OLD TOWN PLAYHOUSE 2015 2016 SEASON Production Manual Welcome! For both those of you who have been with us for years, and those who are brand new, we hope this is a season full of exciting, happy, challenging moments that only live theatre can provide. As you read through the production manual and OTP policies there are several things we d like you to note. We believe that communication and organization is the key to making everyone s experience fun and exciting. The policies can guide what you do and when, the manual can explain how. We work together to create illusion and entertainment, but the truest illusions have solid foundations. Those foundations are the committed people who fill all the varied roles the magic demands. We are the play behind the play. Have fun making fun for others! What s in Here? We ve tried to include much useful information, things you will need in the process of your productions, as well as things you may need. We encourage you to read everything well in advance of your first production meeting and audition date. And of course, we welcome your feedback and ideas if something is missing please let us know. 2015 2016 Production Manual Contents Production Budgets and Timelines Building Policies & Procedures lots of helpful information, includes a handy checklist for closing the building at Night List of Suggested Production Positions Job Descriptions Helpful job descriptions for the major production positions includes Director, Assistant Director, Producer, Assistant Producer, Stage Manager, Production Resource Manager, Liaison Communication Flow Chart Marketing Information and Questionnaire, including Media List Useful Forms You May Need Along the Way Marketing Questionnaire Musical Audition Form Non Musical Audition Form Minor Consent Form Incident Report Form What s New This Year?? Properties Loan Agreement Reimbursement Request Form Production Expense Report Letterhead in Microsoft Word The most significant change this season, ALL Matinees will be at 2:00 pm Young Company performances will vary, most often occurring at 7pm and 2 pm.
Other Items. Scheduling With all that is happening in our facilities, we are scheduled tightly. When you need to schedule a production meeting and once you have your rehearsal schedule set, please send that information to Colleen (colleen@oldtownplayhouse.com) If you want to take a look at the most current building calendar, it is now always available on line (and there s a link from the OTP front page) at: http://www.oldtownplayhouse.com/otpcalendar.htm Finding Volunteers and Using the Database If you are looking for volunteers to fill a particular area, call the Business Office and we can easily e mail or print and mail you a list of volunteers from the database. In addition to being able to pull up lists of potential volunteers we also can Build Contact Lists please turn in your audition forms (or copies of them) as soon as possible! Not only can we update address, phone numbers, e mails etc in one central location, but we capture the information of new people who auditioned and make sure that they are included in future OTP Spotlight mailings, auditions notices, etc. We also can build contact sheets and distribute them by e mail. Program Book Bios A few weeks before program book content is due, the Business Office will e mail the entire cast and crew to request short (100 word) bios. The Producer (or other production staff) can play an integral role in reminding the cast to get this information turned in. Ticketing Single tickets for production will go on sale on the web 2 weeks after a show is cast. The cast and crew can get tickets right after auditions for the best seating, either on line, by going to the Box Office (open 4 6, Mon Fri) or by phoning the Box Office or the Business Office. Producers do not need to gather cast and crew ticket order forms. We hold a reserve of prime seats that are unavailable for general public purchase. These are held for subscribers who may need to exchange dates and seats, for cast and crew members and for sponsors and other supporters. As we approach opening night, we will release unsold seats to the public for sales. Dress Rehearsals Groups which have a standing invitation to attend OTP Dress rehearsals are: OTP Ushers and House Managers, volunteers from the TC Visitor s and Convention Bureau, and a select number of community groups. Vouchers (usually two per person) will be distributed to cast and crew for large musicals it is usually not necessary to have vouchers for straight plays as the casts are not as large. Dress Rehearsals are not open to an unlimited number of friends and family of cast and crew, nor to all OTP members and volunteers all are encouraged to purchase tickets! Front of House We will continue to assign house managers and ushers for each show. House managers and ushers are required to attend an orientation/training session before they will be allowed to volunteer for a show. The primary mission of our front of house staff is to provide a pleasant, efficient and consistent environment for our patrons. We need to insure that we have adequate staffing and appropriate orientation for our front of house volunteers, whose primary focus must be to work the show, not see the show. Lastly, we are always trying to improve our emergency training for our front of house volunteers. Thankfully, OTP has had few emergencies during shows, but should an emergency arise, we must make sure our ushers and house managers know our procedures and would be able to react professionally. If you have specific people that you would like for a house manager, please share that information with the Business Office.
