Download Little Theatre Company Members handbook

Dec 2013
LITTLE THEATRE COMPANY MEMBERS' HANDBOOK - VERSION 2
Little Theatre Company
Version 2 - December 2013
Members' Handbook
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Dec 2013
LITTLE THEATRE COMPANY MEMBERS' HANDBOOK - VERSION 2
I.
WHY THIS DOCUMENT EXISTS
3
II.
INTRODUCTION AND BASIC CONTACT DETAILS
4
III.
THE COMMITTEE - WHO DOES WHAT
5
IV.
MEMBERSHIP AUDITIONS AND FEES
6
V.
CASTING, SCRIPTS AND BACKSTAGE
7
VI.
REHEARSALS AND ABSENCES
8
VII.
WHAT HAPPENS DURING SHOW WEEK
9
VIII.
PATRONS
9
IX.
PUBLICISING OUR SHOWS
10
X.
ORGANISATION CHARTS
10
XI.
VERSION CONTROL
11
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LITTLE THEATRE COMPANY MEMBERS' HANDBOOK - VERSION 2
I. Why this document exists
It was agreed at the Little Theatre Company committee meeting in December 2011 to create a
digital members' handbook that could be emailed to members and also uploaded to the LTC
website at http://www.little-theatre.co.uk
This will be a 'living' document which will be regularly updated. A list of version numbers
with a summary of changes will appear at the end of each handbook released.
This document will become the main resource for members new and old to be reminded how
the company operates, its policies and procedures, the roles of the volunteers who keep the
company running - and information on how people can get involved and help.
Information about rehearsals, show weeks and the level of commitment we expect from
members who are cast in onstage and offstage roles will also be spelled out.
If you have any questions about anything in this document please contact [email protected] or company secretary Elaine Pritchard at [email protected]
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LITTLE THEATRE COMPANY MEMBERS' HANDBOOK - VERSION 2
II. Introduction and basic contact details
LTC is a registered charity, number 1072000.
You can write to us at:
Little Theatre Company
377 Rosliston Road
Stapenhill
Burton on Trent
Staffordshire
DE15 9RJ
Email: [email protected]
Or ring 01283 542446. See Section VI for mobile contact numbers.
Our main website is http://www.little-theatre.co.uk. We do require ALL members to register
for the website as we may post rehearsal schedules and other documents there which you will
only be able to see and download if you are signed in. If you do not have Internet/email
access, please contact John Bowness/Peter Clemson.
We have a presence on Facebook http://www.facebook.com/LittleTheatreCo
We have a Twitter feed http://www.twitter.com/LTC_in_Burton
We have a Pinterest account at http://www.pinterest.com/LittleTheatreCo
A brief history of Little Theatre Company can be read on the message board of our website under the LTC Timeline topic - LTC Timeline.
Each year the company usually performs a play in March and June, a musical in November
and a youth show at Easter.
In addition we have our annual Christmas Party, the LAFTAs - LTC Awards For Theatrical
Achievement - a very, light-hearted, tongue-in-cheek award event which nevertheless
recognises achievements of the past 12 months. This happens each December on the same
night as the AGM. All members are encouraged to attend the AGM and vote on
recommendations put forward by the committee and hear the Chairman's speech on the past
year and any issues or matters of interest. All members receive a voting form ahead of the
LAFTAs to vote for their favourites in a range of award categories. On LAFTAs night - the
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LITTLE THEATRE COMPANY MEMBERS' HANDBOOK - VERSION 2
date of which will be published on the website forum - members bring along a contribution
for a buffet, as also often happens on the last night of shows.
In alternate Septembers we hold either a major fund-raising event or a Patrons' Evening which is a night or two of entertainment exclusively for Patrons of the company - see section
VIII for more on Patronage.
III. The committee - who does what

Chair, Peter Clemson - Peter is the public face of Little Theatre Company. He
oversees all aspects of the group's management, runs the private patrons scheme and
oversees online ticket sales and priority ticket bookings to members and patrons.

Vice Chair, Leon Ratcliffe - Leon deputises for Peter as and when necessary.

Company Treasurer and Artistic Director, John Bowness - John casts and directs LTC
productions and also oversees all financial matters. He also manages the LTC website
and oversees the company's social media presence on Facebook and Twitter.

