Lebanon Area Homeschoolers Drama Department
Parent Volunteer Duty Descriptions
Drama Representative / Handbook Coordinator:
[1] Position to be appointed by the Drama Committee.
The Drama Representative/Handbook Coordinator meets with the Drama Committee, the Drama Director, and the Producer to plan the budget and the production schedule of the next production.
The Drama Representative/Handbook Coordinator compiles the master handbook for use by the Drama Department and for review by the Fine Arts Director and Fine Arts Panel. As changes are approved, revisions are given to the appropriate departments.
The Drama Representative/Handbook Coordinator collects folders from each department at the end of the production and allows the Drama Committee to review the folders for necessary additions or changes. All approved changes are updated on the master handbook; revised pages are printed and inserted into folders for the next production.
The Drama Representative/Handbook Coordinator oversees the storage of costumes, props, make up/wigs, scripts, and sets that belong to the Drama Department. An inventory of all property should be compiled, maintained, and updated as needed.
Facility Procurer / Grant Researcher / Head Usher:
[1] Position to be appointed by the Drama Committee.
The Facility Procurer/Grant Researcher/Head Usher checks into all possibilities for availability of locations for the Drama Troupe to perform. The Facility Procurer/Grant Researcher/Head Usher confirms the available premises for size, restrictions, cost, etc. and relays all pertinent information to the Drama Committee.
The Facility Procurer/Grant Researcher/Head Usher establishes a good working relationship with the facility staff, insuring all rules and regulations are followed. The Facility Procurer/Grant Researcher/Head Usher must be available whenever the facility is needed. Meetings should be scheduled with the students and parents to announce facility rules and expectations. The Facility Procurer/Grant Researcher/Head Usher will organize and have oversight of food during all-day rehearsals held at the facility.
The Facility Procurer/Grant Researcher/Head Usher researches grant opportunities that can benefit the LAH Fine Arts Program. Information needed to apply for a grant may be obtained from the Fine Arts Director. Grant applications should be approved, signed, and authorized by the Fine Arts Director.
Duties of the Head Usher include:
Enlist volunteer Ushers that will be needed at performances; check with the Producer about parents or older siblings who may be available.
Dress code of Ushers is a white shirt and black skirt or black slacks.
Review duties and responsibilities with each Usher before the first performance.
Greet people and distribute programs; collect tickets if needed.
Seat visitors; begin seating from front to back, leaving the front row empty.
Open doors when needed; close doors when needed.
Procure extra seating or tables as needed.
Monitor halls, restrooms, and parking lots.
Find other ways to streamline crowds and activities.
Record head count of attendance at each performance.
Clean any accidents that require immediate attention during performances.
Stand at exits as people leave, saying “Goodnight” and thank them for attending.
Go through seats quickly at the end of each performance, removing trash and placing any items left behind in the Lost and Found.
Sponsorship Coordinator:
[1] Position offered as Parent Volunteer Position.
The Sponsorship Coordinator organizes the sale of advertisement ads from area businesses to be printed on the production’s poster, program, and possibly broadcasted as radio announcements. Sponsorships should be collected at least 6 weeks before the performance to allow time for the advertising and printing of ads in the program.
The Sponsorship Coordinator compiles a list of LAH families who own small businesses or work for local corporations. These LAH families are given sponsorship information and opportunities to purchase an advertisement ad to be printed on the program.
The Sponsorship Coordinator contacts all LAH Departments (Athletics, Newspaper, Yearbook, etc.) to streamline sponsorship efforts, and to make sure that the LAH group is not approaching the same businesses during the year about sponsorship requests.
The Sponsorship Coordinator contacts area businesses for sponsorship, keeping a record of all businesses that support the Drama Department. Sponsor pages from previous Drama production programs should be utilized for advertising information. Drama students may be enlisted to help collect money and advertising instructions.
