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Internal Sales Chief 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


Quick List

Task Timeframe
Order Vocal Scores In October if required
Update Sales Forms In October
Shirt pre-order Information to Webmaster In October
Pickup Shirts Before Two-Ring
Sell Merchandise Starting at Two-Ring
Money to Treasurer Starting at Two-Ring
DVD/Photo Orders Early February
Inventory Stock Put-in Full Inventory of Stock to be Done at Put-in
Order DVDs/Photos Tech week
Deliver Mail Photos and DVDs as soon as available
Inventory Stock at Strike Inventory Stock at Strike - Return Items to Hawes Hall
Written Report Prepare a Written Report for the Debriefing Meeting. Submit expenses for reimbursement
Attend Debriefing Meeting See the Calendar for the exact date.
Return Task List Return to the Task List Manager at Debriefing Meeting.
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Task Details

Order Vocal Scores

First ask the Music Director which edition of the vocal score they are using. Email the cast to let them know which score to buy and the source. Contact the Webmaster to have the information posted on the Web Site Cast Page. 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.

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Update Sales Forms

Online Pre-order for Shirts (T shirts/sweat shirts): Producer will select the T shirt vendor and determine prices. Internal sales (or producer) will communicate with the webmaster to provide the information needed for webmaster to put up pre-order form and coordinate PayPal. Webmaster will send list of sales (and whether they have paid via PayPal) to Internal Sales Chief. The first round of T-shirts/sweat shirts will be ordered in time to deliver at the Two Ring. A second order will be needed after auditions, in time for delivery at the first rehearsal.

Avoid taking orders for anything other than special-ordered clothes or a DVD or photo. Orders musts be accompanied by payment in full. 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.

Internal Sales uses two forms.
(1)Internal Sales DVD Photo Order Slip (PDF) to take orders for DVDs, Photo CD's, and cast photos.
(2)Internal Sales Sales Slip (PDF) for sale of items during the run.

These two forms should be printed on different color paper. Please see Related Documents for additional document format(s). Forms should include date, name of Savoyard, amount paid, 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. Alternately, a sales receipt pad may be used to track sales during rehearsals (keeping the copy), and keep a running inventory list.

It is important for other members of the company, including those on the management team, not to give out items and tell people to pay Internal Sales later. It's fine for comp scores to be given to specific tech disciplines and Internal Sales to be notified that has been done, but it's not fair to Internal Sales to do this with items that need to be paid for. The only exception, until we have a solution, is often for getting scores to newly-cast leads.

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Pickup Shirts

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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Sell Merchandise

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Money to Treasurer

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 form 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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DVD/Photo Orders

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 DVDs/photos for the archives and to loan to radio and cable TV stations.

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Order DVDs/Photos

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 DVDs

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 DVDs

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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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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:

Internal Sales - Sales Slip (MS Word)
Internal Sales - Sales Slip (PDF)

Internal Sales DVD Photo Order Slip (MS Word)
Internal Sales DVD Photo Order Slip (PDF)

Internal Sales Money to Treasurer (MS Excel-With Formulas)
Internal Sales Money to Treasurer (PDF - No Formulas)

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