Rehearsal Day Committees

Rehearsal Coordinator

We need 1-2 adults to serve on this committee. These adults should plan to be present anywhere from 50%-60% of the rehearsal time. Your work will begin at the very first rehearsal and continue through the duration of the show.

This position reports to the Rehearsal Manager.

Rehearsal Coordinator Responsibilities

Because this is a shared position, a person signing up for this job must choose which of these options will work with your schedule when signing up:

  • Entire rehearsal day for half of the rehearsals
  • Mornings every rehearsal day
  • Afternoons every rehearsal day

The Rehearsal Coordinators’ duties include:

  • Arrive no less than 30 minutes prior to the start of rehearsal time to set up for the day.
  • Manage the training and scheduling of the student rehearsal teams.
  • Supervise the student rehearsal team to make sure the venue is properly cleaned at the end of the day, which requires staying approximately 30 minutes after rehearsal ends.
  • Track rehearsal attendance and call parents as needed when cast member is 20 minutes late. Keep track of who is entering the building and when people are leaving the building.
  • Receive payments from families and write receipts as needed. Complete deposit forms.
  • Check reimbursement forms received from families or staff and write checks as needed.
  • Collect and distribute lost and found.
  • Track receipt of various items from cast (make-up kits, dossiers, DVD orders, etc.)
  • Track distribution and collection of scripts. Make photocopies as needed.
  • Communicate cast announcements to staff for announcements and emails.
  • Maintain access to emergency documents
  • Assist with proofreading cast dossiers and cast portions of the program.
  • Manage any necessary cast transportation

Responsibilities of the Student Rehearsal Team

Students should plan to stay after the end of the rehearsal day when scheduled for clean-up regardless of what time they are personally done with rehearsal.

  • Sign up for rehearsal dates and be prepared to stay late on your dates.
  • Work together as a team to complete the cleanup duties in the order they are listed.
  • At the end of rehearsal each student gets the next duty available on the list and goes to do it.
  • When job is complete students return to the rehearsal coordinator to get another job until all jobs are done.
  • The rehearsal coordinator will begin dismissing the team when all jobs have been assigned.

Scrip Committee and Scrip Coordinator

The number of volunteers and the responsibilities will differ between each city. This committee will consist of one Scrip Coordinator for all cities and 2 scrip committee members per city. The committee accepts and processes orders from HPA families during the designated rehearsal time. This committee needs detail-oriented people who are comfortable on a laptop and can accurately manage money and scrip cards. Please read your preferred city for times and detailed responsibilities. Each committee member is also expected to serve up to 3 performances by assisting in the box office for an hour prior to show and selling concessions during intermission. You can learn more about Scrip at www.shopwithscrip.com

Scrip Coordinator Responsibilities:

Some key responsibilities of this position include:

  • Serve on the scrip committee in your home city.
  • Place the weekly Scrip orders from home every Tuesday from mid-January through mid-May.Being available to assist the GR committee as needed on Tuesdays from 10:30-1:30 with placing the Scrip order (via phone and internet if not from GR)
  • Being available on Thursdays from 12:00-1:00 to provide assistance to the Kzoo Committee when they receive the order (iva phone and internet if not from Kzoo)
  • Assisting scrip committee members from any city with questions or procedures via phone and email when needed.
  • Making sure that Scrip procedures are followed by city volunteers
  • Updating the Scrip documentation as needed
  • Fielding questions from HPA families
  • Maintaining inventory of on-hand scrip cards if necessary
  • Managing scrip volunteers in all 3 cities, generally via phone and email
  • This person is NOT required to assist with concessions and box office duties as other scrip committee members are because of the additional duties assigned to them.

Grand Rapids Scrip Committee Responsibilities:

This committee will consist of 2-3 people to work the Scrip table during the rehearsal hours of 9:00-1:00 every Tuesday. Some key responsibilities of this position include:

  • Accept and process family orders during rehearsal from 9:00-11:30.
  • Fill family orders from On-hand inventory if applicable.
  • Complete deposit slip and give the completed slip and monies to assigned staff.
  • Complete a physical inventory count of on-hand scrip cards if applicable.
  • Close and create purchase orders for all orders taken for the week from all three cities
  • Place order with Great Lakes Scrip Program at 12:00pm
  • Complete closing procedures as needed from 12:00-1:00
  • Help promote and answer families’ questions regarding the Scrip Program
  • Serve 3 performances by assisting in the box office for an hour prior to show and selling concessions during intermission.

Kalamazoo Scrip Committee Responsibilities:

This committee will consist of 2-3 people that are available every Thursday from 12:00-5:00 (earlier if rehearsal ends earlier). Responsibilities for this position include:

  • Assist the Scrip Coordinator filling family orders from 12:00-1:30.
  • Accept and process family orders during rehearsal each week from 1:30-3:00
  • Fill family orders from on-hand inventory if applicable
  • Complete a physical inventory count of on-hand scrip cards if applicable and complete closing procedures from 3:00-3:30
  • Help promote and answer families’ questions regarding the Scrip Program
  • Supervise students and/or man the door in the hallway at Comstock as needed.
  • Serve 3 performances by assisting in the box office for an hour prior to show and selling concessions during intermission.

Lansing Scrip Committee Responsibilities:

This committee will consist of 2 people that are available every Friday from 10:00-12:00. Responsibilities for this committee include:

  • Accept and process family orders during the last 3 hours of rehearsal times, meaning this shifts later as the year progresses. See the HPA season calendar for specific times.
  • Fill family orders from On-hand inventory if applicable
  • Complete deposit slip and give the completed slip and monies to the Regional Committee Manager
  • Complete a physical inventory count of on-hand scrip cards if applicable
  • Help promote and answer families’ questions regarding the Scrip Program
  • Serve 3 performances by assisting in the box office for an hour prior to show and selling concessions during intermission.

Rehearsal Accompanist

A rehearsal pianist should be available for at least 60% of the rehearsal hours. We will work with you regarding your specific time preferences for rehearsal scheduling (mornings, afternoons, weeks off, etc.).

This position reports to the Director.

REHEARSAL ACCOMPANIST RESPONSIBILITIES

The Rehearsal Accompanist assists the directors during vocal training and the choreographer during choreography lessons. The accompanist must have a high level of proficiency on the piano and should feel comfortable playing confidently with a strong hand. The accompanist may be asked to play in the orchestra during show week.

Requirements of this committee include:

  • Being available during most rehearsal times.
  • Being available during tech and show weeks for rehearsals at show venue.
  • Attending all dress rehearsals.
  • Wearing an HPA shirt at all rehearsals with the cast.

Choreographer

This position reports to the Assistant Director.

A choreographer for the show must have dance or choreography experience. A choreographer meets with the directors for creative direction then designs the choreography and teaches it to the cast members. A choreographer should be available for the majority of the rehearsal time most rehearsal days.