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Producer
AS A
MEMBER OF THE WMTC PRODUCTION STAFF, THE PRODUCTION COORDINATOR
SHALL:
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Be responsible to the Executive Producer and Board
of Directors
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Oversee all aspects of the production
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Oversee auditions using the format determined by the
Artistic Director
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Provide all necessary forms for auditions
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Arrange for rehearsal space
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Call and conduct weekly production meetings (first
meeting at least 10-12 weeks prior to opening of show)
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Work with the Stage Manager and/or Artistic Director
to make casting calls
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Work with production staff to make calls if
requiting of additional cast members is necessary
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Make sure that a rehearsal schedule is prepared and
distributed by the director(s)
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Prepare a cast list, staff list, list of rehearsal
dates and locations, and a rehearsal conflict list and distribute
these as well as Perks and Polices of WMTC, bio sheets, and any
other paperwork, at the read through. If you do not plan to be
at rehearsal, give all materials listed to the Stage Manager
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Distribute scripts and scores at the read through
and collect the required deposits (all refund monies/checks are
held, not deposited, and returned to individuals when scripts are
returned during the last weekend of the production). Give
receipts if cash is used as form of payment
Ø
Oversee the budget of the production; Note: any
questions or overruns must be cleared through the Executive
Producer
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Arrange for show mementos and collect payment
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Arrange for Heart Award ballots; present Heart Award
history and procedures for ballots to the cast; collect ballots at
close of production
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Collect scripts and scores and arrange for refunds
prior to closing
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Box up and return script and scores etc. to rental
agency ASAP (refer to contract with agency as to necessary date of
return)
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Arrange orchestra rehearsal space and if at Opera
House, arrange for music stands to be in Green Room
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Facilitate communication between members of the
production staff and serve as an intermediary between production
staff, Executive Producer, and Board of Directors
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Communicate the policies of WMTC to the production
staff and cast and insure that those polices are carried out
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Coordinate publicity photos between PR Committee
Chairperson, Artistic Director, Costume Designer, Make-up and Hair
Designers (when appropriate); photos should be taken 2 to 3 weeks
into the rehearsal process
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Production Coordinator is to become member of PR
Committee for that production in order to facilitate communication
during the production regarding audition notices, website
information, photos, program, newspaper information
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Submit receipts from staff members to fiscal officer
no later than two (2) weeks after closing (see attached policy)
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Work with Personnel Committee secretary to insure
that all Production staff members have signed a contract and been
given a job description/guideline for their area
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Distribute and track keys for both SARA and Opera
House and then collect keys from all except Stage Manager opening
night
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Attend monthly WMTC Board of Directors’ meetings
during rehearsal process or prepare a written report to be
presented to the Board of Directors
IN RETURN FOR THIS SERVICE, WMTC WILL PROVIDE:
Ø
A production staff
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A contractual agreement with the Opera House for
Tech Week rehearsals and performances
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A contractual agreement with leasing agency
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Organizational support and backing for decisions
made within the policies of WMTC
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Payment as agreed two (2) weeks after closing
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Keys to SARA to be distributed to appropriate staff
members
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Keys to the Opera House to be distributed to
appropriate staff members
TOP of page
Artistic Director
AS A MEMBER OF THE WMTC PRODUCTION STAFF, THE ARTISTIC DIRECTOR
SHALL:
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Be responsible to the Production Coordinator
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Present their concept of the show to the production
staff at the first production meeting
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Present a format for auditions to the Production
Coordinator at the first production meeting
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Prepare and audition letter for distribution at
auditions
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Attend and conduct auditions and call backs
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Assume final responsibility for casting
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Work with Production Staff to make casting calls
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Work with the Vocal Director and Choreographer to
determine a rehearsal schedule with cast assignments prior to read
through; working together if modifications are necessary
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Be present at all rehearsals
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Work with the Vocal Director and Choreographer to
set tempos for musical numbers
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Select cast members to be photographed for publicity
and determine appropriate poses in cooperation with the
photographer (approximately 2 to 3 weeks in to rehearsal process)
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Attend all production meetings
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Communicate progress and concerns to the Production
Coordinator in an open and routine manner
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Communicate costume, make-up, set, color schemes,
and lighting concepts to appropriate production staff members in a
timely and routine manner
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Cooperate with the Stage Manager to set cues and
sound and light levels during Tech Week
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Relinquish all responsibility for the show to the
Stage Manager upon opening
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Refrain from going onstage, backstage, or in the
dressing rooms, Green Room, or Light Booth during a performance or
intermission
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Attend pick-up rehearsal if and when one is held
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Request any changes or make any comments during the
run of the show through the Stage Manager only
IN RETURN FOR THIS SERVICE, WMTC SHALL PROVIDE:
Ø
A script and score which are to be returned upon
opening
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All audition materials
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Set plans before rehearsal
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Payment as agreed two (2) weeks after closing
TOP of page
Technical Coordinator
AS A MEMBER OF THE WMTC PRODUCTION STAFF, THE TECHNICAL
COORDINATOR SHALL:
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Be responsible to the Production Coordinator
