Download Operating Rules - Olympia Little Theatre

Olympia Little Theatre
Operating Rules
Last Amended:
September 2012
Revised March 2014
OLYMPIA LITTLE THEATRE
Operating Rules
SECTION ONE: GENERAL POLICIES
I. Purpose: The Theatre’s Operating Rules reflect and expand OLT policies as they are stated in the
By-Laws and govern the general operation of the Theatre.
A) Amendment: OLT Operating Rules may be created, modified, or canceled by a simple majority
vote of the Board of Trustees.
B) Rules are effective: Following adoption, Operating Rules will continue in force and effect until
the Board acts to further amend them.
II. General Safety
A) It is the responsibility of everyone in the theatre, members, volunteers and friends to help the
theatre operate safely and legally. Please report any issues you see that might cause dangerous
situations to the Office Manager, Director or Board President.
B) It you see anyone injured during a rehearsal or performance, it is our policy not only to note and
report the incident, but to call 911 if, in your best judgment, the injury is serious. We will
always back you for erring on the side of caution when calling for help.
C) All volunteers are considered to be members of OLT for the period beginning when they arrive
ready for duty until such time as they exit the theatre.
III. Productions/Calendar:
A) Number of regular productions and performances: A minimum of five productions will be
scheduled for each OLT season. The Board may approve additional productions or events.
B) Artistic/Production Manager-selected production: In addition to the productions authorized
by the OLT Board (as described in paragraph A. above), the Artistic/Production Director may
select an additional production to be added to the season. The normal play selection process
involving the Play Reading Committee does not apply for the selection by the
Artistic/Production Manager.
C) Season calendar: The Board will endeavor to set the performance calendar, by the end of the
previous season. If the Board is unable to complete this task by the end of the previous season, it
will schedule whatever special Board meetings are necessary to set the performance calendar by
no later than June 30.
IV. Auditions:
A) Schedule: Auditions will normally be scheduled on a Monday and Tuesday at the Director’s
discretion and as the facility schedule allows. Directors may set earlier audition dates with prior
Olympia Little Theatre Operating Rules
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approval of the Board or the Production Manager. Audition dates will be published before the
beginning of the season and changes must be advertised.
B) Open auditions: Auditions are open to anyone interested in participating in an OLT production.
In ordinary circumstances, the theatre does not allow pre-casting or offering roles to actors in
advance of open auditions. Where a productions may require a specific actor(s), such as one
person shows, specific requirements of the character (ethnicity, physical attributes or specific
skills) the Director may request and exception to the rule from the Artistic/Production Manager
and or Board of Trustees.
V. Rehearsals: Directors must follow instructions for rehearsals as outlined in the annual Directors’
Packet. The Annex space is generally available for rehearsals to the production next up for in the
schedule as soon as the next production due to open moves into the theater auditorium. Rehearsals may
be held off –site when it is more convenient for the Theatre’s schedule with approval of the
Artistic/Production Manager.
VI. Performances:
A) Regular Performances: Generally, each regular season production will be scheduled as
detailed below.
Week 1: Friday and Saturday performances (No Sunday performance).
Weeks 2, 3 and 4: Thursday, Friday, Saturday, and Sunday performances.
B) Special Performances:
i.
Are arranged by the Special Performances Coordinator
ii.
If scheduled before auditions have been held, a maximum of two special performances may
be approved by the Special Performances Coordinator for each production of a season before
the auditions for that production. The Special Performances Coordinator will advise the
Director of all special performances that have been approved before the first night of
auditions. The Director will make an announcement of the special performance dates at
auditions so participants are aware of all the scheduled performance dates.
iii.
If special performances are requested after the play is cast –If additional special
performances are requested, or if special performances are requested after the play is cast, the
Special Performances Coordinator may schedule additional special performances only after a
unanimous vote of the production staff (director, cast and crew).
iv.
Rate for purchasing special performance – The current rate for purchase of a special
performance is $700 plus a $50 cleaning fee unless the group opts to do their own janitorial.
The Board may amend the special performance rate for specific plays by a simple majority
vote.
v.Special performance contracts and notification of commitments – It is the responsibility of
the Special Performance Coordinator to keep the Board and director advised of all special
performances. To do so, the Coordinator will ensure that copies of all special performance
contracts are forwarded to the Secretary within 7 days of their being signed. The Secretary
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will file the contracts in the Theatre’s records. In addition, the Coordinator shall record the
following information on the calendars:
vi.
(i)
Name of the organization for whom the special performance is being held;
(ii)
Name and telephone number of a contact person for that organization; and
(iii)
Special instructions, if any, for the production (starting time, length of intermission,
etc.).
Duties regarding special performances -- The Special Performances Coordinator or their
designee, is responsible for:
(i)
Being present to unlock the facility and allow the group to set up;
(ii)
Ensuring that groups are aware of, and comply with, OLT’s rules relating to smoking
and alcohol; as well as applicable state and local laws.
(iii)
Ensuring that all theatre equipment and supplies are properly cleaned and put away
after they are used;
(iv)
Being present to monitor cleanup activities and to ensure that the facility is properly
secured following the special performance.
C) Performances away from the Theatre – Any performance away from the Theatre requires
prior special authorization by the Board.
D) Performance times:
i.
Evening performances -- Regular evening performances begin at 7:55pm.
ii.
Matinee performances -- Regular matinee performances begin at 1:55p.m.
iii.
Special performances – Special performances will also be scheduled to begin at the times
listed above for evening and matinee performances unless otherwise negotiated with the
Director, the Company of the production and the Artistic/Production Manager.
E) Lobby opening times:
i.
Regular evening performances – Normally, the House Manager will open the lobby to
patrons at 7:15 p.m. for regular evening performances.
ii.
Regular matinee performances -- The House Manager will open the lobby to patrons not
later than 1:15 p.m. for regular matinee performances.
iii.
Special performances – The Special Performances Coordinator, or his/her designee, will
open the Theatre for the group purchasing the special performance not more than two hours
before the performance is scheduled to begin. The group will then be responsible for
opening the lobby for their participants at a time the group deems appropriate.
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F) Reserved seating: There are no reserved seating arrangements for OLT performances, except
for persons who are handicapped (advance notice requested) and for Volunteer Downstagers.
