The poynter players handbook
Poynter Players Handbook | |
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Roles
Director
In charge of overseeing the entire production including show choice, auditions and casting, rehearsal schedule, Work Parties, and communication with parents and volunteers. The director sets the tone of the production, and manages any dilemmas or conflicts within the production.
Vocal Director
Runs vocal rehearsals and is in charge of all singing in the musicals.
Choreographer
Runs dance rehearsals and is in charge of all dancing in the musicals.
Set Designer
Collaborates with the Director and Technical Director. Creates set and set pieces. Helps with set strike.
Technical Director
In charge of the tech crew, sets up and runs all technical aspects of the show including spotlights, sound, stage lights, stage mics, and body mics. Directs backstage crew, and trains the tech crew to operate the curtain, spotlights, sound, etc.
Parent Volunteer Coordinator
The Parent Volunteer Coordinator works with the Director, and is in charge of managing and communicating with the parent volunteers. Other duties include:
Student Stage Manager
Recruited by the director (1 for Fall Play, 2 for Spring Musical), helps with auditions, takes daily attendance, takes notes at rehearsals, and helps out with anything the Director needs. The students are responsible, trust-worthy, self-driven, and dependable. They attend all rehearsals, work parties, and performances.
Actors
Chosen by the director, the actors attend all rehearsals and performances. They are dedicated, hard working, and able to work well with their cast and crew. They maintain positive attitudes throughout the production and live out the Ponyter Players’ mission statement. They are inclusive and encouraging, and attend all necessary rehearsals and performances.
Tech Crew
Tech Crew members become involved 1-2 weeks before the production. They must attend all required rehearsals, tech week rehearsals, and performances. Tech Crew members report to the Technical Director. They adhere to the same standards as the Actors (see Actor description above). Below are the different tech crew roles:
Auditions
Auditions for the fall play are held at the end of September.
Auditions for the spring musical are held at the end of January.
Students planning to audition should check the callboard for pertinent information including audition times, scene packets, information sheets, and audition forms. Students and parents are advised to visit the Poynter Players website for complete information: http://poynterplayers.weebly.com/
Students are expected to attend the entire audition, and to behave in a manner that demonstrates dedication and consideration.
Callbacks
Callbacks are an opportunity for the Director to see some students a second time. Being asked to callbacks does not guarantee a role (and not being asked to callbacks does not mean one was not cast). The callback list is posted on the callboard the morning after auditions. Students who are listed on the callback list must attend callback auditions.
Mandatory Parent Meeting
The Mandatory Parent Meeting is the very first event scheduled after casting. The meeting is mandatory for parents and cast members. The following business is conducted during the meeting:
The meeting typically lasts no more than 30 minutes, and is held in the Poynter library.
If you cannot attend the meeting, it is imperative to contact the Director to obtain missing information.
Rehearsals Schedule
Daily Rehearsals
Rehearsals are Monday, Tuesday, Wednesday, and Thursday from 3:25-4:45. There are no rehearsals on Fridays, holidays, or budget reduction days. The detailed rehearsal schedule is passed out at the Mandatory Parent Meeting. Expect the rehearsal schedule to change throughout the production. When the rehearsal schedule is changed, the Director emails a copy to parents, and gives cast members a new printed copy. Updates will also be available on the website.
If the Director has to cancel a rehearsal the day of, an email will be sent home. In addition, an announcement will be made at school to inform cast members.
Rehearsal Expectations for Cast Members
Transportation
The activity bus is available for students to take home after weekday rehearsals. Parents must fill out and submit the bus form, which is available at the Mandatory Parent Meeting.
Work Parties
Each production has two Saturday Work Parties from 10am-2pm in the Poynter Café. During Work Parties parent volunteers, cast, and crew get together to work on necessary projects including: making props, pulling/making costumes, making/painting set, makeup design, shopping, and extra rehearsal time (typically for the Spring Musical).
Work Parties are an essential piece of the production, and all cast/crew/volunteers are encouraged to attend.
