Listed below are some of the responsibilities and expectations of your production team. These jobs are ultimately the responsibility of the Produce.
Beginning with our new season, we are increasing the responsibilities of the Board Liaison. The Board Liaison is appointed for each show to facilitate communication between the BOD and the various show staff, and to provide guidance, information and support. According to Footlite’s Bylaws, the Board Liaison has the final authority on all disagreements between Director and Producer and has the full backing of the BOD. The Board Liaison will check in on the status of various production responsibilities, and in some cases must sign off on their completion.
Assembling A Staff
In consultation with the Director, the Producer assembles personnel with the skills needed to direct and perform the functions that are required for that production. A complete staff list including Producer, Director, Stage Manager, Music Director (or Vocal Director/Conductor), Costume Designer, Choreographer, Lighting Designer, Sound Designer, Technical Director and Properties was due with the original show proposal. The responsibilities of each position are listed later in this document. The Producer and Director should meet as soon as possible to fill any holes in the production staff.
It is recommended that sincere efforts be made to find assistants for each position, preferably persons with an interest in the position who would benefit from supervised experience.
The Producer must submit to the Vice President a production staff list including all contact information for approval by the BOD. The BOD must approve your staff list before auditions are held. Any further changes in staff should be communicated to the Vice President.
Creating a Budget
A written budget is made by the Producer and Treasurer and submitted to the BOD for its approval in advance of the beginning of rehearsals. 2.The Board of Directors provides the overhead amount for the budget for each production. The Producer shall work with and report expenses and income to the Treasurer as each item occurs. 3.The Producer has the responsibility to assure that all Staff members are aware of their budget restrictions. If additional money is anticipated for any area, it is the responsibility of the Producer to raise that money from outside sources. The Producer should be in contact with Footlite’s Development Committee for guidance and resource information, and to be sure that there is no conflict with current and planned Footlite fund raising efforts. The BOD also needs to be informed of any such efforts. 4.Footlite Musicals is exempt from paying Indiana sales tax. We should never pay sales tax. All staff and individuals who purchase goods subject to Indiana sales tax should be instructed to present a copy of our sales tax exemption letter or number at the point of purchase. They should also fill out a reimbursement form that goes first to the Producer and then to the Treasurer, identifying the purchase, the amount, and whether they want to be reimbursed or to donate the amount; the receipts showing the amounts paid should be attached to the form. Sales tax will not be reimbursed to the staff person or individual.
Auditions and Casting
Audition dates and times must not conflict with performances, rehearsals, or other Footlite activities.
2.It is advised that you select 2 consecutive dates for auditions be selected, with a possible third for call-backs, if desired. The Producer finds volunteers to help at auditions. 3.Audition notices are sent out via email or e-blast, or other electronic media, to persons on our various lists. Hard copies are sent to those that do not have email addresses. 4.According to Footlite’s Bylaws, auditions will be open to all members of the corporation and to the general public. Footlite does not pre-cast anyone in any role for our main stage productions. 5.The Producer, along with other staff members, are responsible for set-up and tear-down of items used for auditions (tables, piano & bench, etc.). 6.Casting shall be determined by the Director with the assistance of the production staff.
Meet and Greet
1.The first rehearsal is usually used to: a. introduce all staff and cast (Producer) b. provide an overview of the artistic direction and goals (Director) c. establish expectations of the cast in regard to rehearsals d. go over the Code of Conduct e. issue scripts, collect and record security deposit, keep a list of who has what script f. distribute staff & cast lists g. go over safety information, take a tour of the facility if time allows h. read through the script 2.Subsequent rehearsals are run by the Director, Music Director(s), and/or Choreographer.
The Producer is responsible for maintaining a safe and clean environment in the theater. 2.The Producer should stress to all staff, cast, and technical personnel that the building be kept clean, trash disposed of properly, and all corridors and access routes be kept open. The Producer should inform everyone that their help in throwing away trash properly (including drink bottles) is appreciated. 3.Rest room paper towels, toilet paper, and soap are stored in the closet by the board room. The vacuum cleaners, brooms and dustpans are also stored there, as well as garbage/trash bags. These bags when “full” are to be deposited in the dumpster at the southeast corner of the side yard regularly. Otherwise, we have a rodent and bug problem.
Publicity Photos Production Photos
The Producer is responsible for the program copy for the director’s page, if any, the names of staff and crew, the thank you section, the cast of characters, the orchestra, the synopsis of scenes and musical numbers, and the bios. To save on the cost of printing, bios may have an 80 word maximum, depending on the size of the cast. 2.The printer wants all copy for the programs by 8:30 a.m. on Tuesday of the week before the opening of the show. Send it to firstname.lastname@example.org. Copy needs to be in a Word file. Do not worry about formatting because she copies and pastes the file into QuarkXPress, and it does not keep the formatting from Word. 3.Ads are best in pdf files. If the ads are set up in Word, that’s okay, but each ad needs to be in a separate file from the rest of the program copy. Any photographs with no wording are best in jpeg format. 4.The printer will provide proofs by email either Wednesday late afternoon or Thursday morning, if the program is big or any copy is late. Corrections need to be back by 8:30 a.m. Friday, because the corrected copy goes to press Friday by noon of the week before the show opens. Corrections may be faxed (547-4180), emailed or telephoned (547-0741). 5.This timetable is altered backwards one day, if the opening performance is on Thursday, rather than on Friday.
4.Long Sunday or Long Saturday Tech Rehearsal The Director will usually choose to hold a double rehearsal, with a pitch-in meal between, on the Saturday or Sunday leading into production week. The Producer (or volunteer designated by the Producer) is responsible for organizing (sign up sheet), setting up, and then cleaning up after the meal.
Opening Night Party
Footlite hosts a party in the lobby for the Company and audience on Opening Night, or in the case of the Summer Youth Show, the first Friday performance. This is a free event for everyone. Cast members must remove costumes and makeup before entering the party. The Producer will inform the cast of the party.
4.Strike Party – after the set has been struck and all costumes, props, etc., put away and the building cleaned, there is a Strike Party. Footlite will buy the main course (such as pizza) and supply the drinks (sodas/water). 5.The Strike Party is an excellent time for the President of Footlite to extend Footlite’s appreciation for the efforts made by all, to invite them to return for future productions, and to become members.