Production Policies

Guidelines

Clinton County Showcase

TABLE OF CONTENTS

1. POLICIES. The following policies have been approved by the Clinton County Showcase (CCS) board and should be read and clearly understood by all members of a production staff. Failure to enforce these policies by any member of a production staff may result in barring from future participation in CCS productions.

1.1. Alcohol. The possession and consumption of alcoholic beverages, on or off CCS premises, is prohibited during performances.

1.1.1. This policy also applies to rehearsals for productions involving cast members under the age of twenty-one (21).

1.2. Auditions. Auditions are open to the public and shall be publicized as open.

1.2.1. Pre-casting of any role is prohibited.

1.2.2. The director of any production employing children under the age of eighteen (18) must confirm the right of the minor to participate with the minor’s parent or legal guardian. This includes permission to post production photos and names of minors on the CCS website.

1.3. Budget. Production staff must adhere to board-approved budget limitations, excluding rights, royalties, concessions and publicity.

1.3.1. Outdoor production expenditures will not exceed $1000.

1.3.2. Indoor production expenditures will not exceed $500.

1.3.3. The production manager must approve all purchases.

1.3.4. Expenditures above the stated limits must have prior board approval.

1.4. Building. The director is solely responsible for the keys to all CCS properties. To maintain the physical security and integrity of these properties, directors must make certain the following actions are completed after each rehearsal and/or performance:

1.4.1. Ensure house is cleared of all production materials not directly involved in a performance, and that all related messes are cleaned up.

1.4.2. Ensure no item is left in a condition that could pose a hazard (e.g. curling iron left on, step ladder leaning against wall.)

1.4.3. Turn off all light and sound equipment.

1.4.4. Ensure water and/or toilets are not running.

1.4.5. Turn off work lights and house lights.

1.4.6. Set air conditioner or furnace to the requisite temperatures.

(A/C set between 85° and 95°; furnace set between 50° and 60°.)

1.4.7. Lock all doors.

1.5. Gala. The director selects and coordinates production of a brief cutting, synopsis and/or musical number(s) for inclusion at the annual CCS Gala each Spring.

1.5.1. Selection (s) must be approved by the Production Chair prior to the event.

1.5.2. The director is responsible for securing all actors, singers and musicians necessary for his/her preview.

1.6. Post-production meeting. The director and production manager must attend the board meeting immediately following the close of their production to present a post-production report (PPR) and to complete any outstanding tasks.

1.6.1. The PPR should include a review of the production process (e.g. effectiveness & quality of rehearsals, obstacles encountered, level of support, lessons learned, etc).

1.6.2. The production manager must submit all outstanding receipts.

1.7. Pre-show activities. The production staff must arrange for the following pre-show activities to occur:

1.7.1. For outdoor productions, the playing of the Star Spangled Banner is mandatory.

1.7.2. For indoor productions, the playing of the Star Spangled Banner will be left to the director’s discretion.

1.7.3. Pre-recorded announcements (supplied by the House) must be played at all performances, prior to curtain.

1.8. Production Manager. Director applicants must nominate an individual to serve as production manager (PM) for their respective production.

1.8.1. The PM for outdoor productions must be a current CCS board member.

1.8.2. The PM for indoor productions must be board-approved, but does not need to be a board member.

1.9. Production staff. The director and PM must secure a full production staff as early as possible in the production process.

1.9.1. The board reserves the right to assign an assistant director (AD) to a production and require the director to serve as a mentor. In addition, the director may employ an AD of his/her choosing.

1.10. Properties. Production staff members are responsible for maintaining the security and integrity of all CCS properties.

1.10.1 CCS fixtures or properties shall not be lent to any individual or organization without prior board approval.

1.10.2 The director is solely responsible for all fixtures or properties borrowed for their production from another theater, organization or individual.

Borrowed items must be returned within two (2) days of the final performance, unless prior arrangements have been made.

Failure by the director to return borrowed items in good condition and within the specified time will result in board action, and may require reimbursement from the director.

1.10.3 For outdoor productions, all production materials (e.g. set pieces, technical equipment, etc.) must be properly secured and protected from the elements.

1.11. Rehearsals. Board members are excused from rehearsals to attend board meetings, except during tech week.

1.12. Rental materials. The director is solely responsible for the security and distribution of all rental materials (including scripts, librettos, scores, costumes and set pieces), and the return of those materials at the end of the production.

1.12.1. Rental materials must be returned within two (2) days of the final performance, unless prior arrangements have been made.

1.12.2. Failure by the director to return rental materials in good condition and within the specified time will result in board action, and may require reimbursement from the director.

1.13. Smoking. Smoking is prohibited inside any CCS facility.

1.13.1. Board approval is required if smoking is necessary within a production.

1.14. Strike. The director coordinates the removal of all production materials from the theater and ensures all items are returned to their proper location.

1.14.1. Strike will take place no later than the Monday following the final performance, unless prior arrangements have been made with the board.