The Sponsorship Coordinator gives the sponsor’s advertisement information to the Publicity Coordinator/Program Publicist for use in advertising and printed materials. All monies should be given to the LAH Fine Arts Treasurer and a total of ad sales reported to the Drama Committee.
Fundraising Coordinator:
[1] Position offered as Parent Volunteer Position.
The Fundraiser Coordinator gathers all information about fundraising options and meets with the Drama Committee for approval before fundraisers are promoted. All inquiries concerning fundraising should be addressed to the Drama Committee.
The Fundraiser Coordinator organizes a committee that will work together to create and carry out productive fund-raising projects appropriate to the needs of the group. All students involved in the production must participate in fundraising events.
The Fundraiser Coordinator motivates and encourages students in fundraising activities. All monies received from fundraising activities are to be given to the LAH Fine Arts Treasurer indicating where they came from and/or any special directions for their usage.
Ticket Sales Coordinator:
[1] Position offered as Parent Volunteer Position.
The Ticket Sales Coordinator meets with the Drama Committee to obtain information to be printed on tickets. The Drama Committee determines the ticket prices.
The Ticket Sales Coordinator oversees the printing and selling of tickets and collects all monies received from ticket sales. Tickets should be ready to sell 4 to 5 weeks before the performance.
The Ticket Sales Coordinator keeps a record of all tickets given to the students to sell and collects all unsold tickets and money from the students before the final dress rehearsal. The Ticket Sales Coordinator must attend all rehearsals once ticket sales.
The Ticket Sales Coordinator promotes the sale of tickets at Shared Learning sessions.
The Ticket Sales Coordinator enlists helpers to set up a table and sell tickets before each performance. All monies are to be given to the LAH Fine Arts Treasurer and a total of ticket sales reported to the Drama Committee.
Sound Technician / Sound Effects:
[2] Positions to be appointed by the Drama Committee.
The Sound Technician/Sound Effects person is responsible for setting up, operating, and taking down sound equipment for all Drama performances. Due to the high sensitivity and technical aspects of the sound equipment, the Sound Technician/Sound Effects person must have knowledge and experience with the operation of sound equipment.
The Sound Technician/Sound Effects person is responsible for the storage and upkeep of all sound equipment owned by the Drama Department. This includes maintenance and oversight of any needed repairs or additional equipment purchases.
The Sound Technician/Sound Effects person meets with the Drama Director to discuss needs for music and sound effects. The Sound Technician/Sound Effects person makes a CD or tape with requested music and sound effects in proper sequence for use during rehearsals.
The Sound Technician/Sound Effects person must attend all requested dress rehearsals and performances.
Drama Director:
[1] Position to be appointed by the Drama Committee (May Include Co-Director).
The Drama Director selects appropriate plays that fit the provisions of the Drama Department’s mission statement and have been approved by the Drama Committee.
The Drama Director grasps the vision for the play: the set design, characters, costumes, and possible music or sound effects. The Drama Director shares these specific ideas with the Director’s Assistant, Set Director, Lighting Technician, Sound Technician, and Producer.
The Drama Director provides acting instructions to the students and directs the students during each rehearsal, unless other arrangements are made with the Assistant Director. During rehearsals, the Assistant Director may sit with the Director and take notes concerning each student’s performance. These notes should be given to the students after rehearsal to work on needed areas for improvement.
The Drama Director meets with the Drama Committee at agreeable times to discuss the progress of the production. The Drama Director should refer any questions from parents to the Producer.
Director’s Assistant / Rehearsal Assistant:
[2] Positions offered as Parent Volunteer Position.
The Director’s Assistant/Rehearsal Assistant attends all Drama rehearsals and helps to keep students seated quietly, showing respect to the students rehearsing and to the Drama Director.
The Director’s Assistant/Rehearsal Assistant follows the script closely during rehearsals and performances to cue the students as needed. Assistance is also given to the Drama Director to return to the proper place in the script as needed.
