THE OPERATING PROCEDURES OF THE MASQUERS PLAYHOUSE, INC. These operating procedures describe the activities of the Masquers Playhouse, Inc., explaining the privileges and responsibilities of membership, the operation of the theater, the means of theatrical production, the responsibilities of the respective members of the Theater Administration Staff (TAS), and all other matters related to the operations of the Masquers Playhouse, Inc. The procedures are in conformance with the bylaws of the corporation and are subject to revision by TAS. Membership (see Article III, Bylaws) All Regular, Active Associate, Inactive Associate, Junior, Community Support, and Honorary Members are entitled to free admission to all performances of Masquers productions, subject to availability of seats. In addition, all Regular, Active Associate, Junior, and Honorary Members will receive one complimentary voucher for each production of the regular season. All members of the Masquers, in addition to the members of the Board of Directors, will have online access to minutes of meetings and newsletters of the organization. All members as well as the current production cast and crew may participate in all social events planned by the Masquers. All Regular and Active Associate Members are responsible for serving on lobby and clean-up crews. Three unexcused absences from member responsibilities will result in a membership review by TAS, who will then recommend appropriate action under the provisions of Article III of the Bylaws. The Theater Building and the Masquers Warehouse Any use of or access to the Masquers Playhouse or Warehouse must be approved by TAS. Specific approval by TAS is required for any use of either facility other than for TAS-scheduled functions, and requests for such uses must be submitted in writing to the Managing Director for consideration by TAS.
2 No changes or improvements are to be made to the theater facility without the express approval of TAS. Any expense over $300 must be referred to the Corporate Board of Directors for approval. Everyone other than audience members is encouraged to use the stage door instead of the front door. The key pad combination lock on the stage door will be maintained by the Managing Director. New key pad numbers will be issued to the cast and crew for each show, and will be changed at the end of each show. In addition to the combination number issued for each show, a permanent combination number will be issued to TAS and individuals designated by TAS or the Managing Director, to allow their access through the stage door. At each performance, the Stage Manager is responsible for opening the theater, allowing the admittance of the lobby crew. Productions TAS chooses each annual season of five plays and their directors. The season usually consists of two musicals and three other shows from the categories comedy, drama, and mystery. TAS appoints a Production Manager for each show from among its members to act as liaison between TAS and the director, cast, and crew. TAS schedules the performances. Musicals usually run six or seven weekends; the others six. Extended runs and special performances require the approval of TAS as well as that of the director, cast and crew. Rehearsal and building schedules are developed by the director, Production Manager, and the designers but may be modified by TAS. TAS develops production budgets for sets, costumes, and props for each production. Expenses in excess of the budget must be approved by TAS before the expense is incurred. It is always possible to apply to TAS for additional funds. If an over-budget expense is incurred without TAS approval, reimbursement is not guaranteed. The Production Manager is responsible for keeping expenses within the budget limits. Receipts and invoices are to be collected by the Production Manager and submitted to the Financial Manager for settlement within two weeks of the closing of the production. Directors are encouraged to keep their shows within budget by utilizing available materials and resources, and coordinating with the appropriate TAS members. 2
3 TAS also pays for royalties, production materials such as books and libretti, production photographs for the lobby, and technical rehearsal dinner for the cast and crew. TAS also makes $100 available to the director for discretionally spending on the show. The production crew will operate in accordance with job descriptions and procedural descriptions to be found in the appendices of these Operating Procedures. Casting The director makes all casting decisions, but may utilize a casting committee, which he/she chooses, to advise on casting. Auditions TAS schedules auditions, but directors may request different audition dates, subject to TAS approval. Audition notices are sent to the audition list, members, appropriate media, other theaters, and interested individuals, and will be posted on the Masquers website. Directors The director of a production shall have full authority and responsibility for his/her production. The director shall operate in accordance with the Directors Job Description (see appendices). Rehearsals Rehearsals are scheduled by the director and subject to TAS modification. TAS strongly recommends they be restricted to reasonable hours, remembering that actors and crew are volunteers and most have other obligations. Theater lighting, other than work lights, will not be used unless authorized. Comps (Complimentary Admission Vouchers) 3