Assistant Artistic Director and Child Protection Officer, Katie Haywood - Katie takes
a major role in choreographing productions, assisting the director, overseeing props
and caretaking the LTC stock of props. As LTC's Child Protection Officer she
oversees all issues regarding the health, safety and wellbeing of our young
performers.

Company Secretary, Elaine Pritchard - Elaine handles general correspondence and
grant applications for LTC. She also produces a bi-monthly email newsletter - and a
print version which goes out to patrons without email access. She assists John with
the website management and social media presence and runs the corporate patrons
scheme for local businesses who want to support the group. She publicises
forthcoming LTC productions on various 'what's on' websites and liaises with local
newspapers regarding publicity opportunities.

Front of House Manager, Kay St Clair - Kay organises the front of house rota for
show weeks. She is always interested to hear from members and their families who
are prepared to sell programmes, help with occasional fundraising raffles or take a
turn on the coffee bar during our show weeks.

Patrons' Secretary, Sarah Spencer - Sarah maintains the database of members and
patrons and handles enquiries from them as required. She also organises the mailing
out of bi-monthly printed newsletters to patrons without email access.

Youth Liaison Officer, Tom Pritchard - Tom is the main contact point for any youth
members who have any questions or concerns. He assists the Chair with the
preparation of applications for child performance licences which we now obtain from
Staffordshire County Council for all under-16 performers in our casts.

Technical Director, Matt Bancroft - Matt advises the committee on changes to
legislation and technology options regarding sound, lighting and special effects
equipment. He organises lighting and special effects for LTC shows.

Costume Co-ordinator, Jackie Pearson - Jackie organises the measuring of company
members for costumes and oversees the distribution and fitting of costumes during
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LITTLE THEATRE COMPANY MEMBERS' HANDBOOK - VERSION 2
show week and their packing for return to the costume company after the show. She
has a central role backstage in youth shows.

Production Co-ordinator, Rosemary Watson - Rosemary is stage manager for most
shows and organises the crew for set changes. Behind the scenes, Rosemary is a huge
source of practical support to the running and future development of Little Theatre
Company. She also collects script deposits from members when scripts are hired usually for musicals - and returns the deposits to members when scripts are returned
clean and undamaged.

Subscriptions Secretary, Karen Hailstone - Karen collects annual subscriptions and
show fees from members.

PR Officer, Mike Mear - Mike organises the front of house displays during show
week which promote our shows to Brewhouse visitors. He also organises the content
for show week programmes and liaises with the printers on behalf of the company.

