Quick List
| Complete? | Task | Timeframe |
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Recruit Technical Director | Should be recruited as soon as possible. |
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Recruit Publicity Chief | Should be done by end of July |
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Recruit Playbill Ad Chief | Should be done by end of July |
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Change answering machine message | After summer show closes; generally first week of August. |
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Recruit Playbill Layout Chief | Should be done by end of July |
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Recruit Social Director | Should be done by end of August |
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Recruit Graphic Designer | Should be done by end of August |
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Recruit Internal Sales Chief | Should be done by end of October |
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Recruit Cast Manager | Should be done by end of October |
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Recruit Video Chief | Should be done by end of October |
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Recruit Tickets Chief | Should be done by end of October |
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Recruit Tickets Reservations Chief | Should be done by end of November |
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Revise New Member brochure | Should be done by early September for proofing. New copies must be available at auditions. |
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Prepare preliminary budget | Should be presented at the September Board Meeting. See Calendar for exact date. |
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Get/confirm rehearsal schedule | The space reservations for the church should be made by early September - the detailed rehearsal schedule should be available at auditions. |
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Select T-shirt/sweatshirt vendor; determine prices | Should be done in September - shirts cannot be printed until graphic is completed by the Graphic Designer |
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Change voice mail message for auditions | Should be changed no later than one month before auditions. See the Calendar for the specific dates. |
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Order Shirts | October |
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Get crew names | Begin at auditions/work days |
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Coordinate voice mail messages during audition week and beginning of rehearsal period | Could be changed several times during audition week. Check the Calendar for exact dates. |
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Message after auditions | After audition results and before tickets go on sale |
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Determine who will run announcements at rehearsals | Deciding who should run announcements should be done by auditions, so information is coming from the same source from audition through last rehearsal in the church. |
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Print tickets -determine quantity | Tickets should be printed by beginning of January for distribution to the Tickets Chief |
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Pickup tickets from printer | Dependent on when tickets went to the printer, but this should be completed no later than mid-January |
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Recruit photographers | Photographer should be recruited by the first rehearsal. See the Calendar for the exact date of the first rehearsal. |
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Finalize budget | Present at December board meeting. See Calendar for the date of the December board meeting. |
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Libretto | The draft should be ready for review by mid-January to incorporate any changes the directors might have made. The final libretto must be ready for the first performance. |
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Get final layout of flyer | The final design must be completed by mid-December to allow for duplicating the flyers to include in the Spring newsletter. |
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Pickup up flyers and posters from printer | Dependent on when flyers and posters went to printer |
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Recruit House Manager | Should be done by January |
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Special Thanks | Beginning in January |
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Show Flyers | Flyers should be available to the cast for advertising at the beginning of January. Should be coordinated with the arrival of the tickets. |
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Request police presence at performances | Beginning of January |
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Re-order shirts | Beginning of January |
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Schedule Debriefing Meeting | Schedule early in the production process so that people reserve the date |
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Return Task List | Return at Debriefing Meeting. See Calendar for the exact date. |
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Pickup playbills | Monday of Tech Week. See Calendar for the exact date. |
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Arrange and manage Cast Photo | Tuesday of Tech Week. See 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
The Technical Director reports to the Producer, but must be recruited very early; so the Board may do part of the recruiting work. It is one of the most important positions in the Company, therefore the choice of the Technical Director should have the approval of both the Board of Trustees and the Producer.
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Change answering machine message
Change the Call Answering voicemail message message after the summer show. The outgoing message is currently limited to 45 seconds, though incoming messages can be any length, up to a maximum total length for all messages. The Secretary is responsible for retrieving the messages until that task is turned over to the Tickets Reservations Chief. Sample message:
"Thank you for calling the Sudbury Savoyards. Our next production will be (show) to be performed in Spring (year). Auditions will be held in mid-to-late November. Please call again for updated information. For rental information, please call (Costume Rental Agent at phone). For further information, please check our website at www.sudburysavoyards.org. If you wish to leave a message, please do so at the tone".
Check with the Chairman to see if there are other events scheduled before auditions for the main show. In past years, we have had Savoy Club performances and the Fall Craft Fair after the summer show closed, and these should be mentioned in the message.
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Recruit Tickets Reservations Chief
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Revise and reprint the new member brochure for distribution at Two Ring and at auditions.
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Prepare preliminary budget and distribute for review at September Board meeting.
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Get/confirm rehearsal schedule
The Church Liaison is responsible for reserving space and dates in the church, based on requirements from the Stage Director and the Music Director . It may also be helpful to get a detailed rehearsal schedule from either the Stage Director or the Cast Manager to know what cast members are called for which rehearsals. The Stage Director is also responsible for creating the schedule for Tech Week with input from the Music Director and Stage Manager. The Producer should also have input to this schedule to work in the Cast Photo.
