Hanham Players Terms of Reference - Committee Positions Revised: May 2013 Version 1.2

Transcription

1 Hanham Players Terms of Reference - Committee Positions Revised: May 2013 Version 1.2 Purpose: The purpose of these Terms of Reference is to record the scope of duties and responsibilities for the six committee positions within the Hanham Players. This provides a consistent view of the duties of each post, the interactions needed between posts. Exceptions may be agreed between post holders over some aspects of the roles. For clarity, the TORs have also been extended to cover two production specific Roles, that of Director and Production Manager (where appointed) if there is no production manager the Director will need to take on Production Manager duties or ensure other members take on these duties. This is a living document and will be updated to reflect the current modus operandi. (A) Chairman Primary Purpose: The primary purpose of the Chairman is to co-ordinate the group, provide focus on driving the club to be as professional as possible; and to chair the committee and AGMs. The chairman also encourages and seeks directors for forthcoming productions. The Chairman shapes the direction of the group in terms of style of productions. General A1 Chair Committee meetings A2 Chair AGM A3 Encourage participation of members, drive professional standards and behaviours A4 Address membership issues A5 Seek out new directors and encourage members to direct or try new roles A6 Provides direction in terms of style of productions Page 1

2 (B) Treasurer Primary Purpose: The primary purpose of the Treasurer is to manage the accounts of the club through the creation of a production budget and set of accounts. The maintenance of an annual set of accounts reported to the AGM, and report in a format (specified by the Community Centre) for inclusion in the Centre s Annual Accounts. General B1 Receive membership fees from members B2 Produce the Annual Accounts (and report to Community Centre) B3 Report Accounts to AGM B4 Manage funds and pay bills as required B5 Advise committee on financial position B6 Make provision to pay Community Centre Section Charge Prior to a Production B7 Agree production budget with Committee B8 Pay bills for productions (as budgeted) B9 Collect ticket monies and bank as needed B10 Organise floats for tuck, raffle, programmes and box office B11 - Liaise with Publicity manager and Art Work Designer to agree production of tickets During Production B12 Collect ticket monies and acting as, or organising, the Box Office B13 Monitor and agree other charges (tuck, raffle, food, programmes etc) Post Production B14 Collect remaining monies from other sales B15 Collect and confirm on-line ticket sale payments B16 Complete Production accounts, pay bills and bank monies Page 2

3 (C) Secretary Primary Purpose: The primary purpose of the Secretary is to write any letters on behalf of the committee and club, to record minutes of committee meetings and AGMs, to arrange for production licences and to arrange Rose Bowl adjudication where needed. General C1 Book show and rehearsal dates 12 months in advance with the centre office (May, Sept, Jan) C2 Organise maintenance of any external club membership (e.g AAD) C3 Take minutes at committee meetings and distribute to committee members C4 Take minutes of AGM and agree with chairman C5 Write letters as needed by Committee C6 Write to cast confirming all dates for rehearsals and performances C7 If children in cast produced more detailed Juniors Information Sheet and Conditions of Participation and progress Performance License Applications C8 Ensure Registered Chaperone is available for each performance Prior to a Production C9 Arrange licence for performances; and ensure it is displayed at the performances C10 If needed negotiate use of Thursday evenings with Sequence Dance Section C11 If needed arrange external adjudication; and ensure notice is displayed to audience Post Production C12 Pass any bills to treasurer within 4 days of last performance Page 3

4 (D) Stage Director Primary Purpose: The primary purpose of the Stage Director is to ensure the safety of cast and crew working when acting/working on (or in the vicinity of) the stage. The Stage Director shall appoint a Stage Manager for a production who shall have overall responsibility for the production from commencement of Technical Rehearsal. The Stage Director shall co-ordinate the stage crew to produce the set, and arrange the necessary lighting and sound. The Stage Director is the Community Centre H&S representative responsible for all H&S aspects of the Community Centre stage. Between Productions D1 Ensure maintenance is carried out to the stage equipment (ropes, lines etc) D2 Ensure equipment is replaced to maintain SWL of lifting equipment D3 Ensure lighting and sound equipment is maintained D4 Carry out wider maintenance; paint floor, walls, replace problem flats etc D5 Liaise with HCC on H&S aspects of stage D6 Regularly tidy behind and under the stage D7 Check First Aid Box Prior to a Production D8 Agree with producer overall set requirements and organise set designer D9 Agree set, lighting and sound budgets D10 Check on access and use of stage by other users D11 Construct Set D12 Arrange for lighting to be rigged D13 Arrange for sound effects etc to be recorded D14 Obtain and hold list of cast and crew for Roll-call check in case of fire During Production D15 Ensure stage crew attendance at Tech & Dress Rehearsals D16 Ensure Set and technical are ready in time for Technical rehearsal D17 Stage Director/Manager to take on control of performance from Technical Rehearsal D18 Stage Director/Manager to assume full production responsibility from final Dress Rehearsal D19 Ensure stage is clear and safe for performance, with clear areas back stage Page 4

