Sun Prairie Civic Theatre
 
Production Crew Guidelines
 
 
AS THEY STAND AS OF 8-15-2015

 
 
 
 
 
 
 
 
 
 

Show  Producer
3

Technical Director
5

Director(s)
6

Stage Manager
10

Crews
 

Costumes
11

House
13

Lighting
14

Make up
15

Program
16

Properties
17

Set
18

Sound
 
19
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Hou
House

 
 

 

 
Sun Prairie Civic Theatre Production Crew Guidelines Table of Contents

class=Section3>Show Producer
 
General Responsibilities:
 

• is selected by the Artistic Director
• helps secure resources for the production, i.e. designates chairs for each crew
• with the artistic director and tech director, reaches out to and informs board production committee chairs on crew selection. Crew section decisions reside solely with the producer/artistic director
• assists all crews in coordinating efforts for productions
• monitors the production to ensure that current theatre policies are adhered to
• Reports to the SPCT Board during the run of the production
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by board
• communicates with SPCT’s publicity committee

 
Specific Responsibilities:
 

• develops a highly motivated and collaborative production team
• is responsible for providing the current SPCT participation form at auditions, collecting the forms after auditions and  submitting them  to the board production committee chair and  the database coordinator
• is responsible for filling and  maintaining all crew positions (see bullet 3 above)
• Obtains signed contracts from all musicians.
• monitors the safety and  liability of the production
• brings relevant or unresolved issues to the Board  of Directors
• is present at all auditions
• is responsible for collecting a refundable deposit, established by the Board  of Directors, for all musical scripts, vocal parts, orchestra parts, etc.
• keeps a record of each script and  the person assigned to this script
• collects all materials loaned to the production by the strike of the show. including director’s keys (remove)

• is responsible for returning all rented materials to the licensing agency
• holds regularly scheduled production meetings
• is responsible for all communication to cast, crew,  board production committee chairs and  board of directors as well as all production correspondence
• may adjust the line items budgeted amounts within each production’s budget, but does not exceed overall budget for the production
• seeks board approval for expenses above the original approved budget
• Ensures that performance space rules and rehearsal barn rules are presented to the cast in a timely manner and ensure rules are adhered to. These rules should be presented by the board production committee
  • Chair at the first meeting of cast and crew
• marks out the dimensions of the set on the floor of the rehearsal hall
• creates check lists to be used for move-in, strike, etc.
• Helps supervise striking of set
• assures final clean-up of venue  and  rehearsal barn  and  storage is completed after strike
• conducts a post-mortem following the final performance and  is responsible for inviting cast, crew,  and  board of directors
• arranges transportation of set and  equipment for load in and  strike
• Check paper products at the barn – make sure there is enough to get through the run of the production’s rehearsal schedule.
• Set expectation for tech crew that they are to be available tech week and the entire run of the show.
• In productions with large casts, assures there is a designated backstage manager.
• Review show etiquette with cast and crew (including headset etiquette).
• Ensure that house manager is added to production committee.
• may designate certain duties as necessary

Technical Director
 
General Responsibilities:
 

• provides technical coordination between the production’s directors and design staff
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by the Board

 
Specific Responsibilities:
 

• monitors the safety of all production elements
• attends rehearsals prior to tech week as requested by Show Producer & Artistic Director
• works out smooth and efficient plans to follow during set changes

Directors
 
 
Artistic Director
 
General Responsibilities:
 
▪    is responsible for the overall quality and management of the production
▪    adheres to the production’s budget established by the Board
.
 
Specific Responsibilities:
 

• is responsible for reviewing and  adhering to all SPCT by-laws, policies, and  guidelines
• assists with the selection of the production’s directors and  designers
• with the artistic director and tech director, reaches out to and informs board production committee chairs on crew selection. Crew selection decisions reside solely with the producer/artistic director
• cooperates with everyone and  takes the final responsibility for direction of show
• is responsible for reviewing, adhering to, and  communicating to the cast and crew, the rules and  requirements established by the performance’s licensing company

• selects audition dates and  creates audition postcard content, and submits content to the Show  Producer
• leads auditions, casts the production, and  promptly notifies all actors of casting decisions
• creates rehearsal schedule in coordination with the Show  Producer and other  directors
• responsible to the Sun Prairie Civic Theatre Board  of Directors
• considers the safety and  well-being of any persons involved in a production
• meets with the Show  Producer prior to auditions to assure that audition times rehearsal schedules, designs, etc. are established
• will not videotape or otherwise electronically record rehearsals or performances unless in compliance with the copyright laws

 
Vocal Director
 
 
General Responsibilities:
 

• is responsible for the vocal quality of the production.

 
Specific Responsibilities:
 

• attends auditions and  assists with casting the production

• coordinates with the Artisitic Director and  Choreographer to arrange a rehearsal schedule
• conducts vocal rehearsals
• assists the Artistic Director and  Choreographer with putting the entire show together

 
Choreographer
 
General Responsibilities:
 

• is responsible for the choreography of the production

 
Specific Responsibilities:
 

• attends auditions and  assists with casting the production
• Coordinates with the Artistic Director and Vocal Director to arrange a rehearsal schedule.
• designs all dance numbers (solo or chorus) with consideration for the
• Artistic Director’s over all concept
• Conducts all dance rehearsals for both individuals and chorus.
• assists the Artistic Director and  Vocal Director with putting the entire show together

 
 
 
Orchestra Director
 
 
General Responsibilities:
 

• responsible for the orchestra of the production

 
Specific Responsibilities:
 

• responsible for determining the necessity for specific instruments in the pit
• helps and  selects those who will play in the orchestra
• arranges rehearsal schedules for the Orchestra both  with and  without the cast
• directs the orchestra during actual productions
• Responsible for the care and storage of stands and stand lights.

 

 
Protocols
Auditions/Casting
 

• It is the intent of Sun Prairie Civic Theatre to encourage community members to audition.  To limit potential embarrassment, and to encourage a feeling of equity, anyone auditioning must be given equal opportunity to read, sing, and dance. This is true even if the Director(s) have mentally eliminated a person from contention.