G) Seating of latecomers: Latecomers will be seated at an appropriate break in the performance,
such as a scene change or intermission unless otherwise authorized by the director or his/her
designee. The House Manager shall be responsible for coordinating with the director or his/her
designee to ensure appropriate times for seating latecomers. The director may elect to have
his/her designee seat latecomers in lieu of the House Manager.
H) Telecommunication devices: All telecommunication devices, including but not limited to:
cellular telephones; pagers; and other similar devices that emit sounds or light that may disrupt
performances, must be silenced or turned off once patrons have been seated in the auditorium. A
sign will be posted in the lobby that advises patrons of this policy.
I) Recording devices: No outside audio or video recording devices, including flash photography or
camcorders, may be used in the auditorium without prior approval of the Board, or the
Artistic/Production Manager acting on behalf of the Board as well as the Director of the
production.
VII.
General Operational Rules and Information:
A) Smoking policy – No smoking is permitted at any time in any Theatre building.
B) Use of facility by OLT groups – The play in production has top priority in the use of the
Theatre and its facilities. No one should use the set, or move any of the props, of the current
production without the Director’s prior approval.
C) Use of facility by other groups – Theatre facilities will not be rented, leased, or loaned to any
outside organization or individual without the prior approval of the Board and coordination with
the adjacently scheduled Directors.
D) Exit lights – Exit lights must be turned on whenever the Theatre is open to the public and at all
times during scheduled performances.
E) Marquee light – The Marquee light on the Miller Street side of the Theatre should be turned on
for all evening performances. The canopy light should be turned off before the building is
locked up following the public event or scheduled performance.
F) Circuit breaker boxes – There are four circuit breaker boxes controlling electrical service in the
Theatre and lobby areas:
i.
The first is in the lobby to the right of the entrance doors to the main Theatre. It is marked
for use when circuits have been overloaded in the lobby area.
ii.
The second and third are located backstage to the left of the door leading into the green room.
These boxes control most areas of the Theatre except the lobby area.
iii.
The fourth box is located in the technical booth to the right of the window. It controls the
stage lighting and tech booth electrical.
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G) Beverage service – Coffee and tea are complimentary for our patrons.
H) Refreshments in auditorium – Refreshments other than water are not allowed in the
auditorium.
I) Additional seating – Our theatre normally seats 108 patrons per production. Additional seating
may be added only in an emergency situation or with prior Board approval. In no instance shall
added seating block fire exits.
J) Door Key Codes- The Facilities Manager shall issue a production-specific access code to the
theater and/or annex that will be cleared within 2 weeks following the production’s strike. Other
codes shall be issued to Board Members, sub-contractors and employees as appropriate.
Directors’ Roles/Responsibilities:
VIII.
A) Production responsibilities – Olympia Little Theatre is unique from many other theatres in that
it empowers its Directors to act on behalf of the OLT Board of Trustees in many aspects of
productions presented in the OLT facilities. As a part of this empowerment, the Director of a
production is responsible for all aspects of the production. The Director may delegate any of the
responsibilities listed, but is ultimately the person held responsible by the OLT Board of
Trustees. Areas of responsibility include:
i.
Authority for selecting the production staff;
ii.
Establishing rehearsal schedules; and
iii.
Performance activities.
iv.
Safety of the patrons and facility during a production or as a result of production activities
v.
Security of the building during the production’s occupancy
B) Management responsibilities – The Director of a production or his/her designee is also
responsible for the following managerial responsibilities:
i.
Following all OLT instructions and policies outlined in OLT By-Laws, Operating Rules, and
the Director’s Packet.
ii.
Ensuring production staff members comply with OLT By-Laws, Operating Rules, and
policies.
iii.
Ensuring that all facilities used, including the green room and rehearsal space, are kept clean
and presentable at all times during rehearsal and performance of a production.
iv.
Resolving issues and problems referred to him/her by Downstagers and/or the House
Manager.
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v.
Ensuring that Theatre buildings are properly secured, all doors locked, gates closed and
locked, and all electrical equipment turned off and/or unplugged before leaving the building
during rehearsal and performance schedules.
vi.
Ensuring that any keys that have been issued to members of the production crew are returned
to the Facilities Manager immediately after the end of the production.
IX. House Managers:
A) The House Manager shall be responsible for all “front of the house” activities including, but not
limited to:
i.
Before Curtain:
(i)
Coordinate with the Stage Manager or their designee regarding any special issues
– example: appropriate times in the play to seat latecomers, who is handing lobby lights,
etc.
(ii)
Make sure the theater is prepared for patrons including;
(a) Check the rest rooms and lobby to be sure they are presentable.
(b) Check for any programs or trash in the auditorium and lobby. Unwrinkled or
otherwise useable programs should be given to the Downstagers for reuse. Others
should be disposed of accordingly.
(c) Check that the trash cans do not need to be emptied. Remove trash and replace can
liner as needed.
(d) Make sure that the moveable seats are set in the auditorium, placing priority seating
signs on the chair backs.
(e) Place the orange safety cone on corner of the risers to the right of the entryway.
Once patrons are seated in the adjacent row, you may remove the cone and stash it in
the lobby nook beside the mirror.
(iii)
Set up and make the coffee and tea for the intermission. Set up candy and other
treats, signs and donation box and signs etc.
Coordinate with the Downstagers – answer their questions, help resolve problems,
(iv)
etc.
(v)
Open lobby doors at 7:15pm, or at 1:15pm for matinee performances. If weather
is inclement, please place the “Door is Open. Please, come in.” sign on the outside of the
door. Inform the stage manager that the lobby doors are open.
(vi)
At approximately 7:30pm, or at 1:30pm for matinee performances, ask the Stage
Manager for permission to open the house doors. Assist any patrons present with
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mobility needs first and then allow remaining patrons to enter the theater and choose their
seats for the performance.
(vii)
Once the house is open, turn on the lobby monitor.
(viii)
Set up, check out & back in Hearing Assist units and help patrons with set-up, if
needed.
(ix)
(x)
(xi)
Review House Manager Sheet, Cash Tally Sheet & Season Ticket holder lists
(Left by Office Manager)
Sell tickets, resolve any problems and call the Office Manager as needed.
Maintain a Wait List of patrons as needed. House Managers may begin selling
open seats to patrons on the Wait List at curtain time.
(xii)
Check restrooms for patrons just prior to curtain speech to make certain they are
not occupied.
ii.
iii.
