre Parents feed everyone on the cast, crew, and pit. This indicates the time of dinner. If you would like to volunteer to help with these dinners, please see the Parent Volunteer form. Company Party: This is a party for all the cast, crew, and pit members. Strike: This is when the crew tears down the set and puts everything back in order. Words in italics: These are events outside of this production. Please support the arts and sports at Bexley City Schools and plan on attending some of these events! Your fellow cast and crew members will really appreciate your support. Where is crew held? Crew: Meet by the cage behind the Schottenstein Theater (HS Theater) Tech, Dress, Show: Schottenstein Theater

5 Bexley City Schools Theatre Arts Department Participation Contract The following rules have been created in order to create the best production possible, while also keeping in mind our goals of higher academics, creative thinking, self-discipline and awareness, and personal safety. Please remember that a production team includes many, many people who have to work together in order to create a cohesive, collaborative whole. While there is much individual talent, there is no one individual star, and only by working together can we achieve a successful performance as well as an educational production process. Rehearsal Rules Come to all assigned rehearsals, tech rehearsals, dress rehearsals, performances and strike. Let Rhinehart know if you have issues with any dates so we can plan around them, or if there is an emergency please call her as soon as possible to alert her of your absence. Be on time. Ten people waiting around for one person to show up is no fun. Be prepared. Actors: Bring your scripts, a pencil, energy, creative thinking, and an open mind. Crew: Bring your tools, work clothes, energy, creative thinking, and an open mind. Treat yourself and those around you with respect and courtesy. Follow school policies on discipline, attendance, and academics. Keep up that school work! Theatre is fabulous, but don t lose sight of why you re really here. No food or drink on stage or backstage. Water bottles are allowed off stage. Only leave the rehearsal/building area to get a drink of water or go to the bathroom. We need you to stay close by so rehearsal can go smoothly and to ensure your own safety. Clean up after yourself! This includes the stage, costume rooms, and studio. We know you have tons of friends. Just don t bring them to rehearsal. Learn your lines, work on your character, and memorize your blocking as soon as possible. It will really show in your acting ability.

6 Whisper when others are working onstage. Respect the fact that they are trying to perform better in order to add to the success of the entire production. Listen to the director, designer, vocal director, and tech director. We all want success, and we re here to help make that happen. Come to us if you have any problems and we ll work it out together. Take ownership. This is your show, your character, your sweat, your talents, and your designs, so make it something you are proud of! Give your best everyday, and we will all succeed. Major Offenses The following offenses can result in the offending company member s dismissal from the production/company and/or loss of Thespian/ Jr. Thespian points. 1. Missing three or more scheduled rehearsals without a valid excuse (illness, family emergency, religious commitments, and conflicts approved by the director) 2. Missing tech rehearsals, dress rehearsals, performances, or strike 3. Gross misconduct during rehearsal time or aggression towards another company member 4. Failure in one or more classes during the previous academic quarter (in accordance with Bexley City Schools academic eligibility policy) 5. Failure to adhere to Bexley City Schools code of conduct 6. Failure to adhere to the Bexley Theatre Arts Company, Rehearsal, Production, and Set Building rules (as outlined above and in the Company Handbook) By signing below, you are indicating that you have read and understand the rules and major offenses described above, and you will adhere to these rules during the entire production process. Company Member Name Company Member Signature Date Guardian Name Guardian Signature Date

7 CREW BUILDING RULES These are the rules that all crew members must follow at ALL TIMES in order to ensure everyone's safety. 1. Do not use a power tool or the fly rail until you have been trained and signed off by the tech director on that particular tool or the fly rail. 2. No power tools may be used without the tech director s knowledge. 3. No power saws may be used by students. 4. Always wear goggles while operating power tools. 5. Shoes must be closed toed and have thick soles. 6. Hair must be tied up and kept out of the face and eyes, and away from projects you are working on. 7. No fooling around, especially when power tools are being used. There is no standing on wagons, carts, and set pieces without permission. 8. Paint with care not to get it on anything but the project you are painting. 9. Clean up all tools and paints when you are finished. 10. Let the tech director know where you are at all times. I have read and will abide by the following rules. I know that failure to follow these rules will result in suspension or removal from crew. Printed Name Signature Date

8 Company Contact Sheet Please return by April 17 th Student Name Phone Number Street Address Parent(s) Names Grade School Parent address Student address Best way to contact? Emergency Contact Name Phone Number Relation to student Does the student have any allergies or other medical information I should know?

9 Parent Volunteer Form Looking for the old parent volunteer form? We are transitioning to a new online format. Please read the letter from the Bexley Theatre Parents below. Dear Parents, All volunteer signups occur online through Sign-up Genius. As many of you are aware we started using this last year and the overall feedback was positive. We are asking that each family provide a volunteer for at least one time slot since ticket sales and concession support our theatre department. You can access the volunteer positions descriptions on the left side of the theatre parents webpage. In addition, we are looking for two parents to help co-coordinate the volunteers for the show and one parent to be the meal coordinator. You can divide the duties with the other co-coordinator and of course, the parent board will continue to provide support as well. If you are willing to help out with these important roles, please contact us at bexleytheatre@gmail.com. We also need a home to host the cast party after the final show. Please let us know if you are interested. Thank you! To access the sign-up page, go to the Bexley Theatre Arts website ( go to the Parents tab and click on Production Sign Up. You will be directed to the sign-up genius page where you can select your volunteer slot. It is also important that you provide to us an address in this packet so that we can communicate with you for any changes or information that may be timely and important. Most of the volunteer communication will come from the bexleytheatre@gmail.com address. Thank you for all your help and support! -The Bexley Theatre Parents