4 Each member of the cast and crew will receive two comps at the technical rehearsal. Members of the Board of Directors will each receive one comp for each production of the season. Reservations We will sell no more than 88 seats per performance. With the exception of wheelchairs, we will not put up chairs in the aisles to accommodate additional patrons. Reservations for performances are made through the Masquers Reservation Service (Reservations) at 510 232-4031 or online at www.masquers.org. A reservation list is developed by Reservations for each performance. A waiting list is developed at the Box Office as necessary. Un-paid reservations, unclaimed by 10 minutes before curtain, may be released for sale at that time. Under no circumstances may unclaimed paid reservations be resold. Masquers (members) without reservations may be seated if seating is available. Lobby and Box Office To repeat, we will sell no more than 88 seats per performance. With the exception of wheelchairs, we will not put up chairs in the aisles to accommodate additional patrons. Members of the Masquers will staff the lobby, and only a Masquer will be allowed to run the box office. At all performances including Thursday Benefits and other special performances, refreshments may be provided by the Masquers, and income realized from refreshment donations will be retained by the Masquers unless special advance arrangements have been made with the Lobby Manager. No seats will be assigned or reserved in any way, with the exception of seats for handicapped people, and these must be reserved by informing Reservations at the time that the reservation is made. Group Sales 4
5 Blocks of 10 or more tickets must be pre-paid, and arrangements made through Reservations and/or the Ticket Manager. Blocks of 25 or more tickets will be sold at a reduced price. The discount is $1 off each of the first ten tickets, and an additional $.50 off each ticket for every 10 tickets sold after that. For example: a group of 50 would get $3 off each ticket. All such sales are final. There are no refunds. The final headcount and payment are due in full no later than 2 weeks before the specified performance. Excluding Thursday benefit performances, we will not sell more than 60% of any house during a regular run to any one group. This allows us to continue to serve our season ticket holders and other paying patrons. It is suggested that a group s coordinator work with the group attending to stagger seating throughout the rows, leaving a couple of seats in the front row for hearing impaired patrons and two seats on either end of the row at the top of the ramp for handicapped patrons. Since all group sales are prepaid, tickets which have not been picked up by curtain time may be subject to general sale by the Masquers only by mutual agreement with and reimbursement of the pre-sold group. Under the supervision of the Ticket Manager, a volunteer from the membership acts as a dinner/theater Benefits Coordinator, coordinating the Thursday Dinner/Theater Benefits which involve pre-sold houses and dinner at the Hotel Mac. This person announces the shows of the season and the benefits possibilities to interested groups, coordinates the contracting and scheduling, collects the deposits, and disburses information and tickets to the participating groups, and also acts as liaison between the group, the Masquers, and the restaurant. The Board of Directors supplies hosts for these benefit evenings. The Masquers Dinner/Theater Benefit is an exception to this way of operating and is described in the next paragraph. For the Masquers Dinner/Theater Benefit, Reservations takes the reservations and coordinates with the Hotel Mac. The Managing Director usually acts as the host. Theater Administration Staff (TAS) The Managing Director serves in an advisory capacity to the Masquers in furthering the quality and substance of the Theater. 5
6 He/she acts as liaison for TAS with any Director or Production Manager. He/she will provide the leadership necessary for the ongoing progress of the theater administration and activities, assuring that TAS, Board of Directors, or membership-mandated activities and projects be implemented as directed. He/she will preside as Chairperson at all meetings of TAS and at Quarterly Business Meetings of the membership, and will be an active member of the Board of Directors, providing operating management reports and attending all meetings and functions as required. Act as liaison between the Board of Directors, TAS and the membership in all areas relating to theater management. Ensure that each member of TAS and any appointed committees report on their activities at each meeting of the membership and of TAS. Procure royalties and/or books for each production promptly on approval of the Season Production choices, acting as the Masquers' representative to each of the Publishing Houses and seeing that the rented materials are returned at the close of each production. Assign responsibility for the Master Audition Data Base to a Masquers member, and assure that completed audition information sheets are relayed to that member along with any changes or additions to the audition list to ensure an updated continuous Master Audition Data Base. Ensure the timely mailing of advance Production announcement flyers, four (4) weeks prior to opening of that Production. Oversee Production Managers. Make available Director Applications, upon request, to interested parties and upon direction from TAS, send applications to possible future directors. Keep those interested parties informed of the progress of their applications and setup interviews on direction from TAS for possible direction of a Masquers production. Ensure that program copy is ready for printing at appropriate times and that the programs are available for opening night of all productions. 6