 

• Director(s) will notify all who auditioned of casting results both positive and negative in a timely manner.

 

• Casting decisions will not be made known until after auditions (and call backs) are finished and all directors are notified of final casting.

 

• All auditions will be open.

 

• The Director, at his/her discretion, may arrange special auditions at the Civic Theatre Rehearsal Barn for anyone who cannot attend regular auditions.  A Sun Prairie Civic Theatre board member should be present at any special auditions.

 

• A Sun Prairie Civic Theatre board member shall be present at all auditions to advise and provide input.

 

• Should a director, musical director(s), or choreographer(s) desire to be considered for casting in a show, approval is needed from the board of directors prior to auditions. An announcement indicating this possibility should be made at each audition session for the show. Casting of the director, musical director(s), or choreographer(s) should be done only in extreme circumstances. Directors, musical director(s), or choreographer(s) may be cast in a cameo role without board approval.

 

• The first Monday night of rehearsals in the performance space will be a technical rehearsal for technical crews.  A full cast rehearsal should not be planned until the Tuesday night of opening week.   Exceptions may be made in consultation with the Show  Producer and  Director, the Vocal Director, Choreographer, Technical Director, and  Stage Manager.

 
 
Compensation for Musicians
 
 

• The maximum compensation for the rehearsal/production pianist shall be limited to $750 total for any single production. The per diem pay will be $15.00 for rehearsals when the pianist is required to be in attendance, and $20.00 per diem for each show performance.  The performance/rehearsal pianist may be the same person, however, total compensation is limited to no more than $750.00. Each rehearsal/performance pianist shall supply Sun Prairie Civic Theatre with his or her name, address and tax ID number for reporting compensation as an independent contractor to the Internal Revenue Service.

 

• Musicians for an orchestra or combo will be paid at a rate of $15.00 per rehearsal and $20.00 per performance.  The total compensation shall not exceed $175.00 per musician.  Each musician will sign a contract for their services as an independent contractor and be responsible for reporting all income to the IRS.  Musicians will further be given the option of returning their stipend to SPCT in exchange for a tax-deductible receipt for their services.  The annual budget will determine the number of musicians needed for each production.

Stage Manager
 
General Responsibilities:
 

• provides practical and  organizational support to the Director, Designers, Technical Director, Stage Crew, and  Technicians throughout the production process
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by board

 
 
 
Specific Responsibilities:
 

• calls cues during the production
• runs technical rehearsals.
• attends rehearsals as required by the director
• communicates the director’s wishes and/or changes during the rehearsal process to other  crews
• coordinates the work of the crews
• is responsible for overseeing the entire show each time it is performed.
• makes sure rehearsal props and  furnishings are available

• creates a “prompt book”   which includes all blocking, and  light, sound, and  set changes cues and  other  important production notes
• works to assure a cohesive production
• establishes a contact with the custodial staff at each performance, so they can  be contacted as needed
• Helps supervise striking of set

Costumes
 
 
SPCT Costume Shop Manager
General Responsibilities:
 
▪    builds a comprehensive costume wardrobe as a permanent collection
▪    recruits new volunteers as well as veterans to the work in the shop
▪    adheres to the budget established by board
 
 
 
Specific Responsibilities:
 

• maintains an inventory of all costumes on hand
• keeps costumes in neat condition, properly stored
• reports to the Board of Directors at least once a year
• lends costume items, not needed for current productions, for a donation
• keeps a record of all items lent out and money collected
• is responsible for the repair and maintenance of sewing equipment.  If personal sewing machines, sergers are used SPCT will pay 80% of the yearly or bi-yearly repair or general maintenance of the equipment.
• if laundry/maintenance is required of costumes lent out a cleaning fee will be charged to the group  borrowing.
• Certain high cost items may require a deposit at the time of the loan.  This deposit will be equal to the replacement value of the item when borrowed from the SPCT Costume Shoppe.

 
 
Show Costumer
 
General responsibilities
 

• is responsible for costuming the production
• recruits new volunteers as well as veterans in costuming
• adhere to the budget established by board

 
Specific Responsibility
 

• costumes the production.
• determines costume requirements for any production - this should be done prior to the start of rehearsals or sooner.
• constructs as many of the costumes as possible.  Where making some items is impossible or impractical, they can be borrowed, rented or purchased.

•  costumes for a production should be ready  for use at rehearsals as determined in consultation with the Artistic Director

• takes and  records all necessary measurements as soon as possible following casting
• sees that all rented costumes are properly packaged and  returned to the owner
• returns to the shop all costumes made for the production or used from the permanent collection
• sees that mirrors are available to the cast for the show.
• sees that dressing rooms are cleaned each night when  costumes are required.
• maintains costumes during production and  rehearsals.
• empties and  cleans all travel wardrobes after the strike of each production.
• coordinates with transportation to see that all necessary wardrobe equipment and  supplies are moved to the performance venue

House
 
General Responsibilities:
 

• provides ticket takers and ushers for all performances of each production of the season
• find a substitute, if necessary, to assume the duties of the House Chair
• recruits new volunteers as well as veteran crew members
• recruits ushers for each production
• adheres to the budget established by board

 
Specific Responsibilities:

• takes tickets
• coordinates closely with the Ticket Chair to get an anticipated attendance for each performance
• records and  maintains actual attendance.
• should be familiar with the tickets and  seating arrangements of the facility
• should be on hand  at least 45 minutes before curtain time
• instructs ushers on the procedures for ushering
• provides each usher and  ticket taker  with an appropriate nametag.
• ensures programs are on hand  from the Program Chair.
• is responsible for the purchase and  maintenance of a few flashlights for assisting late arriving audience
• provides signage for bathrooms, etc,  and  post prior to opening the house.