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Select T-shirt/sweatshirt vendor; determine prices
Add a small markup (e.g. 10%) to the price to cover risks of unsold or lost items.
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Change voice mail message for auditions
Change the Call Answering voicemail message to something like the following. The outgoing message is currently limited to 45 seconds, though incoming messages can be any length, up to a maximum total length for all messages.
The Sudbury Savoyards are holding auditions for lead roles in our spring production of (show). Auditions will be held at Sudbury United Methodist Church, 251 Old Sudbury Road, Route 27, in Sudbury Center, on (day and date) and (day and date) at (7:30pm). On Monday we will begin with a brief chorus rehearsal -- chorus members will not need to audition. For further information, please check our website at www.sudburysavoyards.org For costume rental, call (rental agent).
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Order enough T shirts to reasonably cover the cast, orchestra, and crew -- plan to sell leftovers to the audience. 6 dozen is usually right, depending on expected cast size and the attractiveness of the design. In 1998 we sold 34 T shirts and 35 sweat shirts, about 2/3 of them L or XL. In 1997 we sold 30 T shirts and 20 sweat shirts. Price them about 10% over cost, to provide a cushion in case of lost or unsold goods.
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Collect crew names for playbill as an ongoing activity. You should get lists from the House Managerand the Playbill Ad Chief. The list should be given to the Playbill Layout Chief for the playbill and the Database Manager to update the database.
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Coordinate voice mail messages during audition week and beginning of rehearsal period.
The directors may choose to use the answering message as an method to announce callbacks and/or casting decisions. The Producer should change the message back to a greeting by the first rehearsal. This message may include information as to whether people are still welcome to sing in the chorus or any other important information. Check with the Directors.
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After rehearsals have started, record a message on the voice mail service. The more information the caller can get from the message, the less likely he/she is to leave a request for a return call. Suggested Text:
'The Sudbury Savoyards will present Gilbert and Sullivan's (show) on (dates/times) at Lincoln-Sudbury Regional High School. Tickets are (price) for adults and (price) for student and seniors. To order tickets, please leave your name, phone number, number of tickets desired and date after the tone. Please mail payment to (ticket reservations chief) - checks should be made out to Sudbury Savoyards. For more information, please check our website at www.sudburysavoyards.org. {For rental information, please call (rental agent)
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Determine who will run announcements at rehearsals
Announcements have been the responsibility of various people over the years. In recent years, they have been done by the Cast Manager. The Producer can decide what would be the best way to get information to the cast. If the Producer is also in the cast, it may make sense for them to run announcements.
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Print tickets -determine quantity
Three types of tickets are printed: adults, student/seniors, and Wednesday night. The adult and student/senior tickets are good for any performance. Wednesday night tickets are only good for Wednesday night as that performance has a different price. Tickets generally take two weeks to print.
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Pickup tickets and distribute to the Tickets Chief
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Prepare final budget and distribute for review at December Board meeting.
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The Producer decides whether a libretto will be produced for sale at the performances. If so, arrange for camera-ready copy of the libretto from a non-copyrighted source. Originals of past libretti should be kept in the hard-copy database, maintained in periodical boxes on shelves at the church. TheStage Director and the Music Director should see a draft to ensure that the libretto matches the version we are using, including cuts and additions. They should also proof the final copy when ready. {Print the libretto at the same time as the tickets, so that we can distribute it with the tickets? } The Internal Sales Chief will handle advance libretto sales. Libretto is printed double-column format with solid line separating the columns. Songs are set in poetry style with lines breaking musical phrase marks. Repetition of lyrics should be kept to a minimum. Dialog is free form. Look at any good G&S compendium for ideas.
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The Graphic Designer will prepare the flyer/poster design. The Producer should review it for final content
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Pickup up flyers and posters from printer
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Start writing down people who should get special thanks or credits in the playbill.
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We need 4000 flyers, ~3000 of which are included in the Spring newsletter. Flyers are intended to be distributed by the cast and should be prepared for addressing by individual members (i.e. lines for address and return address, place for first class postage). They have a copy of the poster on one side and maps on 2/3 or 3/4 of the back side. Flyers for individual members may be folded, but those for the bulk mailing should not be. The flyers sent in our bulk mailing will be folded inside a letter which is computer generated and customized based on whether it goes to members (we must tell them about the annual meeting) or others.
