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Church Liaison Task List

Last Revised on May 20, 2014



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

The Church Liaison (CL) is a position on the Board of Trustees and serves as our spokesperson and primary contact with SUMC. The CL must remember the Savoyards are a guest of SUMC and need to be treated with courtesy and respect at all times.

The CL reserves church facilities for rehearsals, set construction and storage; represents the Sudbury Savoyards at church meetings and communicates with the church secretary.

Prompt attention and communication is vital when situations arise. The CL should keep the Chairman advised at all times. During show production the Producer should also be included.



Quick List

Task Description & When Due
Attend Board Meetings Board Meetings are scheduled by Board Members and the Chairman for their mutual convenience, but should be held once a month. The CL will be included on the agenda to report on their responsibilities and activities.
Collect Savoyard Mail Ongoing throughout the year - frequency will vary
SUMC Donation There are generally two donations - one in June for the proceeds from the winter show and one in January for proceeds for the Summer Show.
Reserve Church spaces Should be done in July to make sure we get all the spaces and time we need
Confirm Church spaces Mid-September
Reset Church space As Needed
Tax Exempt Documents Mid-September
Insurance Certificate January
Items to be checked The Church Liaison is to check on these to make sure they are done
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting.
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Collect Savoyard Mail

The church liaison is responsible for picking up all mail sent to the Savoyards that arrives at SUMC. The church liaison then gets each mail item to the appropriate staff person as quickly as possible. It is suggested that this be done weekly. In our slow times, a call could be made to the church office to see if any mail has collected over the week

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SUMC Donation

There are generally two donations - one in June for the proceeds from the winter show and one in January for proceeds for the Summer Show. Once the donation amount has been voted on by the Board, the check should be presented to the church at a Sunday morning service. CL Tasks are:

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Reserve Church spaces

The Producerworks with the Stage Director along with the Music Director to draft the audition dates, rehearsal schedules for both the cast and orchestra, tech days, put-in, strikes and debrief. Additional dates for tech days will be requested by the Tech Director. Once this is set, they will pass along the requested dates to the Church Liaison. The CL will contact the Church Secretary and formally reserve the spaces. If there are any conflicts, they should be reported to the Directors so alternate arrangements can be made.

Occasionally a conflict may come up suddenly (funeral, wedding, other) and we must accommodate. Alternative space may need to be found.

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Confirm Church Space

Confirm expected show schedule and preliminary rehearsal schedule with Church Secretary, the Stage Director, the Music Director and the Producer

Check space availability frequently by direct contact with the Church or the sumc.org on line calendar.

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Reset Church Space

The Cast Manager is ultimately responsible for making sure that all the church space used during rehearsals is put back as we found it. Please inform them and/or the Directors of any space use issues or requests from the church.

This could be delegated to other responsible individuals depending on the activity.

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Tax Exempt Documents

The Church Liaison should obtain current from the SUMC Secretary and provide them to the Producer for distribution to appropriate individuals.

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Insurance Certificate

Insurance Certificate - The Theatre Liaison needs to submit an insurance certificate of liability with the application for the theatre space at LSRHS. The Church Liaison should obtain this from the SUMC Trustee responsible for insurance. Include a letter from the Church office verifying that the Savoyards are covered under the Church's policy.
The application should be submitted to the school by September 1.

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Items to be checked

The Church Liaison is to check on the following to make sure they are done



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Attend Debriefing

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.

Assist the Producer with setting up the space prior to the meeting.


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Update and Return Task List to the Task List Manager by the Debriefing Meeting.

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

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Related Documents:

None