OLD TOWN PLAYHOUSE BUILDING INFORMATION BUILDING USE & MAINTENANCE: KEYS: MAIN BOILER: Primary contact for all questions and concerns with building maintenance Building Manager Marty Wolf Office 231 947 2210, ext 106 Home 231 995 0840 If you are new to the Old Town Playhouse or would like an orientation to the building, please contact Marty to arrange a time to walk through with him. A key code to the building will be assigned to either the Director or their designee prior to auditions. Key codes are changed promptly following each strike. For Studio Shows, a key to the Depot will be issued with a $50 deposit, refunded upon return of the key. Other keys for the van or the storage unit, are available in the Business Office on a daily basis. (All steam radiators) Thermostat is in the Studio Theatre and is automatic/non adjustable and set at 66. ROOF HEAT/AC UNIT: (Auditorium / Balcony, Makeup #1 and #2) Thermostat is in the auditorium and is set on automatic no need to adjust, will automatically heat or cool as needed. This unit is on a timer and shuts off each night at midnight and comes back on at 8 a.m. Emergency numbers for boiler and roof heat/ac unit Martin Wolf (home) 995 0840. If Marty is not available, call Gary Bolton at 231 313 1452 or Fred Greeing at 231 499 6329 FIRST AID KITS: On Wall outside building manager s office (near Kitchen) and in the Green Room. ELECTRIC HEATERS: Multi purpose room Panel D, Switch 10 & 12 Executive Dir. Office and Business Office Thermostat on unit Business Entrance Lower Hall Thermostat on unit Conference Room Thermostat in conference room Box Office/TCCT Office Thermostat in conference room Make up Room #1 and #2 Thermostat in each room North and South Stairwell Bottoms Thermostat on unit Costume Room Thermostat in room Emergency number for electric heaters - Al Thompson (cell) 631 1414
HOT WATER HEATERS: (Maintenance Free) OLD TOWN PLAYHOUSE BUILDING INFORMATION Boiler Room for building hot water Make up #2 for washing machine Emergency numbers for water heaters Martin Wolf (home) 995 0840 GARBAGE PICK UP: Thursdays at 12 Noon SWITCH BOXES AND CIRCUIT PANELS: All light switches have the letter and number on them telling you where to check. A North hall outside tool room: some offices, upstairs, main floor, downstairs A1 Light Booth: Light booth power, house lights B Backstage Wall: Main power supply, costume construction C Kitchen: Studio Theatre, downstairs, phone boxes C1 Boiler Room: Boiler, pumps, phone boxes D Outside Women s Bathroom: downstairs, elevators, offices, electric heat LIGHTS: SUPPLIES: It is expected that only work lights will be used for the majority of rehearsals. All volunteers are asked to be conscious of the cost of running performance lighting, as it takes a good deal for electricity than work lights. GREEN ROOM (under sink): Toilet tissue, hand towels, garbage bags, vacuum bags, cleaning supplies BUILDING MANAGER OFFICE & BACK STAGE OF STUDIO AREA: Kleenex, toilet tissue, hand towels, garbage bags, vacuum bags, cleaning supplies, soap MEN S BATHROOM CLOSET: Toilet tissue, hand towels, soap, cleaning supplies, mop bucket and mops MAKE UP #1 and #2 BATHROOMS: toilet tissue, hand towels, garbage bags, soap TOOL SHED BEHIND BUILDING: Salt, lawnmower, snow blower, gas, hoses, rakes, shovels, brooms, wheelbarrow SOUND BOOTH: Batteries for head sets & body mics ordered by Business Office as needed. NORTH STAIRWELL: Salt for sidewalks, shovels, brooms Always shovel first and then use salt SPARINGLY and NEVER put it on carpeted areas
OLD TOWN PLAYHOUSE BUILDING INFORMATION STUDIO THEATRE @ THE DEPOT USE POLICIES AND PROCEDURES 1. During rehearsal periods, please enter and exit the depot through the double glass doors on the west end of the platform. 2. During rehearsals, please do not use the shared lobby/dining area or the trash receptacles in that area. Please walk on the carpeted area to travel to the restrooms as much as possible. 3. We ask that you avoid using the shared lobby area during rehearsals as it is a shared space between OTP and the Soup Cup. As the Soup Cup opens Monday Saturday mornings, we need to have this shared space and the bathrooms totally clean when they opens each morning. 4. Please use the mop sink area in the closet in the lobby area to clean brushes and painting equipment not the sinks in the bathroom. 5. Please avoid using the restrooms as dressing rooms and makeup/hair stations. If it is necessary to use the restrooms, please make sure everything is cleaned up and the rooms are ready for the public. 6. Building Manager will stock the bathrooms and vacuum the entrances and the studio theatre during the run of the performances. Please use the OTP trash cans and they will be emptied. The walks will be shoveled and salted on the day of performances, but prior to 4pm. If it snows closer to show time, we ask everyone s assistance to help shovel the walks if necessary. 7. There is an OTP owned vacuum cleaner in the closet in the theatre please feel free to use it as necessary. 8. Snow plowing at the Depot is a shared responsibility and expense between the businesses from Monday am until Saturday afternoon. On Saturday evenings and Sundays, OTP is responsible for plowing, as we are the only business open. During performance weekends, we have made arrangements for the parking lots to be cleared if necessary. If you feel that additional snow removal is needed, please contact the Business Office. 9. There is an OTP owned snow shovel(s) and salt available at the Depot, should walkways need to be cleared in the evenings or over the weekend. 10. Remember that we are renting the depot space and the chairs in the space belong to the landlord. a. Always use heavy tarps when painting anything. Sheets and fabrics will bleed paint on to the carpeting. b. Never put paint cans on the chairs or use the chairs to stand on. c. Any cutting with power tools must be done on the outside porch area, not in the Studio Space. d. Water is permitted in the studio please do not bring in other beverages and keep food to a minimum. Thanks for your cooperation!
