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.

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.