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Cast Manager Task List

Last Revised on August 30, 2013



Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information

Quick List

Complete? Task Timeframe
Monitor Attendance Ongoing throughout rehearsal period.
Print Audition Handouts In time for auditions. See the Calendar for the exact dates.
Manage Auditions Auditions are held in mid-November. See the Calendar for the exact dates.
Distribute Rehearsal Schedule Should be distributed at auditions. See the Calendar for the exact dates.
Distribute Cast Handouts Ongoing throughout rehearsal period
Cast Sign-in Sheet Must be ready for Monster Sunday - see the Calendar for the exact date
Rehearsal Announcements Ongoing throughout the rehearsal period
Reset Church rooms Rehearsal Period at SUMC
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.
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Task Details

Monitor Attendance

The Cast Manager is responsible for monitoring attendance and alerting the Stage Director and Music Director when any cast member is violating the Attendance Policy. The Stage Director and the Music Director will determine whether the cast member will be allowed to continue in the production.

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Manage Auditions

The Stage Director and Music Director are responsible for creating any forms that auditioners or cast members may fill out at auditions. "The Database Manager may also have database update forms for returning cast members. The Cast Manager is responsible for administrating all these forms at auditions and returning completed forms to the appropriate staff members. Work with the appropriate staff to understand the paper flow required for efficient auditions - plan to arrive 20-30 minutes early to be ready when the first people arrive. The Producer should be prepared to help out and/or recruit running staff to keep things moving.
Bring any existing name tags from last year for returning members. Also have available blank "My Name Is" tags for new comers. Permanent name tags will be produced once the cast is set in January. Ensure that sufficient quantities of name tag holders are available.

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Print Audition Handouts

Cast Manager is responsible for printing audition forms and handouts, if necessary, though this is often done by a combination of the Database Manager and the Stage Director. Include a summary of rehearsal schedule (Mondays, Wednesdays, some Fridays). The Stage Director and Music Director must determine how much material each auditioner will be allowed to present. Expect around 50-60 people who will take audition forms. Expect almost 100 people who will take chorus forms. Audition forms will likely be retained by the Directors, and do not need to be put into the Database.

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Distribute Rehearsal Schedule

The Stage Director and Music Director are responsible for creating the rehearsal schedule. It should be available at auditions as one of the forms for cast members to pickup. Copies should be available to cast members who join after auditions. As an alternative to paper copies of the rehearsal schedule, an online calendar may be posted on the cast pages of the Savoyards Web Site.

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Distribute Cast Handouts

Alert the cast (via e-mail and/or at announcements) when a new or updated handouts are available on the cast pages of the web site. When needed print any new handouts (cast address lists, costume responsibilities, requests for props, etc.) as requested by a cast member. The Cast Manager should arrive at least 15 minutes before rehearsal time to make sure that everything is ready as the cast arrives.
Arrange for a place to file the weekly handouts. Place current (new) handouts on the table near the attendance roster. Keep older handouts in Cast Manager's Box. Locate a storage place in Hawes Hall/attic for Cast Manager materials.

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Cast Sign-in Sheet

Make sign-in sheet(s) for marking attendance for all cast members at the school. These should be on large posterboard sheets so the Stage Manager can easily see who has checked in and who is missing. Leave room under/by each name so cast members can add in contact information.

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Rehearsal Announcements

Announcements occur prior to the refreshment break and are the one part of the rehearsal that is not under the control of the Stage and Music Directors. Negotiate a consistent time for announcements, e.g. 8:45 to 9pm, so that the crews and people who do not otherwise need to attend a particular rehearsal can plan their schedules around announcement time. Make sure the Directors understand that the announcements and break are an important part of our culture.
Cast Manager should ask staff to send rehearsal announcements to the cast manager prior to the rehearsal. The Cast Manager consolidates announcements into periodic e-mails to the cast. This can shorten the time announcements take during rehearsal. Repeating announcements multiple times should be avoided
Ask people to write out announcements in advance, so that you can control the sequence and keep things moving -- and so that you can post them afterwards for people who missed them. Ask people with long announcements to bring a form to distribute, and just summarize it in the verbal announcement. During Tech Week, there are few chances for verbal announcements, so e-mail and posting written announcements becomes even more important.

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Reset Church space

Remind the cast that after each rehearsal, the church must be left as we found it. Hawes Hall chairs need only be stacked against the walls after rehearsal. If the Chapel or Teacher's Lounge is used, they must also be put back. The Church Liaison should inform the Cast Manager and/or the Directors of any special requests or issues with using any rooms.

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Clean out CM Box

Clean out Cast Manager's Box of all non-valid materials. Offer these to the Archivist.

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Attend Debriefing Meeting

The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input, but are the responsibility of others

 

Task Description Timeframe
Distribute Blocking Forms The Stage Director is responsible for creating the blocking forms. Work with them to determine the preferred method of distribution: paper copies, on the website, etc. The Cast Manager should always have extra copies for cast members who need additional copies. Ongoing throughout rehearsal period
Cast Rehearsal Schedule The Stage Director is responsible for creating the rehearsal schedule. The Cast Manager refers to this schedule to determine who is called for any rehearsal and who is excused. Ongoing throughout rehearsal period
Tech Week Rehearsal Schedule The Stage Director is responsible for creating the tech week rehearsal schedule. The Cast Manager is not responsible for managing the cast at this point (that is now under the Stage Manager but is responsible for making sure the cast understands this schedule before getting to the school. Start reviewing two weeks before put-in.
Cast Address List The Database Manager will create an initial cast list in December and a complete cast list in early January. Make copies available to the cast when ready. December/Early January
Tech Week - Space Usage The Stage Manager, Theatre Liaison, Technical Director and the Directors will work out the space usage at the school. The Cast Manager should be given the details on the final result so they can prepare the cast for using the high school for the first time. Determination of space use should be finalized by early February.
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Related Documents:


Attendance and Conduct Policy (PDF format)
Minors Policy (PDF format)