During a performance:
(i)
Check the cash box / House Manager Sheet to see if tickets are available for sale
and review the accounting sheet.
(ii)
Be available to resolve any audience issues seat latecomers (if appropriate), Deal
with anyone needing to leave the theater. Be available to call 911 for any medical
emergencies
(iii)
After final intermission, restock and put away all concessions. Wipe down
countertops and make sure that coffee grounds and any lobby trash are disposed of
accordingly. Quietly, empty and wash out the coffee pots, gather trash from cans and
replace liners. Trash bags should be placed in the dumpster along Miller Avenue after
the performance.
(iv)
Complete the Cash Tally Sheet and have someone, Downstager or Stage
Manager, cross check it. Put 1 copy, and any funds collected, in the safe. (The other 2
copies go to Office (yellow) and home with the House Manager respectively (pink)). If
something doesn’t match, please leave a detailed note for the Office Manager.
After the performance:
(i)
Remain until all patrons have left the theater unless otherwise negotiated
(ii)
Collect any hearing assist devices used during the performance
(iii)
Bring in the “Lobby Open” sign.
(iv)
Check for any trash or programs left behind in the house.
(v)
Place trash and recycling in the dumpsters and designated bins.
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(vi)
Coordinate with the Stage Manager or his/her designee at the end of the
performance to ensure that the house is properly secured.
(vii)
As compensation, for each performance for which they volunteer, House
Managers will receive two complimentary tickets to any production where seats are
available
X. Ticketing:
A) Prices – Ticket prices shall be established by the Board each season.
B) Returned tickets – OLT does not give refunds for unused tickets except in exceptional
circumstances.
C) Outlet contacts – the Office Manager and Ticket coordinator, are responsible for all official
contact with the ticket outlet.
D) Complimentary tickets – Complimentary tickets may be provided as follows.
(i)
Production Cast & Crew will receive 2 comp tickets for the specific production in
which they are participants.
(ii)
House Managers will receive 2 complimentary tickets to any production of the
current season(s) for each performance for which they volunteer.
(iii)
(iv)
(v)
Members of the press may receive 2 complimentary tickets for a specific production
Other complimentary tickets, including those used for promotions, fundraisers,
advertising or any other purpose may be provided with prior Board approval.
Complimentary tickets have no cash value.
E) Season ticket policies, general:
i.
Season ticket holders may request an exchange by calling the theater at least 48 hours in
advance. Season ticket exchange requests are honored based on availability, and the
ticketholder is responsible for paying for any up charges or differences in ticket costs.
Tickets will be honored only for the performance for which they were purchased.
F) Season ticket application processing policies:
i.
Season tickets are sold on a “first come/first served” basis.
ii.
Season tickets will be mailed to patrons as applications are processed.
iii.
All questions about season tickets received by Board members shall be referred to the Office
Manager for answers.
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G) Special ticket purchase option for production staff/complimentary tickets for production
staff :
i.
The Office Manager will set the date and time by which cast and crew members must request
and pay for tickets.
ii.
Cast and crew members may purchase single tickets at the discounted Season Ticket/Member
price as available.
H) Outlet sales – Single tickets for all productions for which tickets are available will go on sale at
least two weeks before opening night.
i.
All outlet sales are final; OLT’s “no return, no exchange” policy applies at the outlet.
ii.
Yenney Music and Brown Paper Tickets are the current official sales outlets for OLT tickets.
I) Accounting – The Office Manager will prepare an accounting sheet that shows the number of
tickets available at the outlet, the number sold, and the unsold tickets available at the OLT box
office.
J) Door sales – The Office Manager will work with the ticket outlets to ensure that all unsold
tickets are available to the public. Tickets that were not sold by the outlets will be available for
purchase at OLT on the night of the show.
i.
The theatre will not resell tickets for patrons. If a patron has tickets that he/she wishes to
donate to the theatre, the Downstager may accept those tickets.
ii.
“No show” seats may be resold to persons on the standby list at 7:55 p.m. for evening
performances and 1:55 p.m. for matinee performances. If the original ticket holder shows up
late, the ticket has been resold, and we cannot seat the latecomer, they may be refunded the
face value of the ticket.
K) Wait List
i.
The Office Manager will ensure that a sufficient number of Wait list forms are placed in the
cash box drawer for the run of each production.
ii.
The Office Manager will post the standby list outside the lobby door by 7:00 p.m. for
evening performances and 1:00p.m for matinee performances.
iii.
Patrons must be present to put their names on the standby list.
iv.
Production staff, performers, Downstagers, or Board members may not add names to the
standby list. Names cannot be added to the standby list in response to a telephoned request.
L) Cash box & Safe – A cash box is prepared by the Office Manager and maintained for the House
Manager for each performance. The box contains petty cash for making change, a list of season
ticket holders for that performance, Tally Sheet, and instructions for the House Managers.
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Following a performance, all money (including petty cash) must be removed from the cashbox,
bagged accordingly and dropped into the safe.
M) Banking – The Office Manager must keep deposits current. Money/checks should not be
retained for longer than one week if possible. Deposit receipts shall be attached to the office
copy of the deposit & filed. All pending deposits shall be kept in the safe.
SECTION TWO: MANAGEMENT
1) Trustees:
A) Meeting dates – The Board of Trustees will meet at OLT the first Monday of each month at 6:30
p.m. The Board may determine exceptions.
B) Duties of officers – The normal duties of the President, Vice President, Secretary, and Treasurer
are described in the Corporation’s By-Laws.
2) Executive Committee – The President, Vice President, Secretary and Treasurer serve as members
of the OLT Executive Committee. Duties of the Executive Committee are defined in the Corporate
By-Laws.
3) By-Laws/Operating Rules Committee
A) Purpose – The purpose of the By-Laws/Operating Rules Committee is to assure that OLT ByLaws and Operating Rules:
a) Reflect current OLT practices;
b) Continue to represent the needs and wishes of the Corporation;
c) Are in keeping with the actions of the Board, and
d) Are in accordance with the organization’s written intentions.
B) Process and time line – The By-Laws/Operating Rules Committee will review the By-Laws,
Operating Rules, and OLT policies with relevant OLT members and other committees, as
needed, and will propose modifications, additions and/or deletions for Board action. This review
should be completed annually.
