As a community theater, Dreamweavers relies entirely on volunteers to do the many jobs necessary to mount a full-scale musical production each year. The behind-the-scenes action is just as exciting and important as the music, and you get to work with a great group of people! For most jobs, experience is not required and you decide how much time you can give. Everyone gets credit in the program and an invitation to the company party after we strike the set (“strike” is the term frequently used to indicate the complete disassembling and cleanup phase immediately following the final production.)

 

Theatre Jobs

This section gives a run down of the job descriptions of the various people involved in any theatrical production.  It is not always necessary for there to be a separate person representing each of the positions.  For instance, in small productions, the director may also be the technical director, lighting and sound designer, set designer and crew head.  However, on the other hand, in large production companies, some of the jobs may be split up between two or more individuals.  This list is meant to be a starting point for people interested in participation in theatrical productions. 

·        Director

·        Stage Manager

·        Assistant Stage Manager

·        Production Manager

·        Costumer

·        Wardrobe Supervisor

·        Props Supervisor

·        Set Designer

·        Set Construction Supervisor

·        Set Decor Supervisor 

·        Lighting Designer

·        Sound Supervisor

·        Special Effects Supervisor

 

·        As a designer or crew supervisor, you will be given a budget limit for your particular area of production. It is your responsibility to work within the constraints of that budget. If at any time you feel the amount allocated is not sufficient, contact the Production Manager immediately. Do not make any expenditure in excess of your allocation without permission from the Production Manager.

·        Keep track of expenditures utilizing the budget report provided you, which you will turn in at the end of the production. Attach receipts to the form, unless you paid for the purchase and will be attaching the receipt to the reimbursement form.

·        Crew supervisors are responsible for contacting workers to assist. You will be given a list of people who have expressed an interest in working on this production or who have worked in your area in the past. Please call them. Do not try to do everything yourself. If you need assistance contacting helpers, please inform the Production Manager.

·        Keep a list of people helping you and credits or acknowledgements for the program on the form provided you. Return the completed form by the specified deadline.

·        All artistic decisions, ultimately, are made by the director. If in doubt about anything, please double check with the director.

·        Production heads are responsible for the conduct of their crews during productions.

·        Maintain regular contact with the Production Manager to provide an update on progress in your production area. If you are having any problems or difficulties of any kind, contact the Production Manager first.

·        Crew supervisors are encouraged to attend all production meetings.

·         Regular production meetings involving The Director, Production Manager, Stage Managers and Production Crew Chiefs are invaluable in creating a smooth-running production and maintaining important communication. There will be a minimum of three.

1. An hour or so before the first read-through so the needs of the production can be discussed, after which the crew chiefs can stay to meet the cast and listen to the read-through to get a good basic sense of the show.

2. At some point, mid-way through the rehearsal period as a progress update.

3. Most importantly, at sometime during the week before dress rehearsal.

      

DREAMWEAVERS has accounts with ACE Hardware. Contact the DREAMWEAVERS Operations Manager or Administrative Assistant for information on charging supplies to these accounts.

The Director is responsible for developing an artistic vision for the production and overseeing the creation of that vision onstage. The Director sets the overall tone for the way in which the production is put together and the way its process is perceived by others in DREAMWEAVERS.

PRE-PRODUCTION

·         Meet with the Operations Manager and Production Manager to review production budget, general schedule and procedures. Read the script to begin developing a vision for the show and start determining a plan for bringing that vision to fruition in the performances.

·         Determine how auditions will be conducted. Auditions may be open or closed at the Director’s discretion … by appointment or “cattle call.”

·         At least one month prior to auditions, provide details on the cast of characters needed for the show as well as how and when auditions will be conducted so notice can be provided to DREAMWEAVERS members and the public via newsletters, press releases, public service announcements, etc.

·         Develop a skeleton schedule for rehearsals so auditionees will have an idea of the amount of commitment required.

·         Meet or talk informally with designers and crew chiefs so everyone can be prepared for the initial discussion about the show at a Pre-Audition Production Meeting.

·         Be sensitive to offensive content. We don’t have a forbidden list of words or gestures, but in the past we have tried to avoid potentially offensive content unless it serves an artistic purpose.

AUDITIONS

·         All roles must be open and available to anyone interested in auditioning. Be sensitive to the manner in which you encourage people to audition in order to ward off any perception that being cast in the show is guaranteed.

·         Give individuals auditioning for the show equal consideration. Maintain an open mind regarding the potential casting of all roles.

