Drama/Musical Theater Coordinator

Summary:

The Musical Theatre Producer is responsible for organizing and planning the Neil Cummins Spring musical.

• Responsibilities include collaborating with NC Administration, hiring of Director, and identifying key volunteers for lead production positions. These positions (some may be hired) include Music Director, Technical Director, Set Designer, Costume Designer, Volunteer Coordinator, Production Stage Manager, Assistant Director(s), Assistant Producer(s), etc.
  
• Plan and manage the production calendar.
  
• Plan and manage the budget and finances of the Musical Theatre production; approve all expenditures.
  
• Review and approve all printed materials, publicity, etc.

Calendar of Responsibilities:

PREVIOUS YEAR (full year before performance)

• April/May
  Identify dates for next year's performance, assemblies, tech week, dry tech-thru, rehearsals, and auditions to determine facility needs. Work with NC Administration to secure dates as agreed and to secure facilities (i.e., Music Room, Gym, or other).
  
• May
  Participate in the Gym Calendar planning meeting to secure appropriate dates for Musical Theater for next year.

SUMMER/FALL before performance:

• August/September
  Develop preliminary budget. Hire Director. Choose production and order script and music materials. Begin recruiting efforts to fill lead production positions if not already filled.
  
• September/October
  Begin planning meetings with Core Production Team. (Musical Director, Costumer Designer, Set Designer, Lighting Designer and Technical Director, Production Stage Manager.) Finalize dates for posting audition sign-up sheets and Backpack Mail distribution of audition/sign-up forms and rehearsal/performance calendars (distributed in December).
  
• November/December
  Continue planning and prep. Hold pre-production meeting with creative team to set the creative direction and finalize key dates and deadlines for production milestones. Prepare audition/rehearsal/performance calendar and sign-up/audition forms to have them ready for copying in time to be included in backpack mail the Monday prior to Winter Recess. Prepare materials needed for auditions including script sides/scenes.

WINTER/SPRING of performance:

• January
  Hold auditions, make casting decisions, and notify participants of casting assignments. Begin rehearsals and distribute script copies and music materials as appropriate. Organize and conduct Parent Information Meeting; prepare forms for distribution including the following:
  
  • Commitment Agreement
    
  • Conflict Calendar
    
  • Permission Slip & Student Waiver
• Begin volunteer recruitment for all other jobs (delegate to Volunteer Coordinator), e.g., Ticket Sales, Refreshment Sales, Video Sales, House Manager, Backstage Crew, Dressing Room Crew, Sets & Props, Costumes, Programs, Videographer, Publicity, etc. Have volunteer sign-up sheets at Parent Meeting!
• January/February/March
  Schedule and conduct production planning meetings with Core Production Team to cover both logistics and creative elements. Facilitate communication between all parties and NC Administration as needed. Follow through with Core Production Team members to ensure they are on schedule with their respective responsibilities.
  
  • Rehearsals continue. Ensure that weekly communication to parents and cast members is occurring effectively. Resolve any issues as they occur.
    
  • Collect Performers' Fees (should be paid upfront, prior to participation) and submit to NC PTA Treasurer/Financial Secretary for deposit. Keep accurate records of Musical Theater finances.
    
  • Process and approve receipts for reimbursement and invoices for payment. Forward approved invoices and reimbursement requests to NC PTA Treasurer for payment.
    
  • Check in with volunteers responsible for various areas to ensure that everything is on schedule, such as Programs, Posters, Ticket Sales, Refreshment Sales, etc.
    
• March
  Finalize miscellaneous production details, including the following:
  
  • Make sure assembly needs are met (notify teachers of call times, etc. and make sure NC Admin is in sync with production.
    
  • Coordinate with Custodians regarding needs (chairs, risers, ladders, cleaning supplies, etc.) for Tech Week, Assemblies and Performances. Submit custodial orders.
    
  • Ensure that publicity needs are being met. (Pink section, Hall Bulletin, reader boards, posters up at both schools, etc.)
    
  • Check-in frequently with Technical Director and Production Stage Manager to ensure all technical needs are being met. (This includes head-set rentals and any other items that need to be rented or borrowed for performances.)
    
  • Continue to check-in with key volunteers responsible for various areas to ensure that everything is on schedule.
    
  • Work with Programs volunteer to ensure that all details of the programs are complete and accurate.
    
• March/April
  
  • DRY TECH-THRU
  • TECH WEEK
    
  • PERFORMANCES (including assemblies)
    
• Hold Cast Party, if desired. (Wednesday afternoon, 1:30 to 3:30 pm, following performance weekend works well.)
  
• Ensure that load-out is completed with lighting, sound, sets, props properly stored or returned if borrowed or rented.
  
• Hold post-production debrief meeting with Core Production Team. Summarize what went well and what could be improved. Capture ideas for the future.
• May
• Collaborate with outgoing Core Production Team and NC PTA leadership to identify Musical Theater Producer for following year.

Helpful Tools & Tips:

1. A note about Technical needs: It is imperative the Technical Director be involved in all decisions regarding sets, props, lights and sound and blocking. All of these elements must blend on stage and blocking or sets designed without consideration to lighting, hanging of soft goods, egress and actual space on stage can spell disaster or at the very least... a lot of mess and stress.

• Questions? Email us at drama@nc-pta.org