REHEARSALS AND PERFORMANCES OLD TOWN PLAYHOUSE BUILDING INFORMATION All activities, including all classes and rehearsals, should be concluded no later than two hours prior to a performance. All rehearsal spaces, the Schmuckal Theatre, the Conference Room, and the Multi Purpose Room must be cleaned up and vacated no later than one hour prior to the start of any performance, regardless of whether that performance is being held on the MainStage, in the Schmuckal Theatre. Classes, meetings, rehearsals and any other function occurring in the Depot must also be cleaned up and vacated no later than one hour prior to any performance being held in that space. On the day of matinee performances, no rehearsals or meetings in the building may occur later than two hours prior to, or one hour after, the performance. Example: For a 2pm matinee, any rehearsal or other activity must be concluded by 12pm. If the performance ends at 4pm, any rehearsal or other activity may not commence until 6pm. On the occasion where there are back to back performances or events in the same building, there must be no disturbance of either performance. Traffic through the building and warm up locations may be altered so that all functions can occur without disturbance. The OTP Young Company Theatre has priority access to the Schmuckal Theatre and MainStage Theatre until 6:15 pm each day. OTP rehearsals may begin on those stages as early as 6:30 PM. Rehearsal schedules must be submitted to the OTP Business Office as soon as possible so space can be reserved on the OTP Building Calendar and any conflicts noted and/or resolved. The OTP has limited resources and an ever expanding schedule. All volunteers are asked to be considerate of the needs of other productions as they will often be asked to share resources. Allocation of resources lighting instruments, costumes, set and prop pieces will be decided based on which production has the most immediate need and closest performance date(s). CANCELLATION POLICY Rehearsals If area schools are closed due to inclement weather, then all Young Company classes and rehearsals are automatically cancelled for that day. Regular OTP rehearsals are left to the discretion of the director, producer and stage manager to decide whether to hold abbreviated rehearsals, to only call certain cast members for rehearsal, or to cancel rehearsals completely. Performances Should inclement weather arise, all OTP and Young Company performances will be held at the discretion of the Executive Director. Should a performance need to be cancelled, the Executive Director will notify the appropriate production staff (Stage Manager, Producer, Director) and staff members and an appropriate plan will be put into place to contact cast and crew, to notify ticket holders, to get signage at the appropriate venue and to notify the press.
OLD TOWN PLAYHOUSE BUILDING INFORMATION CLOSING THE BUILDING AT NIGHT GENERAL SUMMARY: The DIRECTOR, STAGE MANAGER and/or HOUSE MANAGER are responsible for ensuring that the following things are done each evening before leaving. They should be divided as needed between shows. 1 st Floor Kitchen/Schmuckal Theatre/Offices 1. Turn off all lights. 2. Make sure the Box Office and Business Office are locked. Close all interior doors unless the door has a magnetic door closer. 2 nd Floor Auditorium/Backstage 1. Turn off all lights, including orchestra stand lights if they are being used. 2. Close all windows. 3. Lock ALL doors (main, wheelchair ramp and backstage). 4. Make sure Cass Street exit is closed. 5. Make sure spotlight fan motors are off. 6. Keep ceiling fans on low or med. speed in auditorium. 7. Leave magnetic doors into the main floor of the auditorium and the balcony open. Close all other interior doors, backstage doors, green room, etc. 8. Turn off coffee pots. 3 rd Floor 1. Turn off all lights. 2. Unplug all curlers, curling irons etc. in make up rooms. 3. Turn off irons etc. in sewing room. 4. Turn off coffee pots. 5. Close all windows. 6. Close all interior doors. ******Nothing may be in the stairwells, halls or blocking exits or signs******
OLD TOWN PLAYHOUSE BUILDING INFORMATION SHOW DAY BUILDING PREPARATION GENERAL SUMMARY: The Building Manager is responsible for ensuring that the building is ready before each show. The items listed below will be checked and completed the day of each performance. DUTIES & RESPONSIBILITES: 1. Clean, mop and restock supplies (toilet tissue, hand towels, soap) in: men s and women s bathrooms, greenroom bathroom, and makeup bathrooms. 2. Vacuum all carpeted areas on all floors. 3. Wipe down all woodwork in auditorium, balcony, and main stairwell. 4. Ensure all armrests are secure in auditorium and balcony (using rubber mallet). 5. Empty all trash containers on all floors. 6. Clean windows, doors and mirrors on all floors. 7. Shovel and salt sidewalks in winter. 8. Set up concessions (restocking water, candy, etc. as needed). 9. Check emergency lights and fire extinguishers on all floors. 10. Make sure programs are in place for ushers. 11. Make sure flashlights work and are ready for ushers. 12. Check the boiler and heat/air conditioning thermostats (automatic settings). 13. Walk around entire building, ensuring stairwells and hallways are clear of any obstructions. 14. Clean north and south stairwells. 15. Help set up opening night reception tables, coffee, wine, etc.
