Director/Prod Sec

The most active amateur company in Cheltenham

THE PLAYHOUSE THEATRE, BATH ROAD, CHELTENHAM, GL53 7HG

DIRECTOR’S/PRODUCTION SECRETARY’S CHECKLIST

COMMITTEE’S RESPONSIBILITIES:

1. Licence - committee’s responsibility (Production Liaison Officer)

2. Theatre Brochure (Seasonal Programme) - the committee’s responsibility, we will liaise with you regarding image and information.

3. Theatre Contract - committee’s responsibility. We will liaise with you regarding matinée performance and exclusion of Row A.

4. Purchase of scripts - committee’s responsibility. We will liaise re numbers.

5. Poster artwork - committee’s responsibility.

Usually required 2 months before the production date. We will liaise with you on image and information.

DIRECTOR’S /PROD SEC’S RESPONSIBILITIES:

6. Organising a Production Team

Consisting of:

SET DESIGNER, STAGE MANAGER, LIGHTING DESIGNER, SOUND, WARDROBE, PROPERTIES, PROMPT, FOH MANAGER.

If a musical, to include:

MUSICAL DIRECTOR and CHOREOGRAPHER.

It is advised that certain members of the production team be put in place as early as possible, particularly, Stage Manager/Builder, Set Designer, Lighting Designer and Musical Director and Choreographer (if appropriate). The committee will be happy to assist if there are any problems with this.

7. Reading & Auditions

To book rooms for the Reading and Auditions, and assist with audition ‘running’.

Details of above, along with character and show information, to be given to the Company Secretary so that notices can be put up on the Theatre notice-boards and the membership informed via the Newsletter.

Ensure that copies of Audition Form are produced and completed by each auditionee at the auditions (the Company Secretary has a master copy).

Ensure that letters are sent to all who auditioned - cast and un-cast.

8. Cast List

Once the auditionees have been informed, please give a copy of the cast list to one of the committee so that it can go in the Newsletter, display a copy on members’ bar notice board.

9. Rehearsal Rooms/Rehearsals

To be booked as soon as possible (we normally rehearse Mondays, Wednesdays and Fridays)

To ensure that a rehearsal schedule be drawn up and distributed to cast and production team. The Prod Sec will be the contact for those who are unable to attend due to unforeseen circumstances. If there is any deviation from the published schedule, the prod sec to contact cast members not required for that rehearsal.

The Production Secretary to attend most rehearsals - you are the Director’s eyes, ears and note-taker.

If using the Joan Cross Lounge as a rehearsal room, please ensure the room is cleared by 10pm when there is a show on in the auditorium.

10. Security & Fire Regulations

To make sure that rooms are left secure after rehearsals i.e. windows shut, lights switched off and doors locked, and that furniture is not left obstructing fire exits.

To keep a Signing-in/Signing-out sheet at each rehearsal for cast in order to meet Fire Safety Regulations.

11. Budget: A Budget Sheet will be put together by the Company Treasurer and given to you. This gives you fixed costs and also suggested costs for the following production areas: set, wardrobe, lighting, sound and props. These latter costs can be moved around by the team according to each department’s need. If it becomes apparent that more money is needed in a particular area, then please speak to the Treasurer.

12. Production Meetings to be organised by the production secretary - this has to include key members of the production team: Director, Set Designer, Stage Manager, Lighting Designer, Props Manager, Wardrobe Manager, and Sound.

13. Publicity:

Posters: should be available to you and the cast 4/6 weeks prior to production. The committee distributes posters to: theatre foyer & lounge, to all members via newsletter, to tourist information, municipal offices, town hall, museum & art gallery, Regent Arcade, the Everyman, and organises library displays.

Programme: committee & Production Secretary’s responsibility. Information for programme is usually required 3/4 weeks prior to production date. Production Secretary to gather all the necessary bits of information (ensuring that all names are spelt correctly and any acknowledgements are included) and pass on to our publicity manager who will then organise artwork & printing. If there are late acknowledgements or additions, these can be added when artwork proof comes through.

14. Special Effects/Cigarettes

To inform the Theatre Box Office if any of the following is to be used during the performances:

PYROTECHNICS, STROBE LIGHTING, NAKED LIGHTS, LIT CIGARETTES, GUNSHOTS, EXPLOSIONS.

Also to inform Front of House Manager so that he/she can produce a poster to warn the audience, if necessary.

15. Photographs

Liaise with Company Publicity Manager re photographer and photos required for programme, FoH, and for cast at Dress Rehearsal.

Prod Sec to take orders for Dress Rehearsal photo CDs before the end of the show week, and pass on numbers to photographer (in order to avoid wastage of surplus CDs)

16. After-Show Party

If you want to hold this on-stage immediately after the last night’s performance (and not in Theatre Lounge), please liaise with your Stage Manager well in advance. Let Val Barker know that this is what you intend to do, then she will purchase boxes of wine for the occasion paid for by the committee, which FoH can then get ready with glasses on trays, and bring to the stage.

MUSICALS

Vocal scores/Librettos and Conductor/piano scores are generally hired. Remember to ask cast to make sure that the scripts/librettos be marked in pencil only and these marks have to be erased before the hired material is returned to the production secretary.

A deposit should be taken from each cast member and kept until the script/libretto is returned in good, clean condition, with all pencil markings erased.

It is the Prod Sec’s responsibility to ensure that all hired material be returned to licensee so that they receive it within 7 days of final performance date. It is best to collect in the hired material during the last two performances, returning deposits to cast.

You may be required to assist in obtaining the necessary musicians for the band. You will need to arrange suitable dates and rehearsal rooms for the band. Keep a note of how may rehearsals and performances the band attend - they will be paid according to number.

Ensure that all band parts have been collected by the Musical Director and have had all pencil marks removed before returning to licencee.

The maximum number of musicians allowed is 5 - this includes the MD. If there are any problems with this, please speak to Chair/Treasurer.

(The current charge is about £20 per musician per performance).

Production Secretary

It is not always possible to get a Production Secretary in place until after the auditions, in which case the Company Secretary will be very happy to fulfil any requirements as set out in paragraphs 7 and 8.

If you have any problems or queries at all, please do not hesitate to speak to our Production Liaison Officer or any one of the committee - we will be very happy to support you in any way we can.

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