10 Program Biography Please turn your bio in to Ms. Rhinehart or Stephen Hayes by April 17 th OR to Becky Rhinehart at Please put HOBBIT BIO in the subject line. You can write your bio on the bottom of this page. Sample Bio: Jane Doe (Cinderella): Jane is in 6 th grade at Maryland Elementary School. Last year, Jane debuted her acting skills as Alice in Alice and Wonderland with the Bexley Theatre Arts, and later played Wendy in Peter Pan at the Davis Discovery Center. Jane has learned a lot in her role as Cinderella, and she now thinks her mom isn t quite so mean when she makes Jane do her chores compared to the evil Stepmother. Jane would like to thank her parents and friends for all their support, Dan for showing her the ropes, and Ms Rhinehart for being fabulous. Thanks for coming to the show! Some Suggestions: 1. Please use this format for the beginning of the bio: Name (Character Name): 2. Whatever name you write on your bio will be how you are mentioned all throughout the program and the t-shirt, so decide whether you want to go by your legal name or your nickname and write it as your bio name (ex. choosing to go by Rebecca vs. Becky) 3. When typing a past show performance, please put the show title in italics 4. Use the third person to talk about yourself: ex. Jane loves soccer. Not: I love soccer. 5. Things to include: a. Your grade and age b. Your past theatre experiences c. Your experiences with the current production d. Your hobbies and other talents e. Special thanks for family, friends, fellow cast and crew members, and the production staff 6. Don t make your bio too long. If it is too long to fit in the program, it will be edited by either Ms Rhinehart, the Assistant Director, or the Program Creator. Name: Role Played: Bio:

11 The Hobbit Program Message Form POST A NOTE IN THE PROGRAM FOR YOUR CAST OR CREW MEMBER. You can have as many as you want, so invite family and friends to write their own messages! Place up to a fifteen word message in the program Cost: $15.00 The money goes to help pay for the cost of printing the program, and helps us make the program as professional as possible. Example: Carol Joe, congratulations on a great performance. You are our star. Love Mom and Dad! Please write your note in the space below and submit with a check made payable to: Bexley Theatre Arts Please include the Parent Message fee on your checks and fees page. Ads must be turned in by April 17 th. Please turn this form and your check to Ms Rhinehart Your Note: Please remember, all messages must be 15 words or less!

12 Fee for Meals Please turn this sheet in with meal payment by April 17 th. The Bexley Theatre Parents and parent volunteers have generously provided meals for cast, crew, staffers, and staff during tech week ever since the start of the Bexley Theatre Arts Department nine years ago. As it has been getting tougher and tougher to gather food from volunteers, the Bexley Theatre Parents have decided to provide catered meals this year. These meals vary from subs to pizza, from Panda Express to Chipotle. Two meals will be provided during this production. These are during tech rehearsal, 1 st dress rehearsal, and 2 nd dress rehearsal. The Theatre Parents are asking each parent to provide $30 for each student participating in the production in order to compensate for the cost of these meals. Please turn in this form along with a check for $30 made out to Bexley Theatre Parents. The check needs to be turned in with the checks and fees page by April 17 th. Thanks!! Student Name Food Allergies Vegetarian? Other dietary needs?

13 Reserve Seating Form for The Hobbit Most audience members will have general seating for the play. Because of your student s direct involvement with the show, I am offering you the chance to reserve seats before tickets go on general sale. Seats will be assigned on a first come basis. You must turn in a check with this form to reserve your seats. Seats cannot be reserved after the April 23 rd deadline. There are two ways to reserve seats. 1. You can buy seats per performance. These seats cost $10.00 for adults, $8.00 for students, complementary for Golden Buckeye Card Holders, Lion s Pride Passes, and staff members and their immediate families. 2. You can buy a Production Pass. This is an easier way to buy tickets to all three shows. You will need one Production Pass per person. Prices for the production pass are $30.00 for adults and $24.00 for students. Please note: Production passes will be assigned seats just like individual performance tickets are assigned seats. Production Pass seats will be assigned next to the other seats you reserve for each individual performance so you will still sit together. Tickets will be available at the Box Office (located in the main High School entrance) during school hours starting on April 23 rd, and Will Call on the nights of the show for you to pick up. Please be at the show 10 minutes before curtain to claim your seats. Once you pay for your tickets, your money will be deposited and you will not be able to get a refund. You should turn in this form and a check for your seats no later than April 23 rd. Seats go on sale to the public that same day. Please make all checks out to Bexley Theatre Arts. Thanks! Name Student Name Individual Performance Tickets Thursday, May 17 th at 7:30pm # of Adults # of Students # Comps Friday, May 18 th at 7:30pm # of Adults # of Students # Comps Saturday, May 19 th at 2:00pm # of Adults # of Students # Comps Total Number of Adults x $10.00= $ Total Number of Students x $8.00=$ Total Number of Comps x $0.00=$0.00 Total Number of Individual Tickets= Total Money= $ If you are requesting comp tickets, please write why you are eligible below Production Passes good for all three performances Total Number of Adult Production Passes x $30.00=$ Total Number of Student Production Passes x $24.00=$ Total Number of Comp Production Passes Why eligible for comp tickets? Total Number of Passes= Total Money=$ Total Money Due $ Please fill out for accounting purposes: Name on check Check amount Check number Date on check Date received