• coordinates with the Stage Manager for the opening of the house to audience members, and  for timing the beginning of the show
• provides soda in disposable cups during intermission.  A donation basket will be provided for patrons to donate for the soda.  Ushers should be assigned to this function before the performance begins so they are ready to serve as soon as intermission commences.  After each intermission sees that the lobby is straightened and cleared of empty cups etc.
• promptly turns over all money  to an treasurer for deposit
• verifies that the auditorium is clear and  presentable prior to and  after each performance
• dresses in a clean and  professional manner
• provides for wheelchair placement in coordination with the Ticket Chair

 
 
 
 
1. General Responsibilities:
a. Adhere to the budget established by board.
b. Attend production meetings as directed.
c. Recruits new as well as veteran volunteers for each production.
i. Maintain a group e-mail list of all people that usher.
ii. Create schedule.
iii. Send list of ushers to the program chair for inclusion in the program.
d. Find a substitute, if necessary, to assume the duties of the House Manager.
e. Responsible for the purchase and maintenance of a few flashlights for assisting late arriving audience.
f. Ensure the First Aid kit is available.
g. Dress in a clean and professional manner
 
2. Specific Responsibilities:
a. House Managers will arrive at least 1 hour before curtain.
i. Volunteers should arrive 45 minutes before curtain.
b. Co-ordinate closely with the Ticket Chair to get an anticipated attendance for each performance.
i. Provide for wheelchair placement in coordination with the Ticket Chair.
c. Ensure soda and ice will be at each performance.
i. Provide soda in disposable cups during intermission.
ii. A donation basket will be provided for patrons to donate for the soda.
iii. Ushers should be assigned to this function before the performance begins.
iv. After each intermission see that the lobby is straightened and cleared of empty cups etc.
v. Promptly turn over all money to a treasurer for deposit.
d. Co-ordinate with the Stage Manager for the opening of the house to audience members, and for timing the beginning of the show and the length of 1st act and total length of the show.
e. Be sure programs are on hand from the Program Chair.
f. Provide signage for bathrooms, etc, and post prior to opening the house.
g. Verify that the auditorium is clear and presentable prior to and after each performance.
h. Provide each usher and ticket taker with an appropriate nametag.
i. Should be familiar with the tickets and seating arrangements of the facility.

Lighting
 
General Responsibilities:
 

• sets and  operates all lighting effects required for each productions
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by board

 
 
 
Specific Responsibilities:
 

• maintains an inventory of all lighting equipment and  supplies on hand  and maintained
• labels equipment and  supplies with SPCT
• sees that all necessary lighting equipment and  supplies are moved to the performance venue  when  required and  returned after the strike of each production
• prepares a lighting design
• sets the lights for each production following the lighting design
• operates the lights under  the direction of the Stage Manager
• operates the lighting board and  any required effects for each production
• all individuals operating electrical equipment should be aware of basic electrical safety, fire alarms, and  electrical fire extinguishers and  their operations
• obtains approval from the Board  prior to the purchase of any new equipment

Make Up
 
General Responsibilities:
 

• furnishes make  up designs for each production or finds someone to complete the design
• provides for workers at each performance before, during and  after each show
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by Board

 
Specific Responsibilities:
 

• maintains an inventory of supplies on hand  in the barn,  and  keeps these in neat, usable condition, properly stored between productions
• coordinates with transportation to see that all necessary make  up equipment and  supplies are moved to the performance venue  when required, and  returned to the rehearsal barn  after the strike of each production

• Each  cast member will supply their own makeup in coordination with the Director and  Make Up Chair.  Any unusual make up needs may be supplied by SPCT
• establishes make  up calls with the cast and  under  the direction of the Stage Manager
• provides for proper application and  removal of make  up for each show
• Budget amounts allocated to this activity are to be used if needed only for supply items for a particular show.  Procurement of these items is the responsibility of the chair.

Program
 
General Responsibilities:
 

• Assembles all data and  designs layout of the programs for Sun Prairie Civic Theatre productions within the scope established by SPCT by-laws, SPCT Board  of Directors, and  National/International Copyright Laws
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by Board

 
Specific Responsibilities:
 

• produces a program for each Sun Prairie Civic Theatre production
• prepares a preliminary draft and  general layout for each program in conjunction with the Show  Producer and  Artistic Director
• The program must include:

 
❖ The name of Sun Prairie Civic Theatre and its logo on the front cover
❖ Artwork for the show as approved by the Board of Directors
❖ All legal notices as required by National/International Copyright
Laws
❖ All legal notices as required by Licensing Agencies
❖ Special notices for each production regarding the use of strobe lighting, gunshots, explosions, fog, use of aisles by actors, etc.
❖ A listing of all patrons and saints should be included on the back cover

• obtains from committee chairpersons/directors necessary information for listing in the program
• submits final program proof to the Artistic Director and  Show  Producer for approval before sending to printer

• assures the programs arrive prior to the opening night of each production orders sufficient quantities of programs for expected attendance

Props
 
General Responsibilities:
 

• provides required properties for all productions, a props crew to function backstage during each production, and continues to build a comprehensive furniture and  properties collection
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by Board

 
 
 
Specific Responsibilities:
 

• forms a committee to assist in collecting, borrowing, making, refinishing, etc.  all props needed for productions
• coordinates with the Artistic Director, Show  Producer, Technical Director, and  Set Designer to determine required props

• obtains props via donations, borrowing or creating them.   If no other source is available, props may be rented or purchased according to the production’s budget
• Obtains Board approval before renting a prop with a replacement value of more  than  $500.
• Makes props available according to a schedule developed in conjunction with the Artistic Director
• returns all rented or borrowed props promptly following strike
• returns all props from SPCT’s permanent collection to their storage location
• informs owners of borrowed or rented props that the objects will receive heavy  use during the production
• sees that all necessary equipment and  supplies are moved to the performance venue  when  required and  returned at the completion of strike for each production

 
Set
 
General Responsibilities:
 

• operates the Sun Prairie Civic Theatre workshop to construct, transport, erect, maintain and repair all sets for the all productions
• recruits new volunteers as well as veteran crew members
• recruits a scenic artist to work with set designer
• adheres to the budget established by Board

 
Specific Responsibilities:
 

