BELLEFONTE AREA HIGH SCHOOL
THEATRE DEPARTMENT 

(orig. draft date 2/2003)

Production Handbook

This handbook will provide an overview of each position of the production team. It will outline responsibilities and the chain of command that occurs on most shows. This is not an absolute! Every production process is different and communication is key. This handbook is intended to simply start everyone on the same page.

If you have any questions regarding your role in any of these positions, please talk to Mrs. Knoffsinger or Mr. Hruschka. We will try to clear up any confusion before it becomes a problem.

THE PRODUCTION TEAM

This information has been added to the BAHS Drama Club Website to benefit all members! Please scroll though the entire document to find information pertaining to all positions. As you can see, it takes many persons just to create one show. Your help and commitment is VITAL to creating outstanding productions! Spring 2007 will be a very exciting time for our organization. Dreams of creating a new facility will finally become realities. Get involved NOW! Be a part of our adventure!

Administrative Staff:  Advisors and Drama Club Officers 
Artistic Staff:              Directors, Designers, Design Assistants, Choreographer 
Acting Company:       Cast Members                                                                   

TABLE OF CONTENTS

I.  The Production Staff:  Production Manager, Production Stage Manager, Assistant Stage Managers, Assistant Director

II.  Business Management:  Publicity, Public Relations, Fundraising, Development

III.  Front-of-House:  Box Office Manager,  House Manager, and Ushers

IV.  The Artistic Staff and Technical Staff

V.  The Production Staff:  Scenic Artist, Props Master, Master Electrician, Sound Operator, Special Effects, Wardrobe Manager, Make Up Chief

VI. Production Crews:  Scenic, Costume, Lighting, Props

VII. Organizational Flow Chart for BAHS Theatre Dept.

THE PRODUCTION STAFF

Production Stage Manager

Keeps entire production running smoothly from first production meeting to closing performance.

Duties include but are not limited to:

PRIOR TO REHEARSALS BEGINNING:                                                                          
- assist with auditions
- create a production analysis 
- prepare and distribute contact sheet  
- prepare production calendar with production manager 
- prepare the rehearsal calendar with the stage director                                                                                                                                                                                                      

DURING THE REHEARSAL TIMEFRAME:
- create and distribute health forms to the cast and relay pertinent information to various departments  i.e. food allergies to props, fabric
allergies to costumes 
- attend all rehearsals
- lead warm-ups as necessary                               
- arrive 30 minutes prior to the rehearsal call                                                                        
- take all blocking and directorial notes                                                                                 
- serve as the liaison between the director and the staff                                                        
- distribute daily rehearsal notes/reports to the artistic staff and  production staff                
 - post the rehearsal report on the call board(s)        
- assemble rehearsal props with the assistance of the ASMs
- create plots for props, sound & lights
- keep cast informed of any changes in calls  
- turns off lights and secures doors   
- last to leave the theatre       
- attend all production meetings and record minutes   
- inform actors of technical notes prior rehearsal i.e. “the stairs are not yet secure – do not use!”                                                                                                                                                                                                     

TECHNICAL REHEARSALS and PERFORMANCES: 

- record and call cues in technical rehearsals and performances
- work with house manager to coordinate smooth running of performances
- create checklists for both stage manager and assistant stage managers                                                  
- run all performances with consistency and professionalism
- create sign in and sign out sheet for all rehearsals and performances 
- prepare  performance reports for the run, including technical rehearsals                                                                      

 A stage manager must be responsible and organized, efficient and dependable, cool under pressure, a good problem solver, considerate, and have a good sense of humor. The stage manager reports to the director.

Assistant Stage Manager(s)

The assistant  stage manager(s) maintain the smooth running of rehearsals and performances and collaborates on the rehearsal schedule with the stage manager and director.