OLD TOWN PLAYHOUSE BUILDING INFORMATION FIRE EXTINGUISHER LOCATIONS LOWER LEVEL: 1. Kitchen end of sink counter 2. Furnace Room next to storage room door 3. Outside Business Office 4. Studio theatre light booth area 5. Studio theatre by main stairs 6. Multi purpose room MAIN LEVEL: 7. Lobby end of sink counter 8. Stage Right on side of stairs 9. Stage Left next to hallway doors 10. South Workshop next to hall door 11. North Workshop next to hall door 12. Elevator hallway south wall 13. Backstage Hallway south end UPPER LEVEL: 14. Light booth right side 15. Right side of balcony near light booth 16. Hallway across from North costume room 17. North make up room end counter 18. Hallway by south stairwell IMPORTANT If a fire extinguisher is discharged, notify the Business Office at once!
Production Positions Those listed in bold are suggested for Studio Theatre productions All positions needed for MainStage productions Director Selected by Artistic Committee, approved by Board of Directors Production Resource Manager Assistant Director Producer(s) Should be selected by June Directors/Producers mtg. Stage Manager Assistant Stage Manager(s) Sets Design Construction Dresser Costumes Hair/Makeup Properties Lighting Design/Operator Spotlight Sound Design/Operator House Manager Stage Crew
DIRECTOR GENERAL SUMMARY: The director is responsible for the artistic and aesthetic interpretation of a show and the implementation of that concept. This includes script analysis, set, lighting and sound design; auditioning and selecting the cast; setting and running the rehearsal process; and coordinating the technical aspects necessary to achieve artistic goals. Coordinate with stage manager additional rehearsal and/or tech dates as needed to ensure readiness for scheduled opening. DUTIES AND RESPONSIBILITIES: 1. Interprets the author s work with regard to content, intent, motivation, characterization, flow, technical requirements and cast requirements. 2. Works, in conjunction with the Producer, to build a production staff and a technical crew. 3. In conjunction with the Stage Manager, schedules and runs production meetings on a weekly basis in order to address schedules, Director s requirements and objectives. 4. Coordinates with the producer and holds open auditions and casts the show. 5. Informs actors of the requirements of being a member of the cast; including the tentative rehearsal schedule, performance schedule and any extra performances (including benefit performances). 6. Posts, and provides the OTP Business Office with a cast list and contacts. Instructs stage manager to inform the cast of the time and place of the first rehearsals. 7. Coordinates availability of rehearsal space with the production staff. 8. Ensures enforcement of building security protocols, and OTP policies. 9. Files a production progress report with the Artistic Committee or attends an Artistic Committee meeting in person or by proxy to keep the Board informed. 10. Cooperates with the Artistic Committee Liaison to facilitate communication as necessary. 11. Attends Strike.
PRODUCTION/PROJECT RESOURCE MANAGER The Production/Project Resource Manager is a member of OTP s professional staff and participates in all OTP productions. General Responsibilities: The Production/Project Resource Manager is responsible for the day-to-day implementation of the theatre s play production program within the established policies and procedures of the organization. Responsibilities include coordinating and managing each production s budget, schedule and personnel, and facilitating the accomplishment of tasks between each production department. The Production/Project Resource Manager will manage the technical/entertainment components of the theatre s annual fundraising event. The Production/Project Resource Manager will attend OTP staff meetings, and will call and facilitate OTP production department meetings. Areas of Responsibility: Planning: 1. Read all scripts in advance of the season and be aware of all technical aspects and requirements of the intended play productions. 2. Create, maintain and distribute an annual season calendar that includes all audition, rehearsal, production, and special events deadlines. 3. Create and maintain a technical preparation schedule for each production. 4. Assist in creating individual play production/project budgets, based on each show s specific requirements. 5. Secure appropriate rehearsal spaces for the theatre s play productions, and coordinate the acquisition of needed equipment, such as rehearsal furniture, pianos, etc., for use in those spaces. Volunteer recruitment and support: 1. Working with committee chairs to actively pursue, recruit, and train volunteers for all production related areas. 2. Working with Directors for each show, assist in finding appropriate lighting, set, sound and props designers for each show, as well as other specialty designers as appropriate, who are capable of designing within the limitations of the physical space and budgets. 3. Provide administrative and technical assistance to guest directors, guest designers, and other production/project volunteers as needed. 4. Handle production personnel problems, bringing to the attention of the Executive Director any issues needing final resolution.
