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Parent/Adult jobs at
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This is a list of jobs we need done for each and every show, for which we rely largely on the parents of children in the cast. All these jobs are managed by several show Coordinators.
None of these jobs is busywork; all these tasks need to be done for this to be a successful and safe show. No one has to put in a lot of hours and we tell you exactly what needs to be done and when.
You get to see parts of what goes on behind the scenes, watch a raw, quivering group of young people turn into a fine-honed cast and production crew, and you make it possible for us to keep the participation cost per child down to pennies an hour. (Less than a dollar a contact hour for a child in the cast; much less for a child in a crew.)
Everyone who helps with a show is greatly appreciated. We try to acknowledge all the crew heads, helpers, and backstage parents in the show program.
The audition itself is usually staffed by one of the people who already know how this works (it can be quite hectic at times), but we would welcome having other people learn the ropes and be able to help with auditions.
Briefly, this crew watches over young people filling in forms, answers questions, checks the forms, looks people up in the files, and takes photos as needed. The hours are 5:00 - 8:00 Thursday evening, 5:30 - 8:00 Friday evening, 9:30 - noon Saturday, and noon - 2:00 Sunday. If you can help out by making some phone calls and working one of those times to see what goes on, that would be great!
Running the box office is a somewhat complicated and of course critically important task. We do have detailed procedures for what needs to be done, and there are experienced people of whom you can ask questions. The way to get started is to volunteer to be a helper.
There is so much involved with publicity for a show that the effort is distributed among several publicity crews.
PR Mail-out: Flyers, press releases, and publicity photos are assembled and stuffed into envelopes about one month before the show opens. There are as many as 800 envelopes to stuff.
Radio give-aways: You handle radio give-aways of tickets. This serves to promote both the show and the company. You make phone calls and get the information and coupons to stations no later than three weeks before the show opens.
Flyer distribution: Cast and crew take flyers and distribute them to area businesses about two weeks before the show opens. There are over over 30 lists of businesses to cover, and these lists need to be expanded and kept up to date. There is no specific crew; you are coordinating the distribution of materials, on one Saturday morning.
Window painting: The window of the rehearsal space is painted to advertise the show. This is done several weeks before the show opens, and takes about half a day. This crew also cleans the window after the show closes.
At each show one adult helper supervises children who collect tickets and hand out programs as people enter the house. (The box office, selling tickets, is a separate crew.) The adult helper and crew members arrive one half hour before the show begins. The ushers are finished when the show starts and may leave or stay to watch the show. These are young children in this crew, so the adult helper must stay until the children are handed off to another adult.
Discuss with a Coordinator how many ushers are needed at each show. From this information and the crew list you can decide how many shows each usher must work. Usually you need two ushers for each entrance, one to collect tickets and one to hand out programs. (If you find you do not have enough ushers, ask for a list of children who have been ushers in past shows. Siblings and friends of ushers is another source for ushers.)
Call your usher crew soon. Determine which shows they wish to work. (You need to talk with a parent when you call.) Call each adult helper and decide which shows they will handle. Make certain they understand what they are to do. Give a copy of the final work roster to a Coordinator well before the show dates so we can get the complete list of names in the program.
The box office at the show needs the work roster for the usher crew. Each adult helper must mark on this roster which crew members did or did not show up when scheduled, so they can be given their crew credit.
As party crew head, you decide if you want to hold a planning meeting with your crew prior to the party date. If you want to use the rehearsal space for this meeting, please call the space and schedule the meeting.
Call your party crew by the end of the first week of rehearsals. Make certain they can attend the planning meeting (if any) and can work before, during, and after the party. Notify a Coordinator of any changes to the crew list.
Make or order items required. Talk with the Treasurer about the details of getting money in advance or being reimbursed. Make certain you turn in following the party any receipts for which you wish to be reimbursed. Also turn in a final list of who actually worked on your crew so they can be given crew credit.
Suggestions: pizza (lots with cheese only, some with meat, some all veggie) about two slices per person; veggie tray with dip; chips; soda pop (get a variety, both diet and regular); dessert item such as cookies. The Assistant Director knows how many people have paid for the party.
NOTE: The party begins about 6:30 p.m., so begin setup around 4:30. Food is not served until the last-out person, usually Evelyn, arrives at the party! This rule guarantees that load-out is complete and all children not attending the party have been picked up from the theater.
Reserve the truck well ahead of time for both dates. All-of-us Express has a credit card. We usually need a 16-foot truck, but check with the set construction people to be certain.
Load-in is usually the Thursday evening before tech week, but check on the details for this show!
Load-out happens immediately following the final show. If the final show is at 4:00, the truck should be at the theatre no later than 4:30. Usually the truck is then driven to someone's house and left overnight, to be unloaded at 1:00 p.m. on Sunday during clean-up. The truck should be empty by 2:00 p.m. on Sunday.
The Coordinators can tell you who has recently rented trucks. You might wish to contact these people and discuss their experiences with particular rental dealers. If you wish to be reimbursed, please get your receipts in no later than two weeks following the close of the show.
Front desk parents sit at the front desk in the All-of-us Express space during a rehearsal. You answer the phone, handle any walk-in questions, and generally keep the rehearsal from being interrupted. Usually very little happens, so bring a book or ask to help with sewing.
Rehearsal parents are needed for rehearsals when large numbers of young children are involved, which is usually the summer show, to help cast and crew keep quiet when not on stage, escort children to restrooms, and handle whatever comes up. Rehearsal parents are needed during tech week, and occasionally at other times. This is your chance to watch the show "come together".
Backstage parents are backstage (right and left) and in the greenroom during a show. It is important to have adults on hand who have no show-related duties and so are able to handle any emergency or situation that may occur. You get to see the show from a different perspective.
Arrive half-an-hour before the show begins. Wear black or dark clothing. When you arrive, find a Coordinator and check in. Familiarize yourself with the layout of the stage and the rooms we are using. Locate the restrooms, water fountain, first aid kit, and telephone.
Backstage, sit down out of the way. If actors waiting to go on are noisy, quiet them down using touch and gesture. (A loud "shhhhh" backstage can be heard by the audience.)
In the greenroom try to keep the noise level down to very soft voices. Once actors are in the greenroom in makeup, they must remain in the greenroom until called by a director to go on stage.
It is the mission of All-of-us Express Children's Theatre to provide young people with an opportunity to produce plays of a professional quality, and to provide the community with an opportunity to enjoy live family-oriented dramatic activities.
GO BACK to the guilds and crews page of www.allofusexpress.org