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Attend all regular production meetings called by the
Production Coordinator
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Oversee the technical budget of the production;
Note: any questions or overruns must be cleared through the
Executive Producer
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Facilitate materials purchased for set construction
and painting and, if necessary, arrange for technical staff to be
on authorized charge lists at Ace Hardware and Woodstock Lumber
while working on the Production Staff
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Arrange dates and locations for set construction, at
SARA
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Arrange for set construction, light hanging,
load-in, and strike crews
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Arrange for Opera House to schedule a staff person
during Tech Week, including the dinner hour, 5:00 – 7:00 pm
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Arrange dates for hanging lights with the Opera
House, Lighting Designer, and crews
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Arrange load-in time for Tech Week with Opera House
Staff
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Coordinate any move of set pieces from and back to
the storage areas or rental facilities with the Set Construction
Foreman and/or Properties Technician, and the Opera House,
including arranging for truck rental
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Obtain “double-booking” details from Technical
Director of Opera House and arrange with Technical Staff to
facilitate the required accommodations; communicate this
information to the Stage Manager
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Serve as a liaison between the Technical Staff and
the Opera House staff for all technical matters of the production;
Provide Opera House with set and light design for final approval
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Facilitate the coordination of all technical aspects
of the show in cooperation with the Artistic Director and the
Stage Manager during Tech Week to insure that all technical areas
are completed
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Facilitate the coordination of technical repairs,
corrections, or alterations required during the run of the show
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Assign and coordinate all aspects of strike
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Facilitate communication between members of the
production staff and serve as intermediary between Technical
Staff, Production Coordinator, Executive Producer, and Board of
Directors
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Communicate the policies of WMTC to the Technical
Staff and insure that those policies are carried out
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Review job description with technical staff members
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Assist the Stage Manager in putting together running
crew and spot light operators
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Submit all receipts to Production Coordinator no
later than 2 weeks after closing
IN RETURN FOR THIS SERVICE, WMTC SHALL PROVIDE:
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A technical staff
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A contractual agreement with the Opera House for
Tech Week rehearsals and performances
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Organizational support and backing for decisions
made within the polices of WMTC
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Payment as agreed two (2) weeks after closing
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Key to SARA
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Orchestra Director
AS A MEMBER OF THE WMTC PRODUCTION STAFF, THE ORCHESTRAL DIRECTOR
SHALL:
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Be responsible to the Production Coordinator and
Stage Manager
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Assemble the orchestra
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Arrange for orchestra rehearsal space with the
Production Coordinator
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Distribute and collect orchestra scores, ensuing
that all markings are erased
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Conduct three (3) orchestra rehearsals prior to
playing with the cast on Sunday of Tech Week. A total of four (4)
rehearsals
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Distribute and collect orchestra member music
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Work with the Vocal Director to communicate
established tempos for musical numbers
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Attend production meetings as deemed necessary by
the Production Coordinator
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Attend at least one (1) run thru of the show prior
to Tech Week to become familiar with the show and tempos
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Arrange for the orchestra to rehearse with the cast
on Sunday, Tuesday, Wednesday, and Thursday of Tech Week
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Assist orchestra members in finding subs if they are
unable to play the entire run of the show
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Conduct the orchestra for all rehearsals and
performances
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Conduct the musical numbers at the established
tempos
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Wear proper attire for the Final Dress and all
performances
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Report to the Stage Manager thirty (30) minutes
prior to a performance
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Communicate the policies of WMTC to the orchestra
and ensue that those policies are carried out
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Responsible for strike and set up of orchestra pit
between shows if it is necessary to strike ( working with
Technical Coordinator and Stage Manager) ie : after Sunday show;
if another event is scheduled in theatre when we are not in a
performance)
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Submit payment form to Production Coordinator that
contains orchestra member names, social security #s, and # of
shows played, at closing performance
IN RETURN FOR THIS SERVICE, WMTC SHALL PROVIDE:
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A script and score and orchestra scores which are to
be returned upon closing
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Orchestra rehearsal space
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Form to record orchestra member information for
payment
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Payment as agreed two (2) weeks after closing
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Vocal Director
AS A MEMBER OF THE WMTC PRODUCTION STAFF, THE VOCAL DIRECTOR
SHALL:
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Be responsible to the Production Coordinator and
Artistic Director
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Attend auditions and call backs
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Provide input to the Artistic Director for casting
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Work with the Artistic Director and Choreographer to
determine a rehearsal schedule with cast assignments prior to read
through
Ø
Be present at all rehearsals
Ø
Work with the Artistic Director and Choreographer to
set tempos for musical numbers
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Work with the Orchestral Director to communicate
established tempos for musical numbers
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Attend all production meetings
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Communicate progress and concerns openly and
routinely to the Production Coordinator
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Conduct vocal warm-ups before each rehearsal and
performance or assign someone to assume this responsibility
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Prepare a tape of all musical numbers demonstrating
established tempos before the first rehearsal (if possible)
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Teach the music to the cast
