Forest Players
Duties

Up Constitution Duties

 

FOREST PLAYERS DUTIES

DUTIES OF COMMITTEE MEMBERS, SUB-COMMITTEES AND MEMBERS

Chairman

  • To lead the Forest Players in its aims and objectives
  • To chair Committee Meetings
  • To prepare and deliver annual objectives furthering the aims and objectives of the Forest Players
  • To ensure a programme of events on an 18 month running basis
  • Regular contact with the media and other drama groups in the area
  • Represent the Forest Players within the Community
  • Work with the Treasurer and Secretary to ensure the financial security of the Forest Players
  • Ensure that all roles and responsibilities of the Officers and Sub-Committees are undertaken efficiently and effectively

Hon. Secretary

  • Organise Committee meetings, frequency and venue
  • Prepare Minutes and Agendas for meetings
  • Receive and circulate items for discussion at committee meetings and general meetings
  • Prepare and distribute notice of the AGM, organise venue and advise members
  • Receive apologies for absence
  • Pre-book production dates and rehearsal dates
  • To arrange a suitable post production meeting after each production at a suitable venue
  • To arrange Charity Nights and be the prime focus of contact between the Forest Players and selected charities
  • Maintain contact with NODA and keep them informed of production dates

Hon. Treasurer

  • To run the finances of the Forest Players
  • To prepare an Annual Report on the financial performance of the Forest Players
  • Oversee production budgets and ensure that each production is within budget and then prepare a profit and loss account after each production
  • Prepare a 12 month forecast after each production on an ongoing basis
  • To obtain relevant licences and scripts
  • To arrange appropriate insurances to cover the property and liabilities of the Forest Players
  • Organise a `float` for each production to cover ticket sales, raffle, bar and programmes. Supply a float to Foresta Travel
  • Issue Annual Subscription Notice to members and friends
  • Arrange entries to local drama festivals
  • Ensure that performance licences are displayed in the bar during the play week
  • Supply list of Friends to Foresta Travel, Bullfrog Music and Front of House

Publicity

  • To produce a publicity programme for each production including
  1. List of organisations to be circulated
  2. Details of premises that will display posters and/or take handbills and arrange distribution prior to the production
  3. Media liaison
  4. Arranging media photos and articles
  5. Organising ticketing including design, production and outlets, produce a breakdown and distribute to outlets and charities together with synopsis of each play
  6. Arrange design of posters, handbills, roadside displays, FOH display outside the hall and programmes
  7. Book East Grinstead library display board, collect necessary photos and advertising material and set-up on agreed date
  8. Arrange front of house display boards in the lobby before performances
  9. Maintain and update mailing list, prepare and print mailing shot, envelope and post before each production
  10. Sell advertising space for programmes and collect any money that is due
  • Regular contact with the media
  • Raising the profile of the Forest Players within the local community

Producer/Show Co-Ordinator

  • Liaison with Village Hall representative
  • Organising backstage meetings
  • Organising Members to provide the following facilities: Props, Lighting, Sound, Costumes, Front of House, Bar, Raffle, Stewarding, Programmes
  • Ensuring each production stage manager prepares a set design, secures stage scenery and dressing and arrange set preparation in advance
  • Organising appropriate set transport
  • Work to agreed budget

Members Secretary

  • Maintain records of all Members
  • Recruit and develop all new members
  • Maintain regular contact (using Prompt Copy) with members via email and post
  • Ensure 4 editions of Prompt Copy a year
  • Hire plays for readings as appropriate

Friends Secretary

  • Maintain records of all Friends
  • Recruit and develop new Friends
  • Maintain contact with friends and specifically before each production promoting the aims of the Forest Players

Social

  • Organise the after show supper
  • Organise a programme of social events throughout the season.

Director

  • Direction of the play including selection of play, cast, stage manager, lighting, sound, props, costume, stage dressing.
  • Agree appropriate rehearsal schedule and publish to cast and committee
  • Attend committee meetings to update on progress of production
  • Work to agreed budgets
  • Agree plans for essential functions – e.g. publicity, media, Prompt Copy etc.

Front of House

  • After the end of the dress rehearsal set out chairs/tables according to ticket sales and directors preference
  • Arrive at the venue in time to organize and delegate duties to F.O.H. team i.e. Ticket Sales, Programme Sales and Raffle Sales
  • Maintain contact during the play week with box office outlets including obtaining a forecast of Saturday night supper sales
  • Arrange to collect reserved and unsold tickets late afternoon every day from box office outlets
  • Obtain flower arrangements for front of house
  • Buy raffle tickets and arrange for prize donations from performers and production team
  • Liaise with Stage Manager regarding the start of the each performance and if necessary delay starting time
  • Advise and assist charity night front of house volunteers
  • Ensure that a free programme is given to Friends and advertisers

Bar

  • Three weeks prior to the production arrange initial order for wine beer and lager and free loan of glasses with Wine Rack
  • Purchase soft drinks, lemons and snacks and on the Monday of the play week collect order from Wine Rack plus bag of ice and set up the bar
  • Agree all prices with the committee, print price lists and display
  • Obtain surplus spirits left over from the previous production
  • Supply the following equipment: Sharp knife, tea towels and clip board for actors and crew bar bills
  • Compile list of interval drinks for actors and crew, Deliver five minutes before the interval
  • Purchase coffee, tea, milk and sugar for crew and audience.
  • Supply free bottle of wine to box office outlets
  • Arrange for all bar bills to be settled by Saturday night
  • On Sunday morning return any unsold drink and glasses to Wine Rack (sale and return agreement) and take all empty bottles and cans to the local tip

Village Hall Committee Representative

  • Attend Village Hall committee meetings as requested in order to represent the Forest Players
  • Report back to the committee any items of business that are relevant to Forest Players
  • Convey any requests for action to the Village Hall Committee

Last updated August 2007

 

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Last modified: 09/18/08