1.14.2. Strike includes cleanup of the stage, theater, dressing room, basement and trailers.

1.15. Theater etiquette. As representatives of CCS, all individuals involved in a production are expected to conduct themselves in a professional manner.

1.15.1. Production staff, including cast and crew, is prohibited from being onstage or in the house once audience members are present. In general, the house opens thirty (30) minutes prior to curtain.

1.16. Ticketing. Upon request, a director may receive a maximum of eight (8) complimentary tickets for their respective production.

2. GUIDELINES. The following guidance is offered to directors and production staffs in an effort to facilitate and improve the overall quality of CCS productions. (For more detailed guidance, contact the Production Chair to borrow a copy of Play Director’s Survival Kit.)

2.1. Pre-Production Preparation.

2.1.1. Select a production staff

At a minimum, the production staff for plays should include:

- Technical Director

- Stage Manager

- Running Crew

At a minimum, the production staff for musicals should include all of the above, as well as the following:

- Music Director

- Choreographer

2.1.2. Prepare tentative rehearsal schedule.

2.1.3. Block the show.

2.1.4. Complete all design elements.

2.1.5. Hold pre-production staff meetings.

2.2. Auditions

2.2.1. Preparing for Audition Day.

Select readings that showcase the characters.

Ensure accurate and informative audition notices are sent to the Publicity Chair well in advance.

Prepare and have plenty of audition forms, role descriptions and tentative schedules available--and bring pencils!

Arrange for an accompanist to be available, if needed.

2.2.2. Conducting Auditions.

Be organized and keep things moving along.

Introduce production staff.

Explain your audition process (e.g. what you’re looking for, callbacks, etc.)

Ensure a relaxing atmosphere.

Allow “do-over’s.” Everyone should feel they were given a fair chance.

2.2.3. Casting

Select actors who best fulfill your vision of the characters. (Pre-casting is prohibited, and perceptions of favoritism should be avoided.)

Ensure timely phone calls are made; and, everyone gets a call.

2.3. Rehearsals. Directors should ensure rehearsal time is sufficient, productive, and that all elements build to result in a high-quality production.

2.3.1. Rehearsal Schedule

A production needs approximately thirty (30) rehearsals spread over six (6) to eight (8) weeks, with each session lasting for two (2) to three (3) hours.

The schedule should communicate five (5) important pieces of information:

- Date of each rehearsal

- Time rehearsal will begin

- Type of rehearsal (e.g. music, blocking, run-through, etc.)

- Act or scene you plan to rehearse

- The call (which actors need to be present)

To avoid confusion and frustration, make every effort to adhere to your published schedule.

2.3.2. Conducting Rehearsals

Directors need to work through several phases before a production is audience-ready.

- Orientation

- Read-throughs

- Blocking rehearsals

- Line rehearsals

- Working rehearsals

- Run-throughs

- Polishing rehearsals

- Technical rehearsals

- Dress rehearsals

Directors should ensure rehearsals start and end promptly and discourage tardiness and absenteeism.

2.3.3. Tech Week

Initial tech week rehearsals should focus on the addition of all technical elements of the show (e.g. lights, sound, props, scene changes, etc.) to the overall performance.

- Dry Tech. It is recommended that the first rehearsal of tech week be a tech-only rehearsal where all tech cues are added one-at-a-time, walked-through and repeated until they flow smoothly.

- Wet Tech. If desired, a second rehearsal can be held on the first day of tech week, where the show is run with actors and all technical elements.

All subsequent tech week rehearsals should run the show with full tech, costumes, music (if needed), props, etc.

3. ORGANIZATION and RESPONSIBILITIES

3.1. Chain-of-Command. Figure 1 depicts the production chain-of-command.

3.2. Key Production Staff Responsibilities:

3.2.1 Production Manager (PM). The PM is responsible for all administrative aspects of the production. As the liaison between the production staff and the board, the PM is expected to communicate show-related issues to the appropriate board member (s) within a timely fashion, and is accountable to the board for the show’s budget. The PM must approve all production expenditures, excluding rights, royalties, concessions and publicity. The PM is also responsible for providing timely publicity information to the Publicity Chair, including program particulars. The PM must attend the board meeting immediately following the close of their production to present a post-production report and to complete any outstanding tasks.

3.2.2. Director. The director is responsible for developing a show’s concept, for providing artistic leadership, and for coordinating the overall production effort. Effective use of the production staff is essential. The director must conduct a minimum of one (1) staff meeting prior to auditions, and must attend the board meeting immediately following the close of their production to present a post-production report and to complete any outstanding tasks.

3.2.3. Technical Director (TD). The TD oversees all technical elements of the production and acts as the liaison between the director and the technical personnel, ensuring overall adherence to the director’s concept.

3.2.4. Stage Manager (SM). The SM is responsible for supervising the actors, preparing the rehearsal space, keeping the rehearsals running smoothly, preparing and maintaining the prompt book, and prompting actors. The SM is in complete charge of running dress rehearsals and performances.