C) Distribution of amended By-Laws and Operating Rules
a) Beginning of the Theatre season --At the beginning of each OLT season, the Secretary will
provide copies of the By-Laws and Operating Rules to:
(i) Each Board member;
(ii) Each non-Board member who is a Committee Chair; and
(iii) Each of the season’s Directors (by placing copies in the Directors’ Packet).
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b) Upon request -- Upon request, the Secretary will also provide a copy of the By-Laws and/or
Operating Rules and minutes of any Board of Trustees meetings to any OLT Member.
D) Copies of By-Laws and Operating Rules to be posted -- The Secretary will post copies of the
Operating Rules and By-Laws in the green room and will provide them to the webmaster for
posting on the OLT website.
4) Annual Budgets – The Board of Trustees will collectively discuss budget needs prior to the end of
the fiscal year (June 30). The Treasurer will present a proposed budget no later than the June Board
Meeting.
5) Petty Cash Fund
A) The OLT Board authorizes a $100 petty cash fund to be used to:
a) Fund the box office cash box;
b) Fund small emergency purchases;
B) The Treasurer or Office Manager may disburse petty cash funds.
C) All disbursements must be recorded and receipts must be obtained and submitted to the Treasurer
or Office Manager.
D) The Treasurer will replenish the petty cash fund when the amount in the fund falls below $100,
or at the next monthly Board Meeting.
6) Purchasing
A) Purchases for legitimate theatre expenses may be made in one of the following manners:
a) Reimbursement - Items or services are purchased by an individual who submits a
Reimbursement Request Form, with corresponding receipts, to the Treasurer no more than 60
days following the purchase. Reimbursements requests that exceed the limits of a production
or project’s budget by more than $100 will require approval by the Board or Executive
Committee.
b) Advance Requests - Advance payment of an expense via check or credit card may be made to
the Treasurer and will require an invoice for remittal.
c) Charge accounts – The Theatre maintains accounts at local cleaners, hardware/lumber stores
and other outlets. The Treasurer maintains a list of authorized users at each vendor.
B) Sales Tax Exemption – Objects and supplies purchased for use in a production may be sales tax
exempt. Purchases for items for repair or improvement of the building, office supplies and
items for general use NOT in productions are not eligible. Requests for a Buyers’ Retail
Exemption Certificate must be requested and submitted in advance of making a purchase. These
forms are maintained by the Treasurer & Office Manager.
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SECTION THREE: THEATRE DEPARTMENTS:
1) General – Each Officer, Department Manager and Committee Chair should accumulate and update
helpful ideas and suggestions and document them on the job description /task list of the role to be
handed over to the incoming Department Manager or Committee Chair.
2) Facilities Department
a) Building Maintenance
(i) Theatre maintenance and repair --The Facilities Department Manager, or his/her
designee, is responsible for the maintenance and repair of Theatre property.
(ii) Facility Access:
(a) Theatre and Annex -- Electronic touch pad locks are used to secure both buildings.
Codes to these locks are supplied by the Facilities Department Manager. The
Facilities Manager maintains control and a record of each code issued. Codes will be
issued to each member of the Board of Trustees and any ongoing contractors (such as
janitorial services) that require on-going access. Each Production will be issued a
code that will only be given to the Director for the duration of the production. Theses
codes generally will be set to expire or will be removed within 2 weeks of the close of
the production. Additional codes will be issues, as needed, to other contractors or
approved users of the facility. Each person is responsible for the security of their code
and those that they give to use their code. The locks retain a date and time each time
they are used and may be accessed in case of security problems.
(b) Main lobby – The two main lobby doors (the entrance used by the public and the rear
double door to the parking lot) are not secured by a keypad lock. They must be
opened from inside the building. The bar on the door can be set to the unlocked
position by use of a “hex” key that is kept in the ticket drawer. Individuals who open
this door are also responsible for ensuring that it is locked again and that the “hex”
key is replaced in its proper location.
(c) Parking Area – The two vehicle gates, and the walk though gate, are locked with a
keyed lock and chain. The key(s) for these locks is located inside the Miller St.
entrance door, hanging on the west wall. When unlocking either one or both gates the
locks and chains should be stored on the hooks provided on the wall where the keys
are located.
(d) Gates –- Fences and gates are installed to discourage casual entrance to the grounds
by the public at times other than performances and should be locked whenever the
buildings are not occupied. During rehearsals the director is responsible to ensure
that the gates are locked and the key replaced in its proper place before leaving the
premises. During performances the Stage Manager is responsible unless otherwise
assigned.
At other times, the person who opens a gate is responsible for it being properly closed
and locked.
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(e) Office – The Theater office is secured by a dead bolt lock. Keys to this lock are
maintained by the Office Manager, Board Officers and other approved personnel.
(f) Tech Booth – The booth is locked with a combination lock. The combination to this
lock is maintained by the Office Manager, Board President, Vice President, Treasurer
and Facilities Department Manager. The combination is issued to the Director of
each production and should be changed after each production, but in no case less than
annually.
(g) Storage Container – Keys to the Storage Container are stored in the office and may
be checked out to production personnel on by-use basis.
b) Work parties – The Facilities Department will maintain a list of improvements and
maintenance projects that could be done at a membership work party. The Facilities
Department will schedule such parties as are necessary and appropriate.
b) Grounds Maintenance:
(i) Weed control – To ensure an attractive appearance and to promote maximum parking
accommodations, the Facilities Manager will take whatever steps necessary to control the
growth of weeds in the parking lot and other exterior areas of the Theatre property.
3) Artistic/Production Department
A) Artistic Committee
a) Play Reading Committee - The Play Reading Committee consists of three members from
the Board of Trustees. The person elected as Artistic/Production Manager is the chair of the
Play Reading Committee, unless otherwise delegated. The Committee Members must
commit to putting aside any personal interests as to what plays they would want to direct, or
act in, and make their highest priority to select a group of plays that will comprise the best
possible Season for OLT, both financially and artistically.
(i)
Secretary of committee – The Play Reading Committee should elect one person from
among their members to act as secretary of the committee. The secretary is responsible
for:
(a) Ordering scripts;
(b) Maintaining a record of who has which script; and
(c) Maintaining a file of all play readers’ analysis sheets.
