Thank for your interest in helping behind the scenes! There is no need to figure everything out on your own! Here is a basic outline that might help...
*Secure rights for the play and order scripts if necessary
*Talk to the director early to helf find personnel (music director, choreographer, stage manager, costumer, lights, sound, set, props, publicity, graphic design, tickets, intermission treat person, etc...)
*Work with publicity person and graphic design person to do posters, ads, articles, radio spots, web updates, etc… for auditions and for performances (Advertise in Bluff Country Reader, aud ad runs one week, perf ad runs week of for every perf weekend)
*Set audition times/dates, get audition location secured, and get keys
*Set performance times/dates, get rehearsal and performance locations secured and get keys
*Arrange for printing programs at Kelly Printing, ticket person should get set up online and/or paper tickets
*Get a photographer to take rehearsal pics and headshot pics for program
*Aftershows, send scripts back (for musicals)
Typical duties may include:
*being at rehearsals, marking stage directions, help with line calls, assist director
*working with the props person to organize props and set dressing
*you may also assist in set construction
*keeping the ‘prompt copy’ of the script which notes the performers’ positions on stage, script changes as well as the props, lighting and sound needed for each scene
*liaising with front of house staff
*supervising the 'get in' and ‘get out’ (when the set and equipment are set up and taken down after the show)
*cueing performers to go on stage, making sure performers check in with you for performances
*cueing the technical crew to operate sound and lighting
*The go-to person for all information about the production
*watching each show and dealing with any emergencies
*Working with actors to maintain and replace props and costumes as required
*Tidy up the props after the show, arrange props before show
*Make posters and newspaper ads for auditions and performances (stick with established style, font is Trade Gothic for all text but title of show, black bar across the top, etc…)
*Make the program
*Make tickets if needed
*Follow guidelines outlined in the script or paperwork regarding title, author credit, licensing company credit, etc...
In a nutshell:
1) place advertisements for auditions and performances, based on budget constraints, in local newspapers, using the posters designed for the play
2) place notices for auditions and performances in free listings for upcoming events in local newspapers
3) arrange for radio interviews with cast members to promote the play
4) place information with the Chamber of Commerce and City of Lanesboro
5) write press releases
6) take photos in case other photos don't happen
7) write an article and send to the newspapers (free)
8) keep copies of publication of advertisement and article(s) for documentation purposes
9) Put up posters. Places for ads and posters include: Lanesboro Arts Center, Chamber of Commerce (with a request to have it placed on their calendar), City of Lanesboro Cable Channel, Republican Leader Newspaper, Bluff Country Newspaper, Chatfield and other local newspapers, Fillmore County Journal, Churches for Sunday announcements, posters at campgrounds and Old Barn Resort, as well as usual places in Lanesboro and nearby communities.
9) Here are some links where we can place free calendar event announcements:
*Read the script and make some plans before the show begins.
*Track down resources (thrift shops, renting from other theaters, who can sew, etc...).
*At the first rehearsal, measure cast members.
*Gather and make costumes.
*Have cast try costumes on, assess what else is needed.
*Arrange to have cast wear costumes for director approval before tech week.
*Cast should wear costumes starting Tuesday of tech week, add hair and makeup on Wednesday of tech week, working with unusual items (such as full skirts, shoes, etc...) well in advance, if possible.
*Keep a sewing kit handy for minor repairs during the show, such as fixing a button.
*After show, return, wash, store, or treat costumes as needed.
*Read the script to learn about the props that are needed.
*Track down resources (thrift shops, ask cast members, etc…)
*Work with stage manager to set props backstage
*Refill/clean as needed during run of show
*After show, return, wash, store props as needed.
Process for getting reimbursed for budgeted theatrical purchases:
*When purchasing an item for the LCT be sure you have the Tax Exempt form to show the clerk so you will not be getting charged tax. The LCT will not reimburse anyone for tax. (Tax Exempt forms can be obtained at or through Robin Krom 507-993-2029).
*Once the purchase is made take the receipt to LAC and ask them to put it in the LCT box along with:
*description of what was purchased
*item purchased and what it will be used for
*name, address and phone number of the person being reimbursed
*The reimbursement will be checked and submitted for payment. Payment may take up to two weeks.
*Any questions pertaining to this procedure please contact Robin Krom @ 507-993-2029 (Created 3/2010)
Curtain Speech (adapt as needed to fit show)
"Good evening and welcome, everyone, to the Lanesboro Community Theater’s production of _______, written by _______ and directed by __________. We want to thank the Lanesboro Arts Center for the use of this wonderfully historic St. Mane Theater, and also the Southeast Minnesota Art Council for providing funds through their grant program (if applicable).
The play will have one short intermission, with beverages and cookies available in the lobby.
We ask that you silence any devices that could beep or ring or buzz or make any kind of noise. Should it be necessary for you to leave the theater, please use the doors in the rear. In the event of an emergency, there is an additional exit through this opening immediately behind me (point).
Because of your continued support, the Lanesboro Community Theater organization is planning future activities and productions. Contributions towards our future work are welcome, and you will find a donation box in the lobby.
Now, please, enjoy the show!"
Sometime after the final show, get together to discuss these aspects of the show:
auditions, rehearsal schedule, technical elements (set, lights, sound, costumes, props), facility, rehearsals, performances (tickets, times, volunteers), publicity (timeline, individual pieces like press releases, posters, web, etc, archiving show and press), school outreach, finances, budget, grant wrap up, additional items