5 D20 Liaise with FOH Manager to start show on time; and ring bells as needed D21 Ensure show runs smoothly and safely Post Production D22 Ensure all bills are with Treasurer within 4 days of last performance D23 Ensure all hire kit is complete and returned to hire company D24 Ensure stage is returned to its nominal state with all cloths stored back stage and any scenery dismantled and stored or disposed of Page 5

6 (E) Publicity Manager Primary Purpose: Organise the publicity (advertising) of a production to the public to ensure maximum coverage and greatest ticket sales. The Publicity manager should also actively liaise with the Webmaster in managing the Mailing List (Mailing and ing info is linked to Ticket Source Customer database). Prior to a Production F1 Advertise Audition dates as needed and agreed F2 Liaise with Avon Association of Drama well in advance of production to advertise in their Quarterly Magazine F3 (-12wks) Liaise with Clubs Art Work Designer to agree types (flyer, A4, A3, A0) and quantity of publicity material (include Treasurer on number and cost) F4 (-10wks) Ensure Clubs Art Work Designer liaises with committee to ensure Art work(s) is/are agreed and proofed F5 (-10wks) Ensure agreed number of flyers are produced (copied at the centre or printed by Jamjar print as agreed) F6 (-10wks) Liaise with Webmaster on dates for ticket sales via website and Ticket Source F7 (-8wks) Ensure flyers are mailed to Mailing List (address labels from Webmaster) and Webmaster bulk- s flyers to ing list members offering prebooking on-line prior to public sales (Cast normally stuff flyer (A5) and covering letter (A5) into an envelope) F8 (-6wks) Produce (at centre or by Jamjar print as agreed) A3 and A4 posters for distribution by cast also ensure as many local shops display posters as possible F9 (-6wks) Display posters and flyers throughout centre F10 (-6wks) Arrange for distribution of flyers to local libraries, chip shops, hairdressers etc in Hanham, Kingswood, Warmley, Keynsham, Bedminster etc (10 mile radius of Hanham) F11 (-4wks) Arrange advertising (in agreement with Treasurer) in This Week, Pigeon, Evening Post, Observer, radio, ITV weather etc; and as many What s On websites as possible (subject to Budget and costs) F12 (-4wks) Produce and displaying of A0 posters to normal locations these will need to be checked regularly for damage and replaced if needed (posters at centre can be displayed by centre staff) F13 (-3wks) Talk to Evening post prior to performance to see if pictures can be taken (normally of Tech or Dress) F14 (-2wks) Liaise with local radio etc to promote production organise flyer drops to local areas At a Production F15 Sign-up new mailing list members, progress transition to list where possible passing details to Webmaster F16 Ensure (if needed) show photos are be displayed in the foyer Post Production F17 Arrange for any bills to be passed to Treasurer within 4 days F18 Liaise with media to promote success of performance Typical numbers are: Production A0 A3 A4 Flyers (A5) Panto/Musical Play Page 6

7 (F) Production Director Primary Purpose: The Director shall co-ordinate the overall direction and look of the performance. The Director shall engage with Set Designer and Artwork Designer to set the format of the production the director will audition and select the cast, and will then direct rehearsals to achieve the overall effect the desire. Prior to a Production and Rehearsals G1 Agree production choice with Committee G2 Agree outline Budget with Treasurer and Committee G3 Hold Auditions (Publicity to assist in advertising) G4 Agree casting with Committee G5 Ask Secretary/committee to write to cast outlining rehearsal dates, as well as Tech, Dress and performance dates G6 If junior cast, ensure committee produce more detailed information sheet for parents, collect Next of kin information (via Membership form), collect membership and costume fees (and pass to treasurer) G7 Collect Script monies from cast (and pass to Treasurer) G8 Contact musicians and arrange for recording of music G9 Measure cast and co-ordinate costumes (cast may be asked to find their own) G10 Decide (with committee) if entering Rose Bowl and notify Secretary G11 Agree overall format of show with Stage Director/Manager and Set Designer Rehearsals and Prior to Production G12 Rehearse cast as needed on Wed and Friday Evenings, with Sunday Rehearsals if needed (organising access as needed) G13 Engage with lighting, sound and stage to ensure co-ordinated performance G14 Provide list of sound effects for Sound Manager G15 Provide list of lighting and any FX to Lighting Director G16 Provide list of props to Props Manager (as early as possible) G17 Arrange for necessary FOH staff for performances (2 FOH staff for up to 100 audience, 3 FOH staff for up to 220 audience). Ideally some FOH staff should attend Dress Rehearsal to understand format of show and participate in Fire Evacuation practice. Technical and Dress Rehearsals G18 Allow Stage Manager to run Tech Rehearsal to co-ordinate Lighting, Sound and set with rehearsed cast make any final changes to address issues G19 Allow Stage Manager to take over production for final Dress Rehearsals no changes to anything from start of Dress Rehearsal At a Production G20 Assist run as requested by Stage Manager Page 7