Production/project development and management: 1. Promote the standards and practices of OTP by providing continuity, consistency, and quality control within established standards and guidelines. 2. Keep each production/project moving in a forward direction. 3. With show directors and office, schedule venue, provide necessary forms and informational materials, and recruit volunteers to assist with auditions for each play production. 4. Schedule, convene, and run weekly production meetings to advance each play s artistic development. 5. Through work with producers, oversee each play s production budget and provide individual approvals for authorized spending. Maintain accurate and timely records on all production/project related expenses, advising the Executive Director on any unforeseen deviations of those budgets. 6. Attend and observe OTP play rehearsals at least once per week, and attend all technical rehearsals, previews, and opening nights. 7. Order all performance supplies and equipment that are not directly administered by other staff personnel, and keep backstage areas supplied and stocked. 8. Assist in the setup, maintenance and safety of all backstage areas, equipment, and materials for the run of each show including crew headsets, quick change areas, prop tables, safety lights, etc., and the post performance strike of same. 9. Oversee and coordinate technical requirements and entertainment for the theatre s annual/occasional Special Events. 10. Maintain and facilitate open communication between the theatre s administration and production/project personnel, and keep all participants current and informed of decisions and production/project progress. OTP and the community: 1. Maintain working relationships with the production staffs of other theatres in the local community. 3. Coordinate all equipment rentals with committee chair input on behalf of the theatre. 4. Oversee and assist with OTP s education program, and interaction with production personnel.
ASSISTANT DIRECTOR NOTE: Frequently, the Assistant Director and the Stage Manager are the same person or their responsibilities may be re allocated between the two positions. It is recommended that persons agreeing to be either an Assistant Director or a Stage Manager be familiar with both job descriptions. GENERAL SUMMARY: The Assistant Director (AD) is responsible for helping the Director with the artistic and aesthetic interpretation of a show and their implementation. This includes script analysis, set, lighting, and sound design; auditioning and selecting the cast; setting and running the rehearsal process; and coordinating the technical aspects necessary to accomplish artistic and aesthetic goals. NOTE: The AD position offers the aspiring director invaluable experience. DUTIES & RESPONSIBILITES: 1. Prior to the audition process, the AD reads and is familiar with the show. He/she assists with the audition, as requested by the director. 2. Assists the director with interpretation of the play s content, story arc, motivation, characterization, flow, technical requirements, and cast requirements. 3. Assists in building a production staff and a technical crew and provides these personnel with the information needed to implement the director s goals. 4. Attends and participates in all production meetings. 5. Takes responsibility, as may be specified and delegated by the director, for rehearsal and other production processes. 6. In the event the Director is unable to attend rehearsal, adheres to the rehearsal schedule and business set by the Director. 7. Responsible for knowing theatre policies and assisting in the implementation and enforcement of these policies. 8. Attends Strike. 9. This position may be seen as a training ground for possible advancement to the Director s position.
PRODUCER GENERAL SUMMARY: In partnership with the Director, the Producer is responsible to the Artistic Committee and the Executive Director, for the organization and management of the production. This includes the production staff, marketing, financial aspects of the production, scheduling, dissemination of information, and the physical aspects of the production. DUTIES AND RESPONSIBILITIES: The Producer will.. 1) Will read and be familiar with the show and with the Director s artistic and aesthetic concepts, far in advance of audition. 2) In conjunction with the Director, will complete the Marketing Questionnaire and attend the marketing meeting assigned to their production. The goal of this meeting is to develop marketing tactics specifically geared to each production. 3) Work with the Director to build a competent production staff, including working with the technical chairs, the Volunteer Committee chairs and the Business Office to recruit qualified people to fill all positions. OTP maintains a database of current contact information and Producers are encouraged to utilize new volunteers when possible. 4) Coordinate audition details including: Provide the Business Office with specific audition information (required readings, memorized monologues, etc.) at least 3 weeks in advance of auditions, so information can be disseminated with the audition announcements. Confirm the location with the Business Office, and pickup audition forms, nametags and writing utensils. Ensure that there are volunteers to greet and assist people arriving at auditions. At the director s discretion, assist with the selection of a cast for the show. 4) At the first cast meeting, the Producer will explain OTP policies and practices on substance abuse, theatre etiquette, etc. 5) In conjunction with the Director, schedule regular meetings, to address and resolve production challenges (i.e., scheduling, Director s needs, personnel conflicts). 6) Facilitate communication between the Business Office and the production staff regarding the production budget, tax exempt status, OTP accounts and in kind arrangements with businesses providing services and materials to OTP productions. 7) Coordinate monetary transactions for the production, including collection and return of any deposits from the cast and crew and collection of invoices and receipts for the production. Note: Checks are generally cut on Fridays. Receipt and payments from individuals must be received in advance for a check to be cut or distributed. 8) Assist the Director and production staff keep the cost of the production within budget parameters. 9) In conjunction with the Business Office, obtain and organize the information needed for the program book, including: Title page information, and any lists of scene breakdown or musical numbers Cast, Production Staff, and Technical Crew lists Biographies for the cast and production staff Any Underwriters, Donors and Businesses for special thanks The information should be submitted in electronic format. 10) Work with the Executive Director and the Business Office on scheduling all production events including, but not limited to; meetings, rehearsals, pre and post performance activities and strike. 11) Coordinate with the Executive Director and the Business Office, marketing efforts specific to the production including, but not limited to; feature articles, scheduling interviews, ticket promotions or contests, any special exhibits or activities.