• maintains flats, door  frames, platforms, etc
• coordinates with the Artistic Designer, Show  Producer, Technical Director, and  Set Designer to determine the set requirements for each production
• makes purchases using the Set Construction Budget
• seeks approval from the Board  for purchases of capital items, such as stage curtains, scrims, drops, etc.
• establishes a definite schedule for completion of each step in set construction

• ensures proper tools, paint, paint brushes, etc.  are available
• arranges personnel to move  the set to the performance venue  at the scheduled times.
• coordinates on each production with all other  production committees to assure smooth functioning of all dress rehearsals and  performances
• directs the strike of the set after the final performance of each production using the stage crew,  cast, and  all other  volunteers
• stores scenery properly
• ensures the workshop is kept  neat, orderly, and  ready  for work on succeeding productions

 
 
 
 
Guidelines for striking a show:  Set de-construction
 

• Select a person who will be responsible for following these guidelines.
• The Producer of the show is ultimately responsible to ensure that these processes and procedures are followed and will work in conjunctions with the person noted above.
• After show has closed and house is closed, begin set  tear-down
• As much as possible, take all of the set apart as far as possible and load onto vehicle for transportation back to the SPCT barn or garage.
• While taking apart set, try and keep like materials together as this will make the organization tasks easier once back at the barn.
• Scraps of lumber (2x4 or 2x6) shorter than 18”probably can be thrown away as scrap but check with the person in charge of the strike for final determination.

 
Striking of component pieces (WHILE AT THE PERFORMANCE SPACE)

• Platforms: 
  • Remove all masking used to hide legs or other
  • Remove all legs and/or castors (And save)
  • Save bolts that are used to mount castors for reuse (And save castors!  J)
  • Remove and save any hinges or support pieces not part of the ‘native’ platform frame.
  • Do NOT remove the decking of the platform. (3/4” plywood)
  • When ready to move back to the barn, the unit should be a plain 4x8 or 4x4 or other platform size
• Flats or other large masking pieces:
  • Remove as much of the masking seam tape as possible
  • Remove all hinges (And save)
  • Remove any ‘build-out pieces’ that were required for the show
  • Handle with care
• Doors:
  • Leave the door in the basic frame but,
  • Remove all build up around the door frame into component lumber (2x4’s)
  • Take door knobs off the door and return to the garage ASSEMBLED
  • Place a single long holding screw in from the side at about the door knob height for transportation.  (Also helps the door survive storage)
  • Leave the door hinged to the basic frame that is built around the unit.
  • Once back to the garage, the only thing that should be stored is a stripped down door base unit without any other show specific framing
• Stairs:
  • Remove all legs that were used to support the stair unit.
  • If appropriate, remove the railing and newel post(s) as take back to the barn
  • Remove any hinges, screws or other items that are not part of the native ‘raw’ stair unit

 
 
 
Striking of component pieces (BACK AT THE BARN / GARAGE)
The Producer or stage manager (Or Board member) should be back at the barn to supervise the unloading of all material and ensure that items are being stored in their proper locations.

• Platforms:
  • Take platforms back to lower level of the SPCT Barn and arrange the storage into a snug / tight fitting arrangement.
  • Try to keep like sized units together
  • All hardware should be off these unit at this time (Before storing)
  • Ask a board member if you should place a SMALL number of platforms up ON the rehearsal floor in the corner for the NEXT show.
• Flats or other large masking pieces:
  • These are stored in the garage against the back wall (By size)
  • Store similar sized flats with each other! (Note size marking on the tall support beams: either 6 or 8 or 10 foot increments)
  • Do not store Doors in with wall flats
• Doors:
  • Also stored in the garage.  Usually along the far right wall but verify with person in charge for precise location.
  • Should only be a door in a basic frame with No door knobs or other support structures (legs) unless otherwise approved.
• Stairs:
  • Store at the far end of the barn – Directly under the ‘tomb’. 
  • As much as possible, inter-stack the stairs so they take up less room
  • Keep safety in mind when stacking – We are NOT trying to create a “Jenga” structure.  Please be mindful that the stack does not become unsafe.
• Lumber – Lauan (Thin masking panels) and other loose material:
  • All lumber should be nail, screw and hinge free!  (This is a safety issue!)
  • There are slots for lumber to be stored against the back far left wall
  • Please try and follow the rough sizing categories. (Eyeball is good)
  • Shorter pieces (under 3-4 feet) can go in the short lumber stack.  We REALLY do use this a lot for other shows.
• The garage workshop (In general)
  • Nothing should be left on the 2 big work tables.  Just about everything has a place.  On the table is not acceptable unless it will be addressed by the Producer and/or set builder within the next week.
  • The goal is to leave the space in good shape for the NEXT building crew that will be coming in to build and create.
  • The Producer of the show should be asked to visually review the barn, lower storage area(s) and the garage for proper storage practices.
  • Tools should ALL be returned to the garage and put on the workbench just inside and to the left of the door.
  • If something gets broken, notify the producer so it can be addressed or replaced.
  • Screws can be reused if in good shape.  (Sorted out by size and type where possible

 
Created 1-24-2015: BCG

Sound
 
General Responsibilities:
 

• furnishes, sets, and  operates all sound effects required for each productions
• Provides pre-show, intermission, and post-show music for each production.
• recruits new volunteers as well as veteran crew members
• adheres to the budget established by Board

 
Specific Responsibilities:
 

• ensures that all necessary sound equipment and  supplies are moved to the performance venue  and  returned after strike
• operates the sound system and  effects under  the direction of the Stage Manager

• All individuals operating electrical equipment should be aware of basic electrical safety, fire alarms, and location of electrical fire extinguishers and their use. The Sound Chair will ensure that proper and adequate fire protection is readily available for the sound crews.
• ensures that show budget amounts allocated to this activity are to be used if needed only for small supply type items and  not repair
• Should needed sound equipment be not available at the performance venue, specific prior approval of the Board of Directors must be obtained before the purchase of capital equipment.