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Relinquish all responsibility for the show to the
Stage Manager upon opening
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Refrain from going onstage, backstage, or in the
dressing rooms, Green Room, or Light Booth during a performance or
intermission
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Attend pick-up rehearsal if and when one is held
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Request any changes or make any comments during the
run of the show through the Stage Manager only
IN RETURN FOR THIS SERVICE, WMTC SHALL PROVIDE:
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A script and score which are to be returned upon
opening
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Tapes for taping the musical numbers to be given to
choreographer
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Payment as agreed two (2) weeks after closing
TOP of page
Stage Manager
AS A MEMBER OF THE WMTC PRODUCITN STAFF, THE STAGE
MANAGER/ASSISTANT DIRECTOR SHALL:
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Be responsible to the Technical Coordinator
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Attend all production meetings
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Run rehearsals in the absence of the director
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Take cast attendance during rehearsals and
performances
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Contact absent cast members
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Maintain an accurate prompt book, which includes all
blocking, cues, and notes for the performance of the show
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Obtain all crew members (with the help of the
Technical Coordinator if necessary)
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Assign and post dressing room position
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Maintain stage manager and first aid kits
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Conduct safety talk during tech week, giving tour of
backstage area and explaining operating regulations for all cast
and crew members
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Complete a pre-show check list
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Call the show including cues for curtains and all
technical aspects of the show
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Deliver notes to the cast and crew as requested by
the directorial staff during the run of the production
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Assist with strike in consultation with Technical
Coordinator
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Obtain set plan from Technical Director and assist
technical staff in laying out ground plan on stage or rehearsal
space
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Make sure that each actor receives a rehearsal
schedule, and all other necessary paperwork; keep cast advised of
any changes
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Arrive fifteen minutes ahead of all scheduled
rehearsals in order to set up rehearsal space with necessary
furniture and props; clear the rehearsal space of furniture and
props at the end of each rehearsal
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Walk through scene for any absent actor if director
requests; or assign a stand in from among the cast
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Work with the properties person, advising her/him of
the placement of hand props etc.
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Obtain substitute props to be utilized during
rehearsal process
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Organize Stage Mangers podium once at Opera House
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Take complete charge of the back stage area during
tech week and for each performance
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Insure that all WMTC and Opera House procedures and
polices are followed by all involved with the production
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During the run of the production, check in all cast
members by 30 minutes before each performance, (at the latest);
report all absences immediately to the director and call absent
actors if necessary
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During the run of the production check in all crew
members by 45 minutes before each performance (at the latest);
call crew memeber if necessary
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Make ‘calls’ to the dressing rooms at “30 minutes” ,
“15 minutes”, “10 minutes”, “5 minutes”, and “places.
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Wait for go- ahead signal from the house manager
before starting the performance and for starting Act II
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Once each performance is over make sure the stage
area is left in appropriate order
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Inform Opera House staff member when you are leaving
the theater after each performance for the day or night
IN RETURN FOR THESE SERVICES, WMTC WILL PROVIDE:
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Payment as agreed two (2) weeks after closing
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Keys to SARA and to the Opera House
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Script to be made into prompt book
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Choreographer
AS A MEMBER OF THE WMTC PRODUCTION STAFF, THE CHOREOGRAPHER SHALL:
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Be responsible to the Production Coordinator and
Artistic Director
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Attend auditions and call backs
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Prepare and teach a dance routine at auditions
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Provide input to the Artistic Director for casting
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Work with the Artistic Director and Vocal Director
to determine a rehearsal schedule with cast assignments prior to
read through
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Be present at all rehearsals
Ø
Work with the Artistic Director and Vocal Director
to set tempos for musical numbers
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Attend all production meetings
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Communicate progress and concerns openly and
routinely to the Production Coordinator
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Choreograph and teach dances to the cast
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Appoint a Dance Captain, if necessary and approved
by the Board of Directors
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Conduct a physical warm-up before each rehearsal and
performance, or assign the Dance Captain or another individual to
assume this responsibility
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Relinquish all responsibility for the show to Stage
Manager upon opening
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Refrain from going onstage, backstage, or in the
dressing rooms, Green Room, or Light Booth during a performance or
intermission
Ø
Attend pick up rehearsal if and when one is held
Ø
Request any changes or make any comments during the
run of the show through the Stage Manager only
IN RETURN FOR THIS SERVICE, WMTC SHALL PROVIDE:
Ø
A script and score which are to be returned upon
opening
Ø
Tapes of the music
Ø
Set plans before rehearsal
Ø
Payment as agreed two (2) weeks after closing
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Lighting Designer
AS A MEMBER OF THE WMTC PRODUCTION STAFF, THE LIGHT DESIGNER
SHALL:
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Be responsible to the Technical Coordinator
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Attend production meetings as deemed necessary by
the Production Coordinator
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Attend at least one (1) run-through rehearsal to
understand the concept and blocking of the show
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Design a light plot and obtain approval of such from
the Opera House technical staff; leave plot at the Opera House
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