8 Post Production G21 Ensure all bills are passed to director within 4 days of last performance G22 Ensure any scripts and musical scores are returned to publishers Page 8

9 (G) Production Manager Primary Purpose: The Production Manager role is to co-ordinate all the other posts into a single coherent production. The Production Manager should hold a complete list of the tasks that need to be done, by whom and by when and ensure these are done, and if not either do them or co-ordinate others. The Production Manager role is to ensure nothing is forgotten or left to the last minute. Production Manager is likely co-ordinate raffle/tuck shop. General throughout Production Period H1 Agree overall list of tasks that need to be performed, by whom and by when H2 Meet with principal production roles to ensure tasks are understood and being progressed H3 Maintain and manage task list throughout period (H) Front of House Manager/Staff Primary Purpose: The primary responsibilities of the FOH Staff is to ensure the safety of the audience during a performance, to ensure the performance starts on time and to monitor the auditorium during the performance to assist patrons and ensure safety. The provision of raffles, tuck shop etc are not necessarily a responsibility of this post, but may be secondary duties though these may be filled by other members of the group; though FOH staff will be expected to sell these. Ideally FOH Manager or an appointed FOH person would be a trained First Aider. See Annex A Page 9

10 Annex A HANHAM PLAYERS FRONT OF HOUSE STAFF - DUTIES Thank you for offering to help Front of House. Here is a summary of the duties of FOH staff. If you need assistance please liaise with the Stage Manager or Technical Crew. Please arrive 1hr before curtain up. PRIOR TO AUDIENCE ENTERING Ensure FOH is clean and tidy, fire exits and gangways are clear and any spare chairs are removed Ensure seats are labelled where needed move seats to accommodate wheel chairs moving any removed chairs to the back AUDIENCE ENTERING Help sale programmes, raffle and tuck as needed (keeping monies separate as directed) Help checking of tickets on arrival and showing audience members to their seat Liaise with Stage Manager to ensure house opens on time, performance starts on time and the interval is managed (check bars) JUST PRIOR TO START OF EACH ACT Ensure audience do not sit in the bar area during performance - block off area as needed Ensure all gangways are clear no pushchairs, kids or chairs moved into aisle Ensure the bar shutters are down and lights out (inc Bar sign) Ensure Fire Exit is clear (no pushchairs) Ensure all Hall doors are closed DURING THE PERFORMANCE FOH staff should be seated near to both rear fire exits (and not sat together) Remain in the auditorium throughout the performance to monitor the audience: ensuring gangways remain clear, chairs are not moved into the aisles, nobody stands on chairs, the snug area remains clear etc. Open the hall door to allow people to exit and re-enter quietly Please try to watch the audience (and not the show) Please do not play on mobile phones and please do not talk Ensure there are no cast or helpers at the rear of the hall, nor any cast Front of House. LATE ARRIVALS: Please wait until a suitable point to enter (normally the end of scene), particularly with wheelchairs entering at the front. Seek Stage Manager s advice if needed. IN AN EMERGENCY INJURY/ILLNESS There is a first aid kit in the centre office and back stage please check if we have any first aiders in the company prior to the performance. Please ensure an Accident report is completed (in the office) for any injury. If needed contact the office (duty manager) for assistance. Should it be necessary to stop the production please liaise with Stage Manager and/or Technical Crew. FIRE Detecting: If you detect a very small fire please notify the duty manager for assistance and tackle if able; if not activate the fire alarm and contact the office - Call 999. Alarm Sounds: On hearing the alarm. Switch on the hall lights (fluorescents) and encourage patrons to exit via the Snug and main entrance fire exits. When clear please exit and encourage patrons to assemble at the front of the building (not on the roadway). You may be asked to return to the fire exit (if safe to do so) to stop anyone re-entering. POWER FAILURE Emergency lighting will come on providing minimal lighting in the hall. There is no need to clear the room immediately. Seek guidance for Stage Manager and Technical Crew. Ensure an announcement is made. Likely approach will be (1) check supply to centre (2) ascertain from supplier how long power may be off. If over 340 mins then it is likely performance will be abandoned. HCC Sept 13 Page 10