Job Descriptions

The purpose of this document is to define the jobs needed to produce a stage play and to operate ACT I for a production season. Along with the description of each position, it is also stated here by whom that position is appointed, and which positions require board approval. Although some positions are needed for every production, others are needed only for specific shows. In some instances, positions can be combined and held by the same individual, but each is a separate job with separate requirements and qualifications, and needs to be treated as such. Some of the items contained in this document are based on past and current practice; others are recommendations for future practice.

The positions of elected board members are not defined in this document as those are covered in the current by-laws.

Prepared by Larry Adams-Bowers and Steve Arnold

Submitted to the Board of Directors for Input and Approval

 

Full Season Staff Positions

Property Manager
    1. Is responsible for the security and maintenance of our inventory of all properties, set components, and equipment pieces contained in the LaGrange apartment, the Karr garages, the Palace Theatre, and other locations.
    2. Supervises the use of the LaGrange apartment and Karr garages
    3. Is responsible for providing keys or access to assigned directors and technical directors to our inventory.
    4. Is a resource to Technical Directors, Stage Managers, and the technical design team.
    5. Responsible for budgetary line items in regard to storage.
    6. Appointed by the board.

Wardrobe Custodian
    1. Is responsible for the security and maintenance of our inventory of all costumes, wigs, and makeup.
    2. Supervises the use of the costume shop
    3. Monitors use of make up supplies and purchases more as needed.
    4. Is responsible for providing keys or access to assigned directors, costume designers, wardrobe mistresses / masters to our inventory.
    5. Is a resource to Costume Designers, Wardrobe Mistresses / Masters and the technical design team.
    6. Responsible for budgetary line items in regard to storage, costume, and makeup needs.
    7. Handles all costume rentals in accordance with Board policy.
    8. Appointed by the board.

Development Director
    1. Conducts campaign for financial donations and sponsorships at the beginning of the season and continuing during the year as needed.
    2. Develops defined levels of financial giving and contacts businesses and individuals to solicit contributions.
    3. Maintains a list of contributions for publication in programs, etc, and arranges for other recognition of same.
    4. Appointed by the board.

Volunteer Coordinator
    1. Works with directors and organizers of events (i. e. Cruise, Party in the Park, Concessions, etc.) to recruit volunteers to help with productions and events
    2. Maintains a list of known volunteers and their respective talents and interests.
    3. Appointed by the Board.
    4. Attends all auditions and keeps all audition sheets on file for future reference, maintaining a data base of names, addresses, phone numbers, and e-mail addresses.
    5. Maintains records of volunteer participation throughout the year.

Season Ticket Secretary
    1. Works with the board to market season tickets.
    2. Keeps a record of season tickets sold and season tickets used throughout the season.
    3. Works with the box office staff in selling and recording data for season tickets during performances of the final show of the previous season and first show of the next season.
    4. Contacts season ticket holders in the event of any change to the originally announced season, to update their materials.
    5. Appointed by the board.

Membership Secretary
    1. Maintains a list of all active members, as defined by the by-laws, and keeps Board apprised of it.
    2. Sends reminders to active members of the membership meetings held in September, December, March, and June, and all other events the Board wishes those members specifically be aware of.
    3. Advises board of all eligible voters prior to elections in June and provides absentee members with a ballot upon request.
    4. Appointed by the board.

Archivist
    1. Maintains ACT I’s archival collection, including programs and posters for each production, videotapes, photographs, newspaper clippings, etc.
    2. Adds to the collection throughout the year with each new production
    3. Appointed by the board.

Grease Paint Editor
    1. Writes and / or prepares monthly newsletter to be distributed according to the board’s wishes, covering all events, productions, auditions, etc. that will be of interest to ACT I members as well as any interesting features the editor may wish to include.
    2. Maintains subscription list, collects and turns into treasurer the board mandated subscription fee.
    3. Prepares online version for Webmaster.
    4. Appointed by the board

Webmaster
    1. Maintains and regularly updates the ACT I website in accordance with the wishes of the Board.
    2. Forwards to the appropriate individuals any messages received at the ACT I website or e-mail address, including any ticket orders.
    3. Maintains an online mailing list and contacts same when new issues of Grease Paint are online, and at other times as requested by the Board
    4. Appointed by the Board.

Recognition Chair
    1. Plans an event or other activities for the purpose of recognizing or honoring the volunteers and productions of that or the previous season.
    2. Appointed by the board.

Director of STAGE!
    1. Serves as liaison between board and youth membership.
    2. Contacts youth members in regard to any ACT I program where their involvement will be beneficial.
    3. Plans, schedules, arranges for instructors and venues, advertises, and carries out registrations for all classes ACT I conducts for both youth and adults.
    4. Supervises all aspects of the ACT I children’s theatre season as carried out by ACT I STAGE!
    5. Conducts a play search for the coming season and participates as a member of the play selection committee for the following season, and makes recommendations to that committee for the children’s theatre productions for the next season.
    6. May appoint with Board approval a committee to assist in these responsibilities.
    7. Appointed by the board.