The computer generated letter also includes a ticket order form -- this form should state that we take checks only, no credit cards. We should always include a map with audition flyers and performance announcements. We currently have good maps prepared by Mike Bromberg -- the Database Manager should have the original camera-ready pencil drawings. All maps should show both SUMC and the performance location (which is currently the High School). These are landmarks that should always appear on any maps. However, the map for the audition flyer should have an arrow pointing to SUMC with the word 'Auditions'. It should not indicate what the performance location is, even if it is present as a landmark. Similarly, the map for the performance announcement should have an arrow with the word 'Performances' pointing to the performance location.
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Request police presence at performances
We need to update and mail a letter requesting police presence at the High School during performances. The Database Manager keeps a sample letter and can print it for the Producer upon request. Offer the police the "opportunity" to help us by donating their time in return for tickets for the officer's family (they've never done it).
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Typically a reorder must include at least 2 dozen shirts. Include shirts ordered by cast and orchestra members and include enough for crew members to have a chance. This should only be done if there is sufficient interest to justify another order.
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The Debriefing meeting is held to review all aspects of the recent production. Reserve the date and location early in the production schedule so people will set aside the date. Announce time and place of the Debriefing Meeting to company at beginning of Tech Week. Any one holding a position listed on the Hierarchy page should attend the meeting or send a report; they should also turn in their task list to their "manager" or the Task List Manager. All other members are also welcome and encouraged to attend.
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If not already turned in, return the task list at the Debriefing Meeting.
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Pick up printed playbills from printer and deliver to House Manager
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Take the company photo on Tuesday night, so that the photographer has time to print copies before the show. All company members (cast, orchestra, crew, etc.) are strongly encouraged to get into the picture. Plan the arrangement on paper in advance so that this can be done quickly.
The lighting for this photo should be coordinated with the Lighting Designer. Photofloods may distort the stage picture, especially if the lighting design makes significant use of gobos. Make all possible use of risers on the set.
This is a difficult shot; we are a large group, but people want to see everyone's face clearly. Creative methods of producing this picture need to be explored.
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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 |
|---|---|---|
| Recruit Technical Staff | The Technical Director is responsible for recruiting the technical staff. The Producer may be asked to assist. See the Hierarchy for all the positions that report to the Technical Producer. | Recruiting should begin as soon as possible. |
| Theatre Space Application | The Theatre Liaison is responsible for preparing the application for performance space and distribute it for review. | Theatre Application should be at the school by September 1. |
| Prepare press release copy (announce auditions) | The Publicity Chief is responsible for preparing publicity copy, announcing show title and audition dates. They are also responsible for mailing the copy to calendars and press contacts. | Press Release and mailings should be completed by September 1. |
| Audition Flyers | The Stage Director is responsible for preparing the audition flyer for inclusion in the fall newsletter. | The date is set by the Newsletter Editor. It generallys goes out in early October. |
| Prepare t-shirt and sweat shirt draft design | The Graphic Designer is responsible for prepare the t-shirt/sweatshirt design in consultation with the Stage Director's artistic vision | All graphics should be completed by early September so they are ready for any production requirements. |
| Recruit hosts for Two-Ring Circus | The Social Director is responsible for finding hosts for the Two-Ring Circus. This task could be done by the Producer as Tom and NancyPowe rs have traditionally offered to host the Two-Ring Circus, quite often long before the Social Director has been recruited. Check before looking for someone else. | The Two-Ring location should be set by September. |
| Prepare Advertising Rate Schedule | The Playbill Ad Chief is responsible for preparing the advertising rate schedule, including special offers and priorities for premium locations (squatter's rights, full page only, first come first serve). It should be reviewed at the September Board meeting. | Check the Calendar for the date of the September board meeting. |
| Initial Mailing to Advertisers | As soon as confirmation of performance dates is received, the Playbill Ad Chief will mail out early contact letters on SUMC stationery to those advertisers requiring a long lead time. If they have advertised with us before, indicate whether we currently have usable ad copy that could be reused. Note that payment must be received with the ad. | Should be done by the end of September. |