The Director’s Assistant/Rehearsal Assistant helps students work through troublesome scenes as requested by the Drama Director. The Director’s Assistant/Rehearsal Assistant helps set up props and plays designated music/sound effects during rehearsals as requested by the Drama Director.
The Director’s Assistant/Rehearsal Assistant makes sure the students are in their assigned positions and prepared to perform at all rehearsals and performances.
Producer:
[1] Position to be appointed by the Drama Committee (May Include Co-Producer).
The Producer meets with the Drama Committee to determine the needs for the production such as budget planning, performance dates, and the rehearsal schedule.
The Producer is the contact person for the drama students and parent volunteers who may have questions or problems with the production. The Producer relays all needed information from the Drama Director to the students and parents.
The Producer checks on the progress of each department and helps find solutions to any questions or problems. The Producer should meet with the Drama Committee at agreeable times to discuss the progress of the production and any problems.
Set Director:
[1] Position offered as Parent Volunteer Position.
The Set Director meets with the Drama Director to determine the needs of the set such as design, doors, steps, etc. The Set Director organizes a group of volunteers that will work together to plan and prepare the set.
The Set Director delivers the set and other necessary equipment to the performance location and supervises the members of the group in the assembly of the set. After the performance, the Set Director supervises the members of group in disassembling the set, transporting, and storing the set in the appointed location.
Set Director’s Assistant:
[1] Position offered as Parent Volunteer Position.
The Set Director’s Assistant assists the Set Director in preparing the set for the production.
The Set Director’s Assistant helps deliver the set to the performance location and helps assemble the set with other members of the group. After the performance, the Set Director’s Assistant helps disassemble the set and helps with the transportation and storage of the set.
Lighting Technician / Set Director’s Assistant:
[1] Position offered as Parent Volunteer Position (May Include Student Helper).
The Lighting Technician/Set Director’s Assistant meets with the Drama Director to determine what lighting effects are desired. A student may be assigned to help the Lighting Technician.
The Lighting Technician/Set Director’s Assistant learns how to operate and adjust lighting controls at the performance location.
The Lighting Technician/Set Director’s Assistant must attend all requested dress rehearsals and performances.
The Lighting Technician/Set Director’s Assistant helps the Set Director with assembly and disassembly of the set.
Master Of Ceremonies:
[1] Position to be appointed by the Drama Director.
The Master of Ceremonies makes necessary announcements to the audience before each performance. Information is also given about the Drama Department, Fine Arts Department, and Lebanon Area Homeschoolers.
The Master of Ceremonies consults with the Director, Producer, and the Drama Committee to obtain information to be included in announcements.
The Master of Ceremonies announces intermission instructions, and at the conclusion of each performance, makes special mention of sponsors and other persons receiving special recognition.
Stage Manager:
[1] Position offered as Parent Volunteer Position.
The Stage Manager attends all rehearsals and performances. The Stage Manager helps to maintain order during rehearsals and performances, and is responsible for returning the rehearsal location back to the condition it was before rehearsal began.
The Stage Manager ensures that the set is assembled correctly and the stage area is safe at each performance. Any questions or concerns should be addressed to the Producer.
The Stage Manager is responsible for the opening and closing of stage curtains during performances. The Stage Manager also assists the Lighting Technician when needed.
The Stage Manager removes all remnants of the set and props at the end of the performance and makes sure the dressing rooms are cleared of all items belonging to the students. Any items left behind should be given to the Drama Representative.
Backstage Overseer:
[1] Position offered as Parent Volunteer Position.
The Backstage Overseer attends most rehearsals and all performances. The Backstage Overseer oversees all areas backstage during rehearsals and performances, keeping the traffic areas clear and the students quiet.
The Backstage Overseer meets with the Drama Director and Producer to obtain information about what costumes, make-up/hair styles, and props are desired. This information is to be relayed to the appropriate departments by the Backstage Overseer.