Librarian
    1. Responsible for maintaining ACT I’s library of scripts, play books, catalogues, and other theatre books.
    2. Provides access to the collection to directors, play selection committee members, and other ACT I members upon request and monitors checkout thereof.
    3. Adds to the collection regularly at the direction of the board.
    4. Appointed by the board.

Play Selection Committee Chair
    1. Appointed by the Board.
    2. Is well versed in the selection of plays, musicals, and children’s theatre.
    3. Will lead the Play Selection Committee in discussion of appropriate selection of shows for the next season.
    4. May make suggestions of plays to perform and possible directors.
    5. Will ensure possible directors are polled to see if interested in directing.
    6. Will ensure school and community schedules are checked and will schedule around these conflicts as much as possible.
    7. Will schedule productions for tentative show dates after directors are set and prior to approval by the ACT I Board and Board of Trustees.
    8. Will adhere to suggestion by Board of Trustees to producing one show per quarter in the Palace Theatre (exceptions may apply.)
    9. The Play Selection Committee will be selected by the Board and will meet as many times as needed to secure a superior season of productions.

Other Committees and Staff

The board shall appoint any committees and staff if feels necessary to carry out its policy for either short term or a full season, as deemed necessary by the board as provided for in the current by-laws. The board or president would define any such committee or staff position at the time it is appointed, for the duration of its term.

 

Managerial and Directing Positions

Producer:

A. Liaison between Board and Director and staff

  1. Oversees Budget
  2. Contact person for director in dealing with production problems
  3. Making sure all technical elements are completed in a timely manner
  4. Work with volunteer coordinator to assure that all needed positions are filled
  5. Responsible for production quality
  6. This position is appointed by the board and held by a Board member, not otherwise involved in the show.

Director:
  1. Responsible for production concept
  1. Selects designers and cast
  2. Responsible for preparing budget
  3. Organize entire production and staff
  4. Schedule and conduct rehearsals and technical rehearsals
  5. Responsible for production quality
  6. Supervise production cast & staff
  7. In absence of Technical Director, appoints all crew heads
  8. Attend Board meetings to give progress reports of the production
  9. Assists in the supervision of the strike.
  10. Appointed by board
  11. Informs board as to cast and production staff.
  12. Meets with Palace staff prior to beginning production
  13. New candidates for director with no prior directing experience must attend directing workshop and have served as assistant director for one ACT I show.

Technical Director
    1. Works with scenic designer to execute the design of the show.
    2. Oversees the building and painting of the set.
    3. Appointed by the director.
    4. Attends technical rehearsals and other rehearsals as needed by the directors.
    5. Supervises crews as determined by the production staff.
    6. Assists in the supervision of the strike.

Music Director
    1. In charge of all musical aspects of the production.
    2. If orchestra is needed, would recruit orchestra and, if needed, a conductor.
    3. Conducts musical rehearsals and coaches soloists and ensembles individually as needed.
    4. Assists the director in casting and conducts musical auditions.
    5. Supervises use of rental music materials
    6. Appointed by the director.

Choreographer
    1. Assists in casting and conducts dance auditions
    2. In charge of all dance aspects of the production
    3. Conducts dance rehearsals as needed and attends full rehearsals as needed by the directors.
    4. Appointed by the director

Stage Manager
  1. In charge of the production during the performances as well as dress and technical rehearsals
  2. Supervises all actors and backstage crew members during production as well as dress and technical rehearsals.
  3. Responsible for order and decorum in the green room.
  4. In consultation with the light booth and the house manager, cues the opening of the house (30 minutes prior to curtain) and the beginning of the show as well as all internal cues. 
  5. Responsible for maintaining and monitoring the call board during rehearsals and performances, in applicable.
  6. At all times is responsible for the minute-by-minute running of the show within the theatre.
    1. Makes sure that all technical elements are checked prior to the opening of the house.
    1. Remind props crew and actors to check props
    2. Remind light and sound technicians to check their equipment and cues and make sure all music is ready to begin
    3. Remind any crews involved with special effects to check their equipment and cues
        2.  While the house is open, makes sure all actors and technical
             staff are in the green room or in specified assigned area, not
             on stage.

        3.  Informs company that the house is open and gives 15
           minute call, 10 minute call, 5 minute call and places, both
           before the show and during intermission.

        4.  Supervises the green room and communicates with company
          to keep the green room tidy

        5.  First to arrive and last to leave

        6.  Responsible for securing the door and seeing that all lights
          are off

        7.  Setting the ghost light, if applicable

        8.  In the event of an emergency, responsible along with the House Manager for implementing the Board approved guidelines.

