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- Contact pub - The Tech (photos + review), Technique (photo), theArts (or Pub Manager can)
- Make sure the Set Designer and TD meet with Meredith
- Register the Show with SAO and with the city of Cambridge (this can be done as early as you want)*
- Get actors out of conflicts
Before show
- Make sure ticket reservations open around the time of the first posters appearing on campus
- Order tickets (see Box Office Manager page for how to)
- Recruit:
- Board ops as needed
- Run crew as needed
- Ushers, one per night
- Box office manager + assistant(s)
- Someone to film the show (coordinate with Memory Master)
- Make sure the pre-show announcement exists (it can be pre-recorded or given by one of the actors). It should contain:
- Duration, and intermission duration
- Emergency exits
- No flash photography/videos
- No smoking
- Strobe etc. warning if applicable
- Schedule runtime jobs (or get the SM)
- Ensure that there's a plan for who can be in space if people need to access it at different times of the day during tech week (CAC doesn't like opening/locking up ultiple times)
- Buy director gift, buy cast&crew gifts and come up with cast&crew awards (can get help from officers)
- Help schedule/run (with SM)
- papertech
- cue-to-cue
- Come up with a plan (with your box office manager) with respect to selling out, if you think this is likely to happen
- Schedule
- Alumni reception
- Brush-up
- Cast Parties
After show
- Post-prod
- Ensure all borrowed items are returned
- Ask if anyone opposes video to be public - assume yes unless anyone says no by day after post prod or three weeks after, whichever is later
- **IMPORTANT** Make sure all necessary reports are submitted to CAMIT, LEF, deFlorez, etc.
Just generally be around and help with anything that needs help.
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Especially in the spring, try to finalize prod positions as soon as possible to give staff as much time to work as possible. This is especially true for SD and publicity.publicity.
List of roles to ask for: Stage Manager, Assistant Stage Managers, Technical Director, Set Designer, Master Carpenter, Scenic Charge, Lighting Designer, Master Electrician, Sound Designer, Props Designer, Costume Designer, Master Seamsperson, Hair and Makeup Designer, Publicity Designer, Publicity Manager, Box Office Manager
**If the director asks for a special role (e.g. Video Designer, Dramaturg, Composer/Music Director, etc.), make sure they provide a set of written expectations for the role so that applicants know what it will be like.
Contracts
Old production staff and audition contracts can be found in the ensemble locker: /mit/ensemble/Private/Contracts/Current. They can be edited using basic LaTeX (files in locker). Edit names, dates, and contact info.
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It is the job of the producer to register the show with SAO. In addition, unless unless admission is entirely free of charge, you will need to register to register the show with show with the City of Cambridge to acquire an official Entertainment License for each night of the performance. The The following instructions are up to date as of July 2018. If you find that some links are broken or some part of the process has changed, just use your best judgment, and update this section to reflect the new system when you're done.
This process can now be done entirely online! Begin by going to atlas.mit.edu. Click "Event Planning" in the left sidebar, then click the blue "Register New Event" button in the upper right corner and fill out the form.
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Once the event is approved, click the event in the Atlas Event Planning page. From here, the red "print pdf" link in the upper left lets you download the completed event registration. The red "request license" link purportedly lets you go on to request an Entertainment License from the City of Cambridge, but as of July 2018 doesn't actually work. Give it a try just in case, but if it’s still not working, proceed instead proceed instead to the official City of Cambridge website's Entertainment License page and click on the "One Day Entertainment Application" link in the sidebar on the right.
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You should make it very clear to the actors, prod staff, and director at read through/the first prod meeting/routinely throughout the production that you are there to be a shoulder to cry on, to mediate, and to make sure no one dies or kills anyone until after strike.
Remember to check in regularly with each department, especially new people, and support them/Obi-Wans as needed. Make sure that delegation and communication go smoothly (particularly with Co's, new people, LD/ME etc.).
Mailing lists to update
ensemble-current
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