Church Liaison Task List
Last Revised on October 2, 2006
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:
- General Information - fun facts to know/Background Information
- Quick List - a quick list of all tasks that you are responsible for (these may require input from others). Clicking on a task will take you to a more detailed description of that task.
- Task Details - detailed information on each task.
- Tasks assigned to others, but require your input. The person responsible will be named and a link provided to their task list for convenience.
- Reference Documents - forms, documents that have been used in the past. You may find them useful.
General Information
The Church Liaison reserves church facilities for rehearsals, set construction and storage; represents the Sudbury Savoyards at church meetings and to the church secretary; and coordinates Last Supper arrangements with the church.
Quick List
| Complete? | Task | Timeframe |
|---|---|---|
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Attend Board Meetings | Meetings are scheduled by the Chairman and are held monthly. See the Calendar for the exact dates. |
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Collect Savoyard Mail | Ongoing throughout the year - frequency will vary |
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SUMC Donation | There are generally two donations - one in June for the proceeds from the spring show and one in January for proceeds for the Summer Show. |
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Reserve Church spaces | Should be done in July to make sure we get all the spaces and time we need |
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Confirm Church space | Mid-September |
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Audition Flyer in Church Newsletter | Sometime in October |
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Ad Form in Church Newsletter | Sometime in October |
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Pastor Letter | December |
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Arrange Last Supper | Start this process in January |
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Confirm Last Supper | Confirm one month before the last performance and double-check a week before. See the Calendar for the exact date. |
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Attend Debriefing Meeting | Date is determined by the Producer |
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Return Task List | Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date. |
Task Details
Board Meetings are scheduled by Board Members and the Chairman for their mutual convenience, but should be held once a month. There are standard agenda items, such as Secretary's report and Treasurer's report, but other items will be added as the year progresses. There are sample agendas for each month attached to the Chairman's task list.
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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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The proceeds from the spring production should be presented to the church at a Sunday morning service. The date should be worked out with the Church by the Church Liaison and as many Board Members as can attend should. The Publicity Chief should prepare and mail a press release on the donation, about a week before it occurs for Sudbury Town Crier.
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The Stage Director along with the Music Director are responsible for creating the rehearsal schedule for both the cast and orchestra. 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 Church Liaison 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.
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Confirm expected show schedule and preliminary rehearsal schedule with Church Secretary, the Stage Director, the Music Director and the Producer
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The Cast Manageris 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.
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Audition Flyer in Church Newsletter
The Publicity Chief will provide the audition flyer to the Church Liaison. The Church Liaison will arrange to have the flyer included in the church bulletin - the Chronicle - (and perhaps mentioned in the Church announcements). Auditions are generally held in mid-November, so notices should start in October.
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Put a notice in the church newsletter for advertisers, professional patrons, and sponsors.
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Ask the current pastor for a welcoming letter that will be printed in the playbill. There is a sample letter at the bottom of this task list. The letter must be ready to go into the Playbill when it goes to print. Check with the Playbill Layout Chief for the deadline date.
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Recruit a coordinator for company Last Supper for about 150 people. The adult group at SUMC has done this, or contact Shelly Page. Mention that there may be some vegetarians in the group.
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Check Last Supper plans with the supper coordinator. Get a list of names of the workers for the supper so that they may be acknowledged as members of the Sudbury Savoyards. Correct spellings of names are important. Give the names to the database manager so that they may be entered into the database and given to the Graphic Designer with the final updated list of names for appreciation certificates.
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Get a check from the Treasurer and deliver to the supper coordinator.
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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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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 |
|---|---|---|
| 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. |
| Submit report for SUMC annual report | The Chairman is responsible for creating our portion of the church's annual report. It should list our income, expenses, and donations for the prior season, as well as general information about the Sudbury Savoyards. | The report may be required by the church as early as November 1st. |
| Church Newsletter | The Playbill Layout Chiefwill provide copy for an article to be placed in the newsletter asking church members to be patrons/sponsors. See if you can also arrange for an announcement when this is ready. | mid-December |
Related Documents:
Sample Pastor Letter (MS Word format)