 

 






































l
Sun Prairie Civic Theatre
 
Production Crew Guidelines
 
 
AS THEY STAND AS OF 8-15-2015

 




















Show  Producer
3

Technical Director
5

Director(s)
6

Stage Manager
10

Crews
 

Costumes
11

House
13

Lighting
14

Make up
15

Program
16

Properties
17

Set
18

Sound
 
19
 
 
 
 
 
 
 
 
 
 
 
 
 
 


House

 
 
 

 
Sun Prairie Civic Theatre Production Crew Guidelines Table of Contents


class=Section3>Show Producer
 
General Responsibilities:
 
·      is selected by the Artistic Director
·      helps secure resources for the production, i.e. designates chairs for each crew
·      with the artistic director and tech director, reaches out to and informs board production committee chairs on crew selection. Crew section decisions reside solely with the producer/artistic director
·      assists all crews in coordinating efforts for productions
·      monitors the production to ensure that current theatre policies are adhered to
·      Reports to the SPCT Board during the run of the production
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by board
·      communicates with SPCT’s publicity committee
 
Specific Responsibilities:
 
·      develops a highly motivated and collaborative production team
·      is responsible for providing the current SPCT participation form at auditions, collecting the forms after auditions and  submitting them  to the board production committee chair and  the database coordinator
·      is responsible for filling and  maintaining all crew positions (see bullet 3 above)
·      Obtains signed contracts from all musicians.
·      monitors the safety and  liability of the production
·      brings relevant or unresolved issues to the Board  of Directors
·      is present at all auditions
·      is responsible for collecting a refundable deposit, established by the Board  of Directors, for all musical scripts, vocal parts, orchestra parts, etc.
·      keeps a record of each script and  the person assigned to this script
·      collects all materials loaned to the production by the strike of the show. including director’s keys (remove)
·      is responsible for returning all rented materials to the licensing agency
·      holds regularly scheduled production meetings
·      is responsible for all communication to cast, crew,  board production committee chairs and  board of directors as well as all production correspondence
·      may adjust the line items budgeted amounts within each production’s budget, but does not exceed overall budget for the production
·      seeks board approval for expenses above the original approved budget
·      Ensures that performance space rules and rehearsal barn rules are presented to the cast in a timely manner and ensure rules are adhered to. These rules should be presented by the board production committee
o   Chair at the first meeting of cast and crew
·      marks out the dimensions of the set on the floor of the rehearsal hall
·      creates check lists to be used for move-in, strike, etc.
·      Helps supervise striking of set
·      assures final clean-up of venue  and  rehearsal barn  and  storage is completed after strike
·      conducts a post-mortem following the final performance and  is responsible for inviting cast, crew,  and  board of directors
·      arranges transportation of set and  equipment for load in and  strike
·      Check paper products at the barn – make sure there is enough to get through the run of the production’s rehearsal schedule.
·      Set expectation for tech crew that they are to be available tech week and the entire run of the show.
·      In productions with large casts, assures there is a designated backstage manager.
·      Review show etiquette with cast and crew (including headset etiquette).
·      Ensure that house manager is added to production committee.
·      may designate certain duties as necessary

Technical Director
 
General Responsibilities:
 
·      provides technical coordination between the production’s directors and design staff
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by the Board
 
Specific Responsibilities:
 
·      monitors the safety of all production elements
·      attends rehearsals prior to tech week as requested by Show Producer & Artistic Director
·      works out smooth and efficient plans to follow during set changes

Directors
 


Artistic Director
 
General Responsibilities:
 
▪    is responsible for the overall quality and management of the production
▪    adheres to the production’s budget established by the Board
.
 
Specific Responsibilities:
 
·      is responsible for reviewing and  adhering to all SPCT by-laws, policies, and  guidelines
·      assists with the selection of the production’s directors and  designers
·      with the artistic director and tech director, reaches out to and informs board production committee chairs on crew selection. Crew selection decisions reside solely with the producer/artistic director
·      cooperates with everyone and  takes the final responsibility for direction of show
·      is responsible for reviewing, adhering to, and  communicating to the cast and crew, the rules and  requirements established by the performance’s licensing company
·      selects audition dates and  creates audition postcard content, and submits content to the Show  Producer
·      leads auditions, casts the production, and  promptly notifies all actors of casting decisions
·      creates rehearsal schedule in coordination with the Show  Producer and other  directors
·      responsible to the Sun Prairie Civic Theatre Board  of Directors
·      considers the safety and  well-being of any persons involved in a production
·      meets with the Show  Producer prior to auditions to assure that audition times rehearsal schedules, designs, etc. are established
·      will not videotape or otherwise electronically record rehearsals or performances unless in compliance with the copyright laws
 
Vocal Director
 


General Responsibilities:
 
·      is responsible for the vocal quality of the production.
 
Specific Responsibilities:
 
·      attends auditions and  assists with casting the production

·      coordinates with the Artisitic Director and  Choreographer to arrange a rehearsal schedule
·      conducts vocal rehearsals
·      assists the Artistic Director and  Choreographer with putting the entire show together
 
Choreographer
 
General Responsibilities:
 
·      is responsible for the choreography of the production
 
Specific Responsibilities:
 
·      attends auditions and  assists with casting the production
·      Coordinates with the Artistic Director and Vocal Director to arrange a rehearsal schedule.
·      designs all dance numbers (solo or chorus) with consideration for the
·      Artistic Director’s over all concept
·      Conducts all dance rehearsals for both individuals and chorus.
·      assists the Artistic Director and  Vocal Director with putting the entire show together
 




Orchestra Director
 


General Responsibilities:
 
·      responsible for the orchestra of the production
 
Specific Responsibilities:
 
·      responsible for determining the necessity for specific instruments in the pit
·      helps and  selects those who will play in the orchestra
·      arranges rehearsal schedules for the Orchestra both  with and  without the cast
·      directs the orchestra during actual productions
·      Responsible for the care and storage of stands and stand lights.
 

 
Protocols
Auditions/Casting
 
·      It is the intent of Sun Prairie Civic Theatre to encourage community members to audition.  To limit potential embarrassment, and to encourage a feeling of equity, anyone auditioning must be given equal opportunity to read, sing, and dance. This is true even if the Director(s) have mentally eliminated a person from contention.
 