(ii)
Chair’s duties – The chair of the Play Reading Committee is responsible for:
(a) Prioritizing the reading of plays as necessary;
(b) Scheduling meetings as necessary;
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(c) Keeping the committee on track;
(d) Reporting to the Board on a monthly basis as to the progress of the committee; and
(e) Presenting a written report to the Board. The report must contain:
(i) At least one recommended slate of plays for the season;
(ii) Concise summaries of recommended plays, including proposed opening date
length of run, the Director and information relating to the selection, including
problems that may need to be addressed, such as large casts, language, technical
problems, etc.; and
(iii)A complete list of all plays that were submitted for consideration. The purpose of
this is not for the Board to second guess the Committee’s decisions, but for
transparency to make sure all plays were received and considered.
(iv) Any other information the committee thinks the Board should consider in making
its final decision.
(iii) Members’ duties -- Each Board member of the Play Reading Committee is responsible
for:
(a) Recruiting at least one outside reader. A committee member may have more than one
reader at a time, or a series of readers. Members are encouraged to solicit a variety of
opinions, including patrons and technical people, not exclusively actors and directors.
(b) Reading and reviewing each play in a timely and unbiased manner. Fill out a review
form for each play read. The approved review sheet must be used; no other form will
substitute for the official form.
(c) Distribute plays to their reader(s) for review.
(d) Collect completed reviews and scripts.
(e) Return all completed reviews to the Committee.
(f) Meet with the other committee members and select at least two slates of
recommended plays for presentation to the Board as the proposed upcoming season.
(iv) Readers – Readers will be selected by the Committee members. Again a commitment to
impartiality is important. Readers’ responsibilities include:
(a) Reading and reviewing each play in a timely and unbiased manner. Fill out a review
form on each play read. The approved review sheet must be used; no other form will
substitute for the official form.
(b) Attending any scheduled meeting(s) at which they are requested.
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(c) All Committee meetings must be open, time and location announced and may be
only closed to discuss personnel issues.
(v) Timelines for committee actions – This is a general time line of tasks the committee
shall use to complete their selection:
(a) The Board will select a Play Reading Committee. Each member should recruit at least
one reader.
(b) Mandatory first meeting of the committee. Committee members should elect a
Secretary and decide on the format of the year’s Play Reading Committee. For
example, will there be regular meetings to discuss the plays? If so, when will the
meeting be held? What will be the agenda of the meetings? Will readers have input
to the final selection, or will the committee members make the final decision as to the
slate to be presented to the Board?
(c) Widely disseminate the call for submission of plays and Directors. Post forms for
submission on website.
(d) Cut off for plays accepted for consideration for the upcoming season.
(e) Read plays, collect reviews from readers
(f) Play Reading Committee meets, examines the completed reviews, and agrees on the
slate of plays for the proposed upcoming season.
(g) Presentation of report to Board of Trustees for the Board’s approval of the season.
(vi) Special rules regarding play selection:
(a) No director may submit more than three plays for consideration in a single season.
(b) The committee can consider what weight will be given to various factors used in
choosing a slate of plays. The factors may include, but are not limited to:
(i) Does the play have a Director? Experience, Track record?
(ii) Would the play contribute to a well-rounded season? Would it contribute to a
financially successful season?
(iii)Does the play have any “barriers” to production (large casts, language, etc.)?
(iv) Every effort shall be made to keep a play under consideration and the Director
that submitted it together.
(c) The Board will only make changes to the approved slate of plays, after approval, in an
emergency situation. Before any productions in the approved season are replaced or
cancelled, every attempt will be made to continue with the play originally approved
including finding a replacement Director to direct the play
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(d) If enough appropriate plays are not submitted to make a complete season, the Play
Reading Committee and Artistic/Production Manager shall select plays to be submitted
to the Board.
(vii) Director Selection Process
(a) Statement of commitment --OLT makes a commitment to open recruitment of
Directors. Announcements should be circulated publically and proposals from all
Directors are welcomed.
(b) Information to be submitted by Directors -- in submitting plays, Directors must
also submit the following information:
1.
2.
3.
4.
5.
6.
A statement of his/her credits;
The reason(s) the director is submitting the play;
A synopsis of the play;
A description of the technical aspects of the play;
A description of the set that would be required;
Why the director feels the play submitted is appropriate for our
audiences/venue;
7. Any perceived barriers to production; and
8. Whether the Director would consider directing any other play if the play
he/she submitted is not chosen for the slate of plays.
(c) Selection committee -- OLT may appoint a separate selection committee to interview
prospective Directors if there are too many conflicts of interest
(i) Play Reading Committee – The Play Reading Committee will serve as the
preliminary hiring committee for Directors. They will interview all Directors new
to OLT, and may choose to interview all prospective Directors. Interview
information will be used by the committee as one of the factors in recommending
a slate of plays for a season.
(ii) Board of Trustees - If deemed necessary, the Board of Trustees, or a subcommittee chosen by the Board, may also interview Directors.
B) Wardrobe/Costumes and Properties:
a) Donations – OLT may accept donations of costumes, accessories, and props for use in OLT
productions only if the item(s):
(i) Is in good condition.
(ii) Will reasonably be usable in a production.
(iii)Is not an item readily available at second hand stores, thrift shops, etc.
(iv) Is a period piece.
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(v) Is not a duplicate of other pieces already in the theatre’s inventory.
(vi) Will not be a liability to the theatre because if needs repair, is not suitable for use on
stage, or is bulky to store.
b) Acceptance of costumes and accessories: Acceptance of donations of costumes and props
is the responsibility of the Chair of the Wardrobe/Properties Committee or the Production
Manager. Board members should refer prospective donators to the Chair of the
Wardrobe/Properties Committee or the Artistic/Production Manager.
c) Acknowledgement of donations: Acknowledging receipt of donations is the responsibility
of the Board Secretary. The Chair of the Wardrobe/Properties Committee will, as soon as
practical, notify the Secretary of the donation and the name and address of the person to
whom acknowledgment should be sent.
d) Storage – Props and costumes will be maintained and stored at OLT facilities unless
otherwise negotiated by the Wardrobe/Properties Committee.
a) Use in productions – The appropriate Committee Chair will be available to Directors to
make costumes and/or props available for productions
(i) The Committee Chair will coordinate dates and times for selection of costumes or props
from OLT’s inventory.
(ii) The Committee Chair will also advise which, if any, props or costumes may not be
altered.