·         Utilize production staff to conduct auditions so you can concentrate on the individuals auditioning and stay focused on casting of the show. The staff also will serve as a “buffer” between you and auditionees, stage mothers and fathers, etc.

·         Inform individuals auditioning when and how notification of the casting will occur. It is at the Director’s discretion whether individuals not cast will be informed by telephone call or letter or both.

·         Determine in advance who will be asked to provide input on the casting from among the production staff. As a director, you have final say, but it is important you work cooperatively with the Music Director, Choreographer, etc, in the decision-making process.

·         Determine which casting or non-casting calls you wish to make personally and ask the stage managers or production manager to make the remaining calls.

·         If you feel you are unable to cast certain roles once auditions have been held, determine in conjunction with your production staff what steps need to be taken to complete the casting.

REHEARSAL PERIOD

·         Develop a rehearsal schedule that takes into consideration the volunteer nature of DREAMWEAVERS and its participants. Ensure the schedule adequately provides for proper preparation of the production, but also remains cognizant that everyone involved, though committed to the show, has personal lives and commitments. Use their time fairly.

·         Treat Dreamweavers, staff and others involved with the production with consideration and respect. Maintain appropriate behavior and language with cast and crew members, especially when working with children and youth.

·         Review the Stage Manager’s job description to understand their responsibilities. Discuss with them any additional duties which might be required.

·         Conduct rehearsals in a consistent and timely manner, and allow time at the end of rehearsal to give notes. Don’t rehearse to the designated finishing time, then keep Dreamweavers and staff late to discuss notes. Allow Stage Managers time during the note period to inform the Dreamweavers of announcements and other items of importance.

·         Allow the Stage Managers to take charge of the operational details of rehearsals – starting time, breaks, ending times, etc. -- so you can focus on the creative work.

·         Remember that the process by which DREAMWEAVERS mounts its production contains an educational mission. Foster that whenever possible.

·         Coordinate and cooperate with the costume designer and other staff members who may need Dreamweavers for fittings, etc., during rehearsal times.

·         Provide feedback to the Dreamweavers that is both constructive and considerate. Directorial notes should be given by you only. While Stage Managers should provide Dreamweavers with blocking and line corrections, etc., comments the Stage Managers have regarding character, motivation and creative issues should be discussed solely with you, allowing you to forward them to the Dreamweavers at your discretion.

·         Trust the Stage Manager’s ability to assume full responsibility for the production as it transitions from rehearsal to production.

·         Focus on the overall impact of the production at this point and the melding of individual elements to fulfill the vision for the show.

·         View rehearsals from various parts of the theatre to ensure sight lines, projection, etc. are properly maintained.

·         Be aware that even though the rehearsal schedule intensifies during the dress rehearsal period, it is important to remain respectful of the private lives of those involved in the production. Do not over schedule Dreamweavers and staff members.

·         Keep in mind technical staff often must work before and after rehearsals, as well as through-out the final weekend before the show opens.

·         Hold a technical rehearsal to allow the tech staff time that is dedicated to their needs and duties during performances.

·         Coordinate with the Stage Manager to ensure that cast and crew members clear the theatre in a reasonable time so nobody is forced to remain late to lock up.

·         Directors should not take Curtain Call with the Dreamweavers.

PERFORMANCES

·         Decide with your production team what the call times will be, as well as procedures for warm-ups, etc., then allow the Stage Manager to supervise and enforce them. Be aware the Stage Manager will clear the stage five minutes before the “half-hour” call so the House Manager can open the house in a timely manner.

·         Discuss with the Operations Manager, House Manager and Sound Engineer when and how any pre-show announcements should occur.

·         Be cognizant that Dreamweavers and crew members have duties to perform to prepare for the start of the show and schedule any greenroom speeches or well-wishes accordingly.

·         Be respectful of the individual preparation processes of Dreamweavers for performances and don’t intrude upon that process.

·         Avoid going backstage during intermission so Dreamweavers and crew members can prepare for the remainder of the show without interruption.

·        Wait until after the performance to discuss any problems or notes for subsequent shows. If anything arises during the first performance which needs to be addressed at intermission, discuss it with the Stage Manager and let him or her determine how to resolve the issue and who to involve.     

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The Stage Manager is the person who assists the director through the entire production period and assumes total responsibility for the show as it moves into final rehearsals and performances. The Stage Manager also is ultimately responsible for the safety of all people involved in the production.

PRE-PRODUCTION

·         Meet with the Director prior to auditions to discuss how auditions will be run.

