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ARC provides many opportunities for young people to be involved in every aspect of theatre.
All the positions of leadership typically filled by young people. ARC has developed position
descriptions / guidelines for the major positions of responsibility in the company. They are
listed here in full:
President
- Chair meetings of the Committee.
- Delegate tasks between Committee members depending on office, expertise and availability.
- Ensure each Committee member fulfils their position description and completes all tasks given to them.
- Liaise with Viewbank College with regards to theatre booking, use of school grounds and relationships between ARC
and the school.
- Inform applicants to positions with ARC of their selection or non-selection.
- Constantly have an understanding of the company's situation in terms of finance, morale and place in the
community and to bring issues to the company's attention accordingly.
- Ensure the welfare of all members is looked after at all times and that visitors are made to feel welcomed.
- Ensure the goals of ARC, especially those regarding youth and community involvement, are met to the best of the
company's ability.
- See also: General Committee Responsibilities.
Vice President
- Deputise for the President in the President's absence and when so deputising have all the powers and responsibilities conferred on the President by the company's agreement.
- Lead the company's sponsorship and fundraising initiatives.
- Maintain company's existing sponsorship partnerships, maintain sponsorship packages, negotiate sponsorship agreements and draw up contracts with secured sponsors.
- Ensure that all contractual obligations on both sides are fulfilled in regards to sponsorship.
Guide the company's publicity team in conjunction with the company's Publicist, Graphic Designer and Ticket
Secretary.
- Respond to all info@arc-theatre.com emails promptly and professionally.
- Constantly have an understanding of the company's situation in terms of finance, morale and place in the community
and bring any issues to the company's attention accordingly.
- Ensure the welfare of all members is looked after at all times and that visitors are made to feel welcomed.
- Ensure the goals of ARC, especially those regarding youth and community involvement, are met to the best of the
company's ability.
- See also: General Committee Responsibilities.
Treasurer
- Manage the finances of ARC in all company accounts.
- Issue cheques, along with a second signatory for:
- Invoices made to Amateur Repertory Company, Inc.
OR
- Expenses paid for ARC business, providing that the costs associated have been previously approved by the treasurer,
and that a receipt for the exact cost is provided - which the treasurer must retain a copy of.
- Create and oversee the budget for the company during the committee year in accordance with company budget
guidelines.
- Create invoices for services provided by ARC to external parties.
- Issue receipts for payments made to Amateur Repertory Company, Inc.
- Handle any money given to ARC responsibly, and to deposit all cash and/or cheques received within two weeks.
- Ensure that cash in transit does not ever exceed $3000
- Liaise with the sponsorship team to ensure sufficient funds are raised to cover General Company Expenses exclusive of ticket sales for Show Budget.
- See also: General Committee Responsibilities.
Secretary
- Give out and receive Membership Forms, Emergency Contact Forms and Photo Release Forms.
- Keep the Emergency Contact Forms with them at all times at ARC events, in the case of any incidents, or in the case
of non-attendance, ensure another Committee Member possesses the forms.
- Keep the membership database up to date.
- Receive notice of a member's request for a Special General Meeting, and follow the Constitution on the matter of the Annual General Meeting.
- Keep minutes at each meeting of the Committee.
- Be the custodian of the common seal of ARC.
- Keep all documents and forms etc in their custody. They should be kept with due care for the sensitive nature of
some of the information, and with regard to the Privacy Act and the responsibility the Secretary has to the members of
ARC to safeguard their personal information.
- The Secretary is the Public Officer of the association, and must ensure that their details, and the associations,
are up to date with Consumer Affairs.
- As Public Officer, is responsible for the managing the completion of the Annual Statement for the financial year of
their service (i.e. the financial year in which they completed the majority of their role)
- The Secretary is in charge of receiving, distributing and answering correspondence - including the ARC Mailbox.
- Should be aware of the content of the Constitution and the Protocols of ARC. The Constitution cannot be changed
without a vote by the members of ARC at a Special General meeting or at an Annual General Meeting. The Protocols of ARC
are suggestions for each Committee from past Committees and the ARC membership.
- See also: General Committee Responsibilities.