Purchases/Reimbursement
Tech Week
Tech week occurs the week the show opens. Tech Week can be stressful and exhausting due to longer rehearsals, and the pressure of opening the show. During this week, the Director emphasizes that cast members take care of their health.
Tech week rehearsals start at 3:30 and go until 6:30 or 7:00 (depending on show demands). Tech Week rehearsals begin with a meal, provided by parent volunteers.
The activity bus is not available during tech week, so cast and crew members must plan in advance for transportation. Tech week is not optional, and all cast and crew MUST attend in order to remain in the production.
Attendance Policy
To put on a quality production, it is imperative that all actors attend their required rehearsals. Absences can greatly impact a production, and cause stress on the cast and crew. Being a part of a Poynter Players production is a big time commitment, and we ask cast members to be 100% committed to the show. This means minimizing absences.
If a cast member does need to miss a rehearsal, we ask that the following procedure be followed. (This procedure may seem tedious, but it has proven to help keep all members accountable, and helps keep all Creative Team Members informed.)
If a cast member needs to miss a rehearsal, and knows ahead of time:
1. Send a written note with your child to rehearsal with the day(s) missed and reason.
If a cast member is sick and will not be attending school:
1. Email the director at: [email protected]
(Please note that the Director does not have access to all cast members’ daily attendance. It can be a safety and liability issue if the director does not know where the student is. We must ensure that the student is safe and not skipping rehearsal without parent knowledge. This is why the additional email is required. We thank you for understanding!)
If a cast member is sick and leaves ½ way through the day:
1. Leave a note with the front office about the absence.
Approved absences include medical appointments, sickness, and family emergencies. It is at the discretion of the director to approve other absences.
More than 2 Unexcused Absences can result in removal from the production. Putting on a play is a team activity, and the show cannot go on unless there is 100% team participation. Excessive absences degrade the quality of the production, and puts unneeded stress on the Creative Team, cast, and crew.
Contract/Conflicts
Cast members are expected to respect all members of the production including cast members, tech members, parent volunteers, and creative team members. Cast members who break the Poynter Players contract by not following instructions, disrespecting others, or not the fulfilling basic requirements of being in the play may be asked to leave the production. We will try to solve the conflict before resorting to removal, and parents will be contacted and involved.
Performances
School Performances
Sometimes we will perform our show for elementary school students during the school day. This typically occurs with the Spring Musical. The performance is in the morning, and cast/crew members miss ½ a day of class. Cast/crew members are responsible for talking with their teachers and making up class work.
School Teaser
The cast performs a 10 minute “teaser” during a special homeroom schedule to advertise the show. Cast and crew miss 3rd period to prepare, and may also be late to lunch/4th period. Cast and crew are responsible for making up class work.
Regular Performances
Performances for the community occur on Friday and Saturday. Cast members are called between 5:30 and 6:00pm. When they arrive, they should sign in and begin getting ready for the show. Tech members must also sign in. Doors open at 7pm, and the show begins at 7:30pm.
Tech members, cast members, and parent volunteers are the only people allowed backstage. Friends are not allowed backstage at any time.
Last Performance Clean Up
At the last performance, the Director creates a Clean Up task list and posts it in the band room. Cast and Crew members are expected to complete their assigned Clean Up task immediately following the final performance. Once the task is completed, the Cast/Crew member must check in with the Director. Once all tasks have been completed, the Director approves the start of the Cast Party.
Cast Party
After the final performance, the Parent Volunteers put on a Cast Party. Parent Volunteers bring food and drinks, and supervise. The Cast Party begins after Clean Up and may only begin when Clean Up has been completed. The Cast Party is only open to cast and crew members--friends/family members of cast and crew are not allowed to attend. Cast and Crew are not allowed to leave the Café for any reason. The Cast Party typically ends at 11:00pm.
