Olympia Little Theatre Operating Rules

Adopted at March 2004 Board Meeting

Olympia Little Theatre

Operating Rules

Last Amended: First Reading 7/19/2013 Adopted at the March 2004 Board Meeting

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Olympia Little Theatre Operating Rules

Adopted at March 2004 Board Meeting

OLYMPIA LITTLE THEATRE

Operating Rules

Amendments:

Adopted at March 2004 Board Meeting

SECTION ONE: GENERAL POLICIES

1)Operating Rules:

A)Purpose: The Theatre’s Operating Rules reflect and expand OLT policies as they are stated in the By-Laws and govern the formal actions of the Board of Trustees.

B)Amendment: OLT Operating Rules may be created, modified, or canceled by a simple majority vote of the Board of Trustees.

C)Rules are effective: Following adoption, Operating Rules will continue in force and effect until the Board acts to further amend them.

2)Productions/Calendar:

A)Number of regular productions and performances: A minimum of five productions will be scheduled for each OLT Theatre season. , with thirteen regular performances scheduled for each production. The Board may approve additional productions or events.

B)Artistic Manager-selected sixth production: In addition to the five productions authorized by the OLT Board (as described in paragraph A above), the Artistic Director may select an additional a sixth production to be added to the season be presented following the end of the regular OLT Theatre season, schedule allowing.

  1. The normal play selection process involving the Play Reading Committee does not apply for the selection by the Artistic Manager.
  2. Selection by the Artistic Manager of a play is subject to the approval of the Board, and may be approved by a simple majority vote of the Board Members present at the meeting at which the Artistic Manager presents the his/her selection to the Board.

C)Season calendar: The Board will endeavor to set determine the performance calendar, including audition and performance dates, by the end of the previous season. If the Board is unable to complete this task by the end of the previous season, it will schedule whatever special Board meetings are necessary to set determine the performance calendar by no later than June 3015.

3)Auditions:

A)Schedule: Auditions will normally be scheduled on afor the first Monday and Tuesday following the opening of the previous production at the Director’s discretion and as the facility schedule allows. Directors may set earlier audition dates with prior approval of the Board or the Production Manager. Audition dates will be published before the beginning of the season and changes must be advertised.

B)Open auditions: Auditions are open to anyone interested in participating in an OLT production.

4)Rehearsals: Directors must follow instructions for rehearsals as outlined in the annual Directors’ Packet.

5)Performances:

A)Regular Performances: Generally, Each each regular season production will be scheduled forthirteen performances as detailed below.

Week 1 – Friday and Saturday performances (No Sunday performance).

Weeks 2 and 3 – Thursday, Friday, Saturday, and Sunday performances.

Week 4 – Thursday, Friday, and Saturday performances.

Exception: The play in the second slot normally is scheduled so that one of its Thursday performances would fall on Thanksgiving. In this instance, the Board will approve an alternate production date – either an additional Sunday matinee or a Wednesday evening performance.

B) Special Performances, arranged by the Special Performances Coordinator:

  1. If scheduled before auditions – A maximum of three special performances may be approved by the Special Performances Coordinator for each production of a season before the auditions for that production. The Special Performances Coordinator will advise the director of all special performances that have been approved before the first night of auditions. The director will make an announcement of the special performance dates at auditions so participants are aware of the commitments.
  2. More than three special performances, or if If special performances are requested after the play is cast – If there are more than three If additional special performances are requested, or if special performances are requested after the play is cast, the Special Performances Coordinator may schedule additional special performances (more than three) only after a unanimous vote of the production staff (director, cast and crew).
  3. Rate for purchasing special performance – The minimum current rate for purchase of a special performance is $700 500. The Board may amend the special performance rate for specific plays by a simple majority vote.
  4. Special performance contracts and notification of commitments – It is the responsibility of the Special Performance Coordinator to keep the Board and director advised of all special performances he/she has approved. To do so, the Coordinator will ensure that copies of all special performance contracts are forwarded to the Secretary within 7 days of their being entered into. The secretary will file the contracts in the theatre’s records. In addition, the Coordinator shall record the following information on the calendars posted on the wall of the green room:

(i)Name of the organization for whom the special performance is being held;

(ii)Name and telephone number of a contact person for that organization; and

(iii)Special instructions, if any, for the production (starting time, length of intermission, etc.).

  1. Duties regarding special performances -- The Special Performances Coordinator or their his/her designee, is responsible for:

(i)Being present to unlock the facility and allow the group to set up;

(ii)Ensuring that groups are aware of, and comply with, OLT’s rules relating to smoking and alcohol; as well as applicable state and local laws.

(iii)Ensuring that all theatre equipment and supplies, such as tables, are properly cleaned and put away after they are used;

(iv)Being present to monitor cleanup activities and to ensure that the facility is properly secured following the special performance.
NOTE: The responsibilities listed above shall not be routinely assigned to a member of the production company (director, cast, and crew). On occasion, the Coordinator may ask a member of the production company for assistance, but this shall not be an accepted practice.