General Committee Member
- Assist the committee with the running of the company
- Attend committee meetings and actively partake in discussions and decisions relating to the best interests of ARC
- Assist with the running, logistical and organisational aspects of ARC events (including Rehearsal Camp, Recreational Camp, Trivia night, Karaoke night and the Major Production)
- Take responsibility for smaller miscellaneous tasks, allowing the office bearers to focus solely on their
positions
- At the office bearers' request, assist with certain duties that their role may require
- Filling in if a committee member is unable to complete a task/ attend a meeting for a certain reason (e.g. If Secretary is away, take minutes)
Director
- Develop and implement a complete artistic vision for the totality of the production
- Motivate and manage the Artistic Team, Cast and Production Team to achieve this vision
- Manage communications with the Committee. This means regular updates on the activity of the Artistic Team, the progress of the production, and prompt reporting of any issues
- Responsible for acting direction, character development, interpretation of the script
- Together with the Assistant Director, identify and support any Cast members who need individual attention
- Together the rest of the Artistic Team, planning an efficient rehearsal schedule to be updated as the production develops
- Responsible for ensuring effective communication amongst the Artistic Team
- Responsible for keeping the whole Cast and Crew engaged in the production
- Responsible for maintaining high morale amongst the production
- Run regular Artistic Team meetings
- With the rest of the Artistic Team, planning and attending Cast auditions
and making casting decisions as per the ARC Casting Policy
- Monitoring all aspects of the show and alerting the Committee and relevant ARC personnel as issues arise
- See also: General Artistic Team responsibilities
Music Director
- Interpretation of the score and vocals to effect the Director's artistic vision
- Conduct musical rehearsals
- Provide musical direction to the Cast, including individual assistance when necessary
- Recruit, rehearse and conduct the orchestra, within the budgetary guidelines
- Assist in the creation of a rehearsal schedule with the rest of the Artistic Team, and update at regular Artistic Team meetings
- Ensure characterization continuity in the Musical portfolio
- Ensure regular communication with the Sound Manager
- See also: General Artistic Team responsibilities
Choreographer
- To create movement and dance in the show to effect the Director's artistic vision
- Undertaking dance rehearsals and dance training
- Providing dance direction
- Ensuring dance moves match the Musical Director's interpretation of the score
- Liaising with the ARC OH&S officer to ensure compliance with ARC's OH&S policy in all aspects of the Dance portfolio. This includes conducting physical warm ups at the commencement of any dance activity
- Assist in the creation of a rehearsal schedule with the rest of the Artistic Team, and update at regular Artistic Team meetings
- Ensuring characterization continuity in the Choreography portfolio
- Ensure regular communication with the relevant members of the Production Team
- See also: General Artistic Team responsibilities
Production Team Manager
- Responsible for updating the Committee on the progress of the production.
- Working with the Treasurer to ensure the budget is realistic and is adhered to.
- Organizing and running regular Production Team meetings, to advise the Production Team of the production requirements of the artistic vision such as costumes, lighting, sound, make up, etc. This means providing timely information on the Director's artistic vision to all personnel to ensure their portfolios are completed by the timelines agreed to at the Production Team meetings
- Agreeing to deadlines with the Production Team and the ARC Committee
- Updating the Production Team on the overall progress of the production
- Liaise with the Occupational Health and Safety Officer (OHSO) to ensure OHS compliance of all aspects of the show
- The Production Manager is in charge of the Production Team during the development of the show. During the Bump-In, the Stage Manager becomes Head of the Production
- See also: General Artistic Team responsibilities
General Artistic Team responsibilities
- Taking responsibility for the entirety of the production and alerting the Committee and relevant ARC personnel of any issues
- Together with the Committee, taking appropriate care of ARC members under the age of 18
- With the rest of the Artistic Team, planning and attending auditions and making casting decisions as per the ARC casting policy
- Being present at all auditions, rehearsals, performances and ARC events such as the Rehearsal Camp and the required number of set construction sessions (usually four)
- Motivating and managing the Cast to achieve the best possible production outcomes
- Together the rest of the Artistic Team, planning an efficient rehearsal schedule to be updated as the production develops
- Attend regular Artistic Team meetings
- Agree to deadlines with the Production Team
- Responsible for maintaining high morale amongst the production
- Behavior must be responsible and respectful to all members at all times. The Artistic Team are the leaders of the production, and therefore they must behave in a way that leads by example
Costume Manager
- Regularly liaise with the Artistic Team, in particular the Director and Choreographer.
- Responsible for making/borrowing/purchasing all costumes, to effect the artistic team's vision for the production
- Responsible for communicating to the Committee the level of assistance required with costuming tasks.
- Assisting the Committee in keeping an Inventory of all costumes purchased and/ or made.
- Responsible for the organisation and running of the entire Costume Team throughout the Production.
- See also: General Production Team responsibilities
Front of House Co-ordinator
- Responsible for managing all Front of House staff (including ushers) whilst in the theatre.
- Responsible for ensuring that all Front of House money (from kiosk, ticket sales and program sales) is secure at all times.
- Responsible for communicating to the Committee the level of assistance required to ensure that sufficient people are present to conduct Front of House duties.
- Ensure that ARC has a current Food Handling certificate.
- In charge of ordering all products necessary for the smooth running of the kiosk.
- Should refer to the ARC Front of House "Bible", and document their procedures in the "Bible" for future reference.