Duties include but are not limited to:

DURING REHEARSALS

- arrive 30 minutes prior to the rehearsal call  
- set the stage                                                                           
- organize rehearsal props
- shift scenery
- clean the stage (sweep, mop if necessary)
- hold book and cue actors
- take line notes
- stand in for an actor  
- assist the production stage manager as needed by taking some of the PSM responsibilities

DURING PERFORMANCES

- manage all backstage and dressing room activities before, during and after the show
- establish a professional working atmosphere in all backstage areas
- clean the stage
- preset all props and set pieces
- give all actor calls
- insure actors are in place for entrances
- make any assigned scene or property shifts
- handle any backstage emergency
- communicate with and takes cues from the stage manager throughout the show.

The assistant stage manager(s) report to the production stage manager.

Assistant Director

This position offers an apprenticeship in directing by both observing the directing process and participating in it through discussion, planning and conducting scene work with the actors. The assistant director must attend all production meetings and rehearsals and reports to the director.  Specific duties can be assigned by the director.

BUSINESS  MANAGEMENT

Publicity / Public Relations

Responsible for the organization of production publicity and promotion in the school and in the region.

Duties include but are not limited to:

- attend the first read-through of the play
- recruit a graphic artist to develop a logo / poster design
- attend production meetings and communicate information to all staff                              
- coordinate publicity campaign including ideas such as:   banners, posters, table  tents, marquees, showcases, etc.                                      
- arrange a photo session for distribution to the papers (five weeks prior production)   
- contact radio and television stations and supply them with information  (four weeks prior production)                                               
 - make contact with the CDT and the BAHS  Red and White (three weeks prior)
- create a web site on the BASD network yourself or locate a competent webmaster 
- organize a committee to assist with promotion 
- develop a timeline for publication
 *The director must approve all publicity materials before they are distributed.

Fundraising / Development

This person will have the opportunity to create a fund raising campaign outside of the ticket sales.

Duties may include but are not limited to:

- Obtain / create a mailing list of all potential businesses in the area 
- organize a mailing strategy and send information about program ads to businesses
- organizes the sales of personal program ads by the cast and crew members     
- supply all program ads to the program designer
- determine the need of intermission sales and organizes such   
- report all financial transactions to the drama club treasurer and Mrs. Knoffsinger

FRONT-OF-HOUSE   PERSONNEL

Box Office Manager
NOTE: Beginning in 2007, BAHS will actually have a box office. This job description will most likely need to be revised!

Coordinates the sale of all tickets and records all income to the Drama Club Treasurer and Mrs. Knoffsinger.                                              Duties include but are not limited to:

-  insure tickets are designed and  printed
-  organize the selling of tickets in the lunch room during lunch mods beginning the week before the production opens
- coordinate and implement the selling of tickets by cast and crew members   
- schedule and supervise box office personnel for the running of the show
- maintain efficient box office procedures
- complete ticket and cash box reports following each performance.

House Manager

Coordinates all front-of-house activities and, with the stage manager, the smooth running of the show.

Duties include but are not limited to:

- schedule and train all ushers pertaining to their duties (not just handing out programs) 
- conduct an orientation for all ushers and introduce them to the facility (locations)  
- train the ushers concerning emergency procedures
- make sure the lobby is clean and safe for the patrons – especially if the weather is bad
- establish a welcoming atmosphere for patrons & assisting them with any problems or concerns
- maintain control of the house so that the show begins on time  
- cue the audience for the beginning of the performance of each act
- managing all late seating in accordance with the director’s wishes
- remain available in the front-of-house area until all patrons are safely out of the building  
- create a lobby display appropriate for the production  
- supervise cleaning / clearing of the house following the production  
- maintain a “no food or drink” policy in the theatre 
- maintain a “no photographing or filming” policy

USHERS

Ushers are very important in establishing a professional theatre atmosphere.  Ushers have a great responsibility to the patrons AND the theatre organization.

Duties include but are not limited to:

- greet the patron at the door to the theatre  
- distribute programs to the audience   
- assist audience members as needed i.e.:  handicapped seating, giving directions to rest rooms, phones                                                     
- be available throughout the production in case of emergency and notify he house manager if necessary                                                              - notify an adult staff member if there is a problem with the taking of photographs or inappropriate behavior                                                                                        
- know how to contact the custodian on duty in case you need him during the performance 
- check restrooms for cleanliness and supplies 
- help clear the house of patrons after the performance   
- help with cleaning the house of programs / trash     
- turn in “lost and Found” items to Mrs. Knoffsinger
- be responsible, dependable, and friendly!