·      Director(s) will notify all who auditioned of casting results both positive and negative in a timely manner.
 
·      Casting decisions will not be made known until after auditions (and call backs) are finished and all directors are notified of final casting.
 
·      All auditions will be open.
 
·      The Director, at his/her discretion, may arrange special auditions at the Civic Theatre Rehearsal Barn for anyone who cannot attend regular auditions.  A Sun Prairie Civic Theatre board member should be present at any special auditions.
 
·      A Sun Prairie Civic Theatre board member shall be present at all auditions to advise and provide input.
 
·       Should a director, musical director(s), or choreographer(s) desire to be considered for casting in a show, approval is needed from the board of directors prior to auditions. An announcement indicating this possibility should be made at each audition session for the show. Casting of the director, musical director(s), or choreographer(s) should be done only in extreme circumstances. Directors, musical director(s), or choreographer(s) may be cast in a cameo role without board approval.
 
·      The first Monday night of rehearsals in the performance space will be a technical rehearsal for technical crews.  A full cast rehearsal should not be planned until the Tuesday night of opening week.   Exceptions may be made in consultation with the Show  Producer and  Director, the Vocal Director, Choreographer, Technical Director, and  Stage Manager.
 
 
Compensation for Musicians
 


·      The maximum compensation for the rehearsal/production pianist shall be limited to $750 total for any single production. The per diem pay will be $15.00 for rehearsals when the pianist is required to be in attendance, and $20.00 per diem for each show performance.  The performance/rehearsal pianist may be the same person, however, total compensation is limited to no more than $750.00. Each rehearsal/performance pianist shall supply Sun Prairie Civic Theatre with his or her name, address and tax ID number for reporting compensation as an independent contractor to the Internal Revenue Service.
 
·      Musicians for an orchestra or combo will be paid at a rate of $15.00 per rehearsal and $20.00 per performance.  The total compensation shall not exceed $175.00 per musician.  Each musician will sign a contract for their services as an independent contractor and be responsible for reporting all income to the IRS.  Musicians will further be given the option of returning their stipend to SPCT in exchange for a tax-deductible receipt for their services.  The annual budget will determine the number of musicians needed for each production.

Stage Manager
 
General Responsibilities:
 
·      provides practical and  organizational support to the Director, Designers, Technical Director, Stage Crew, and  Technicians throughout the production process
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by board
 




Specific Responsibilities:
 
·      calls cues during the production
·      runs technical rehearsals.
·      attends rehearsals as required by the director
·      communicates the director’s wishes and/or changes during the rehearsal process to other  crews
·      coordinates the work of the crews
·      is responsible for overseeing the entire show each time it is performed.
·      makes sure rehearsal props and  furnishings are available
·      creates a “prompt book”   which includes all blocking, and  light, sound, and  set changes cues and  other  important production notes
·      works to assure a cohesive production
·      establishes a contact with the custodial staff at each performance, so they can  be contacted as needed
·      Helps supervise striking of set

Costumes
 


SPCT Costume Shop Manager
General Responsibilities:
 
▪    builds a comprehensive costume wardrobe as a permanent collection
▪    recruits new volunteers as well as veterans to the work in the shop
▪    adheres to the budget established by board
 




Specific Responsibilities:
 
·      maintains an inventory of all costumes on hand
·      keeps costumes in neat condition, properly stored
·      reports to the Board of Directors at least once a year
·      lends costume items, not needed for current productions, for a donation
·      keeps a record of all items lent out and money collected
·      is responsible for the repair and maintenance of sewing equipment.  If personal sewing machines, sergers are used SPCT will pay 80% of the yearly or bi-yearly repair or general maintenance of the equipment.
·      if laundry/maintenance is required of costumes lent out a cleaning fee will be charged to the group  borrowing.
·      Certain high cost items may require a deposit at the time of the loan.  This deposit will be equal to the replacement value of the item when borrowed from the SPCT Costume Shoppe.
 
 
Show Costumer
 
General responsibilities
 
·      is responsible for costuming the production
·      recruits new volunteers as well as veterans in costuming
·      adhere to the budget established by board
 
Specific Responsibility
 
·      costumes the production.
·      determines costume requirements for any production - this should be done prior to the start of rehearsals or sooner.
·      constructs as many of the costumes as possible.  Where making some items is impossible or impractical, they can be borrowed, rented or purchased.
·       costumes for a production should be ready  for use at rehearsals as determined in consultation with the Artistic Director

·      takes and  records all necessary measurements as soon as possible following casting
·      sees that all rented costumes are properly packaged and  returned to the owner
·      returns to the shop all costumes made for the production or used from the permanent collection
·      sees that mirrors are available to the cast for the show.
·      sees that dressing rooms are cleaned each night when  costumes are required.
·      maintains costumes during production and  rehearsals.
·      empties and  cleans all travel wardrobes after the strike of each production.
·      coordinates with transportation to see that all necessary wardrobe equipment and  supplies are moved to the performance venue

House
 
General Responsibilities:
 
·      provides ticket takers and ushers for all performances of each production of the season
·      find a substitute, if necessary, to assume the duties of the House Chair
·      recruits new volunteers as well as veteran crew members
·      recruits ushers for each production
·      adheres to the budget established by board
 
Specific Responsibilities:
·      takes tickets
·      coordinates closely with the Ticket Chair to get an anticipated attendance for each performance
·      records and  maintains actual attendance.
·      should be familiar with the tickets and  seating arrangements of the facility
·      should be on hand  at least 45 minutes before curtain time
·      instructs ushers on the procedures for ushering
·      provides each usher and  ticket taker  with an appropriate nametag.
·      ensures programs are on hand  from the Program Chair.
·      is responsible for the purchase and  maintenance of a few flashlights for assisting late arriving audience
·      provides signage for bathrooms, etc,  and  post prior to opening the house.
·      coordinates with the Stage Manager for the opening of the house to audience members, and  for timing the beginning of the show
·      provides soda in disposable cups during intermission.  A donation basket will be provided for patrons to donate for the soda.  Ushers should be assigned to this function before the performance begins so they are ready to serve as soon as intermission commences.  After each intermission sees that the lobby is straightened and cleared of empty cups etc.
·      promptly turns over all money  to an treasurer for deposit
·      verifies that the auditorium is clear and  presentable prior to and  after each performance
·      dresses in a clean and  professional manner
·      provides for wheelchair placement in coordination with the Ticket Chair
 
