Non-Rehearsal Day Committees

Props Committee

The props committee should consist of 3-5 adults who do the majority of their work outside of rehearsal, but should be available during at least 20% of the rehearsal hours. The leader of the committee should be available for more of the rehearsal hours (30-50%).

This committee reports to the Assistant Director.

PROPS COMMITTEE LEADER RESPONSIBILITIES

The props committee leader’s responsibility is to lead his/her team as they acquire all needed props and keep accurate records so that everything is returned after the show. The leader should make sure that the following responsibilities are accomplished by someone on the team:

Managing the props budget, timeline for when props need to be available for rehearsal and prop parade as needed and tech and show week schedule. Even when props are collected, changes should be expected once sets is completed and the directors see how it looks all together.
Reading script with the props committee and developing a props list for the play. (Some scripts include the list in the back of the book.) Create and maintain prop list in Google Documents that is shared with committee members and staff.
Meeting with the Directors within the first month of rehearsals. Determine what, if any, specific props will be needed for the show (i.e. antique, color, design, etc.) Identify any props that will be needed for rehearsals.
Dividing the props list among the committee members to spread out the work.
Setting up appointments with other theatres. This should be done as early as possible in the season, as it may take time to acquire the needed props.
Creating a system for receiving props from cast members, storing them until needed, and returning them at strike.
Keeping an accurate record of all items borrowed and complete contact information so that all items are returned properly and in a timely fashion.
Maintaining a list of any accidents with borrowed props. HPA desires to have a good reputation for borrowing from and returning items to other groups. It is imperative that anything we borrow is returned in good condition. We do understand, however, that accidents can happen; if something is damaged, please notify your Assistant Director as soon as possible, as we want to make things right and maintain good relationships.
Communicating any special instructions about use of specific props to both staff AND cast.
Emailing a list of hard-to-find items to your Assistant Director so that it can go in the cast email if determined necessary. It is not our desire for HPA families who are serving on other committees to be searching for props or to have access to the props list. However, there are times (after the committee has searched) when a short list of items that people may have at home and be willing to part with can be emailed to families.
Purchasing from antique/resale shops any props not found. Be sure to submit all receipts with a Reimbursement Form at the rehearsal check-in table.
Be sure all props are returned to their proper location at strike; purchased items will be returned to the barn, unless otherwise directed.

PROPS COMMITTEE RESPONSIBILITIES

It is the Props Committee’s objective to acquire all needed props (large and small items to be carried onto the stage, from furniture to a pencil). Most of this work will be done outside rehearsal time, but committee members should expect to spend some time at rehearsals and more time at the theater during Tech/Show Weeks. Responsibilities for this committee include:

Reading script with props leader and developing a props list for the show. (Some scripts include the list in the back of the book.)
Searching for or creating props as soon as possible.
Turning in to props leader an accurate record of all items borrowed and complete contact information.
Communicating any special instructions about prop use to props leader.
Returning props to their proper location at strike; items purchased will be returned to the barn, unless otherwise directed.

Organizational Leadership – Painting/Sets

One person fills this position which can be completed outside of rehearsal hours and on nights and weekends.

This position reports to the Assistant Director.

SETS/PAINTING ORGANIZATIONAL LEADERSHIP RESPONSIBILITIES

The Sets/Painting Organizational Leader will assist in communication between the Sets Leadership and the Painting Leadership as well as helping with general organization/communication for BOTH committees. The two committees are very interdependent and good communication is necessary for success.

Skill in the area of painting or set building is NOT required. However, organization, leadership and people skills are helpful in this position. This is a person who would like to work "part-time" on both committees, helping to notice areas of overlap and where communication is necessary.

Responsibilities for this leadership position include:

Scheduling a meeting with Painting Leadership, Sets Leadership and the Directors within the first month of rehearsals.
Obtaining deadlines for the finished products for both sets and painting from the directors.
Receiving and maintain the sets and painting budgets. You will receive these from your Assistant Director.
Keeping notes of meetings in order to keep committees on task and ensure quality communication between committees while working separately from each other.
Communicating work times for each committee to the committee members. The individual heads of painting and sets will decide what work times are necessary for their teams. You will make sure this information is communicated to everyone who needs it, including the Assistant Director.
Communicating the work schedules to both Sets and Painting Creative Leadership. The work schedules for these committees need to be pretty flexible and often change last minute as jobs get done early or hit snags and run behind. You will help make sure that everyone stays in the loop and has the necessary details as these things occur.
Emailing the Assistant Director with special needs or requests to go out in the weekly email to the cast.
Making sure that strike duties are planned (either by you or by the Sets and Painting Leaders) and are well organized and communicated with both committee’s members.

Sets

The Sets committee, made up of 5-10 adults, can begin working as early in the production process as they would like after the design meeting with the directors. Sometimes the committee begins working at an off-site location as a team and other times projects are divided up and worked on at people’s homes. It can vary depending upon the committee and the needs of the show. The hours become more intense in the month leading up to show as the set is moved to the performance venue and completed. All set hours can be accomplished in the evenings and weekends, although working during the day can also be an option if that suits some committee members better.

This committee reports to the Assistant Director

SETS CREATIVE LEADERSHIP

SETS CREATIVE LEADERSHIP RESPONSIBILITIES

This committee’s objective is to procure, design, build and create sets which reflect the theme and period of the production.

Responsibilities for this leadership position include:

Reading the script and developing a basic understanding of the set needs for the various aspects of the play.
Meeting with the Painting Leadership and the Directors within the first month of rehearsals to determine what the sets will be and what backdrops will need to be painted. Coordinate responsibilities for members of the committee. Identify and communicate which set pieces require more involved painting and therefore need earlier finish dates.
Working closely with the Painting Committee.
Organizing and dividing duties into manageable sections.
Communicating regularly with the Sets/Painting Organizational Leader to ensure all committee members are aware of their responsibilities.