·         If asked, help Operations Manager and Director prepare materials for auditions.

AUDITIONS

·         Keep auditions operating in an orderly fashion and assist director with Dreamweavers sheets and other material

·         At the director’s request, provide input into the casting of the show.

REHEARSAL PERIOD

·         Decide with the director which of you will be responsible for opening and locking up the DREAMWEAVERS building for rehearsals. Sign out a key from DREAMWEAVERS Operations Manager if necessary.

·         Review rehearsal schedule with the director and discuss at which rehearsals you or the assistant stage manager will be needed.

·         Check first-aid kits in rehearsal hall to make sure they’re fully supplied. Arrange with Operations Manager to replenish if necessary.

·         Have a supply of sharpened pencils available for the first read-through and throughout the rehearsal period.

·         Arrive at least 15 minutes early to rehearsals and make sure everything is set for the scenes to be rehearsed.

·         Maintain a list of the Dreamweavers needed for each rehearsal and check off their names when they arrive. Call Dreamweavers if they fail to show.

·         Distribute production guidelines and rehearsal calendar to cast members and review.

·         Prepare a prompt book, noting all of the stage directions as given by director, and have them available for reference for all cast members.

·         Make notations in pencil for ease in making blocking changes.

·         Keep a list of notes from the director to other production personnel that arise during rehearsals and Dreamweavers as liaison to inform them of the note if requested by the director.

·         Distribute scripts and vocal books to cast members and inform them if they can be high- lighted or marked. Materials which are rented for the show can be marked only in light pencil and must be erased before turning it back in. Rented materials must be returned to the stage manager by the start of strike. Dreamweavers will be charged a replacement fee for any materials not returned.

·         Remind Dreamweavers to bring scripts and music books to all rehearsals.

·         Advise cast and crew members to not bring valuables to the theatre.

·         Supervise “housekeeping” after each rehearsal, making sure people clean up after themselves. Remind Dreamweavers to return rehearsal or production props to their assigned locations.

·         Attend production meetings as requested.

·         Provide cast with Publicity/Bio forms and collect them when completed to give to Operations Manager.

·         Remind Dreamweavers and crew members about proper theatre etiquette.

·         While you should provide Dreamweavers with blocking and line corrections, any comments you may have regarding directorial elements like character, motivation, etc., should be discussed solely with the director, allowing the director to forward them to the Dreamweavers as he or she sees appropriate.

·         Talk to DREAMWEAVERS Operations Manager regarding obtaining a key for rehearsals and performances.

·         Contact the theatre technical director and review procedures for opening & locking theatre, opening the curtain, location of fire extinguishers, first-aid kit, turning on work lights, house lights, stair lights, wall sconces, orchestra pit lights, and backstage lights, as well as which switches in breaker box get turned off when theatre is vacated.

·         Be responsible for having the theater opened for Dreamweavers and crew members at least one-half hour before their scheduled “call” time and for lockup following rehearsals.

·         Post a sign-in sheet for Dreamweavers. Remind them to arrive at the theatre by the announced time for call and sign the sheet immediately.

·         Arrange with technical crews to have stage area clear, cleaned and ready for rehearsal. If necessary, sweep and/or mop the stage.

·         Police the house, stage and backstage after rehearsal for trash, lights out and lockup.

·         Review with the Tech Director. Make sure Sound, Light Board, Assistant Stage Manager, and any other necessary backstage stations have properly connected headsets.

·         Mark all sound, light, effect and running cues in your prompt script. Determine with the other staff members which cues will be called by you during performances.

·         Ensure that all safety precautions (running lights, glow tape, etc.) are in place backstage before rehearsals begin. Make sure cast is familiar with the set, entrances and exits before starting to rehearse on it.

PERFORMANCE NIGHTS

·         Inform cast and crew not to park in the lots next to the theater. The lot across the street from the DREAMWEAVERS building should be used.

·         Inform cast and crew to enter theatre through stage doors. Nobody enters through house.

·         If not posted already, post a sign on the metal stage door that only production personnel are permitted backstage before and during a performance and at intermission. Keep the door closed and policed if necessary. Cast members in partial or full costume or makeup should never be seen out in the house prior to a performance.

·         Maintain quiet and order backstage and in the dressing room areas.

·         Upon arrival at the theatre, check to see that the intercom system is functioning properly.

·         Announce to the cast and crew the following times remaining until curtain: one hour, 30 minutes, 15 minutes, 5 minutes and Places.