Set Strike
The week following the production an extra rehearsal is scheduled for Set Strike, which is led by the Set Designer. During the Set Strike, set pieces are torn down and put away, and the stage is cleaned.
Director
In charge of overseeing the entire production including show choice, auditions and casting, rehearsal schedule, Work Parties, and communication with parents and volunteers. The director sets the tone of the production, and manages any dilemmas or conflicts within the production.
Vocal Director
Runs vocal rehearsals and is in charge of all singing in the musicals.
Choreographer
Runs dance rehearsals and is in charge of all dancing in the musicals.
Set Designer
Collaborates with the Director and Technical Director. Creates set and set pieces. Helps with set strike.
Technical Director
In charge of the tech crew, sets up and runs all technical aspects of the show including spotlights, sound, stage lights, stage mics, and body mics. Directs backstage crew, and trains the tech crew to operate the curtain, spotlights, sound, etc.
Parent Volunteer Coordinator
The Parent Volunteer Coordinator works with the Director, and is in charge of managing and communicating with the parent volunteers. Other duties include:
- Managing the parent volunteer sign up list.
- Managing the parent volunteer email list, and helping the director with communication when needed.
- Organizing tech week dinners; collecting/distributing money from parents.
- Planning the cast party with parent volunteers.
- Planning table decoration for Night of the Arts with parent volunteers.
- Helping the director with additional tasks, as needed.
Student Stage Manager
Recruited by the director (1 for Fall Play, 2 for Spring Musical), helps with auditions, takes daily attendance, takes notes at rehearsals, and helps out with anything the Director needs. The students are responsible, trust-worthy, self-driven, and dependable. They attend all rehearsals, work parties, and performances.
Actors
Chosen by the director, the actors attend all rehearsals and performances. They are dedicated, hard working, and able to work well with their cast and crew. They maintain positive attitudes throughout the production and live out the Ponyter Players’ mission statement. They are inclusive and encouraging, and attend all necessary rehearsals and performances.
Tech Crew
Tech Crew members become involved 1-2 weeks before the production. They must attend all required rehearsals, tech week rehearsals, and performances. Tech Crew members report to the Technical Director. They adhere to the same standards as the Actors (see Actor description above). Below are the different tech crew roles:
- Costume Crew: Attends Work Party days, tech week, and performances; helps develop costumes by pulling from costume room. In charge of organizing, and keeping track of all costumes and costume parts. Takes note of pieces that need repair, and if able, fixes them. At the end of the production, they help move all costumes back to the costume closet.
- Prop Crew: Attends Work Party days, tech week, and performances; in charge of creating a prop list and checking props before and after tech week rehearsals/performances. In charge of the prop tables backstage, and ensures all props are in working order. Puts props back into the prop closet at the end of the production, and organizes prop closet.
- Makeup Crew: Attends any makeup training days, and helps apply makeup during tech week and the performances. Cleans makeup brushes, cleans makeup area, and informs director of any makeup that needs to be replaced.
- Spotlight Crew: Attends tech week rehearsals, performances, and any additional tech crew meetings. Writes spotlight cues in a script and is able to successfully operate the spotlight.
- Backstage Crew: In charge of various tasks such as backstage lights, curtain, and moving set pieces during the show. Is able to remain focused, and remember cues. Takes directions, and writes all cues in a script. Attends tech week rehearsals, performances, and any additional tech crew meetings.
Auditions
Auditions for the fall play are held at the end of September.
Auditions for the spring musical are held at the end of January.
Students planning to audition should check the callboard for pertinent information including audition times, scene packets, information sheets, and audition forms. Students and parents are advised to visit the Poynter Players website for complete information: http://poynterplayers.weebly.com/
Students are expected to attend the entire audition, and to behave in a manner that demonstrates dedication and consideration.
Callbacks
Callbacks are an opportunity for the Director to see some students a second time. Being asked to callbacks does not guarantee a role (and not being asked to callbacks does not mean one was not cast). The callback list is posted on the callboard the morning after auditions. Students who are listed on the callback list must attend callback auditions.