| Make arrangements with ARTS/Boston | The Publicity Chief is responsible for listing our production in the ARTS Boston catalog. For a February/March production, we must appear in the January ARTS/Mail, which means arrangements must be completed in November. Call ARTS/Boston today to find out the deadline. We have to decide how many tickets to allocate for sale through this organization. We sell lots of tickets this way (about 100), but at a significantly reduced price. | Check with Arts Boston to see what their deadlines are. |
| Reserve signs at Fire Station | The Publicity Chief is responsible for reserving the first station signs. As of 2001, contact Betsey Connelly at the Town Manager's Office. Two signs are reserved, one at the station on Route 117, and one at the station on Route 20, ideally during the week of the show, as soon as we know when that will be. | Reserve in September - the good weeks go fast. |
| Prepare poster/flyer and playbill cover drafts | The Graphic Designer will do the show poster/flyer and the playbill cover designs. | Should be completed by Oct 1. |
| Electronic Audition notices | The Publicity Chief should send out electronic notices about upcoming auditions. | Should be done one month prior to auditions. See the Calendar for the specific dates |
| Schedule artistic and technical staff meetings | The Technical Director should plan monthly (or more frequent) Technical Staff meetings to coordinate the technical departments and achieve the <"StageDirector.hmtl">Stage Director's visual concept. Enter the meeting dates into the Board minutes at least a month in advance of each meeting and specifically announce the meetings to necessary Technical Staff members and the Stage Director. Others, e.g. the Producer and Music Director, should be invited to attend if appropriate and all Technical Staff or Crew members should be welcome to attend. At the first meeting, the Stage Director presents production concepts to designers, for their consideration. | Tech Meetings should begin in October and be scheduled as necessary. |
| Prepare sales form for internal sales | The Internal Sales Chief should prepare the sales forms to track income. The Producer should have input in setting the prices. | Should be done one month prior to auditions. See the Calendar for the specific dates |
| Organize production review meeting (debriefing) | Announce time and place of the Debriefing Meeting to company. Any one holding a position listed on the Hierarchy page should attend the meeting or send a report. Any other members are also welcome and encouraged to attend. | |
| Finalize Playbill Insert | The Playbill Layout Chief and Database Manager must produce final copies of the playbill insert. These should be printed and delivered to....? | Monday of Tech week. See the Calendar for the exact date. |
| Install signs at fire stations | The Publicity Chief is responsible for getting the signs to the stations. | Date will depend on what week we are able to reserve with the town. |
| Get tickets money to Treasurer | The Tickets Chief, Tickets Reservations Chief and House Manager are responsible for getting all tickets monies to the Treasurer | All money should be turned in by one week after the last performance. See Calendar for date. |
| Task | Who Does | Who_Checks | TaskDate | Tied To | Offset |
|---|---|---|---|---|---|
| Arrange backstage and lobby video monitors | VideoChief | Producer, HouseManager, StageManager | 2/16/2004 | LastPerf | -13 |
| Begin strike planning | TechnicalDirector | Producer, StageManager | 2/19/2004 | LastPerf | -10 |
| Photos during First performance | Photographer | Producer | 2/20/2004 | FirstPerf | 0 |
| Produce Certificates | GraphicDesigner | Producer | 2/20/2004 | FirstPerf | 0 |
| Boutonnieres | Producer | HouseManager | 2/20/2004 | FirstPerf | 0 |
| Tickets Chief's duties for performances | TicketsChief | Treasurer, Producer, HouseManager | 2/20/2004 | FirstPerf | 0 |
| Distribute preliminary strike plan | TechnicalDirector | Producer, StageManager, LightingDesigner, CostumeDesigner, MakeupDesigner, PropsChief, VideoChief, MusicDirector | 2/25/2004 | LastPerf | -4 |
| Record performances | VideoChief | StageManager, Producer | 2/27/2004 | LastPerf | -2 |
| Additional Certificates | GraphicDesigner | Producer | 2/27/2004 | LastPerf | -2 |
| Playbill ad checks to Treasurer | PlaybillAdChief | Treasurer, Producer | 2/27/2004 | LastPerf | -2 |
| Last Supper-Agenda for General Meeting | SecondTrombone | Chairman, NominatingCommittee, Secretary, Treasurer, Producer | 2/29/2004 | LastPerf | 0 |
| Remove signs at SUMC and fire stations | TechnicalDirector | Producer | 2/29/2004 | LastPerf | 0 |
| Voice mail-change message after Friday night show | Producer | ReservationsChief | 2/29/2004 | LastPerf | 0 |
| Voice mail-change message after spring show | Producer | ReservationsChief | 3/1/2004 | LastPerf | 1 |
| Display digital photos at strike party | Photographer | Producer | 3/1/2004 | LastPerf | 1 |
| Supervise strike and transportation | TechnicalDirector | Producer | 3/1/2004 | LastPerf | 1 |
| Transfer video tape signup information | InternalSalesChief | Treasurer, Producer | 3/7/2004 | LastPerf | 7 |
| Collect production task lists and comments | Producer | DatabaseManager | 3/23/2004 | Debrief | 0 |
| Return SUMC keys to Chairman | StageDirector, MusicDirector, TechnicalDirector, Producer, CastManager, CostumeConstructionChief | Chairman, Producer | 3/23/2004 | Debrief | 0 |
| Mail video copies and Cast photos | InternalSalesChief | Producer | 4/11/2004 | LastPerf | 42 |