C)Performances away from the Theatre – Any performance away from the Theatre requires prior special authorization by the Board.

D)Performance times:

  1. Evening performances -- Regular evening performances begin at 8:007:55p.m.
  2. Matinee performances -- Regular matinee performances begin at 2:001:55p.m.
  3. Special performances – Special performances will also be scheduled to begin at the times listed above for evening and matinee performances.

E)Lobby opening times:

  1. Regular evening performances – Normally, The the House Manager will open the lobby to patrons at not later than 7:15 p.m. for regular evening performances. In the event there is no House Manager present, the director or his/her designee will open the lobby.
  2. Regular matinee performances -- The House Manager will open the lobby to patrons not later than 1:15 p.m. for regular matinee performances. In the event there is no House Manager present, the director or his/her designee will open the lobby.
  3. Special performances – The Special Performances Coordinator, or his/her designee, will open the Theatre for the group purchasing the special performance not more than two hours before the performance is scheduled to begin. The group will then be responsible for opening the lobby for their participants at a time the group deems appropriate.

F)Reserved seating: There are no reserved seating arrangements for OLT performances, except for persons who are handicapped (advance notice requested) and for Volunteer Downstagers.

G)Seating of latecomers:Latecomers will be seated at an appropriate break in the performance, such as a scene change or intermission unless otherwise authorized by the director or his/her designee. If there is a House Manager present, that person The House Manager shall be responsible for coordinating with the director or his/her designee to ensure appropriate times for seating latecomers. The director may elect to have his/her designee seat latecomers in lieu of the hHouse mManager.

H)Telecommunication devices:All telecommunication devices, including but not limited to: cellular telephones; pagers; and other similar devices that emit sounds that may disrupt performances, must be turned off once patrons have been seated in the auditorium. A sign will be posted in the lobby that advises patrons of this policy.

I)Recording devices:No outside audio or video recording devices, including flash photography or camcorders, may be used in the auditorium without prior approval of the Board, or the Production Manager acting on behalf of the Board.

6)General Operational Rules and Information:

A)Smoking policy – No smoking is permitted at any time in any Theatre building.

B)Use of facility by OLT groups – The play in production has top priority in the use of the Theatre. No one should use the set, or move any of the props, of the current production without the director’s prior approval.

C)Use of facility by other groups – Theatre facilities will not be rented, leased, or loaned to any outside organization or individual without the prior approval of the Board.

D)Exit lights – Exit lights must be turned on whenever the Theatre is open to the public and at all times during scheduled performances. The exit lights must be turned off before the building is locked up following the public event or scheduled performance.

E)Canopy Marquee light – The Marquee canopy light on the Miller Street side of the Theatre should be turned on for all evening performances. The canopy light should be turned off before the building is locked up following the public event or scheduled performance.

F)Circuit breaker boxes – There are two circuit breaker boxes controlling electrical service in the Theatre and lobby areas:

  1. The first is in the lobby to the right of the entrance doors to the main Theatre. It is marked for use when circuits have been overloaded in the lobby area.
  2. The second is located backstage to the left of the door leading into the green room. This box controls most areas of the Theatre except the lobby area.

G)Beverage service – Coffee and tea are complimentary for our patrons.

H)Refreshments in auditorium – Refreshments other than water are not allowed in the auditorium.

I)Additional seating – Our theatre normally seats 111 114 patrons per production. Additional seating may be added only in an emergency situation or with prior Board approval. In no instance shall added seating block fire exits.

J)Door Key Codes- The Facilities Manager shall issue a production-specific access code to the theater and/or annex that will be cleared following the production’s strike. Other codes shall be issued to Board Members, sub-contractors and employees as appropriate.

7)Directors’ Roles/Responsibilities:

A)Production responsibilities – Olympia Little Theatre is unique from many other theatres in that it empowers its directors to act in on behalf of the OLT Board of Trustees in many aspects of productions presented in the OLT facilities. As a part of this empowerment, the director of a production is responsible for all aspects of the production. The director may delegate any of the responsibilities listed, but is ultimately the person held responsible by the OLT Board of Trustees. Areas of responsibility include:

  1. Authority for selecting the production staff;
  2. Establishing rehearsal schedules; and
  3. Performance activities.

B)Management responsibilities – The director of a production or his/her designee is also responsible for the following managerial responsibilities:

  1. Following all OLT instructions and policies outlined in OLT By-Laws, Operating Rules, and the Director’s Packet.
  2. Ensuring production staff members comply with OLT By-Laws, Operating Rules, and policies.
  3. Ensuring that all facilities used, including the green room and rehearsal space, are kept clean and presentable at all times during rehearsal and performance of a production.
  4. Resolving issues and problems referred to him/her by Downstagers and/or the House Manager.

v.Ensuring that trashcans are set out at the curb for pickup by the city (refer to Production Manager for trash schedule). Directors are also responsible for ensuring that the cans are promptly returned to the building following pick up.