ASSISTANT PRODUCER GENERAL SUMMARY: The Assistant Producer is responsible to the Producer and Director for the organization and management of the production. The Assistant Producer may fulfill any responsibilities that the Producer needs assistance with, but is most often sought to assist with the marketing aspects of the production. Other responsibilities may include; finding production staff, monitoring and guiding the financial aspects of the production, scheduling and dissemination of information, and assisting with the physical aspects of the production. DUTIES AND RESPONSIBILITIES: 1) Prior to auditions, the Assistant Producer must have read and be familiar with the show and with the Director s artistic and aesthetic concepts. 2) Works with the Producer to build a strong marketing strategy. 3) Ensures that all production and marketing deadlines are met. 4) Helps the Producer and Director locate and recruit qualified personnel to fill the production chairs and technical crew. 5) In conjunction with the Business Office, the Assistant Producer may obtain and organize the information needed for the program book, including: Title page information, and any lists of scene breakdown or musical numbers Cast, Production Staff, and Technical Crew lists Biographies for the cast and production staff Any Underwriters, Donors and Businesses for special thanks The information should be submitted in electronic format. 6) Helps the Producer and the Director maintain any deadline that he/she might have pertaining to the well being of the show.
STAGE MANAGER NOTE: Frequently, the Assistant Director and the Stage Manager are the same person or their responsibilities may be re allocated between the two positions. It is recommended that persons agreeing to be either an Assistant Director or a Stage Manager be familiar with both job descriptions. GENERAL SUMMARY: Responsible to the Director and Producer for the management of the stage and backstage areas of the show from auditions through strike. During the run, the Stage Manager is responsible for calling the show, and managing the backstage crew. The Stage Manager acts as show liaison among the actors, Director, Producer, and Business Office as necessary. DUTIES AND RESPONSIBILITIES: 1) Reads script and becomes familiar with the show and its technical requirements. 2) Attends auditions and rehearsals, and assists Director in aspects thereof. 3) Helps the director in generating pertinent production paperwork, including schedules and contact sheet. 4) In communication with the Business Office, makes arrangements for any off site rehearsals. 5) Chairs production meetings for technical production team during which schedules, directions, requirements, and problems relating to the production are discussed and solved 6) Are familiar with the attached emergency/fire policy and trains cast, crew, and House Manager in the implementation of these policies. 7) Is familiar with location and use of first aid supplies. Responsible for notifying Business Office of first aid supply needs/replacement and incident requiring their use. Please see incident report. 8) Receives key code for stage door entrance. 9) Coordinates with the Director to ensure building security and proper use of utilities during rehearsals and performances. 10) Is the last person to leave the building after rehearsals and performances, and is responsible for following the attached theatre closing checklist. 11) Makes sure stage is pre set and ready for rehearsal/performance prior to notifying House Manager to open the house. Checks for readiness with each crew head. 12) Responsible for the procurement of a stage crew to handle the technical needs of the show. 13) Responsible for assembling a legible prompt book containing all actor blocking, properties list, schedule, and light and sound cues. 14) Makes sure actors are signed in by the time established by the show director. If an actor is not signed in, initiates steps to find the actor. In the event that an actor cannot be found or is incapable of performing, the Stage Manager will either find someone to assume the role OR ASSUME the role themselves, until the actor can return. 15) Implements theatre policies in overseeing the backstage areas during the run of the show. 16) Starts and runs the show, from pre set of props, lights, and sound; actors warnings, calling of all light, sound, special effects, and actors entrances and exits. 17) Responsible for maintaining the artistic intentions of the director after opening, to the best of his/her ability. 18) Coordinates with the production staff to establish the details of the show s strike including returning items to storage and returning loaned items. 19) Runs strike. 20) Enforces OTP rules, regulations and responsibilities with cast, crews and public.