Minutes Secretary, Sue McPhee - Sue minutes the annual general meeting, which
takes place every December ahead of our LAFTAs event, and the annual committee
meeting.
The committee usually meets once a year for a formal meeting - late November or early
December - where suggestions and ideas are discussed regarding membership and show fees,
procedures and new initiatives. There is regular liaison between the committee members as
required during the year.
The committee makes recommendations which are then voted on at the Annual General
Meeting in December. Committee members are also elected/re-elected at the AGM.
If you have any ideas or feedback concerning the running of the company, please contact any
member of the committee.
IV. Membership auditions and fees
In recent years the membership of Little Theatre Company has grown substantially meaning
that we've had to restrict opportunities for people to audition with a view to becoming
members.
At certain times we do audition new members as the needs of the company change. If you, as
a member, are approached by anyone enquiring about membership, please ask them to
contact us through the Little Theatre Company website - www.little-theatre.co.uk. Please,
never make any promises to them about an audition or membership.
We understand that with the best of intentions members sometimes see and hear talented
people who they think might be a useful addition to the company. Sadly we cannot include in
the company everyone who would like to be involved so please do not ask anyone to become
a member as you could be setting them up for disappointment. For much of the time
membership is closed and we are not auditioning.
Everyone who is accepted as a member of LTC pays an annual fee. Annual membership of
Little Theatre Company is currently £20 for working adults, £10 for non-working adults and
students and £30 for family membership where three or more members of the same
household are LTC members.
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Your annual membership fees should be paid promptly at the start of January. By delaying
payment you are causing extra work for volunteer committee members who have to chase
you up and you are also depriving the company of money it needs to pay show royalties,
rehearsal venue costs and much more.
If you are cast in an onstage role you pay an additional fee. For working adults show fees are
£10 and for non-working adults and students it is £5. These fees should be paid promptly at
the start of the rehearsal period.
This is a very modest contribution to the cost of putting you on stage in a show - wigs,
costumes etc. We try to keep to an absolute minimum any items we ask you to buy - such as
tights, shoes etc.
If you are asked to do a role backstage - helping with props, set changes, lighting, sound or
prompting you are not asked to pay a fee. We also often need help front of house with selling
programmes, or if we are having a raffle (which we do from time to time to raise extra funds).
V. Casting, scripts and backstage
Membership of Little Theatre Company does not guarantee you roles in shows. John makes
decisions on casting based purely on producing the most professional and entertaining
performances possible. We realise that many members are disappointed when shows are cast
- that is a necessary of evil of having such a large and talented membership. As a member we
require you to accept casting decisions with good grace and be pleased for your colleagues in
the company who have been cast.
Sometimes shows are 'pre-cast' by John - meaning that he allocates roles without auditions.
Sometimes - especially for the youth shows - there are auditions for some, or all, roles. Often,
but not always, there are reading nights when John is casting a play. At these, members sight
read from the scripts. In due course John announces his cast by email/post. Advance notice is
given if there are going to be 'readings' to help John cast a play.
Little Theatre Company often provides scripts free of charge to members for its plays and you
are allowed to keep these scripts after show week. For the musicals we have to hire scripts
which must be returned in good condition and on time - or the company is fined. It is your
responsibility to take great care with hired scripts and ensure that you only make light pencil
marks in them and erase them all completely before returning them when requested during or
at the end of show week.
Because Little Theatre has been fined on occasions when scripts have been lost or damaged,
we have been forced to introduce a £25 script deposit which we ask people to pay at the start
of a rehearsal period involving hired scripts. Please pay this deposit promptly - ideally by
cheque - so we can hold the cheque and return it to you once you return an undamaged script.
If your script is lost or damaged you will forfeit your deposit. Any light pencil marks you
make in your hired script must be erased without trace before returning your script.
We are fortunate in Little Theatre Company to also have a talented team who bring to life the
vision John has for the sets for shows. Pete Banton, Dave Dent and Dave Tunks work many
hours at weekends to build and paint scenery and create props. To offer them support, Bethan
Waite now heads up a unit support team and will co-ordinate volunteers when extra help is
needed (usually at weekends) with painting and other tasks. Volunteers wishing to help are
always welcome as there are always non-specialist jobs to be done.
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VI. Rehearsals and absences
It is important that you commit to attend rehearsals unless work or sickness make it
absolutely impossible. If you are facing a busy time at work, or if you have family or other
commitments that will prevent you attending rehearsals regularly, you should not accept a
part offered. Sometimes John will ask people to let him know if they are NOT available for a
show before he casts it.
Our adult productions rehearse every Tuesday and Thursday. LTC Youth productions
rehearse Mondays and Thursdays. There are occasional weekend rehearsals for both adult and
youth shows. Peter and John will endeavour to get a rehearsal schedule to you as promptly as
possible. In the early weeks of rehearsing a show you may not be needed at every rehearsal.
Please consult the rehearsal schedule that will be sent out to you - or posted on the website to ensure you know when you are needed to attend.
In the early stages of rehearsing a production, rehearsal times are usually 7.30pm to 9.30pm.
In the early weeks you MAY finish sooner. As a production draws nearer rehearsals may start
earlier than 7.30pm and continue beyond 9.30pm. Consult the rehearsal schedule for full
details.
If you cannot attend a rehearsal - we realise that work, school commitments, holidays and