The Backstage Overseer oversees the Costume person, Make-up Director/Hair Stylist, and the Stage and Hand Props Director to make sure they have what is needed and reports progress from each department to the Producer.
Costume Coordinator:
[1] Position offered as Parent Volunteer Position (May Include 2 Helpers).
The Costume Coordinator compiles a list of needed costumes from the Backstage Overseer and determines what costumes the students may provide and what costumes will need to be supplied by other means. After determining how to procure the costumes, the Costume Coordinator consults the Backstage Overseer for approval.
The Costume Coordinator attends several rehearsals and will have two helpers to assist with costume planning, sewing, and preparations. Costumes that are not part of the student’s wardrobe should be readily available at all dress rehearsals.
The Costume Coordinator keeps an inventory of all costumes that belong to the Drama Department; update list as items are donated or purchased. The Costume Coordinator is responsible for the collection, care, and storage of all costumes during the production.
The Costume Coordinator returns all borrowed or rented costumes to their owners after the performance, and costumes that belong to the Drama Department are given to the Drama Representative to store for future use.
Make-Up Director / Hair Stylist:
[1] Position offered as Parent Volunteer Position (May Include 2 Helpers).
The Make-up Director/Hair Stylist compiles a list of desired make-up effects and hairstyles from the Backstage Overseer and determines what items the students may provide and what items will need to be supplied by other means. After determining how to procure the items, the Make-up Director/Hair Stylist should consult the Backstage Overseer for approval.
The Make-up Director/Hair Stylist provides makeup stored in two separate cases for the boys and girls dressing rooms at all dress rehearsals and performances. Supervision and assistance is given to the students in make-up application and appropriate hairstyles.
The Make-up Director/Hair Stylist keeps an inventory of all makeup and wigs that belong to the Drama Department; update list as items are donated, purchased, or used.
The Make-up Director/Hair Stylist should return all borrowed items after the performance to their owners, and items that belong to the Drama Department should be given to the Drama Representative to store for future use.
Stage And Hand Props Director:
[1] Position offered as Parent Volunteer Position.
The Stage and Hand Props Director compiles a list of needed stage and hand props from the Backstage Overseer and determines what props the students may provide and what props will need to be supplied by other means. After determining how to procure the props, the Stage and Hand Props Director should consult the Backstage Overseer for approval.
The Stage and Hand Props Director provides students with all necessary hand props at rehearsals and performances. Stage props that are part of the set should also be provided as needed.
The Stage and Hand Props Director keeps an inventory of all hand props that belong to the Drama Department; update list as items are donated or purchased. The Stage and Hand Props Director is responsible for the collection, care, and storage of all hand props during the production.
The Stage and Hand Props Director should return all borrowed props to their owners after the performance and props that belong to the Drama department should be given to the Drama Representative to store for future use.
Publicity Coordinator / Program Publicist:
[1] Position offered as Parent Volunteer Position.
The Publicity Coordinator/Program Publicist obtains information from the Producer to create an attractive and informational poster and flyers for the production to be distributed to local businesses, libraries, and individuals by the Drama students.
The Publicity Coordinator/Program Publicist sends posters to radio stations in advance and submits information to the newspaper at least six weeks in advance. The Publicity Coordinator/Program Publicist should inquire about free promotions available for Homeschoolers and a complimentary advertisement in the weekly calendar section of the newspaper.
The Publicity Coordinator/Program Publicist creates an attractive and informational program to be distributed at each performance. Information to be included on the program should include royalty information obtained from the Producer, sponsor information obtained from the Sponsorship Coordinator, and Fine Arts Department information to be obtained from the Fine Arts Director.
The Publicity Coordinator/Program Publicist should present the program to the Producer for final approval before copying at the designated location. The Drama Committee determines the number of copies to be purchased.
The Publicity Coordinator/Program Publicist should deliver the programs to the Facility Procurer/Grant Researcher/Head Usher for distribution before each performance.