7 Ensure that current membership applications and one copy of the Bylaws and Operating Procedures are posted on the Theater Call Board at all times in order to recruit cast and crews for membership in Masquers Playhouse. Oversee preparation and online posting of the in-house publication The Wicked Stage at least three weeks before the opening of each new production. Oversee maintenance of a file of all newspaper articles, pictures, etc., having to do with the history of the Theater and/or its productions, creating a Master Scrapbook. Oversee maintenance of the Masquers' patron s mailing list, updating and deleting as necessary. Ensure that the patron guest book is maintained and replenished as necessary and that it is in prominent view in the lobby during each production. In cases of vacant TAS positions, hold all files, reports and folders for that position until the position is filled. The key pad combination lock on the stage door will be maintained by the Managing Director. New key pad numbers will be issued to the cast and crew for each show and will be changed at the end of each show. In addition to the combination number issued for each show, a permanent combination number will be issued to TAS to allow them access through the stage door. The Financial Manager will direct the handling of funds received or expended in the administration of the operations of the Theater and will be responsible for overseeing the Operating Budget. He/she will report to the Board of Directors, TAS and the membership in all areas relating to business activities, providing financial reports and attending all meetings and functions as required. Develop an annual planning budget for the Corporate Board of Directors. With TAS input and approval, produce production budgets for each show of the year in advance, and work with the Production Managers of each production to ensure that their budgets are enacted as approved. 7
8 Ensure that proposed expenditures of over $300 for equipment or projects be presented to the Corporate Board of Directors for final approval. Keep accurate records of all financial affairs and transactions of the Masquers, ensuring that bank statements and checkbooks agree at all times. Receive and ensure payment of all approved-expense invoices and statements. Ensure that all other expenditures, both standard and TAS approved are paid in a timely manner. Provide a current monthly financial report at all TAS meetings, quarterly Board of Directors meetings, and Quarterly Business Meetings of the membership, along with current cost and profit statements in relation to the budget for each production. Submit an annual operating financial report to the Membership, Board of Directors and TAS at the close of the Production year. In the absence of a Treasurer of the Board of Directors, file all necessary government filings on time, and maintain copies of each, with complete supporting files. Maintain a file of any and all financial transactions of the Masquers Playhouse and have same available for perusal and/or audit when requested. The Theater Manager(s) shall be responsible for the maintenance of a safe, operable, and secure condition in the theater. This shall include structural and plumbing areas as well as any related subsystems. The Theater Manager shall also be the coordinator of any structural, functional or cosmetic construction projects. General upkeep and safety of the Theater ensuring audience safety and comfort as a priority, and providing a convenient and pleasant atmosphere for production work and volunteers. Provide pest control as needed. Coordinate with the Lobby Manager the maintenance of the Lobby appearance. 8
9 Assure plumbing is always in working order. Recommend to TAS any needed repair or renovation as required. When professional help is necessary, identify one or more qualified vendors and secure bids for the needed work. The contract for the work will be awarded on approval of TAS or the Board of Directors. Coordinate all approved projects. Schedule regular work parties once or twice a year as needed to maintain the Theater and property. Procure or approve for procurement any supplies or tools needed for the maintenance of the facilities and productions, e.g., nails, lumber, hardware, light globes, cleaning equipment and other materials necessary for general maintenance. Oversee all set strikes with incoming and outgoing set designers, stage managers, costume designers and directors, approving incoming Production construction purchasing plans and making every effort to utilize materials on hand. Ensure that only authorized persons shall be allowed into the light booth and provide training for those designated persons. Ensure that house electrical systems are maintained in a manner consistent with standard safe and legal operating guidelines. Ensure that production lighting and equipment are installed according to the lighting designs submitted and approved by the House Theater Manager(s), and are maintained in compliance with theatrical guidelines for safety. Procure electrical and lighting equipment as budgeted for the enhancement of productions; maintain adequate electrical supplies for the proper general lighting and operation of the facilities. Provide for the servicing or upgrading of all audio systems as required and/or approved. Ensure that all installation of audio equipment is done according to accepted safety guidelines. The Lobby Manager is responsible for the efficient maintenance of the lobby and box office. He/she must assure that the lobby and box office are well organized for receipt of tickets and money and are 9