- Is a part of the Publicity Team, under the guidance of the Vice President.
- See also: General Production Team responsibilities
Graphic Designer
Lighting Manager
- Prepare a detailed lighting design to effect the Artistic Team's vision of the production
- Liaise with the Stage Manager and the Production Team Manager to create a timetable for bump-in.
- Ensure efficient operation of the lighting under the direction of the Stage Manager.
- Responsible for the organisation and running of the entire Lighting Team throughout the Production.
- See also: General Production Team responsibilities
Make-up Designer
- Prepare a detailed make-up design to best effect the Artistic Team's vision for the production.
- Responsible for procuring all make-up to be used in the show. This will include advising all cast on what make-up they will require.
- Assist cast with application of make-up whilst in the theatre.
- Ensure that make-up is applied and stored in a hygienic manner.
- See also: General Production Team responsibilities
Properties Manager
- Responsible for procuring all necessary properties, under the guidance of the Artistic Team.
- Ensure the props are placed in their appropriate locations, under the guidance of the Stage Manager.
- Responsible for the distribution of all props before and during each show.
- See also: General Production Team responsibilities
Publicist
- Regularly liaise with the Committee and the Graphic Designer, and engage the cast in publicising the show as required.
- Ensure all documents sent out adhere to the ARC Visual Identity.
- Work to promote ARC and attract audience members to the show.
- Responsible for researching opportunities for ARC to promote the production.
- Responsible for the co-ordination and distribution of all advertising materials.
- Work with Sponsorship Officer to ensure that what is agreed upon with Sponsors is adhered to.
- Is a part of the Publicity Team, under the guidance of the Vice President.
- See also: General Production Team responsibilities
Set Construction Manager
- Responsible to the Production Team Manager for the efficient building of the set.
- Prepare a plan and timeline for the efficient construction of the set in consultation with the Production Team Manager and the Set Designer.
- Attending the theatre for bump-in and bump-out to assist the Stage Manager in the safe and correct assembly of the set.
- Ensure OH&S guidelines are followed in particular reference to safe construction methods.
- Ensure the set is structurally sound.
- Responsible for communicating to the Committee the level of assistance required at set construction.
- See also: General Production Team responsibilities
Set Designer
- Following the Artistic Team's vision, design an impressive and achievable set.
- Regularly liaise with the Set Construction Manager.
- Prepare a plan and timeline for the efficient construction of the set in consultation with the Production Team Manager and the Set Construction Manager.
- See also: General Production Team responsibilities
Sound Manager
- Prepare a detailed sound design to effect the Artistic Team's vision of the production
- Liaise with the Stage Manager and the Production Team Manager to create a timetable for bump-in.
- Ensure efficient operation of the sound equipment under the direction of the Stage Manager.
- Responsible for the organisation and running of the entire Sound Team throughout the Production.
- See also: General Production Team responsibilities
Stage Manager
- Manage operations whilst in the theatre, from start of bump-in to end of bump-out. In charge of the show once in the theatre.
- Consult with the Production Team Manager to prepare and effect a detailed scene plan for the entire performance.
- Manage bump-in, bump-out, each rehearsal (whilst in theatre) and performance.
- Ensure all cast and crew are prepared, informed and active while in the theatre.
- Liaise with the Occupational Health and Safety Officer (OHSO) whilst in the theatre to ensure OHS compliance of all aspects of the show during this period.
- Attend full act run-throughs and full show run-throughs, taking blocking and other appropriate notes.
- Source and organize a reliable crew who will attend every rehearsal and performance from bump-in to bump-out.
- Manage the delegation of all tasks from bump-in to bump-out.
- See also: General Production Team responsibilities
Ticket Secretary
- Responsible for the organisation and booking of all tickets.
- Responsible for the organisation and management of credit card payments online.
- Responsible for the organisation and distribution of complimentary tickets.
- Responsible for ensuring that all money is balanced, kept in a secure environment, and is returned to the Treasurer as soon as possible after a performance.
- Responsible for reporting on the progress of ticket sales to the Committee on a regular basis.
- Is a part of the Publicity Team, under the guidance of the Vice President.
- See also: General Production Team responsibilities
General Production Team responsibilities
- For Artistic matters, report to the Production Team Manager. For all other matters, report to the Committee.
- Must comply with OH&S guidelines.
- Attend Production Team meetings to discuss the progress made in their area.
- Fulfill their objectives to the highest standard possible.
- Using the Artistic Team's vision, design an achievable and impressive outcome for your area.
- Agree to deadlines with the Production Team as a whole, and the Production Team Manager in particular.
- Must comply with ARC's Financial Guidelines, and ensure that their budget is adhered to, and that this money is spent to generate the best outcome for the production.
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