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Database Manager Task List

Last Revised on April 19,2015



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

Task Timeframe
Mailing List Export Newsletter Editor sets the date of the mailing and will request a list in the spring, fall, and as required.
Other Data Exports Process requests for other exports as required.
Regular Data Maintenance Process new requests to be added to the mailing list as they are received by e-mail.
Returned Mail After each mailing collect and process the changes as indicated by the post office return label.
Main Show Name Badges Name Badges for the filled staff positions are normally printed and available for them at Two Ring. Name Badges for the Cast are printed and available for the First Rehearsal
Audition Member Registration Attend show Audition dates and collect all member registration forms. Add, and updated records as needed.
Main Show Rosters Prepare initial Staff list prior to Auditions. After Auditions prepare initial Cast Roster with data taken from auditions.
Update Cast and Crew January
Update Membership January and February update Membership file for Main show participation
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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Task Details

Mailing List Export

The Newsletter Editor will request a Mailing List export for the spring and fall newsletters and additional mailings as required. The export is to a Comma Separated File (CSV) and includes all database entries with a valid address. It excludes deceased members and those with a bad address.

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Other Data Exports

Process requests for other exports as required. The Secretary normally requests a Directors List to prepare for the Main and Summer shows

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Regular Data Maintenance

Process new requests to be added to the mailing list as they are received by e-mail

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Returned Mail

After each mailing collect and process the changes as indicated by the post office return label. Update addresses for those who have moved. Marked those who could not be forwarded as a Bad Address. Temporarily Away normally amounts to 30 or so addresses.

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Main Show Name Badges

Name Badges for the filled staff positions are normally printed and available for them at Two Ring. Additional badges for the remaining filled staff positions are normally printed and available for them at Auditions.

Name Badges for the Cast are printed and available for the First Rehearsal (see show calendar) and are provided to the Cast Manager(s)

The Badge holders are sized to use Avery Name Badge Inserts Refills, No 5390 size 2 1/2" X 3 1/2"

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Audition Member Registration

Attend show Audition dates and collect all member registration forms. Add, and updated records as needed. The registration forms contain the Talent Release and must be maintained for at least one year.

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Main Show Rosters

Prepare initial Staff list prior to Auditions. After Auditions prepare initial Cast Roster with data taken from auditions. Process any additions made at the first rehearsal. Provide to the Cast Managers)

After first two to three rehearsals update Cast Roster and provide PDF copy to Webmaster for posting to the secure show site (id and password protected). If updates are required process them once every couple of weeks as needed and provide a PDF copy to Webmaster for posting.

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Update Cast and Crew

Add in any additions - particularly of crew and orchestra. You should receive the crew lists from the Producer and the Tech Director

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Update Membership

Update membership database, and include the current SUMC pastors. Best place to get this from is the current week's bulletin. A copy is probably available in the sanctuary.

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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

 

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