sickness mean that people may have to miss rehearsals sometimes - please contact one of the
following people on their mobile numbers as soon as possible.
John Bowness - 07740 677454
Peter Clemson - 07508 806764
Katie Haywood - 07746 893342
Don't just fail to turn up. If you are cast in a show it is helpful if you can supply John with a
list of any unavoidable absences (e.g. holidays) as early as possible during the rehearsal
process so he can then plan something that can usefully be rehearsed in your absence.
Every role in a show is equally important. There is no such thing as a small part and we
would urge you NEVER to think, "I'm just an extra/in the chorus so it won't matter if I'm
there or not". By not attending rehearsals you make life more difficult for your fellow
performers. Just because you are not a lead part do not think that it doesn't matter whether
you turn up or not. It always does.
In the highly unlikely event that we have to cancel a rehearsal - for example in the most
extreme weather - a notice would be posted prominently on the home page of our website. It
would replace the next production details and would be impossible to miss. If there is no
notice there you can assume rehearsals are on.
John allocates backstage jobs for each show and requires the same level of commitment as if
you were on stage. If you agree to do a particular role you are expected to do it for all
performances. The continuity and experience of backstage people throughout rehearsals and
show week helps make our sets changes polished and professional and adds a great deal to
the final performances. Helping backstage is a great way of learning more about stage work.
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VII. What happens during show week
For our March and June plays our performance week runs from Tuesday to Saturday - usually
with a Saturday matinee. On these weeks we need you to be available from Saturday to
Saturday. On the first Saturday you will collect costumes, on the Sunday there will be a dress
rehearsal (and help is generally needed to set-up for the show week) and there is a second
dress rehearsal on the Monday night. Help is also welcomed on the 'take-down' Sunday after
the final show. The more people who come to help - the sooner we can all get home and
enjoy a well-earned Sunday afternoon rest.
Dates of our shows are publicised well in advance on our website. If you know that you will
not be able to attend all final dress rehearsals and performances please tell John in advance
that you are NOT available to be cast.
Youth shows always take place at Easter and they usually run from Tuesday to Saturday,
usually with matinees on the Thursday and the Saturday. Final rehearsals may take place on
and around the Easter weekend. If you are going to have difficulty making these rehearsals,
please let John know as early as possible in the rehearsal process. We appreciate that many of
our youth members (as with the adults) have work commitments at weekends and we can be
flexible to accommodate this but please keep us informed about your availability.
For the November musical we always have performances from the Monday through to the
Saturday including a Saturday matinee. On the Sunday at the start of show week you will be
needed most of the day as we always have TWO dress rehearsals that day. Again help is
appreciated with setting up for the show on whatever day the set is assembled. There are
always many small but vital jobs - running into town for last minute purchases, small sewing
jobs etc.
After most of our shows we have an after-show party on the Saturday night where members
are asked to bring along donations of food to make a DIY buffet for the cast and their
families and close friends.
We also appreciate as many volunteers as possible to join us on the Sunday morning after the
November musical has finished. There is always a lot of tidying to do, costumes to be sorted
and packed and many hands make light work.
VIII. Patrons
We run two different patronage schemes for people who wish to publicly support Little
Theatre Company.
Private patrons are individual members of the public who support the company with an
annual donation. In return they receive - priority ticket booking, a bi-monthly email
newsletter, two free tickets to our bi-annual patrons' evening entertainment and their name in
our show programmes as a public 'thank you'.
Corporate patrons are local businesses who support the company with an annual donation. In
return they receive - priority ticket booking, a bi-monthly email newsletter, two free tickets to
our bi-annual patrons' evening entertainment, a page on the patrons section of our website see Corporate Patrons. Clicking on the name or logo of any business listed on this page takes
you to their individual page. Their logo also appears in our show programmes. We mention
corporate patrons now and then on our social media and in our newsletters.
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Currently, the annual donation stands at £10 a year for private patrons and £25 a year for
corporate patrons. Please contact Elaine Pritchard for more information or if you know of a
business who might like to support us in future.
IX. Publicising our shows
As a member of Little Theatre Company we do rely on you to spread the word to family,
friends and colleagues about ALL LTC shows, not only the ones you are cast in. It is only
through getting audiences in to see our shows that we can raise the money which enables us
to continue to stage exciting and challenging plays and musicals.
We also like to see adult and youth members attending shows that they are not appearing in.
If you have an idea for a publicity angle for a forthcoming show, please contact Elaine so she
can co-ordinate the approaches to the local press.
Elaine is always keen to hear news and information from members for the bi-monthly email
newsletter. Please don't be shy. The newsletter currently goes to about 500 local people so it's
a great opportunity to showcase your achievements and promote the company in general. You
can contact Elaine on [email protected].
X. Organisation charts
These charts show how John and Peter oversee production and administration issues
respectively and who they liaise with.
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LITTLE THEATRE COMPANY MEMBERS' HANDBOOK - VERSION 2
XI. Version Control
V1: First version produced in December 2012.
V2: Second version produced in December 2013. Changes are: updating of committee
members names and their roles. Additional information about AGM and LAFTAs and biannual fundraising event. Addition of Pinterest account URL. Amendment to administration
responsibilities graphic.
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