1. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Performing Arts Production Team Training Brianna Middleton MacPherson and Beth Davies

2. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Session Goals Understand your role as a production team member Gain a clearer understanding of the tech team and commercial services requirements Understand key information and guidelines about organising and arranging a production, including Before, During and After the event.

3. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Schedule Your Role on a Production Team Communication Before the Production: Room Bookings, Technical & Venue Meetings, Deadlines & Documents, Tickets, Fundraising Events. During the Production: Tech/Dress Run, Tickets After the Production: Take Down & Clean Up, Feedback Comments and questions are welcome throughout!

4. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Key Contacts Alex Vince Student Activities Development Co-Ordinator Alex.vince@su.rhul.ac.uk Brianna Middleton- Macpherson CP Societies & Media Brianna.middletonmacpherson @su.rhul.ac.uk Ian Stewart Student Activities Manager Ian.stewart@su.rhul.ac.uk Beth Davies Performing Arts Rep studentactivities@su.rhul.ac.uk Puja Maniar Tech Manager Puja.Maniar@su.rhul.ac.uk Lynn Goodwin CS Administration Venues@su.rhul.ac.uk

5. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS What does being a good production team members mean? Working as a TEAM COMMUNICATION between all parties DELEGATION of tasks Keeping to COMMITMENTS DEDICATION to rehearsals & events Being OPEN & HONEST

6. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Key to a Successful Team All one big, happy family! Everyone should attend regular meetings set up by the production team - Increase moral - If everyone knows what it going on, it saves miscommunication and potential problems later along the line Committees are there to help! Communication is Key!

7. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Communication Routes Committee Production Liaison Production Team CS/ College Student Activities

8. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Production Liaison Main communication between: Production Team > The Committee. Production Team > College/Student Activities. Work with the production liaison not against them. Your point of call if any problems arise Important to be involved but not too involved. Will help ensure all production forms are completed on time. Support for cast.

9. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Collaboration Between Societies Work with other production teams: -Help to ensure events don’t clash -Support each others events & productions -Peer to peer advice and guidance – you’re all in the same boat! -Flexibility of room bookings.

10. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Production Team Members Directory

11. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Before the Production Room Bookings Technical & Venue Meetings Fundraising Events Deadlines & Documents Tickets

12. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Room Bookings for Rehearsals Things to consider when asking for rooms –noise levels –space you will require e.g. Flat Space Rooms are booked termly or at least a week in advance Committee will book > through POLO. Use MTS login to book MTS rooms. Book only the number of rooms that are absolutely necessary – more societies means less availability. Bear in mind the space you really need

13. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Technical & Venue Meeting A meeting with the SU to liaise with the Technical Manager (Puja) and the CS Admin Assistant (Lynn) Book in meetings 11-3 Monday – Friday. Confirm venue, times for tech and equipment needed. The hours that you book for the tech will be the hours tech crew are scheduled for.

14. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS What Can You Expect From the Tech Crew? Sound and Light Programming Stage Building Band Preparation Venue Dressing Please Remember: The more prepared the production team are, the more efficiently the Tech run will go! The production crew should also be aware of the equipment that is in both the SU and Jane Holloway Hall.

15. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Sound Requirements Tech team need the sound requirements at least 4 weeks in advance Sound for Shows at the SU- Contact Sheet A microphone plan Band specifications The completed Sound Cue Sheet with the corresponding files on a flash drive Please send to puja.maniar@su.rhul.ac.uk 4 week before the show to arrange the necessary equipment neededpuja.maniar@su.rhul.ac.uk

16. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Lighting Requirements

17. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Venue Dressings

18. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Making a Successful Mic Plan (see handout) Include the characters’ name Annotate the script that the DSM will be using Prepare for individual cues within scenes themselves. Label the cues in a way that makes sense to you! Main characters keep the same microphone throughout

19. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Band What you should provide: 1)List of instruments 2)Plan of the stage, detailing where the band will be positioned 3)Monitoring requirements i.e. how many speakers you would like Suggested timings for the band: With a tech starting at 10am, the band should ideally be called by 11:30am.

20. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Fundraising SU Rules Event proposals and Risk Assessments are essential Food Safety & Hygiene Homemade goods are now allowed! Please follow the guidelines provided on the SU website Give plenty of forewarning, i.e. > 2 week Ask treasurer in advance for a float College Rules You must not: cause disturbance to academic teaching or residential spaces Sell items that conflict with College provision / that you need a license for Fundraising ideas should be included in bid packs! What new ideas will you come up with?

21. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Deadlines and Documents Productions with bids Application to Stage a Production –in College Spaces –send to Student Activities –x4 weeks in advance Production Team Details: –Send to Student Activities after Bids Meeting Performances Rights –Should be available at bids meeting All productions Full budget & risk assessment – Submitted to Ian Stewart – x4 weeks in advance Venue Booking Form & sound & lighting sheets – To Lynn Goodwin and Puja Maniar – Arrange a meeting with Lynn and Puja (suggest 2/3 dates for meetings) – X4 weeks in advance Tickets – All online via SU Website or on Door – Have details ready at meeting (price/ number per show/two line description) All forms can be found on the SU Website

22. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS APPLICATION TO STAGE A PRODUCTION

23. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Production Team Contact

24. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Risk Assessment

25. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS A Good Risk Assessment Hazard under review: the Risk No & Description of Staff/Students/Others Involved: who is monitoring risks & under risk Existing Controls: What is already in place Assessed Level of Risk: How likely is it a risk? Further Action Required: what do YOU need to do to ensure the safety of everyone.

26. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS During the Production Tech Run Tickets (get print out of online tickets from DM)

27. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS On the Day of the Tech Run Arrive early! Be prepared. Your tech run may be the same day of the first production. The cast may not be needed for the entire Tech Run. The Tech Crew will only be able to work for the hours they are shifted for. Work well with the Tech Crew, they want a good show too!

28. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS After the Event Post Show Clean Up Feedback

29. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Post Show Band are responsible for clearing their instruments from the SU, as well as any rubbish Whoever hired headsets from an external company is responsible for their return. Anything borrowed from the tech crew (i.e. tape, extension cables) should be returned All areas you have used must be left tidy and prop free (Especially JHH!)

30. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Feedback In order to improve any issues before or during the production we need FEEDBACK Form can be found on the SU Website Admin Section Alumni Fund applications are open!

31. REFRESHE RS TRAINING 2016 PRODUCTION TEAMS Any questions or queries Thank you for listening!