Mandatory Parent Meeting
The Mandatory Parent Meeting is the very first event scheduled after casting. The meeting is mandatory for parents and cast members. The following business is conducted during the meeting:
- Meet Creative Crew, cast members, and parents
- Sign up for volunteer jobs
- Poynter Players expectations reviewed
- Poynter Players contract reviewed/signed
- Rehearsal Expectations and Schedule explained
- Bus forms passed out and collected
- Contact information collected
- Questions answered
The meeting typically lasts no more than 30 minutes, and is held in the Poynter library.
If you cannot attend the meeting, it is imperative to contact the Director to obtain missing information.
Rehearsals Schedule
Daily Rehearsals
Rehearsals are Monday, Tuesday, Wednesday, and Thursday from 3:25-4:45. There are no rehearsals on Fridays, holidays, or budget reduction days. The detailed rehearsal schedule is passed out at the Mandatory Parent Meeting. Expect the rehearsal schedule to change throughout the production. When the rehearsal schedule is changed, the Director emails a copy to parents, and gives cast members a new printed copy. Updates will also be available on the website.
If the Director has to cancel a rehearsal the day of, an email will be sent home. In addition, an announcement will be made at school to inform cast members.
Rehearsal Expectations for Cast Members
- Bring a pencil and your script to rehearsal every day. You should not lose your script. If you do, you must pay to purchase a new one ($6.50).
- Behave in a professional manner when in the café waiting for rehearsal to begin. This means you should get your supplies ready, get a drink of water, eat a quick snack, and talk with your friends. You should not yell or run around the café.
- Rehearsals begin promptly at 3:25. Rehearsals always begin with the Student Director(s) taking attendance. Do not be late.
- Keep a positive attitude during rehearsal. Your attitude can affect other cast members—in a positive or negative way. If you are upset about something “leave the drama at the door.” Wait until after rehearsal to speak to the Director and resolve the issue.
- Do not, under any circumstances, direct another cast member. Leave the directing to the director. If during rehearsal, another cast member “directs” you (or you notice it happen to someone else), just ignore it. After rehearsal ends, inform the director (who will then take care of it).
- Treat the stage, and everything on it, with respect. Do not hang out by the wheelchair lift on stage left. Do not hang out on the upstairs balcony on stage right. Do not touch any of the lights or curtains unless directed to.
- Breaks are not always given during rehearsal. If a break is given, walk (do not run) to the water fountain and bathroom.
- Sometimes you may not be needed for the entire rehearsal. When you are not needed on stage, stay in the back of the cafeteria. Work on homework, or watch rehearsal quietly. Do not leave the café for any reason. If you need to leave to use the restroom, ask the Director.
- Clean up when rehearsal ends. Collect your belongings, and make sure you have your script and/or sheet music. Don’t leave trash on the stage or in the café.
- If you experience any trouble with a cast member, talk with the Director after rehearsal. Do not spread rumors or gossip, as it can make the situation worse.
Transportation
The activity bus is available for students to take home after weekday rehearsals. Parents must fill out and submit the bus form, which is available at the Mandatory Parent Meeting.
Work Parties
Each production has two Saturday Work Parties from 10am-2pm in the Poynter Café. During Work Parties parent volunteers, cast, and crew get together to work on necessary projects including: making props, pulling/making costumes, making/painting set, makeup design, shopping, and extra rehearsal time (typically for the Spring Musical).
Work Parties are an essential piece of the production, and all cast/crew/volunteers are encouraged to attend.
Purchases/Reimbursement
- Parent Volunteers: The Director must approve any purchases for the production in order to be reimbursed. Give all receipts to the Director, and specify how you want to receive the reimbursement check (pick up, sent home with student, or snail mail).
- Creative Team (Vocal Director, Choreographer, Tech Director, and Set Designer): All purchases must be approved by the Director. Give receipts to the Director after making purchases.
