Final Weeks Focused Committees

Show Week Team

This team will work together to plan and carry out all the responsibilities of concessions, flowers and candy, ushers and cast party.  Most positions on this committee REQUIRE the participation of at least 2 adults from each family as each family will need to provide enough ADULTS  to staff 9 “slots” during show nights. With only 6-7 performances, it is impossible for one adult to fill 9 “slots.” One adult should be a parent and the second adult may be a parent, other relative, or friend. This committee is asked to abide by the HPA dress code while working with the patrons. Here is how the team may look:

1 Family:  Flowers and Candy Leadership can be fulfilled by only 1 adult as duties will include leading the flowers and candy workers, doing all preparation and planning for flowers and candy, and working all but 1 performance.

1 Family:  Concessions Leadership can be fulfilled by only 1 adult as duties will include leading the concessions workers, doing all concessions purchasing and planning, and doing each of these things for all but 1 performance:  setup/cleanup of concessions, handling concessions money, and concessions sales.

1 Family:  Usher Leadership can be fulfilled by only 1 adult as duties will include receiving necessary training, scheduling ushers for each performance, and serving as head usher during all but one performance.

1 Family:  Cast Party Leadership can be fulfilled by only 1 adult as duties will include reserving a venue for the cast party, planning food and supplies for the cast party, collecting money for the cast party, setup and cleanup of cast party, and filling “slots” on the other committees equal to all but one performance of your show.

3-6 Families:  Team Members who are required to have at least 2 adults to fill 9 “slots” on show days with 1 parent also attending the planning meeting and an usher training if needed.  These slots may be ushering during performances, prepping flowers/candy pre-show and manning the sales tables, and selling concessions during intermission AND helping tickets during the hour prior to each performance.

This position reports to the Regional Manager.

PLANNING COMMITTEE

This committee requires the participation of 1 ADULT from each family to perform the various planning responsibilities to be prepared for show weeks.  There will be a meeting during the early months of rehearsal. If any of the leadership positions are vacant, the team should decide how that committee’s work will be divided amongst the team members. Someone should be assigned to create an online signup for people to sign up for show week “slots.” Below is a description for each committee.

FLOWERS AND CANDY RESPONSIBILITIES 

Responsibilities of Leader (if  there is one):

• Purchase the supplies needed for flowers and candy (ribbon, baggies, Hershey Kisses). Prepare candy bags for show sales.

• Find out when Flower and Candy tags will be delivered  and attach ribbons.

• Prepare labels for cast members, crew, orchestra and staff for flower buckets/bags.  Names will be provided by the Rehearsal Manager.

• Manage sales table for flower pre-sales beginning tech Saturday through closing show for easy access to our cast and families.

• Coordinate with the Rehearsal Manager regarding the delivery of the live flowers.

• Help to strip and prep live flowers for sales prior to the second weekend performances.

• Make corsages/boutonnieres for the show staff using the wooden flowers.

• Help backstage on scheduled show nights to prep and deliver flowers and candy.

• Man a sales table 90 minutes prior to show time and during intermission on scheduled show nights.

• Receive and count change prior to beginning of show each day.  Then complete necessary paperwork and return the monies and paperwork after intermission sales.

• Clean out all flowers and candy material at the close of show and pack for next city.

• Complete a flower and candy inventory sheet each weekend of shows.  Return completed form to the Regional Committee Manager each weekend.

Responsibilities of the Show Team:

• Help backstage on scheduled show nights to prep and deliver flowers and candy.

• Man a sales table 90 minutes prior to show time and during intermission on scheduled show nights.

• Assist the leader prior to show as asked with prepping candy bags, flower buckets/bags, punching flower cards, attaching ribbons, etc.  This can be done at home or at rehearsal.

• Help clean out all flowers and candy material at the close of show and pack for next city.

CONCESSIONS LEADER RESPONSIBILITIES (if there is one)

• Purchase items to be sold as instructed by the Rehearsal Manager. We have very specific items which may be purchased and often some inventory is already in stock. Use your own funds and get reimbursed by HPA or make arrangements to get HPA funds in advance.

• Purchase ice for beverage coolers and place beverages on ice 3 hours prior to show.

• Have concession tables set up, concession inventory counted, table covered and have lobby cleaned of all trash one hour and 15 minutes prior to show. Also have garbage cans and recycling containers placed in lobby on show days.

• Once concessions is set up, assist the ticket committee with audience management for the hour prior to show.

• The head of concessions and the Scrip committee will fill all sales slots for concessions.  Communicate with the Scrip committee for scheduling.

• Count remaining inventory and complete concession inventory sheet after each show and return to the Rehearsal Manager.

• Put away remaining inventory in the allocated storage area and straighten lobby after intermission.