 


 
1. General Responsibilities:
a. Adhere to the budget established by board.
b. Attend production meetings as directed.
c. Recruits new as well as veteran volunteers for each production.
i. Maintain a group e-mail list of all people that usher.
ii. Create schedule.
iii. Send list of ushers to the program chair for inclusion in the program.
d. Find a substitute, if necessary, to assume the duties of the House Manager.
e. Responsible for the purchase and maintenance of a few flashlights for assisting late arriving audience.
f. Ensure the First Aid kit is available.
g. Dress in a clean and professional manner
 
2. Specific Responsibilities:
a. House Managers will arrive at least 1 hour before curtain.
i. Volunteers should arrive 45 minutes before curtain.
b. Co-ordinate closely with the Ticket Chair to get an anticipated attendance for each performance.
i. Provide for wheelchair placement in coordination with the Ticket Chair.
c. Ensure soda and ice will be at each performance.
i. Provide soda in disposable cups during intermission.
ii. A donation basket will be provided for patrons to donate for the soda.
iii. Ushers should be assigned to this function before the performance begins.
iv. After each intermission see that the lobby is straightened and cleared of empty cups etc.
v. Promptly turn over all money to a treasurer for deposit.
d. Co-ordinate with the Stage Manager for the opening of the house to audience members, and for timing the beginning of the show and the length of 1st act and total length of the show.
e. Be sure programs are on hand from the Program Chair.
f. Provide signage for bathrooms, etc, and post prior to opening the house.
g. Verify that the auditorium is clear and presentable prior to and after each performance.
h. Provide each usher and ticket taker with an appropriate nametag.
i. Should be familiar with the tickets and seating arrangements of the facility.

Lighting
 
General Responsibilities:
 
·      sets and  operates all lighting effects required for each productions
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by board
 




Specific Responsibilities:
 
·      maintains an inventory of all lighting equipment and  supplies on hand  and maintained
·      labels equipment and  supplies with SPCT
·      sees that all necessary lighting equipment and  supplies are moved to the performance venue  when  required and  returned after the strike of each production
·      prepares a lighting design
·      sets the lights for each production following the lighting design
·      operates the lights under  the direction of the Stage Manager
·      operates the lighting board and  any required effects for each production
·      all individuals operating electrical equipment should be aware of basic electrical safety, fire alarms, and  electrical fire extinguishers and  their operations
·      obtains approval from the Board  prior to the purchase of any new equipment

Make Up
 
General Responsibilities:
 
·      furnishes make  up designs for each production or finds someone to complete the design
·      provides for workers at each performance before, during and  after each show
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by Board
 
Specific Responsibilities:
 
·      maintains an inventory of supplies on hand  in the barn,  and  keeps these in neat, usable condition, properly stored between productions
·      coordinates with transportation to see that all necessary make  up equipment and  supplies are moved to the performance venue  when required, and  returned to the rehearsal barn  after the strike of each production
·      Each  cast member will supply their own makeup in coordination with the Director and  Make Up Chair.  Any unusual make up needs may be supplied by SPCT
·      establishes make  up calls with the cast and  under  the direction of the Stage Manager
·      provides for proper application and  removal of make  up for each show
·      Budget amounts allocated to this activity are to be used if needed only for supply items for a particular show.  Procurement of these items is the responsibility of the chair.

Program
 
General Responsibilities:
 
·      Assembles all data and  designs layout of the programs for Sun Prairie Civic Theatre productions within the scope established by SPCT by-laws, SPCT Board  of Directors, and  National/International Copyright Laws
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by Board
 
Specific Responsibilities:
 
·      produces a program for each Sun Prairie Civic Theatre production
·      prepares a preliminary draft and  general layout for each program in conjunction with the Show  Producer and  Artistic Director
·      The program must include:
 
❖ The name of Sun Prairie Civic Theatre and its logo on the front cover
❖ Artwork for the show as approved by the Board of Directors
❖ All legal notices as required by National/International Copyright
Laws
❖ All legal notices as required by Licensing Agencies
❖ Special notices for each production regarding the use of strobe lighting, gunshots, explosions, fog, use of aisles by actors, etc.
❖ A listing of all patrons and saints should be included on the back cover
·      obtains from committee chairpersons/directors necessary information for listing in the program
·      submits final program proof to the Artistic Director and  Show  Producer for approval before sending to printer
·      assures the programs arrive prior to the opening night of each production orders sufficient quantities of programs for expected attendance

Props
 
General Responsibilities:
 
·      provides required properties for all productions, a props crew to function backstage during each production, and continues to build a comprehensive furniture and  properties collection
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by Board
 




Specific Responsibilities:
 
·      forms a committee to assist in collecting, borrowing, making, refinishing, etc.  all props needed for productions
·      coordinates with the Artistic Director, Show  Producer, Technical Director, and  Set Designer to determine required props
·      obtains props via donations, borrowing or creating them.   If no other source is available, props may be rented or purchased according to the production’s budget
·      Obtains Board approval before renting a prop with a replacement value of more  than  $500.
·      Makes props available according to a schedule developed in conjunction with the Artistic Director
·      returns all rented or borrowed props promptly following strike
·      returns all props from SPCT’s permanent collection to their storage location
·      informs owners of borrowed or rented props that the objects will receive heavy  use during the production
·      sees that all necessary equipment and  supplies are moved to the performance venue  when  required and  returned at the completion of strike for each production

 
Set
 
General Responsibilities:
 
·      operates the Sun Prairie Civic Theatre workshop to construct, transport, erect, maintain and repair all sets for the all productions
·      recruits new volunteers as well as veteran crew members
·      recruits a scenic artist to work with set designer
·      adheres to the budget established by Board
 
Specific Responsibilities:
 
