Internal Sales Chief Task List
Last Revised on: May 4, 2009
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 Internal Sales Chief sells merchandise to the cast, orchestra, and crew, including scores, rehearsal CD's/tapes, and souvenir or promotional items such as shirts, buttons and videotapes. The Internal Sales Chief is part of the production staff and is recruited by the Producer.
- It is highly recommended that the Internal Sales Chief recruit an assistant as sales generally come in waves.
Quick List
| Complete? | Task | Timeframe |
|---|---|---|
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Order Vocal Scores | October |
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Prepare Sales Forms | October |
|
Pickup Shirts | Before Two-Ring |
|
Sell Merchandise | starting at Two-Ring |
|
Money to Treasurer | starting at Two-Ring |
|
Video/Photo Sign-up Sheet | early February |
|
Inventory Stock at Put-in | Inventory Stock at Put-in |
|
Order Videos/Photos | Tech week |
|
Deliver Mail Photos and Videos | as soon as available |
|
Inventory Stock at Strike | Inventory Stock at Strike - Return Items to Hawes Hall |
|
Written Report | Written Report for Debrief - Submit Expenses. |
|
Attend Debriefing Meeting | See the Calendar for the exact date. |
|
Return Task List | Return to the Task List Manager at Debriefing Meeting. |
Task Details
First ask the Music Director which edition of the vocal score to order AND if s/he has already ordered them. Check to locate and verify if any old vocal scores may already be in the Savoyards' collection. The Chairman may be able to help locate old scores.
Consult with the Music Director on how many to order -- plan to have some left over to sell to the audience. 50 is a typical number to order, some people will buy new scores even if they've done the show before. Ask for a discount from the music store -- expect 10% to 15% off. Give them a tax exempt form so that we don't pay tax. Sell them at cover price, to provide a cushion in case not all are sold. The scores must be available for sale on audition nights. See Calendar for the exact dates.
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One form can cover score, T-shirt, sweat-shirt, rehearsal CD's/tapes, video performance tape, donation, and other. Include date, name of Savoyard, amount paid, amount still owed, and whether item was delivered or ordered. Pre-Orders are best for the Show DVD and Cast Photos using a separate slip for each individual. This works better than a sign up list. For everything else it's simpler not to do or record anything until the item is paid for and delivered, both at the same time. So if you can, avoid taking orders or being owed money for anything other than a DVD or Photo. Also it's much simpler if all items cost an even number of dollars -- consult with the Producer on prices, and leave room to break even despite unsold or lost goods.
The sales slip has two pages, one to use before taking orders for DVDs and cast photos (so as to minimize confusion) and one for later in the season, when those orders are being taken.
Please see Related Documents for a sample form.
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The shirts should be available for sale at the Two-Ring (see Calendar for the exact date). Check with the Producer as to when the shirts were ordered.
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Be prepared to sell all available items (scores, CD's, tapes, shirts, etc.) starting at Two-Ring and continuing for all rehearsals, both before rehearsals start and at break. For the Rehearsal CD's or tapes, be sure that you have a supply of all vocal parts until mid-January. Be prepared to attend the orchestra rehearsals once they begin, to offer merchandise to them.
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Give sales income and cash deposits to Treasurer, ideally weekly. Make sure to specify the amounts for each category (sales, shirts, tapes, etc.. ). Us a transfer that includes a breakdown of what that money is for, is signed by Internal Sales and give it in duplicate to the treasurer with the batch of money, the treasurer signs both and returns one to Internal Sales as a receipt for their records. Please see Related Documents for a sample form.
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Insist that people sign up and pay prior to Monster Sunday (include the shipping charge if materials will arrive after the production ends). This helps eliminate handling money at the performance space. Prices will be set by the Producer with input from the videographer and the photographer. Order 2 extra videos/photos for the archives and to loan to radio and cable TV stations.
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Full Inventory of Stock to be Done at Put-in
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Place order with videographer and photographer. Give all collected money to the Treasurer. Get dates from videographer/photographer as to when materials will be ready.
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Deliver Mail Photos and Videos
If at all possible deliver the Cast Photo and DVD at the Strike Party or an earlier performance if they are ready. Otherwise mail/deliver cast photos and videos
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Full Inventory of Stock to be Done at Strike. All items to be returned to storage at Hawes Hall during Strike.
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Prepare a Written Report for the Debriefing Meeting. Submit expenses for reimbursement.
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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 |
|---|---|---|
| SATB Tape Production | The Music Director is responsible for creating the rehearsal CD's or tapes. They will then deliver them to Internal Sales for sale to the cast. Get the price from the Music Director. | Ideally, these will be ready at Two-Ring, but definitely at first rehearsal. |
| Librettos | The Producer will decided if a libretto is to be produced. If so, the Internal Sales Chief will be responsible for any advance sales to the cast, crew, and orchestra. The House Manager will be responsible for sales at the performances. | The decision whether or not to produce a libretto should be made in November. |
| Shirts | The Producer will select the shirt vendor and determine the prices. | Shirts should be ordered in October so they are ready for sale at Two-Ring. |
Related Documents:
Internal Sales Order Slip (MS Word)
Internal Sales Order Slip (PDF)
Internal Sales Money to Treasurer (MS Excel-With Formulas)
Internal Sales Money to Treasurer (PDF - No Formulas)