Two – three months prior to show

Meeting with the Director to finalize the direction for the committee.
Securing a location for set construction.
If there is no Organizational Leader for Sets/Painting, a joint meeting of Sets Leadership and Painting Leadership will be necessary. If there is an Organizational Leader for Sets/Painting, he/she will determine if a joint meeting with the Sets and Painting Leadership is necessary.
Setting a general timeline for completion to enable the Painting Committee to complete its tasks.
Dividing the committee’s duties among the committee members.
Procuring building items from HPA prior to any purchase of new materials. If purchases are necessary, always look for sale items or places willing to donate items. Submit all receipts with a Reimbursement Form to the rehearsal check-in table.
Providing opportunities for cast members who are a part of the committee to contribute.
Maintaining contact with the Painting Committee.

Tech Week/Show Week

Ask Directors for Load-in Times and communicate that time with your committee.
Coordinating with the directors what times the stage will be available each day for work, usually mornings until about 2pm.
Building and painting needs to be completed no later than 4pm on the night of Final Dress Rehearsal.
Ensuring the daily cleaning of supplies and work area is done.
Removing all set items from the theater within 2 hours of final curtain.
Coordinating with the Directors the timing and unloading of all set pieces for return to HPA.

GENERAL INFORMATION

Try to reuse as much material as possible, in order to keep our costs down from year to year. Hardware is removed from 2x4’s, plywood, etc, and the wood can be used again for future shows.
Ask for materials. You never know what someone may have lying in their garage or what people are willing to donate.

SETS COMMITTEE RESPONSIBILITIES

It is the committee’s objective to build and create sets which reflect the theme and period of the production. Building will begin two-three months prior to the show, and most work will be done in the evenings at a location separate from the performance venue.

Responsibilities of this committee include:

Being available evenings and weekends to construct the sets, under the guidance of the Sets Creative Leader.
Working at the theater during tech and show weeks. This includes loading in the set, constructing the set, and loading out the materials during strike.

Painting

PAINTING CREATIVE LEADERSHIP

The Painting committee, made up of 4-10 adults, can begin working as early in the production process as they would like after the design meeting with the directors. If backdrops need to be painted, these can often be done earlier in the production. The hours become more intense in the month leading up to show as the sets committee finishes things that need to be painted. Once the set is loaded into the performance venue, hours can become long or even require late nights during tech weekend and the first performance week. All hours can be accomplished in the nights and weekends, although working during the day can also be an option if that suits some committee members better.

This committee reports to the Assistant Director.

PAINTING CREATIVE LEADERSHIP RESPONSIBILITIES

The Creative Leader of the Painting Committee helps the committee meet its objectives, which are to paint the sets, backdrops and set pieces in a manner which reflect the theme and period of the production.

Responsibilities of this position include:

Meeting with Sets/Painting Organizational Leader and the Directors within the first month of rehearsals. Determine what the sets and backdrops will need to be painted. Coordinate responsibilities. Identify and communicate which set pieces require more involved painting and therefore need earlier finish dates.
Working closely with the Sets committee leader. The Set/Painting Organizational Leader will help ensure clear communication between the two committees. If there is no Set/Painting Organizational Leader then it is your responsibility to have open and clear communication with the Sets Leader.
Developing a basic color theme based on a careful reading of the script and getting it approved by the directors.
Organizing and dividing duties among painting committee members. The Sets/Paint Organizational Leader will provide assistance.

Responsibilities two – three months prior to show:

Meeting with the Directors to plan painting of sets and backdrops and finalize the direction for the committee.
Securing a location for painting backdrops; be sure the building will be large enough to house a backdrop. The Sets/Paint Organizational Leader will provide assistance.
Managing your committee’s budget, which you will receive from the Assistant Director.
Coordinating with Sets and Painting Organizational Leader or the Sets Leader to allow him/her to set a general timeline for completion. Verify location of set building so that early paint work can be done.
Identifying specific committee members who will be responsible for each division of duties.
Procuring painting items from HPA prior to any purchase of new materials. If purchases are necessary, always look for sale items or places willing to donate mismatched paint. Submit all receipts with a Reimbursement Form at the rehearsal check-in table.
Providing opportunities for cast members, who will be a part of this committee, to paint along with the adults on the committee.

Responsibilities Tech Week/Show Week

Hanging backdrops as soon as possible as directed by Sets Leadership and Directors. Be sure to let your Assistant Director know when you need to be in the venue if other than specified Tech Rehearsals.
Painting needs to be completed no later than 4pm on the night of Final Dress Rehearsal. Coordinate with the Directors what times the stage will be available each day for painting duties.
Keeping supplies and work area clean.
Touching up any paint problems as needed.
Working with the Sets Committee as needed to unload the theater at strike and communicate this with your committee.
Making sure that all extra paint is secured and loaded for return to HPA.

PAINTING COMMITTEE RESPONSIBILITIES

It is the committee’s objective to paint the sets, backdrops and set pieces which reflect the theme and period of the production. This work can be done during the day, in the evening, or on the weekend at a location other than the performance venue.

Responsibilities of this committee are:

Painting backdrops and set pieces as needed. Work on backdrops may begin a few months prior to show.
Completing all sets and painting no later than 4pm on the night of the final dress rehearsal. Your Sets/Painting Leader will coordinate with the Directors what times the stage will be available each day for painting duties.
Cleaning painting supplies daily.
Touching up any paint problems as needed during the run of the show.
Being available to help with strike as needed.

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