10 provided with adequately trained personnel during performances. He/she shall also maintain updated copies of Box Office and Lobby Procedures, which shall be posted in the theater. Provide all supplies needed for the coffee bar and backstage coffee area. Provide for approved refreshments for intermissions. Provide needed paper supplies for the restrooms and backstage areas. Provide for opening night refreshments. Assure there is staff available for receiving and assisting auditioners and production staff during auditions. Assure that the lobby is adequately cleaned prior to each performance by training the lobby crews on procedure. Provide for approved decorations of the lobby, if any, securing extra budget needs through approval of TAS. Oversee posting of production pictures before opening of each Production. The lobby manager has the authority to decide what photos are posted in the lobby. In addition, directors have the authority to veto any photo which they feel compromises the effect of the show. Provide procedural training for Box Office and Lobby personnel. Appoint lobby crews and send out lobby schedules at least two weeks in advance of the first performance of each show. Provide Theater clean-up crews for each Wednesday prior to Production opening, coordinating and assigning crew members to their cleaning duties and providing the means for cleaning the theater. Assure familiarity with all box office/ticketing procedures. Provide for the collection and security of tickets and money from the box office and coffee bar sales until presented to the Financial 10
11 Manager with a balanced statement accounting for all monies collected and dispersed. Maintain a ledger accounting for attendance, receipts and payments for supplies for each production and provide a final report of attendance and receipts/ payments to TAS at the close of each Production. The Ticket Manager is responsible for all matters pertaining to tickets, e.g., ordering, dispersing, collecting monies for season tickets, etc. He/she should be knowledgeable in all aspects of tickets sales and reservations. He/she is responsible for coordinating arrangements for all pre-sold houses and group sales. Procure in advance all tickets for productions and Dinner/Theater Benefits and provide for distribution of same. Supervise the Benefits Coordinator and Thursday Dinner/Theater Benefits. See details under Group Sales. Distribute complimentary vouchers and/or Season Tickets as needed to the Publicity Manager and others as authorized by TAS. Directors of Current Productions are to receive at least six complimentary vouchers for their use and the cast and crew of each production are to receive two vouchers each for their use. Each Regular, Active Associate, Junior and Honorary Masquer member receives one voucher for each production along with each member of the Board of Directors. Coordinate the activities of Reservations, assuring that all aspects of the reservation process are being accomplished and that improved methods are explored and acted upon according to approved procedures. The Secretary is specifically responsible for taking minutes of each TAS meeting and Business Meeting of the membership, along with all correspondence duties other than financial, maintaining membership cards and membership lists, and the collection of annual dues. 11
12 Take minutes at TAS and membership meetings and make completed minutes available online to TAS and Board of Directors members within two weeks of each meeting. Secure complimentary vouchers as needed and handle all correspondence needs for the theater, including: o Letters of acknowledgement o Special requests o Membership issues Maintain membership list and provide copies of that list at all membership meetings. Report additions and changes to the Masquers Webmaster as they are received, ensuring that the online membership list is continually up to date. Provide new member information for the Masquers newsletter. Make address labels available for mailings as needed. Collect annual dues and issue membership cards upon payment of dues. In the case of Honorary members, issue membership cards for new Honorary members after each Quarterly Business Meeting of the membership. Notify members who do not pay dues in a timely manner that their membership will be reviewed by TAS if arrangements aren t made to pay dues by June 1 st. Report to TAS on those members to be reviewed as of June 1 st for failure to pay dues, and prepare a list of members who do not fulfill their membership obligations for a call for membership review under Article III of the Bylaws. Notify all members (except Active Associate and Junior members) of membership meetings at least one week prior to the meeting. Administer the New Member Buddy System. Its purpose is to assist new members at the beginning of their membership to understand their rights and obligations, and the procedures for meeting these obligations. A detailed description of the Buddy System can be found under Forms in the Members-Only section of the Masquers web site. 12