• Receive and count starting change from the Rehearsal Manager, complete paperwork and return to the Rehearsal Manager after intermission or performance.

• Sell concessions during intermission.

• Make additional purchases as warranted by the Rehearsal Manager

• Return concession pop cans for deposit at the end of each weekend of shows and give the Regional Committee Manager or Production Manager the money at the Cast Party.

• All left over merchandise will transfer to the next show; however, if you are the last show for the season any unopened merchandise needs to be returned to the store and funds given to the Rehearsal  Manager or Production Manager at the Cast Party.

USHER RESPONSIBILITIES

The ushers’ responsibilities are to help with audience seating, safety, security, and to help enforce HPA and venue rules. Ushers are also often the only HPA person patrons speak to; as a result, ushers are the face of HPA to the community.  It has been said, that a good patron is hard to gain and very easy to lose.  As HPA attempts to impact the community in a positive way (that will hopefully have a salt and light effect), we appreciate your vital role in assisting the audiences’ experience.

Responsibilities of the Show Team:

• Every person ushering must attend an usher training meeting within two months of show or have previously attended an HPA usher training within the past three years. Several date options will be provided.

• Wearing your own black dress pants/skirts and white shirts (and a tie for the men), all of which abide by the HPA dress code.

• Arriving one hour before curtain and remaining at the venue until after the show ends.

• Cleaning the seating area following the show, picking up any leftover programs or trash.

• Your committee information will define how many usher slots you are required to fill.  More than 1 slot may be filled on 1 night if more than one adult is ushering that night.  Example: If you are required to fill 5 usher slots, 2 adults could usher 2 nights and 1 could usher 1 night (2+2+1=5) or 1 adult could usher 5 nights (1x5=5) or 3 adults could usher 1 night and 2 adults usher a different night (3+2=5).

Additional Responsibilities of the Leader (Head Usher):

• Meet any training requirements of the performance venue.

• Create the usher schedule and make sure all slots on the usher schedule are filled.

• Assign each usher to a specific usher position taking into consideration their specific abilities/skill set (CPR certified, ability to do stairs, ability to stand for long periods, training, etc.) and create a nightly schedule.

• Make sure usher folders, handouts, and flashlights are ready for usher trainings and show nights.

• Lead the nightly usher meeting on show nights.

• Communicate with the Ticket committee regarding seating for the night or any special concerns/needs prior to the usher meeting.

• Assist in managing show night emergencies or audience problems.

• Serve as head usher for all but one show night, rather than 9 “slots.”

CAST PARTY LEADER RESPONSIBILITIES (if there is one)

The Cast Party Leader is responsible for securing a location, planning and implementing a cast party for everyone who worked on the show: cast, crew, orchestra, and their families. There is no budget provided for this party; instead, a fee should be charged to cover all expenses. The date for the cast party is on the season calendar. Begin searching for a venue right away in the fall.

Dessert and drinks can be planned at the leader’s discretion, but an ice cream bar is usually very well received. Paper products should be provided at the party. The leader should make sure that all necessary food and supplies are also purchased and included in the party cost.

Once all details are known, write an informational blurb to be included in the cast email and info packet. This should be to the regional committee manager by 1 month prior to show.  Here is an EXAMPLE:

Location:   

Date:

Time: 5:30-8:30

Cost:  $3 per person or $15 max per family

What is Provided:  Paper products, water, and an ice cream bar

What to Bring:  

1-2 people attending in family - Side Dish and Drink (2-liter or equivalent)

3-5 people attending in family - Main Dish and a Side Dish (bread, salad, fruit, or veggie)

6+ people attending in family - Main Dish, Side, and a Drink

Sign Up: Bring your payment and a paper with your family name and number of people attending in a SEALED envelope with exact change. 

Setup and Cleanup: HPA desires to leave places cleaner than when we arrived.  We strive to leave places with a positive impression of homeschoolers whether we are putting on a performance or scrubbing a floor.  Extra help should be requested as needed for these areas.  The committee members are responsible for arriving early for setup and staying when the party is over for cleanup.

Purchasing:  Here are numbers that have seemed adequate for approximately 200 people:

• 400 plates, 250 bowls, 500 cups (and a few sharpies to write names on them)

• 350 spoons, and 250 forks, and 50 knives, 250 napkins

• 175 brownies

• 8 pails of ice cream

• Toppings in GFS sizes:  1 bag of Oreo crumbles, 1 bag of M & M topping, 1 can of caramel topping, 4 bottles of chocolate topping, 1 jar of sprinkles

The entire show week team is expected to help as needed with setup, serving, and cleanup on the night of the cast party.  The leader is responsible to communicate times and needs to the team.