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Embed code for: Director's Dispatch (V4) 13Feb2017
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Director’s Responsibility Dispatch, dated 13 February, 2017
1. Show Contracts and Scripts (includes music if applicable)
You are responsible to secure the production rights to your production. This can usually be done through the royalty company’s website. All of the major company’s websites are linked through the Theatre 29 website, and many will allow performance requests to be placed online. If you and your production team do not have internet access, you may contact Gary Daigneault at email@example.com.
Please use the Theatre address of 73637 Sullivan Rd, Twentynine Palms, CA 92277 as the address to send the contract, so royalties and rental fees may get to the Treasurer in a timely fashion. You may use your home or work address for convenience, but please know that this may delay the process.
It is suggested that these requests be made at least 12 weeks prior to your production’s stated auditions date, to ensure timely receipt of scripts and rehearsal materials.
2. Production Team/Crew
You are responsible for coordinating volunteers to build your set, work tech, make costumes, etc. There are people who do volunteer regularly, but please do not assume they will be available for the run of your show. If you need assistance, please contact any Board member.
3. Theater Keys
You will be assigned a key that will be yours to use for the duration of your show. You will sign for that key, and that key will be your personal responsibility. If additional keys are needed for a musical director or choreographer, please contact Gary Daigneault at firstname.lastname@example.org.
Each night before you leave the theater, it is very important that you check all doors and gates to ensure they are locked, including the storage buildings. Keys to storage buildings and gates are kept on a rope ring in the box office, and are available for use during the run of your show.
You are responsible for the practical safety and security of your minor volunteers. If you cannot or will not be available to acknowledge this responsibility on certain nights during the run of your show, you may delegate to another responsible adult on your production team.
Each night before you leave the theater, it is very important that you do not leave the premises until all your volunteers (especially those under the age of 18) have departed. Teenage volunteers like to hang out in the parking lot and the smoke pit after a show, therefore please ensure these are emptied prior to your departure.
5. Building Cleanliness
A. Responsibilities during Rehearsals
1) A general clean-up, and emptying of trash cans, when needed. However, if your rehearsal is followed by a
performance of another show the theater must be left neat and clean for our guests. Floors should be vacuumed,
chairs straightened, bathrooms cleaned, and trash emptied.
2) When building and painting sets, please be mindful of carpeting, patron chairs, and stage curtains to prevent
rips, holes, and paint stains.
3) Please try to keep the deep sink area clean after rinsing paint brushes, etc.
B. Responsibilities During Performance
1) The theater should be left neat and clean after every performance.
2) Floors should be vacuumed, chairs straightened, bathrooms cleaned, trash emptied, and the front covered
area of the theater should be swept of debris.
3) You may assign cast and crewmembers to clean up after each show. We recommend you use a
rotational system to ensure that everyone is doing their part. There is a ‘Nightly Assignment Sheet’
template located on the website for your use.
4) You may delegate the oversight of cleaning to a responsible adult member of the cast/crew.
6. Conduct of Auditions & Rehearsals
We usually have “open” auditions on the first Monday following the opening night of the show immediately preceding your show. Auditions may be held on a different day, but this must be cleared by the Board prior to your Audition date being announced publicly.
Pre-casting is authorized, but you will need to make this known to the Board prior to your auditions. If you pre-cast only a part or two, then you will need to include that information when you announce your open auditions. The theater website has all audition forms, and any Board member can usually assist you.
Generally, rehearsals are held at Theatre 29 in the evening but do not interfere with the performances of the show playing. On an as-needed basis, rehearsals may be held on weekends or in another facility, but this will need to be cleared by the Board and should not unduly inconvenience the cast & crew.
All rehearsals held in the theater are at the discretion of the Director. However, you are not to invite people to be an audience for, or to observe any rehearsal. Such invitations make the rehearsal a performance and unless that performance is included in your contract it is a violation of the rights to perform your play. Rehearsals held in a facility other than the theater will usually be “closed”, and the cast & crew should be informed prior to scheduling rehearsals out of the theater.
The director is responsible for ALL cast and crew members, and their conduct during rehearsals. Please keep them out of the areas they should not generally be in (e.g. Box Office, upstairs, etc.).
No concessions are to be sold at rehearsals. Water is provided from a water cooler in the Green Room. Cast & crew members should bring their own water container for drinking (water bottle or cup with lid), as the theater does not provide any. If the water cooler is completely empty, please unplug it to prevent a fire. The 5-gallon water bottles can be refilled at Stater Brothers. Food may be brought to the theater during rehearsals, but please be mindful of sanitation of the building. Food is only allowed “during rehearsals” in either the kitchen area adjacent to the green room or the concessions area at the back of the auditorium. It is allowed nowhere else.
Ensure all cast and crew members fill out and sign a performance contract. All cast and crew younger than 18 years must submit a permission form signed by a parent or their legal guardian. Completed forms should be kept on hand through the run of your show. These forms are available on our website.
A list of your cast & crew with addresses (and email addresses) should be given to the Box Office, so that they may be added to the Appreciation Dinner guest list.
Oversee all set building/painting, and the moving/setting of light and sound equipment – ensuring that everyone involved is being safe.
Keep track of your show expenditures at all times. The budget submitted to and approved by the Board of Directors should not be exceeded. Continually liaison with the Treasurer (as needed) to ensure expenditures are taken care of in a timely manner. Know that Theatre 29 has an account with Barr Lumber, where we enjoy up to a 20% discount on materials. Names can be added to the Builder’s Supply account (when needed) to help keep your production costs down.
Ensure appropriate information is sent to the right people concerning posters, programs, publicity, signs, and photography. Instructions for all these can be found on our website.
Change the marquee in the parking lot at least two weeks prior to the opening of your show. Printing of the marquee banners can be arranged through “Valley Independent Printing” at email@example.com.
Adorn/dress the bulletin board in the lobby.
Even though the Director is responsible for everything until the show closes and the set is struck, this does not mean that you have to be present at every performance. Know that if you are not present at each performance, you must leave a responsible adult production team member in charge.
Ensure your responsible adult is made aware of his/her responsibilities and what is expected of them before leaving the show on its own.
The dates of performances for each show are scheduled in advance, and no performance may be changed or cancelled without Board approval. In order to avoid any scheduling conflicts, additional performances may only be scheduled if approved by the Board.
At least one week prior to opening night, you may coordinate with Cindy Daigneault for complimentary tickets to be given to your cast and crew. These are usually made available for certain performances during the run of each show. Work with the Box Office if there are any concerns involving complimentary tickets.
Be present on closing night to direct the striking of the set, props, costumes, and cleaning of the building.
Promptly return all items that need returning including scripts, scores, librettos, costumes, props, etc.
Reconcile all expenditures with the Treasurer within (10) business days. Invoice Cover Sheets are available on our website. Return your building key(s) to Gary Daigneault.
als held in a facility other than the theater will usually be “closed”, and the cast & crew should be informed prior to scheduling rehearsals out of the theater.
Ensure your responsible