·         Check to make sure all running personnel are prepared for the performance. Ask if those responsible for specific areas have completed “checks” … lighting instruments, props, microphones, etc.

·         Coordinate with the House Manager and inform cast & crew when the house is being opened, generally half-hour-to-curtain, especially when the stage and set is visible to the audience if the Dreamweavers curtain is not being used.

·         Maintain contact with Box Office to determine if the show will be able to start on time or if the curtain needs to be held because people are waiting at the ticket window.

·         If the director will be making a speech or announcement, gather all personnel at the requested time.

·         Clear stage at least 5 minutes before the House is scheduled to open.

·         Flash the house lights (or coordinate with Light Board Operator) five (5) minutes before the show is to begin. If necessary, flash again just before curtain to get people settled into their seats.

·         Find out from the Sound Operator or House Manager when the audience is seated and show can begin.

·         Call the show according to method agreed upon between you, director, assistant stage manager, lights operator and sound operator. Stage manager should have all cues marked in script, whether or not he or she is usually announcing all cues.

·         Police stage area after each performance. Make sure all work and running lights are out. Double check to make sure lighting operator turned off dimmer packs.

·         Assume responsibility for locking up theatre after the show unless other arrangements have been made with the theater tech director.

·        Post the starting time for Strike and emphasize to Dreamweavers the importance of their attendance.    

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The Assistant Stage Manager is the person who assists the stage manager through the entire production period and helps with the responsibility for the show as it moves into the theatre for final rehearsals and performances.

All duties are at the discretion of the Stage Manager. Please refer to the Stage Manager job description.

PRE-PRODUCTION

·         With the Stage Manager, develop a schedule so that at least one of you will be in attendance at all rehearsals.

·        The Assistant Stage Manager generally works the Stage Left station, opposite the Stage Manager who is usually stationed Stage Right. This allows the SM to cue (and sometimes operate) the Dreamweavers curtain, oversee Dreamweavers entrances from the SR side of the stage.    

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The Production Manager is the person who oversees the staff and business of the show and is responsible for bringing in the show at or under budget.

PRE-PRODUCTION

·         Assist director in solicitation of crew chiefs.

·         Review the production budget with Director and Operations Manager and manage the budget throughout the production period.

·         Obtain production job descriptions and other forms from Operations Manager.

·         Set up Production Calendar with Director and Operations Manager. Ask Director to add rehearsal schedule to the calendar once he or she knows conflicts, etc. from Dreamweavers.

·         Meet with crew chairpersons individually or together and give them job descriptions, budget reports, program bios, production calendar and all other production forms.

·         Review budget allotments with crew chiefs and emphasize the importance of staying within budget. Provide crew chiefs with tax-exempt information and numbers and request they use them. Crew chiefs should maintain a running total on their budget and must consult you if they feel they need additional dollars to complete their job.

·         Coordinate with Operations Manager about show logo used for publicity and tee-shirts.

AUDITIONS

·         Confirm with Operations Manager that scripts have been ordered and will be available prior audition dates.

·         Coordinate with Director and Operations Manager that audition forms, scripts, pencils, camera, and other materials are ready for auditions.

·         Assist Director and Stage Managers at auditions.

·         Prepare a contact sheet of cast and crew with template provided by Operations Manager. Distribute contact sheet to Director and crew chiefs. Provide stage manager with contact sheets to be distributed to cast members.

·         Gather names of potential crew members from audition sheets and pass them on to the crew chiefs. Pass audition sheets on to Operations Manager so information can be added to DREAMWEAVERS data base.

·         Arrange with Operations Manager for copies of Prompt Books and distribute them to those needing them.

REHEARSAL PERIOD

·         Meet individually with crew heads to make certain all technical aspects are being handled throughout production.

·         Review publicity schedule with Operations Manager and develop any special target marketing for the show.

·         Obtain completed program bio forms from crew chiefs and return to Operations Manager by deadline.

·         Coordinate with Operations Manager on having tee-shirts made and developing an order form. Make sure crew chiefs get forms for themselves and crew members. Give forms to Stage Manager to distribute to Dreamweavers.

·         Oversee collection of forms and ordering of shirts. Turn money in to DREAMWEAVERS treasurer.

·         Arrange for cast parties, either in-house or somewhere other than DREAMWEAVERS. Prepare and distribute reservation forms at rehearsal. Oversee collection of forms.

·         Post notices for parties and T-shirts on bulletin board in DREAMWEAVERS backstage and in dressing room area in theatre.