(iii)All items taken out of inventory for use in a production must cleaned and returned to their
proper storage position in good condition
(a) Nothing is to be stacked in aisles, on top of other items, blocking entries, blocking
stairs, etc.
(b) The director or his/her designee will be responsible for coordinating with the
Committee Chair to return items to theatre inventory.
(c) The Committee Chair is responsible for ensuring that costumes are laundered or
cleaned before being returned to inventory. This duty should be performed by the
Costumer of each production. For this purpose and interim cleaning during the run of
a production, OLT will maintain a charge account with a local cleaner.
(iv) At the end of a production, all items that were purchased for the production will be
assigned inventory numbers before being placed into the theatre’s inventory. Before
placing items into the theatre’s inventory, the Committee Chair will make the same
decisions listed above for donated materials, using the same criteria. If not placed into
the theatre’s inventory, items may be disposed of, donated to charity, held for the
theatre’s yard sale, or offered for “adoption.” Coordination of this function will be the
responsibility of the appropriate Committee Chair.
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b) Loaning costumes or props:
OLT costumes and/or props may be loaned to other theatrical groups.
(i) Before loaning costumes and/or props all OLT directors who will be in rehearsal or
performance during the period the borrowing group wishes to use OLT materials must be
contacted to see what props and/or costumes that they will be using in their productions
None of the items listed by those directors may be loaned to other groups.
(ii) An appropriate deposit may be required.
(iii)A group borrowing costumes must agree to clean the costumes at their expense before
returning borrowed costumes to OLT. No OLT costumes and/or props may be altered
without prior approval.
(iv) No costumes or props may be loaned unless an inventory sheet is completed.
(v) The Chair of the Wardrobe or Props Committee must be present when props and/or
costumes are loaned. The Chair may designate another Board member to be present if
he/she cannot be available.
(a) The Committee Chair, or designee, must complete the applicable inventory sheet that
includes at least the following information:
(i) The name and address of the borrowing group;
(ii) The location at which the loaned articles will be used; and
(iii)The name and telephone number of a contact person.
(b) The Committee Chair, or designee, must be present when materials are returned to
OLT and that the items are in good repair properly stored.
c) Inventory policy: OLT’s props and costumes will be routinely inventoried and
accounted for.
(i) It is the goal of OLT that all items in the props and costumes storage areas are to be
sorted, culled, and assigned an affixed inventory tag.
(ii) Items to be discarded will be:
(a) Donated to charity,
(b) Placed for sale at a theatre yard sale;
(c) Offered for “adoption;”
(d) Set out with the trash.
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(iii)Items placed into theatre costume and/or props inventories will have an inventory number
assigned ad affixed before that item is placed into storage.
(iv) The inventory will contain information for directors letting them know if there are items
that cannot be altered unless prior approval is received from the Production Manager or
the Board.
(v) The appropriate Committee Chair will notify the Board of any items placed into
inventory that are of unusual value, unusual character, or that would impose storage
problems. This report will be made as necessary, but at least once per theatre season,
preferably at the June Board meeting.
(vi) As stated, culling and cleanout of props and costumes will be an ongoing process
throughout the year. In addition, annually, preferably during the August work parties, the
props/costume storage areas will undergo a culling and cleanout process.
C) Set Construction:
(i) Striking sets – Unless otherwise determined, the company of the closing production
must strike the set and return items to storage within 24 hours following the close of a
production. It is the responsibility of the closing company to leave the theatre,
greenroom and other facilities in good condition for the next company.
(ii) Erecting sets – Unless otherwise determined, set construction may begin within 24 hours
following the close of the previous production.
(iii)Cutting flats – Pre-constructed flats should not be cut. New flats may be built for
special needs.
(iv) Storage of supplies -- Except for quick-fix supplies and tools, all paint, tools, and
construction supplies must be stored in the Theatre scene shop.
(v) Painting – Set and prop painting must be done in the scene shop. Only the fixed flats
and the stage floor may be painted in the stage area. No painting should be done in the
lobby or greenroom areas.
D) Properties:
a) Donations – OLT may accept donated props for use in OLT productions. The Secretary will
acknowledge receipt of the donations by providing a receipt to the donor. Persons accepting
donations on behalf of the Theatre must provide the donor’s name and address to the
Secretary as soon as possible so that the acknowledgement receipt may be promptly mailed.
b) Storage -- Props will be organized and stored in OLT facilities.
c) Return of props -- The director/producer of each show will assure that all borrowed/rented
properties are returned no later than two weeks after the closing of a play.
E) Stage Lighting:
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a) Definition – The term “stage lighting” includes:
(i) All lighting equipment in the light booth;
(ii) All instruments connected to, or intended for connection to, stage lighting circuits;
(iii)All electrical outlets and fixtures controlled from the light booth;
(iv) All bulbs and lamps for the fixtures controlled from the light booth;
(v) All extension cords and electrical supplies used in maintaining or using the stage lighting
instruments.
b) Operators -- Only trained technicians will operate stage lighting. Approval of operators
must be given by the Artistic/Production Manager.
c) Limited entry to booth -- The light booth is off limits to anyone except trained, authorized
technicians and/or the play director. Anyone else admitted to the light booth will be at the
sole authorization of the technical board operator(s).
d) Outlets in auditorium -- Electrical floor outlets in the auditorium, controlled from the light
booth, should never be used for vacuum cleaners, power tools, etc. The exceptions are the
orange outlets, which are not connected to the tech booth.
e) The theatre has a standard, repertory plot for lighting. Fixed lighting instruments may not be
moved, changed or modified without prior approval from the Artistic/Production manager.
Additional, moveable lighting is available for particular needs. Any lighting that is moved or
modified must be returned to its original condition and location at the time of strike.
F) Sound:
a) Definition– The term “Theatre sound equipment” includes
(i) All sound equipment and sound wiring in the tech booth;
(ii) All speakers, microphones wiring; and other equipment
(iii)All speaker-wiring outlets around the stage area, including the lobby, backstage, green
room, and dressing rooms.
b) Operators – Only trained technicians will operate Theatre sound equipment.
c) Limited users – Sound equipment in the light booth is off limits to anyone except the
designated technician for each show and the Sound Committee Chair
Modification to sound equipment – The Artistic/Production Manager must approve any
modifications or changes to Theatre sound equipment. NO MODIFICATIONS SHALL BE
MADE WITHOUT PRIOR APPROVAL. Any modifications to sound equipment, including
microphones and speakers, must be restored to their original condition and location at the
time of strike.
