Production Responsibilities

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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

Auditions and Casting

Preparing For Auditions

Audition dates and times must not conflict with performances, rehearsals, or other Footlite activities. Please start by consulting the Master Calendar for available dates and times, and then seek approval from the Executive Committee.

It is advised that you select two consecutive dates for auditions be selected, with a possible third for call-backs, if desired. The Producer finds volunteers to help at auditions.

Please compile your audition notice and send to the Publicity Manager for editing. You may only release the notice as it is returned to you. Notices should be ready to distribute no less than 4 weeks before auditions.

Audition notices are sent out to Footlite's email database. Anyone who would like to receive audition notices can go to our website and enter their email address in the box at the lower left-hand corner. On the next screen they'll be able to select "Audition Notices". The Marketing Committee will place audition notices on Facebook, Indiana Auditions, Facebook's StageQuest Networking group, and will release the information to area newspapers. (This is of course no guarantee they'll be printed.) If you would like a Facebook event created for auditions, please ask the Internet Manager.

Before an audition notice may be sent, the Board Liaison must confirm that the Producer, Director and Stage Manager have signed that they have read the Production Manual, and the Treasurer must confirm that a preliminary budget has been submitted. This form is available on Dropbox.

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.

Holding Auditions

The Producer, along with other staff members, are responsible for set-up and tear-down of items used for auditions (tables, piano & bench, etc.). A black box containing audition supplies is in the Board Room, but you should verify it contains everything you need.

We do not have a standard audition form, so please prepare one with the information you require. Everyone auditioning must sign Footlite's Release and Waiver of Liability form. It's available on Dropbox.

Casting

Please indicate at auditions whether you'll be calling everyone who auditions, or just those who were cast. Different directors handle this differently, so your audition pool may have different expectations.

Casting shall be determined by the Director with the assistance of the production staff.

After auditions, please provide the Volunteer Coordinator with a typed list of email address for everyone who came to auditions, whether they were cast or not. When finished with your audition forms, give these to the Volunteer Coordinator as well. Please indicate on each form if someone was cast or not.

Once your show is cast, provide the Internet Manager a complete cast list for posting online. If you make any cast or staff changes along the way, make sure those changes are shared with them.

Please provide the Volunteer Coordinator and Vice President a copy of your contact sheet when it is complete.

Scripts

The Treasurer orders scripts for your production. It is the Producer's responsibility to distribute scripts, keep track of who has which script, collect deposits (when we don't own a script) and return the scripts after the production.

Different licensing houses handle script delivery differently.

  • MTI – Musical Theatre International shipments require a signature, so the package must be sent to the home of someone who can sign for it, or who will go to the FedEx center to pick up. Scripts are barcoded and the packing list includes these barcode numbers. Use this list to keep track of your scripts.
  • Tams-Witmark scripts show up with no notice--no signature required. They are usually hand numbered.
  • Rodgers and Hammerstein No signature is required. They are usually hand numbered.
  • Samuel French Some scripts we own (usually librettos) and some must be returned (usually orchestrations), but every show is different. No signature is required.
  • Dramatists Play Service Some scripts we own (usually librettos) and some must be returned (usually orchestrations), but every show is different. No signature is required.
  • Theatrical Rights Worldwide We own all copies. No return required.

Scripts normally arrive in two separate boxes. Be sure to keep the box and all packing lists, as it will be needed for the return. Check the scripts and notify Treasurer in writing immediately of any damaged or marked up scripts.

For scripts that must be returned, collect a deposit from the volunteers (in the form of a check made out to Footlite Musicals) which will be returned upon return of the book. Typical replacement costs for librettos are $25, and $65 for orchestrations.

Meet and Greet

The first rehearsal is usually used to

  • Introduce all staff and cast
  • Provide an overview of the artistic direction and goals
  • Establish expectations of the cast in regard to rehearsals
  • Go over the Code of Conduct
  • Issue scripts, collect and record security deposit, keep a list of who has what script
  • Distribute staff and cast lists
  • Go over safety information and take a tour of the facility
  • Read through the script





Theatre Maintenance

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.



Program Advertising

Sponsorships

Publicity

Publicity Photos Production Photos

Set Construction

Programs

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 print@deputyprinting.com. 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.


Long Saturday

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.


Strike

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.


Exit Survey and Follow-Up