ARTISTIC COMMITTEE LIAISON General Summary: The purpose of the Liaison is to provide silent but visible artistic support to the Studio and MainStage productions. The Liaison enables the Artistic Committee to maintain overall responsibility for the Studio and MainStage productions through clear, ongoing communication between the Artistic Committee and the production teams. Duties and Responsibilities: 1) A Liaison for each production will be chosen by and from the Artistic Committee prior to the start of each season. 2) The Liaison will respect the rights, duties and responsibilities of the director. 3) The Liaison will be in contact the director prior to auditions to introduce himself/herself. 4) Liaison will request that the director include the Liaison s name with the list of production staff and cast list 5) The Liaison will attend at least one of the audition dates. 6) The Liaison will attend at least the first or other early production meeting. 7) The Liaison will attend at least the first or other early rehearsal. 8) The Liaison will bring any concern not resolved by the production team to the Artistic Committee for discussion. He/she will facilitate arrival at consensus for a means to resolve the issue.
Production Communication Flow Chart Board of Trustees Artistic Committee Executive Director Resource Manager Artistic Comm. Liaison Business Manager Actors Director Producer Box Office Manager Assistant Director Production Team Stage Manager House Manager Props Designer Lighting Designer Set Designer Sound Designer Costume Designer Crew Crew Crew Crew Crew Ushers Dotted line = A working relationship between two groups, however does not hold a direct line of responsibility. Black line = represents a direct line of responsibility.
Expense Reimbursement Form Volunteer Name: From: To: Expense Period Itemized Expenses Date Vendor Description/purpose Amount # of Miles Description/purpose Amount 0.00-0.00 - - SUBTOTAL $ - Note: Mileage reimbursement for personal car = $0.55/mile Less Cash Advance TOTAL REIMBURSEMENT $ - Don't forget to attach receipts!
Audition Number: Old Town Playhouse Musical Audition Form Production: Name: Address: City Zip Phone: (Day) (Evening) (Cell) Best means to reach you? Do Not Call: Before a.m. After p.m. Calls at work: OK Not OK Only in emergency E-mail Employer Height Hair Color Age Range Dress size Pant size Blouse/shirt size Are you willing to cut/color/change style of your hair and/or grow/shave facial hair if requested to do so for this production? YES NO Role(s) you are auditioning for: Will you accept another role? YES NO If not cast, would you be interested in working on the production? YES NO If yes, in what area? Previous acting or other relevant performing experience: (Attach resume and or/use back if necessary). Please list below any expected conflicts that you may have between now and the end of the production: Do you/did you study voice? YES NO # of yrs Where and/or with whom? Do you/did you study dance? YES NO # of yrs Style(s) Can you play any instruments? YES NO # of yrs Instrument(s) I understand that if I am cast and accept a part, I will be required to pay a $10 production fee. I may choose to instead pay $20 for an annual membership (thus exempting me from additional production fees for a year). I am currently a paid member (no production fee needed).
(Do not write below this line) VOICE PART: Sop Alt Ten Bar Bass 1 2 3 4 Director s comments:
Audition number: Old Town Playhouse Non-Musical Audition Form Production: Name: Address: City Zip Phone: (Day) (Evening) (Cell) Best means to reach you? Do Not Call: Before a.m. After p.m. Calls at work: OK Not OK Only in emergency E-mail Employer Height: Hair Color: Age Range: Dress size: Pant size: Shirt size: Role(s) you are auditioning for: Are you willing to cut/color/change style of your hair and/or grow/shave facial hair if requested to do so for this production? YES NO Will you accept another role? YES NO If not cast, would you be interested in working in other capacities on the Production? YES NO If yes, what area are you interested in? Previous acting or other relevant performing experience that the director is unaware of: (Attach resume and/or use back if necessary). Please list below any expected conflicts that you may have between now and the end of the production: I understand that if I am cast and accept a part, I will be required to pay a $10 production fee. I may choose to instead pay $20 for an annual membership (thus exempting me from additional production fees for a year). I am currently a paid member (no production fee needed). (Do not write below this line) Director s Comments:
MINOR CONSENT FORM has my permission to participate in the activities of the Old Town Playhouse, Inc. I am aware that the Old Town Playhouse, Inc. has rules and regulations against minors using alcohol and other unlawful drugs and will not tolerate any violations of those rules and regulations. I will encourage my son/daughter to abide by these rules and regulations of the Old Town Playhouse, Inc., or he/she will forfeit the right to participate. The Old Town Playhouse, Inc. will oversee the official activities on their assigned premises, but will not be held responsible for activities on other premises unless the activity is under the official sanction of said group (i.e. rehearsals at other locations, tours or performances, but not including cast parties off premises). PARENT OR GUARDIAN SIGNATURE DATE ********************************************************************************** PLEASE PRINT: Name Age Address City State Zip Home Phone Mobile Phone Parental Name(s) Work Phone of Parent(s) Emergency Contact Relationship to Minor Emerg Contact Phone School Grade Phone 231-947-2210 Fax 231-947-4955 Email office@oldtownplayhouse.com www.oldtownplayhouse.com www.tcctheatre.org