Ushers answer directly to the house manager.

ARTISTIC STAFF

DESIGN TEAM

Design positions include:  Scenic Designer, Lighting Designer, Costume Designer, Hair and Make Up Designer, Sound Designer, Props Designer, Special Effects Designer. 

TECHNICAL STAFF

Beginning in 2007 – BAHS will triple our production space with a scene shop that includes a paint room, laundry room, two dressing rooms, and new storage cabinets and storage racks. This will be a very exciting time for us!

Assistant Designers (Includes Assistant Scenic, Costume, Lighting, and Sound Designers).

These positions will be filled on an "as needed" basis from show to show, at the discretion of the associated designer.  Each assistant will report directly to the designer they are assisting.

The duties of each assistant should be determined between the designer, assistant, and production stage manager.

ALL ASSISTANTS WILL ATTEND PRODUCTION MEETINGS and will attend appropriate technical rehearsals, dress rehearsals, performance, and strike as directed by the designer.

Technical Director

The TD works closely with the scenic designer and serves as the liaison between the designer and related staff members (props and paint.)

Duties include but are not limited to:  
- creates a master calendar including all technical deadlines   
- attends production meetings     
- demonstrates solid fiscal responsibility, should understand the budget restraints  
- needs to be available throughout the school day to answer questions and solve problems
- relays instructions from the designer to the crew members   
- keeps all technical departments on schedule  
- provides working drawings as necessary
- provides a materials needed list/request to Mrs. Knoffsinger for purchases

Master Carpenter

The Master Carpenter is a carpenter that demonstrates skill and has the ability to communicate with the crew and organize the scene shop.

Duties include but are not limited to:

 -  supervises all work calls 
- conducts a safety workshop at the beginning of the build period 
- maintains a record of crew members and hours worked        
- responsible for tools and tool safety      
- responsible for stage maintenance     
- helps coordinate / schedule work calls along with the TD and the Designers  
- keeps accurate record of used materials and the needs for purchasing new or additional materials and supplies   
- oversees the building of the set  
- maintains a clean, organized, and safe working environment  (scene shop, stage, hallways, etc.)

PRODUCTION STAFF

SCENIC ARTIST

The scenic artist is responsible for painting the scenery as directed by the Scenic Designer.

Duties include but are not limited to:

- supervises crew members at paint calls  
- maintains a clean work space 
- instructs crew the proper methods of cleaning tools and spaces
- informs the TD of any needed  materials prior to work calls   
- controls the inventory of supplies and equipment 
- is responsible for any necessary touch ups during the run of the show

The scenic artist reports directly to the scenic designer.

PROPS MASTER

The props master is responsible for assisting the scenic designer with stage properties.

Duties include but are not limited to:

- provides an inventory of all show props to the Production Stage Manager
- gathering props as directed by designer
- painting props as directed by designer
- building props as directed by designer
- attending all production meetings
- making sure all props are accounted for at beginning and end of each show
- Striking props at end of performance run
- Repairing props during the run of the show

Props master reports directly to the scenic designer before the show opens and to the stage manager after the show opens.

Master Electrician / Light Board Operator

The master electrician is responsible for supervising the hang and focus of the lighting for the show as well as maintaining the lighting throughout the run of the show.   The Master Electrician and Light Board Operator positions are now combined into one position.  The design should not be altered by the ME.

Duties include but are not limited to:

- preparing an order of gel, lamps, and needed accessories
- circuiting the plot (with assistance from the lighting designer) 
- supervises and helps train crew members
- running dimmer check before every show (including dress rehearsals)   
- coordinating light hang work calls with the Lighting Designer
- running the light board for each show (including dress rehearsals)
- assisting the TD in supervising strike of electrics after show is complete
- replacing burnt out lamps and gel as needed
- programming the board during light levels 

The master electrician reports to the lighting designer before the show opens, and the stage manager after the show opens.