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G) Producers:
Each production shall be assigned a producer, either a board member or board approved
designee, whose duties shall include:
(a) Acting as a liaison between members of the Board and a given production
(b) Making regular contact with the company, attending occasional rehearsals to ensure
that things are moving smoothly and issues are resolved
(c) Assist Director and Stage Manager in obtaining resources
(d) Conduct a post-production review that may include a confidential survey
b) Pre-season meeting with Directors – Before the beginning of each Theatre season, the
Artistic/Production Department Manager will arrange a meeting at the Theatre. If a Director
is unable to attend, the Production Department Manager will meet individually with the
Director.
(i) Attendees – The following will be required to attend the meeting:
(a) All Directors for that Theatre season;
(b) The Chairs of the Props and Wardrobe Committees;
(c) Sound and Lighting Coordinators; and
(d) Other Theatre staff as required.
(ii) Topics of discussion:
(a) The roles and responsibilities of all parties toward ensuring the success of the Theatre
season.
(b) Each director should be prepared to discuss all special needs for his/her production.
(c) Proposed budgets for each production.
(d) Other topics, as necessary.
4) Promotion Department
A) Advertising and Publicity
a) All official OLT news releases, promotional data, ads, and general publicity will be released
through the Promotion Department.
b) OLT will provide for paid ads for each OLT production if the Board or the Manager of the
Promotion Department determines such ads are necessary.
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c) The Manager of the Promotion Department, the Board, or the OLT President may authorize
additional ads or cancel scheduled ads, when required.
d) The Promotion Department will distribute audition and advance promotional information to
local media for all OLT performances as widely as possible
B) Programs – The Promotion Department is responsible for the design and printing of programs for
all OLT productions, unless otherwise delegated.
C) Brochures – The Promotion Department, unless otherwise delegated, is responsible for coordinating
the design, printing, and annual mailing of a promotions brochure describing the coming OLT
season. This brochure will contain a season ticket order form.
D) Lobby display –
a) The Promotion Department is responsible for coordinating, preparing, and displaying lobby
pictures, posters, and related material for all Theatre productions.
b) The Promotion Department will arrange for cast and lobby photographs.
(i) Copies of cast photographs will be available to production staff at a price that covers the
cost of reproducing the photos.
(ii) Productions photos, including a group cast photograph, will be provided to the
Archivist/Historian for inclusion in OLT’s official historical records.
c) The Promotion Department will coordinate a lobby display of work by local community
artists, unless otherwise delegated.
E) Website & Social Media
a) The Promotion Department will maintain OLT’s online presence through the website and any
applicable social media outlets.
5) Front of House Manager
The front of house manager will be responsible keeping all concessions, concession supplies and
cleaning supplies stocked, and communicating with the contracted janitorial company.
a) Concessions/ Cleaning Supplies
The Front of House Manager should ensure that all concessions including candy, cookies, chips,
soda and bottle water are stocked in the concessions cabinet and that back stock is stored in an
orderly fashion where it will be available for house managers to access should they need to. They
should also ensure that all concession supplies (cups, straws, sugar, creamer, napkins, coffee, tea,
coffee filters) and cleaning supplies (toilet paper, paper towels, tissues, soap, garbage bags, seat
covers, etc.) are stocked in the storage closet off the lobby and that the stage manager/ director of
the current production knows where to find them.
b) Housekeeping Coordination
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The Front of House Manager will ensure that the contracted janitorial company is satisfactorily cleaning
the lobby, green room, auditorium and Annex according to their contract. They will also notify the
company if additionally cleaning is required
6) Downstager Coordinator
A) The Downstager Coordinator will:
(a) Review the list of season ticket holders who are members and may be willing to serve
as Downstagers; This list is provided to the Downstager Coordinator by the Office
Manager
(b) Select and schedule the individuals;
(c) Contact selected individuals by telephone, or in writing, at least one week before they
are scheduled to downstage reminding them they should plan to arrive at 7:00 p.m. on
performance nights and by 1:00 p.m. for Sunday matinees
(d) Keep the Office Manager apprised of the names & schedule of the Downstager
volunteers
(e) Train new Downstagers as necessary.
(f) Insure there are written instructions for Downstagers at the front counter in the lobby
ticket drawer.
B) Role of Downstagers – The role of Downstagers is to host productions by taking tickets, handing
out programs and providing hospitality to patrons.
(a) Before opening the Theatre outside doors (7:15 p.m. for evening performances and
1:15 for matinee performances) the Downstagers should:
(b) Select their seats in the auditorium by placing “reserved” signs on the seats. The
signs are stored in the lobby ticket drawer.
(c) Check with the House Manager, or if no House Manager is present, the Director or
his/her designee, to see if there are any special instructions or arrangements.
(d) Arrange programs on the counter and insert any extra literature.
7) Member- Patron Services
A) Membership
a) Dues – Dues are $5.00 for Voting and Associate Members. Membership fees are collectable
at the pre-season party, by mail, or by personal, and at all auditions throughout the season.
b) Membership term defined – OLT’s membership term runs for one year from date of
payment of dues.
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c) Membership required – All participants in OLT productions Members of the Theatre:
Voting, Lifetime, Associate, or Limited Associate Members.
d) Fees collected during rehearsals – The Member-Patron Services Manager(s) will contact
each director and arrange a date and time, during rehearsals, to solicit memberships from cast
and crew of each play.
e) Membership information in directors’ packet – The directors’ packet will contain:
(i)
Information about membership policies. Each director must announce at auditions that
all persons participating in the production will be required to be OLT members.
(ii)
Standard audition sheets.
(iii) Cast biography sheets and information regarding the date by which those sheets must
be submitted to the Promotion Department.
(iv) Sheets requesting information for the program and information regarding the date by
which those sheets must be submitted to the Promotion Department.
(v)
A list of the officers, department managers, and committee chairs.
(vi) A copy of the theatre’s by-laws and operating rules.
(vii) Information regarding theatre policies and procedures.