  1. Ensuring that Theatre buildings are properly secured, all doors locked, gates closed and locked, and all electrical equipment turned off and/or unplugged before leaving the building during rehearsal and performance schedules.
  2. Ensuring that any all keys that have been issued to members of the production crew are returned to the Facilities Manager immediately after the end of the production.

8)House Manager:

A)Effective with the 2003-2004 season, the Board authorizes the appointment of a House Manager to be available at all regular performances.

B)A)The House Manager shall be responsible for all “front of the house” activities including, but not limited to:

  1. Coordinating with the director or his/her designee regarding any special issues – example: appropriate times in the play to seat latecomers.
  2. Coordinate with the downstagers – answer their questions, help resolve problems, etc.
  3. Open the house at the appropriate time.

iv.Make an introductory statement to audience before the performance.

v.Be available to sell tickets to upcoming productions – prior to the performance, and at intermission of each performance.

  1. Be available to resolve any audience issues, if any.
  2. Complete the accounting sheet for all tickets sold and donations received, placing it in the , and place it in the downstagers’ cash boxsafe.
  3. Coordinate with the director or his/her designee at the end of the performance to ensure that the house is properly secured.
  4. Remain until all patrons have left the theater unless otherwise negotiated.
  5. As compensation, House Managers will receive two complimentary tickets for each performance for which they volunteer.

9)Tickets:

A)Prices – Admission prices: $8.00 for all tickets. The Board may establish special rates for select productions.Ticket prices shall be stablished by the Board each season.

B)Outlet contacts – the Office Manager Ticket Chair, or his/her designee, is responsible for all official contact with the ticket outlet.

  1. Complimentary tickets – Complimentary tickets may be provided as follows.

C)(i)Production Cast & Crew will receive 2 comp tickets for the specific production in which they are participants.

D)House Managers will receive 2 complimentary tickets to any production of the current season for each performance for which they volunteer

Members of the press may receive 2 complimentary tickets for a specific production

Other complimentary tickets, including those used for promotions, fundraisers, advertising or any other purpose may be provided with prior Board approval.

G)Complimentary tickets may be provided only when the Board grants prior approval.

H)Ticket printing – The secretary will order tickets for the entire season from a printer selected by the Board.

i.Tickets must be available to meet season ticket demands.

ii.Sequences of ticket colors should be selected for each production date to allow for easy identification.

iii.Tickets should be sequentially numbered to cover the house and allow for replacement of lost tickets, if necessary.

  1. When possible ticket will be printed with a statement, in as large letters as possible, that the Theatre has a “No exchange, No refund” policy.

I)C)Season ticket policies, general:

i.Season ticket holders may request an exchange by calling the theater at least 48 hours in advance. Season ticket exchange requests are honored based on availability, and the ticketholder is responsible for paying for any upcharges or differences in ticket costs. There is a “no refund, no exchange” policy for season tickets.

ii.Tickets will be honored only for the performance for which they were purchased.

  1. Unless the Board authorizes more may be sold, season tickets sales are limited to a maximum of 1,000 for a normal, five-play season.

J)D)Season ticket application processing policies:

  1. Season tickets are sold on a “first come/first served” basis.
  2. Season tickets will be mailed to patrons as applications are processed.
  3. All questions about season tickets received by Board members shall be referred to the Office Manager Season Ticket Coordinator for answers.

K)E)Special ticket purchase option for production staff/complimentary tickets for production staff:

i.The Office Manager Ticket Coordinator will set the date and time by which production staff cast and crew members must request and pay for tickets.

  1. No tickets will be held beyond the date the tickets are scheduled to be delivered to the outlet.

iii.Production staff will have the opportunity to purchase individual performance tickets before delivery of tickets to the outlet.Cast and crew members may purchase single tickets at the discounted Season Ticket/Member price as available.

iv.The theatre authorizes that each member of a play’s production staff be offered two complimentary tickets to the production. The Ticket Coordinator will pick the nights for which tickets are available and give the tickets to the Director for distribution. Any tickets not selected by the production staff shall be returned to the Ticket Coordinator by the date of the first performance so that they can be sold.

L)Ticket sales in lobby – On nights a House Manager is present, tickets available for upcoming productions may be offered for sale prior to each performance and during the intermission of each performance.

  1. An accounting sheet will be available on which the House Manager will record sales of all tickets. The accounting sheet, and all money received, shall be placed in the cash box that is available for Downstagers.

M)F)Outlet sales –Remaining Single tickets for the first productionproductions will go on sale at least two weeks before opening night. Tickets for succeeding plays will be delivered to the outlet the Tuesday following the closing of the prior play.