13 Notify new members of their acceptance into the membership with a welcome letter explaining their rights and responsibilities as a member. Include copies of the membership list, the Bylaws, and the Operating Procedures. Inform them of the deadline for sending their Lobby Duty conflicts for the next production to the Lobby Manager, and request their dues, which will be pro-rated as follows: 100% of the annual dues amount for members approved at the December membership meeting, 75% of the annual dues amount for members approved at the March membership meeting, 50% of the annual dues amount for members approved at the June membership meeting, and 25% of the annual dues amount for members approved at the September membership meeting. Send membership cards to new members upon receipt of dues. Maintain a file of all application forms, terminations, and all correspondence concerning theater business. The Publicity Manager is in charge of all publicity relating to productions and to audition notices. Every effort should be made to ensure that news of the Masquers productions and auditions are well publicized. Maintain a yearly publicity calendar with dates of productions, auditions and deadlines along with a current list of all related media, publications and contact persons for submitting notices, vouchers, cover letters and articles. Secure from the Director of each show audition information for audition notice production and assure notification to the Masquers audition list three to four weeks before the auditions. It is helpful for the Publicity Manager to attend rehearsals to become acquainted with the cast and crew and with the direction of the production. If this is not possible, he/she should ask the director for his/her vision of the play and for its focus in order to facilitate the writing of publicity releases. Assure that publicity pictures are mailed out as soon as possible with proper identification and information posted on the back side of each picture. It is helpful to have a few publicity pictures available prior to the opening of a production for distribution to the press in attendance. 13
14 Obtain press vouchers from the Ticket Manager for the entire season as soon as they are available. Stamp PRESS with the recipient's name on the back of the voucher for identification purposes. These vouchers are to be sent to certain media as judged necessary by the Publicity Manager. Maintain copies of all articles submitted for publication purposes, along with any related items. Requests for Masquers advertisements in the publications and programs of other organizations are considered on a case-by-case basis, and determinations (by TAS, or the Board of Directors if the cost is in excess of $300) are based on anticipated benefits to the Masquers in relation to the amount of the expense involved. The Costume Room Manager and appointed committee(s) are responsible for the organization and maintenance of the Masquers' Costume room and for the organization of all costumes and accessories. He/she will, at his/her discretion, develop a rental fee schedule to make Masquers' costumes available to other approved groups for rentals and assure the collection of the monies and return of the rental items at the agreed-upon time. Meet with the costumer of each show to answer questions regarding costume supplies and to discuss the organization and the use of the costume room. Ensure that the costumer of each show attends strike to strike all costumes and return them to the Costume Room or other source. Assure that all costumes are removed from the theater at the close of the production and returned to the proper place in the Costume Room. Costumes are to be cleaned at the end of each production and at other times as may be appropriate. A check-out and check-in list of all borrowed and rental items must be posted and maintained in the Costume room at all times to ensure the security of the Masquers Costumes. The Warehouse Manager shall be responsible for overall maintenance of the Warehouse, that it be a safe place for people to 14
15 work, that it functions as well as possible for its various purposes, and that it be as secure as possible from fire and break-in. Within the Warehouse are areas for costumes, properties, and archives. The Warehouse Manager is responsible for maintaining these areas of the building, but within these areas, the Costume Manager, Properties Manager, and Archivist/Historian/Librarian are autonomous. They are encouraged to call upon the Warehouse Manager for any assistance appropriate to his/her responsibilities. Maintain the scene shop and the equipment therein, the scene storage areas and the furniture room, as well as the rehearsal room, the office and the connecting areas. Loan out furniture and scenic pieces. The Costume Manager is responsible for loaning costumes, and the Properties Manager for loaning props. Details of each loan must be recorded, and a donation of an appropriate amount requested. The managers are also responsible for logging the return of loaned items. Three months is the maximum length of any loan. Accept donations of furniture. Donations of clothing are accepted by the Costume Manager, and of prop items by the Properties Manager. Provide Warehouse keys as needed, recording who has each key and collecting the key after the user is finished with it. Maintain the Masquers truck as well as the truck usage log, which is required by the insurer. Members-at-Large: When TAS considers it advisable, appropriate, or necessary to create additional TAS positions to satisfy specific management needs, they may create Member-at-Large positions, such as Scenic Coordinator, Production Manager, Accounting Manager, or other/s, with specific responsibilities defined at the time the position is created. Such new TAS positions must be ratified by vote of the membership at the next quarterly membership meeting. Adopted 1/84 15
16 Revised 12/86 Revised 12/89 Revised 9/97 Revised 6/08 Revised 8/10 Copyright 2010 Masquers Playhouse, Inc. 16