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1AMATEURTHEATERCOMPANYCHECKLISTFORPRODUCING ANDSTAGINGAPLAYORMUSICAL
FindingaProject 1. Decide ontheproductionyouwant topresent,thenascertainwhetheritisstillprotectedby copyright,andfindoutwhoownsthecopyrightintheplayoranyadaptationofityouwanttouse. 2. Iftheplayhasbeenproducedbeforeitislikely,ifithasbeenmoderatelysuccessful,thatoneof theplaylicensingcompanieswillhaveacquireditforitscatalog.Intheabsenceofsuchacompany,the authororhisagentshouldbeaskedwhethertheamateurrightsareavailable. 3. Iftherightsareavailable,findoutthecostofobtainingalicensetoperformtheplay.

LocatingaVenue 4. Findasuitablevenueandcheckthatitisavailableonthedatesthatyouplantoputonyour performance.Ifauditionsandrehearsalsaretobeheldatthesamevenue,checkwhatdatesareavailable (allowingforatleast2rehearsalsessionsaweekplusonetechnicaldaytobuildthesetandrigthelights etcandonedressrehearsal).Inspectthepremisesandallthefacilitiestoensurethattheymeetyour needs,suchasadequatestageandwingsize,powersuppliesanddressingroomfacilities.Checkthatthe venuehasanentertainmentlicenseand,ifapplicable,islicensedtosellalcoholicbeverages.Alsoverify thatthecostisacceptable. PreProduction 5. Drawupabudgetfortheproductionincludingthecostoftheamateurrightslicense,materials neededforthescenery,costumes,instruments(ifany)andprops,copiesoftheplay,costofhiringthe venue and any insurance. Weigh these against the capacity of the venue, potential ticket sales and possibleincomefromprogramsalesandrefreshments(ifapplicable).Alsodeterminehowtheproduction shouldbefunded(egfromsocietymembership,ticketsales,fundraisingeventsandsponsorship). 6. Nameadirector;organizeavenueforauditions(ifdifferentfromperformanceandrehearsal venue);setadateandtimefortheauditions;andnotifyallmembersoftheamateurcompany.Consider advertisinginthelocalnewspaperorthroughlocalstores,restaurants,publicserviceTVandradiospots. Ifthedirectorsetsspecialauditionpiecestobelearned,thisshouldbedone6to8weeksbeforethe auditions. 7. Enter into an amateur rights licensing agreement and book the venue for the performance, auditionsandrehearsals.Makesureitisclearwhoisresponsibleforpaymentofutilitiesforthevenues. Alsoensurethatthepremisesareadequatetoaccommodatetheintendedaudienceandthatthepremises haverecentlybeencheckedandapprovedbythefireinspector. 8. Arrangeforaninsuranceagenttocoveroccupier's/publicliabilityforallauditions,rehearsaland performancedatesandifrefreshmentsaretobesold,obtainaliquorlicense(unlessvenueislicensed already).Itmaybeprudenttohaveyourkitchenandfoodpreparationfacilitiescheckedbythelocal healthinspector.

9. Casting and appointment of designer, stage manager, wardrobe mistress, front of house manager,anymusiciansandrecruitmentofwillinghandstorunupcostumesandpaintbackdrop(s),and toactasushersandmantheboxoffice. 10. Drawuparehearsalscheduleanddistributetogetherwithcopiesoftheplaytomembersofthe cast,musicians,thedirector,designer,stagemanagerandothercreativeandtechnicalpersonnel. 11. Obtain materials and props and organize the making of costumes and backdrops with the designer.Ordercostumesfromtheatricalcostumerentaloutlets,ifavailable,andarrangeforbackground and/orinterpolatedmusic.Obtainlicenseforuseifusinginterpolatedmusic. Promotion 12. Arrangeforleaflets,postersandprogramstobedesignedandwritten.Thesematerialsshouldbe readyaround2monthsbeforetheperformance.Contactlocalfirmsandcompaniestoselladvertising space in the program. Get quotations from printers and (if applicable) suppliers of refreshments, includingglassesifdrinksaretobesold. 13. Instructprintertoprinttheleaflets,posters,programsandticketssothattheyarereadyatleast onemonthbeforetheperformanceandorderrefreshments. 14. Distributepostersandtelephoneregionalpressandlocalradioand,possibly,localtelevisionat leastonemonthbeforetheproduction.Sendoutapresspackofleaflets,programandpublicityshots(if available)togetherwithinvitationstorehearsalsandtheproduction. FinalPreparations 15. Thefirstrehearsalofthemaincharacters(notlessthan6weeksbeforetheperformance)and furtherrehearsals. 16. Findoutletsforticketsforadvancesales,distributeticketstotheoutlets,andencouragemembers totakeandsellanumberofticketseach.Keepadetailedlistofwhohashowmanytickets. 17. Ifcostumesaremadespecificallyfortheperformance,organizecostumefittingstotakeplaceno lessthan2weeksbeforetheperformance,togivetimeforfinaladjustmentstocostumesifrequired. 18. Notlessthan7daysbeforethefirstperformancesendnoticetothelicensingauthorityofthedate ofthefirstperformance.ThesetbuildingandtechnicalrehearsalusuallytakesplacetheSundaybefore therun. 19. 20. 21. Fulldressrehearsal. Ifticketssoldinadvance,collectmoneyandunsoldtickets. Ontheeveningbeforetheperformance,calllocalmediatoensuretheyarecoveringtheevent.

Performance&PostPerformance 22. Onthedayoftheperformance,arriveearlyenoughtosortouttheseatingandcheckthatthe sceneryandpropsareallinplace.Ifrefreshmentsaretobesold,checkthateverythingorderedhas arrived. 24. Aftertheshowhasfinisheditsrun,organizeclearingawayofscenery,props,etc.andcleaningof thevenue(ifnotprovidedbyownersofvenue).Returnunsoldrefreshmentsifonasaleorreturnbasis togetherwithglassesandreturnallborrowedinstrumentsandpropstotheirowners. 25. PrepareAccountsand(iftheamateurrightslicensefeeisapercentageofboxofficereceipts) drawupastatementofaccountandsendthestatementwithachequefortheplaylicensetotheplay agents(whereapplicable).