G.  Assists in the supervision of the strike.
H.  Appointed by the director
I.  May also serve as Assistant Director or Technical Director.

Creative and Design Team

Scenic Designer
    1. Works with director in understanding the concept of the show
    2. Designs the set
    3. Appointed by the director
    4. Works with technical director to see that design is executed properly
    5. Attends various meetings with the director prior to finalization of design
    6. Attends technical rehearsal, and other rehearsals as needed

Lighting Designer
    1. Works with director in understanding the concept of the show
    2. Designs the lighting, including setting cues and placing instruments, determining colors of gels, use of gobos, etc.
    3. Appointed by the director
    4. Works with lighting crew to see that design is executed properly
    5. Attends various meetings with the director prior to finalization of design
    6. Attends technical rehearsal and other rehearsals as needed.

Costume Designer
    1. Works with director in understanding the concept of the show
    2. Designs the costumes, including participation in the selection and purchasing of fabrics and other materials.
    3. Appointed by the director
    4. Works with the costume mistress / master and costume crew to see that the design is executed properly.
    5. Attends various meetings with the director prior to finalization of design.
    6. Attends technical rehearsal, dress rehearsals, and other rehearsals as needed.

Property Designer
    1. Works with director in understanding the concept of the show
    2. Designs specific props as needed
    3. Appointed by the director
    4. Works with property mistress / master and properties crew to see that design is executed properly
    5. Attends meetings with director prior to finalization of design.
    6. Attends technical rehearsal, and other rehearsals as needed.

Sound Designer
    1. Works with director in understanding the concept of the show
    2. Designs specific sound segments or effects
    3. Appointed by the director
    4. Works with sound crew to see that design is executed properly
    5. Attends meetings with director prior to finalization of design.
    6. Attends technical rehearsal, and other rehearsals as needed.

Makeup Designer
    1. Works with director in understanding the concept of the show
    2. Designs specific makeup effects and plan makeup for all characters
    3. Appointed by the director.
    4. Works with makeup crew to see that design is executed properly.
    5. Purchases specialty makeup supplies not contained in regular makeup inventory as needed for specific production.
    6. Attends meetings with the director prior to finalization of design.
    7. Attends makeup rehearsal, and other rehearsals and performances as needed.

Graphic Designer
    1. Works with director to understand the concept of the show.
    2. Creates the print graphic used for posters and programs.
    3. Using the finished graphic, adds text to create program cover design and poster design.
    4. Appointed by the director.
    5. Attend rehearsals as needed.

Dramaturge
    1. Conducts research into the period of the show so that specific details are staged correctly, and provides that information to the company as needed.
    2. Works with the director to understand the concept of the show.
    3. Works with scenic, lighting, property, sound, and costume designers to understand the time period of the show.
    4. Appointed by the director for specific period shows.
    5. Attends rehearsals as needed by the directors.

Dialect Coach
    1. Conducts specific research into the period of the show and needed dialects so that specific details are spoken correctly.
    2. Works with the director to understand the concept of the show.
    3. Works with cast and directors on appropriate dialects as needed.
    4. Appointed by the director as needed.
    5. Attends rehearsals as needed by the directors.

Assistants

Assistant Director
    1. Assists the director with all aspects of the production, including the casting of the show.
    2. Perform the duties of the director in his or her absence
    3. Appointed at the discretion of the director.
    4. May double as Stage Manager
    5. Assists in the supervision of strike

Assistant to the Director
    1. Has no directing or supervisory responsibilities
    2. Appointed at the discretion of the director
    3. Performs specific tasks as needed by the directing staff

Production Assistant
    1. Works with the Volunteer Coordinator and Director to fill positions within the production company with qualified volunteers.
    2. Appointed by the director.

Note: The Technical Director, Music Director, Choreographer, Stage Manager, and all Designers may also appoint assistants at their discretion, with the understanding that the title "Assistant" implies an artistic responsibility and requires board approval, "Assistant to . . . " carries no artistic responsibility and does not require board approval.

Crew Heads and Crews

Set Construction Crew
    1. Works with the technical director in building and painting the set.
    2. Appointed by the Technical Director.

Set Running Crew
    1. Works with the Stage Manager in moving sets and properties as needed during rehearsals, technical rehearsals, and performances.
    2. Appointed by Technical Director and / or Stage Manager.

Master Electrician & Crew
    1. Works with the Lighting Designer (and Palace Theatre staff when applicable) to set lighting instruments according to the lighting design.
    2. Attends technical rehearsal and other rehearsals as needed.
    3. Appointed by the Technical Director or Director.

Light Running Crew

    1. Operates the light board during rehearsals and performances according to the lighting design
    2. Appointed by the Lighting Designer or Technical Director.