Tech Week
Tech week occurs the week the show opens. Tech Week can be stressful and exhausting due to longer rehearsals, and the pressure of opening the show. During this week, the Director emphasizes that cast members take care of their health.
Tech week rehearsals start at 3:30 and go until 6:30 or 7:00 (depending on show demands). Tech Week rehearsals begin with a meal, provided by parent volunteers.
The activity bus is not available during tech week, so cast and crew members must plan in advance for transportation. Tech week is not optional, and all cast and crew MUST attend in order to remain in the production.
Attendance Policy
To put on a quality production, it is imperative that all actors attend their required rehearsals. Absences can greatly impact a production, and cause stress on the cast and crew. Being a part of a Poynter Players production is a big time commitment, and we ask cast members to be 100% committed to the show. This means minimizing absences.
If a cast member does need to miss a rehearsal, we ask that the following procedure be followed. (This procedure may seem tedious, but it has proven to help keep all members accountable, and helps keep all Creative Team Members informed.)
If a cast member needs to miss a rehearsal, and knows ahead of time:
1. Send a written note with your child to rehearsal with the day(s) missed and reason.
If a cast member is sick and will not be attending school:
1. Email the director at: [email protected]
(Please note that the Director does not have access to all cast members’ daily attendance. It can be a safety and liability issue if the director does not know where the student is. We must ensure that the student is safe and not skipping rehearsal without parent knowledge. This is why the additional email is required. We thank you for understanding!)
If a cast member is sick and leaves ½ way through the day:
1. Leave a note with the front office about the absence.
Approved absences include medical appointments, sickness, and family emergencies. It is at the discretion of the director to approve other absences.
More than 2 Unexcused Absences can result in removal from the production. Putting on a play is a team activity, and the show cannot go on unless there is 100% team participation. Excessive absences degrade the quality of the production, and puts unneeded stress on the Creative Team, cast, and crew.
Contract/Conflicts
Cast members are expected to respect all members of the production including cast members, tech members, parent volunteers, and creative team members. Cast members who break the Poynter Players contract by not following instructions, disrespecting others, or not the fulfilling basic requirements of being in the play may be asked to leave the production. We will try to solve the conflict before resorting to removal, and parents will be contacted and involved.
Performances
School Performances
Sometimes we will perform our show for elementary school students during the school day. This typically occurs with the Spring Musical. The performance is in the morning, and cast/crew members miss ½ a day of class. Cast/crew members are responsible for talking with their teachers and making up class work.
School Teaser
The cast performs a 10 minute “teaser” during a special homeroom schedule to advertise the show. Cast and crew miss 3rd period to prepare, and may also be late to lunch/4th period. Cast and crew are responsible for making up class work.
Regular Performances
Performances for the community occur on Friday and Saturday. Cast members are called between 5:30 and 6:00pm. When they arrive, they should sign in and begin getting ready for the show. Tech members must also sign in. Doors open at 7pm, and the show begins at 7:30pm.
Tech members, cast members, and parent volunteers are the only people allowed backstage. Friends are not allowed backstage at any time.
Last Performance Clean Up
At the last performance, the Director creates a Clean Up task list and posts it in the band room. Cast and Crew members are expected to complete their assigned Clean Up task immediately following the final performance. Once the task is completed, the Cast/Crew member must check in with the Director. Once all tasks have been completed, the Director approves the start of the Cast Party.
Cast Party
After the final performance, the Parent Volunteers put on a Cast Party. Parent Volunteers bring food and drinks, and supervise. The Cast Party begins after Clean Up and may only begin when Clean Up has been completed. The Cast Party is only open to cast and crew members--friends/family members of cast and crew are not allowed to attend. Cast and Crew are not allowed to leave the Café for any reason. The Cast Party typically ends at 11:00pm.
Set Strike
The week following the production an extra rehearsal is scheduled for Set Strike, which is led by the Set Designer. During the Set Strike, set pieces are torn down and put away, and the stage is cleaned.