·      maintains flats, door  frames, platforms, etc
·      coordinates with the Artistic Designer, Show  Producer, Technical Director, and  Set Designer to determine the set requirements for each production
·      makes purchases using the Set Construction Budget
·      seeks approval from the Board  for purchases of capital items, such as stage curtains, scrims, drops, etc.
·      establishes a definite schedule for completion of each step in set construction
·      ensures proper tools, paint, paint brushes, etc.  are available
·      arranges personnel to move  the set to the performance venue  at the scheduled times.
·      coordinates on each production with all other  production committees to assure smooth functioning of all dress rehearsals and  performances
·      directs the strike of the set after the final performance of each production using the stage crew,  cast, and  all other  volunteers
·      stores scenery properly
·      ensures the workshop is kept  neat, orderly, and  ready  for work on succeeding productions
 
 
 
 
Guidelines for striking a show:  Set de-construction
 
·      Select a person who will be responsible for following these guidelines.
·      The Producer of the show is ultimately responsible to ensure that these processes and procedures are followed and will work in conjunctions with the person noted above.
·      After show has closed and house is closed, begin set  tear-down
·      As much as possible, take all of the set apart as far as possible and load onto vehicle for transportation back to the SPCT barn or garage.
·      While taking apart set, try and keep like materials together as this will make the organization tasks easier once back at the barn.
·      Scraps of lumber (2x4 or 2x6) shorter than 18”probably can be thrown away as scrap but check with the person in charge of the strike for final determination.
 
Striking of component pieces (WHILE AT THE PERFORMANCE SPACE)
·      Platforms: 
o   Remove all masking used to hide legs or other
o   Remove all legs and/or castors (And save)
o   Save bolts that are used to mount castors for reuse (And save castors!  J)
o   Remove and save any hinges or support pieces not part of the ‘native’ platform frame.
o   Do NOT remove the decking of the platform. (3/4” plywood)
o   When ready to move back to the barn, the unit should be a plain 4x8 or 4x4 or other platform size
·      Flats or other large masking pieces:
o   Remove as much of the masking seam tape as possible
o   Remove all hinges (And save)
o   Remove any ‘build-out pieces’ that were required for the show
o   Handle with care
·      Doors:
o   Leave the door in the basic frame but,
o   Remove all build up around the door frame into component lumber (2x4’s)
o   Take door knobs off the door and return to the garage ASSEMBLED
o   Place a single long holding screw in from the side at about the door knob height for transportation.  (Also helps the door survive storage)
o   Leave the door hinged to the basic frame that is built around the unit.
o   Once back to the garage, the only thing that should be stored is a stripped down door base unit without any other show specific framing
·      Stairs:
o   Remove all legs that were used to support the stair unit.
o   If appropriate, remove the railing and newel post(s) as take back to the barn
o   Remove any hinges, screws or other items that are not part of the native ‘raw’ stair unit
 
 
 
Striking of component pieces (BACK AT THE BARN / GARAGE)
The Producer or stage manager (Or Board member) should be back at the barn to supervise the unloading of all material and ensure that items are being stored in their proper locations.
·      Platforms:
o   Take platforms back to lower level of the SPCT Barn and arrange the storage into a snug / tight fitting arrangement.
o   Try to keep like sized units together
o   All hardware should be off these unit at this time (Before storing)
o   Ask a board member if you should place a SMALL number of platforms up ON the rehearsal floor in the corner for the NEXT show.
·      Flats or other large masking pieces:
o   These are stored in the garage against the back wall (By size)
o   Store similar sized flats with each other! (Note size marking on the tall support beams: either 6 or 8 or 10 foot increments)
o   Do not store Doors in with wall flats
·      Doors:
o   Also stored in the garage.  Usually along the far right wall but verify with person in charge for precise location.
o   Should only be a door in a basic frame with No door knobs or other support structures (legs) unless otherwise approved.
·      Stairs:
o   Store at the far end of the barn – Directly under the ‘tomb’. 
o   As much as possible, inter-stack the stairs so they take up less room
o   Keep safety in mind when stacking – We are NOT trying to create a “Jenga” structure.  Please be mindful that the stack does not become unsafe.
·      Lumber – Lauan (Thin masking panels) and other loose material:
o   All lumber should be nail, screw and hinge free!  (This is a safety issue!)
o   There are slots for lumber to be stored against the back far left wall
o   Please try and follow the rough sizing categories. (Eyeball is good)
o   Shorter pieces (under 3-4 feet) can go in the short lumber stack.  We REALLY do use this a lot for other shows.
·      The garage workshop (In general)
o   Nothing should be left on the 2 big work tables.  Just about everything has a place.  On the table is not acceptable unless it will be addressed by the Producer and/or set builder within the next week.
o   The goal is to leave the space in good shape for the NEXT building crew that will be coming in to build and create.
o   The Producer of the show should be asked to visually review the barn, lower storage area(s) and the garage for proper storage practices.
o   Tools should ALL be returned to the garage and put on the workbench just inside and to the left of the door.
o   If something gets broken, notify the producer so it can be addressed or replaced.
o   Screws can be reused if in good shape.  (Sorted out by size and type where possible
 
Created 1-24-2015: BCG

Sound
 
General Responsibilities:
 
·      furnishes, sets, and  operates all sound effects required for each productions
·      Provides pre-show, intermission, and post-show music for each production.
·      recruits new volunteers as well as veteran crew members
·      adheres to the budget established by Board
 
Specific Responsibilities:
 
·      ensures that all necessary sound equipment and  supplies are moved to the performance venue  and  returned after strike
·      operates the sound system and  effects under  the direction of the Stage Manager
·      All individuals operating electrical equipment should be aware of basic electrical safety, fire alarms, and location of electrical fire extinguishers and their use. The Sound Chair will ensure that proper and adequate fire protection is readily available for the sound crews.
·      ensures that show budget amounts allocated to this activity are to be used if needed only for small supply type items and  not repair
·      Should needed sound equipment be not available at the performance venue, specific prior approval of the Board of Directors must be obtained before the purchase of capital equipment.

 
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