(viii) Other information deemed necessary by the Board or its Department Managers or
Committee Chairs.
f) Membership Cards –When dues are collected, a membership card will be issued.
g) Updated computer list – The Member-Patron Services Manager(s) will enter membership
information into the Theatre’s data base, or will provide information to the Secretary or
Office Manager for input.
h) Reminder notices -- A reminder for members to pay dues will be sent one month prior to
expiration. Reminders may also be sent to delinquent members upon expiration.
i) Review of membership status – The Member-Patron Services Manager(s) will periodically
review the membership list. Associate membership status will be reviewed for possible
update to Voting status, and delinquent members dropped off the list.
j) Membership list – A current list of members’ names, telephone numbers, and Member Class
should be available to: the Board and the Nominating Committee.
B) Social
a) General Duties – The Member-Patron Services Manager(s) is responsible for all organized
social activities of the Theatre and will assist the officers and other department managers in
organizing work parties, volunteer recognition, patron events and other Theatre activities.
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b) Annual Meeting - Member-Patron Services Manager(s) is responsible for organizing the
Annual Meeting and coordinating with other Board Members on the Agenda and other
aspects of the meeting
8) Elections
A) Duties --The Elections Committee is responsible for overseeing the nomination and election of
members of the Board of Trustees in compliance with the By-Laws. The Committee duties are to:
(i)
Solicit and nominate qualified candidates to run for the Board;
(ii)
If needed, conducting an election
B) Nomination Process
(i)
Elections are conducted annually for positions of the Board whose current occupant’s
terms are expiring.
(ii)
At least two months before the terms are to expire, (generally the end of our fiscal year,
June 30) the Secretary and the Member-Patron Services Coordinator will, provide the
Elections Committee with a list of members who terms on the Board are expiring, an
up-to-date list of voting members, and a set of labels reflecting the names on the list.
(iii) The Elections Committee will send a physical mailing to all Voting Members of the
Corporation publicizing the open positions on the Board and soliciting nominations for
the positions including this information: number of positions open, the date for closing
of nominations and the address or manner in which nominations should be submitted.
(iv) The date for closing of nominations should be no less than 2 weeks after the date of
mailing.
(v)
The opening(s) should also be publicized any other available channels including the
Theatre’s web site, facebook or other appropriate sites, electronic mailings etc.
(vi) As courtesy, the Committee should directly enquire of all persons currently seated in
the positions if they would like to run again and inform them of the deadline and how to
apply. There is no guarantee of renewal of position, but all current members should be
invited to run.
(vii) Once nominations are closed the Committee should determine if each person nominated
is eligible for the Board (per By-Laws as to) and if willing to run.If there are fewer
nominees than open positions then those nominees shall be elected and seated at the
first Board of Trustee Meeting of the Fiscal Year (usually July) (unless such time has
already passed.)
(viii) If there are more nominees than open positions the Committee should conduct an
election
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C) Election Process
(i)
Once nominations are closed the Committee should send a questionnaire to each
eligible candidate and set a deadline for their return of no less than 5 days.
(ii)
The Committee shall combine the information received into candidate info. sheet and
develop a ballot and set a deadline for their return not less than 2 weeks from the date
of mailing. Note: A postmark date before the deadline qualifies the ballot for counting.
Ideally this date should be before the date of the June Board meeting.
(iii) The Secretary will provide the Elections Committees with two sets of envelopes.
(a) The first set of envelopes will be used to send the ballots to voting members,
(b) The second set will be pre-stamped and pre-addressed to OLT’s Post Office Box).
This second set of envelopes will be part of the materials mailed to voting members.
(iv) Ballots mailed to voting members will contain a control number that reflects the total
number or ballots. (Example 1,2,3…..52, etc.) Before being placed in envelopes, the
numbered ballots will be shuffled and then placed into envelopes containing: 1) the
nominee-provided answers to the questionnaires, 2) a ballot and 3) a stamped, return
envelope addressed to the Theatre’s Post Office box
(v)
The envelopes will be sealed, and only then, will the voting member address labels
applied. No record will be made of which numbers were sent to individual members.
There should be no way that the returned, numbered ballots can be traced to a specific
voter.
(vi) The Elections Committee will deliver the unopened ballots to the next Board meeting.
Ballots will be opened by the Board and counted at that meeting. Nominees will be
encouraged to attend the meeting to view the counting of ballots and certification of the
vote. The candidates with the most votes shall be seated at the first Board of Trustee
Meeting of the Fiscal Year (usually July) unless that meeting has already passed, in
which case they shall be seated immediately.
(vii) Ballots will be retained for 30 days and then destroyed in compliance with the ByLaws. In the case of any challenge, the ballots shall be examined in a public meeting, in
front of witnesses, to make certain that all ballots contain a number issues by the
Committee and that there are no duplicate numbered ballots. If it is determined that
there is a question as to the legitimacy of the ballots, the election shall be thrown out
and a new election conducted by a new Committee.
9) Fundraising Committee
A) There shall be a fundraising Chairperson appointed by the Board of Directors. Additional persons
may be added to the Committee.
(a) All activities of this Committee will be submitted to the Board of Directors for
approval and budgetary consideration before implementation.
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(b) Regular meetings will be conducted and the dates and locations will be added to the
Olympia Little Theater calendar. Meeting notices will be sent to all Board members
and any interested parties may attend.
(c) All raffle activities will be conducted in accordance with the rules of the Washington
State Gambling Commission, including but not limited to:
(i) There will be a limit of 2 raffles conducted per calendar year
(ii) All raffle items must be owned by OLT at the time of the drawing
(iii)Tickets must be numbered and have a space where participants can record their
name, address, and phone number and must be sold at the same value.
(iv) Participant must receive a flyer with information regarding time of drawing,
description of prize, and whether winner must be in attendance in order to win
(v) A report will be presented at each Board of Directors meeting to keep members
aware of progress on current activities and future plans. No minors may purchase
tickets.
(vi) Local Police must be notified in writing that a raffle/drawing is being held.
(d) The Fundraising Committee will investigate legalities for any events and give-aways.
(e) The Fundraising Committee will work with Membership Committee
regarding member and patron events.
10) Volunteer Coordinator
A) The volunteer coordinator will be responsible for responding to requests to volunteer and matching
them with the position they are interested in.
(i)
Help match volunteers with upcoming directors/shows
(ii)
Put new volunteers in touch with appropriate people to facilitate training on
technical/construction equipment
(iii)
Follow up with the volunteer and director after each production to collect
feedback
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