Old Town Playhouse Production Expense Report Production: Season: Page of Date Who Purchased Location of Purchase Items Purchased For What Area Total Amount To be Reimbursed Account numbers
REIMBURSEMENT REQUEST IMPORTANT NOTE! Old Town Playhouse is a tax-exempt organization be sure to provide a copy of our tax-exempt letter (available from the Business Office) when purchasing items to ensure you are not charged tax. We will not reimburse for sales tax when a tax-exempt letter could have been utilized. PLEASE PRINT: Date of Request: Name: Address: State: Zip: Phone: Email: Please Note: Checks are cut every Friday. All reimbursements turned in by 5pm on Thursday will generally be completed the next day. If you require quicker turn-around, just call the Business Office. Please mail check to me. Call or Email when check is ready and I will pick it up in the Business Office. Production Name: Your title: NOT Specific Production please describe: Amount Requested by Account (attach all receipts to BACK of this sheet): Costumes $ Hair $ Lights $ Makeup $ Props $ Sets $ Other $ TOTAL REIMBURSEMENT REQUESTED: $ Phone 231-947-2210 Fax 231-947-4955 Email office@oldtownplayhouse.com www.oldtownplayhouse.com www.tcctheatre.org
Costume Rental Loan Agreement Costumes Rented to: Address: State: Zip: Phone: Email: Date Items Rented: Date Items to be Returned: Item Description Estimated Value Rental Charge SPECIAL NOTES: I understand that I am responsible for coordinating delivery and return of the above property. I will contact the Costume Shop and or Business Office should any complications arise in returning this property. Costumes must be returned clean and no permanent alterations may be made. Person receiving costume pieces: Signature Date Rev. 6/1/15
Properties and Set Loan Agreement DONOR INFORMATION Date of Loan: Production: Description of item donated: Estimated Value $ Date to be returned: Name of Donor: Address: State: Zip: Phone: Email: Donor Signature Date SPECIAL NOTES: OTP VOLUNTEER INFORMATION I understand that I am responsible for coordinating delivery and return of the above property. I will contact the Business Office with any special instructions IN ADVANCE. Volunteer securing donation: Signature Date Rev. 6/1/15
Old Town Playhouse Release Form for Media Recording I, the undersigned, do hereby consent and agree that Old Town Playhouse, its employees, or agents have the right to take photographs, videotape, or digital recordings of me and to use these in any and all media, now or hereafter known, and exclusively for the purpose of promoting Old Town Playhouse, its shows and volunteers. I further consent that my name and identity may be revealed therein or by descriptive text or commentary. I do hereby release to Old Town Playhouse, its agents, and employees all rights to exhibit this work in print and electronic form publicly or privately and to market copies. I waive any rights, claims, or interest I may have to control the use of my identity or likeness in whatever media used. Additionally, I waive right to royalties or other compensation arising or related to the use of said media. I understand that since my participation with Old Town Playhouse is voluntary, I will receive no financial compensation. I hereby hold harmless and release and forever discharge Old Town Playhouse from all claims, demands, and causes of action which I or any other persons acting on my behalf or on behalf of my estate have or may have by reason of this authorization. I am at least 18 years of age, have read and understand the foregoing statement, and am competent to execute this agreement. Name Address Phone Signature Date Rev. 6/1/15
Old Town Playhouse Incident Report Form Report Number: OTP - / / (MM/DD/YY) Last Name: First Name: Address: City: State: Zip: Phone (home): Phone (cell): Phone (work): E-Mail Address: What is your purpose for being on the premises? Employee Volunteer Audience What department are you working in? (such as: sets, lights, costumes, box office, acting, etc.) Date of Incident: Time: Show Name: (if applicable) Location of incident: (example: on stage, in seating area, outside building) How did the incident occur? Please give a detailed description of what happened. Describe the task or activity being performed at the time of the incident. Attach additional sheets if necessary. What are your injuries? Was medical attention required? If so, please describe. Was first-aid administered on the scene? If so, who performed it? What first aid was performed? Did the incident occur off OTP premises, but on official business? If so, where? Was a police report taken? If so, what was the report number? Police agency (Signature of document preparer) (Date) (Signature of person injured) (Date) (Name of document preparer) (Date) (Signature of witness) (Date)