Costume Mistress / Master & Crew

    1. Works with the costume designer and Wardrobe Custodian to execute the design for the production.
    2. Takes from our inventory, constructs, rents, buys, borrows, or otherwise obtains all costumes for the production.
    3. Works with cast for fittings.
    4. May provide assistance to cast members in making changes between scenes.
    5. Responsible for maintaining and cleaning costumes during and after the production and for their return at the conclusion.
    6. Appointed by the Director and / or Wardrobe Custodian

Property Master / Mistress & Crew

    1. The property master has a complete list of all properties needed for the production and ensures all props are obtained and displayed on prop tables backstage.
    2. All properties should be checked prior to the beginning of the show and, if necessary, placed in specific areas onstage and off to enhance the success of the play. All props should be placed back on the prop tables after the show has completed.
    3. Properties Master and crew should attend rehearsals as needed including technical and dress rehearsals as well as performances.
    4. Appointed by the director, technical director or production assistant.

Sound Running Crew

    1. Works with the light crew and the stage manager to understand where sound cues are to be played. The crew may be asked to tape music and/or sound effects.
    2. Attend rehearsals as needed including technical and dress rehearsals, as well as all performances.
    3. Appointed by the director, technical director, or production assistant.

Makeup Running Crew

    1. Works with the makeup designer to execute specified makeup designs.
    2. Attend rehearsals as needed including technical and dress rehearsals, as well as performances.
    3. Appointed by the director, makeup designer or production assistant.

Ushers / Concession Workers / Cleanup Crew

    1. Works with the House Manager prior to, during and after performances to ensure a tidy and pleasant environment.
    2. Ushers will cordially escort audience members to their seats and dispense programs.
    3. Concession workers will prepare for intermission and cleanup following.
    4. All workers will be responsible for cleaning the auditorium, lobby, bathrooms and concession stand after the performance has concluded.
    5. Appointed by the House Manager
    6. Are allowed to view the performances they work for free.

Actors

    1. Cast by the director and assistant director.
    2. Expected to attend all necessary rehearsals at designated times.
    3. Required to memorize lines, blocking, and dances as scheduled by the directors.
    4. Expected to accept constructive criticixm as well as detailed direction by the directors.
    5. May be required to assist in finding their own costume.
    6. Expected to work cordially with all involved.
    7. Expected to pick up after themselves.
    8. Check any applicable props they might come into contact with prior to rehearsals and performances.
    9. Check all costumes to make sure all are accounted for and hang up their costumes after rehearsals and performances.
    10. Keep the green room tidy.
    11. Assist with strike
    12. Pay $1 per production to defray makeup costs

Public Relations Management

House Manager
  1. In charge of the lobby and the auditorium during performances.
  2. Makes sure lobby and auditorium are tidy before the performance, and after the performance. This includes the cleaning of the bathrooms and vacuuming afterwards.
  3. Communicates with Stage Manager to decide when show should begin, i.e. if there are many patrons needing to be seated.
  4. Allows audience members to enter auditorium no sooner than 30 minutes prior to performance, after consulting with the stage manager.
  5. Cooperates with the Palace staff (or staff of other venue) in carrying out their duties.
  6. Appoints ushers, concession workers, and clean up crew and coordinates concessions and cleanup.
  7. Is helpful and courteous with the public
  8. In the event of an emergency, responsible along with the Stage Manager for implementing the Board approved guidelines.
  9. Appointed by the board

Box Office Manager (and box office crew)
    1. Is helpful and courteous with the public in selling tickets, taking reservations, etc.
    2. Appointed by the board
    3. Carries out the box office policies set by the board
    4. Processes all reservations (whether by phone, mail, e-mail, etc.) and sets aside tickets for will call, and sells tickets at the door.
    5. Maintains office hours as set by the board
    6. Allows patrons to reserve seating anywhere in the auditorium
    7. Keeps track of all tickets, season tickets, complimentary tickets, etc. used and keeps a record of attendance to submit to the board.
    8. Submits a final financial report of the box office and concessions to the board at the conclusion of each production.
    9. Asks patrons if they would like to buy a season ticket
    10. Collects patron data as requested by the board

Publicity Director
    1. Works with the board to understand board’s publicity goals.
    2. Carries out a specific publicity program which is done for every show, as determined by the board (i.e. direct mail, print media, broadcast media, distribution of posters, etc.)
    3. Works with the director to determine any unique publicity "gimmicks" for that specific show
    4. Appointed by the board
    5. Responsible for creating press releases for promoting the show. Works with director in collecting necessary information for same.
    6. Makes specific arrangements for photography sessions

Publicity Crew
    1. Works with the publicity director in distribution of posters or any other specified tasks the publicity director requests.
    2. May be asked to attend various rehearsals.
    3. Appointed by the Publicity Director

 

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