Sound Operator

The sound operator reports to the sound designer and is responsible for:

- the installation and setup of sound equipment (as needed) 
- operating the sound equipment during the tech, dress and performances 
- performs a sound check  
- checks and distributes head sets to the appropriate personnel and striking each night 
- is responsible for any actor handled sound equipment (mics, etc) 
- distributes and retrieves nightly

The Sound Op reports to the Production Stage Manager once the show opens.

Special Effects

This position varies from show to show and includes non-typical staging.  Example:  the rain storm crucial to a production of The Grapes of Wrath, fireworks and flames in You Can’t Take it With You, projections for Defying Gravity.  Specifics are determined by the director along with the Special Effects Designer.

Wardrobe Manager

The wardrobe chief is responsible for aiding in the design, maintenance, and cleaning of costumes during the run of the show.  

Duties include but are not limited to:

- Assists with costuming designers needs:  i.e.:  helping with measurements, shopping, pulling of costumes and
accessories.                                                                    

- attends all technical and dress rehearsals attends all performances 
- prepares a sewing kits for emergencies   
- organizes all costumes racks, accessory bags  
- accounts for  all costume pieces before and after each performance
- any ironing and/or washing of costumes as directed by costume designer or stage manager
- any repair of costumes as directed by stage manager or costume designer
- assists with the laundry and dry cleaning following strike 
- stores costume items appropriately following cleaning  
- supervises the costume run crew and all costume changes

These duties may be assigned in part to members of the costume run crew but are the final responsibility of the wardrobe chief. The wardrobe chief reports to the costume designer before the opening of the show, and to the stage manager after the opening of the show.

Make Up Chief

The makeup assistant is responsible for assisting the costume designer with the application of makeup.

Duties include but are not limited to:

- four weeks before production, create a needs list for make up, tools, hair pieces, etc. and follow up on the ordering of items                       
- create any drawings or research for pictures to help the actor with their  makeup  
- schedule a make up workshop to train actors in application and techniques  
- preparing the make up area(s) with needed supplies      
- helping to supervise cast members applying their own   makeup                                                                                                                  -                                                                    
- helping to wig cast members
- possibly attending selected production meetings                                                                
- is responsible for maintaining supplies and cleaning of brushes, sponges, etc.  
- supervises clean up of make up areas

The makeup assistant reports to the costume designer.

PRODUCTION CREWS:  Construction and Run Crews

Scenic Construction

Crew - The primary responsibility of the scenic construction crew is to assist the TD in the construction of the scenic elements of the show. Painting may also be involved. Crew members report to the Technical Director. Construction crew ends when the show opens.

Scenic Run Crew - The scenic run crew members are responsible for moving scenery during the run of the show.

Duties include but are not limited to:
- sweeping and mopping of floor before every performance
- setting the stage with scenery before every performance
- moving scenery during scene changes during the show
- striking the scenery at the end of each performance
Crew members report to the stage manager and their assistants.

Costume Construction

The costume construction crew members report to the costume designer and assist him/her as directed. Duties may include sewing, ironing, dyeing, etc.

Costume Run Crew - The costume run crew reports to the wardrobe manager and performs duties as directed. Duties may include:
- assisting in accounting for costume pieces
- assisting in washing/ironing costume pieces
- assisting in quick changes during show
- assisting in costume strike
Duties are concluded when costume strike is complete.

Lighting Crew

Lighting Crew is responsible for assisting the master electrician in the hang and focus of the show.

Lighting Run Crew:  In some circumstances, a run crew  may be needed to fill the following positions:
- switcher
- follow spot operator

Crew members report to the master electrician.

Props Crew

Props Crew is responsible for assisting the scenic designer and props master with stage properties.

Duties include but are not limited to:

- gathering, painting, constructing props as directed by designer

Props Run Crew will work along side of the ASM in charge of props and will complete any duties assigned by the ASM.

Duties may include but are not limited to:

- presetting all props 
- maintaining organization of off-stage props  
- inventorying and storing props after each performance         
- reporting any damages to the ASM in charge of props      
- repairing or replacing any damages during the performance but only with the approval of the ASM in charge of props.