·         Provide cast party permission slips for all participants under 21 years of age. Collect slips once they’ve obtained parent and sponsor signatures. Confirm arrangements and number of reservations with cast party caterers.

PERFORMANCE NIGHTS

·         Make sure parties are set up and arrangements are made to meet caterers, etc.

·        Arrange for lockup of DREAMWEAVERS theater after cast parties.  

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The Costumer is the person who oversees all of the different elements involved in creating the clothing worn by the Dreamweavers in a production … design, construction, rentals, fittings, wardrobe run, maintenance and strike. Sometimes the costumer will assign specific areas, such as wardrobe, to other individuals but still remains responsible for the show’s costuming overall.

PRE-PRODUCTION

·         Obtain budget figure and production forms from the Production Manager. Itemize all expenses on the forms provided by Production Manager. Attach receipts.

·         Read the script several times to become familiar with the story, period, characters, scene breakdown and timeline, etc. It is also a good idea to have a second script available to circulate to the individuals working on your crew, so they can read it.

·         Determine if you will handle all areas of the costuming or share responsibilities with anyone else and what the expected division of duties will be.

·         Discuss the show and its costumes with the Director and other Designers to get a feel for their artistic vision for the production. Talk about colors, textures and other elements of design which need to be complemented in the costumes. Discuss hairstyles and wigs with makeup supervisor and how they will affect your plans for hats.

·         If you feel the budget allotted for costumes is not going to be sufficient to fulfill the artistic vision for the show, contact the Production Manager immediately.

·         Confer with the Director and Stage Manager when in the rehearsal period costumes will be required.

·         Find out if the Director wishes any cast members to have rehearsal skirts or other temporary costumes pieces for early rehearsals.

·         Discuss with the Props Supervisor if there are any personal prop items which will be considered as part of the Dreamweavers’ costumes. Decide who is responsible for procuring them.

·         Make a master list or chart of all characters and detail the costumes required for each. Note the costume changes, paying particular attention to quick changes. Determine what changes might need to occur backstage.

·         Consult with the DREAMWEAVERS Wardrobe Supervisor to determine what costumes might be pulled or adapted from DREAMWEAVERS’s collection. Get approval before cutting or dyeing any items.

·         Determine if remaining costumes will be rented or constructed. DREAMWEAVERS has a good relationship with several area theatres for renting or borrowing items (CTA, Corinth, Adamsville High School Band)

·         Collect, fit, alter and or make all costumes.

·         Take measurements of all cast members as soon possible after director decides who will play what character.

·         Be sure to notify all cast members of any items they will need to provide like dance shoes, etc.

·         Review design sketches, swatches, etc. with the director for approval. Maintain communication throughout the rehearsal period and be sure to get any changes approved.

·         Make arrangements early for any rental of costumes.

·         Ask the Stage Manager for a copy of the rehearsal schedule and cast contact sheet so you can arrange to fit Dreamweavers when they’re not needed by the Director.

·         Confer with Dreamweavers to see what clothing items they might be able to provide for their own characters or others.

·         Solicit crew members from your own list of people or from Dreamweavers sheets available from the Production Manager.

·         If you have major problems you cannot solve, consult again with the DREAMWEAVERS Wardrobe supervisor.

·         Submit to the Operations Manager a list of all businesses and individuals who lent items for acknowledgement in the playbill. Also submit a list of all volunteers working with you on the Costume crew. Double check spelling on all lists. Also submit your bio for the show program.

·         Assign dressing areas and set up wardrobe room with ironing board, steamer, sewing machine, supplies, etc.

·         Make sure dressing rooms, green room area, lavatories and other basement sites are clean and ready.

·         Confer with Stage Manager and Set Designer or Construction Supervisor about the best place to locate backstage dressing rooms. Set up those changing areas.

·         Oversee transfer of costumes and racks.

·         Set up and distribute schedule for when crew members are needed for final rehearsals and performances. Be specific about what time they are called for, especially if it differs from the call announced to the cast.

·         Advise all crew members to wear “blacks” backstage for all performances.

·         Be sure your crew is informed of when they will be needed for rehearsals, the call for performances, etc., as well as tee-shirt sales, production parties, etc.

·         Prepare a costume change plot and make copies for all costume crew members. Give copies to Stage Manager and Assistant Stage Manager so they are aware how the changes may affect the run of a performance

·         Prior to first dress rehearsal, conduct a dress parade in the order of the show so director can approve costumes prior to Dreamweavers use.

·         Prior to first dress rehearsal, review with Dreamweavers any rules or directions regarding costumes including: