The Administrative (Admin) Producer is responsible, together with the Technical Producer, for successfully overseeing the work of the show’s Production Team. S/he is responsible to the Powerhouse Theatre Board for the overall management of the following positions/departments/committees:
- Publicity, Poster and Advertising Coordinator
- Program Coordinator
- Foyer Design Coordinator
- Front of House Manager
- Foyer Bar Manager
- Preview Night Coordinator
- Opening Night Reception
- Final Matinee Meal Coordinator
- Final Night Party Coordinator
- As soon as the producers have been identified, meet with the Technical Producer to review each other’s’ job descriptions, discuss lines of communication between them and with the Production Team, and confirm the division of labor between the producers (e.g. calendar, contact list, expenses, etc.).
- Check with Rental Manager and inform the Technical Producer of any bookings during the rehearsal period.
- Become thoroughly familiar with the play.
- Meet with the Director, Technical Producer and Stage Manager to develop a Production Schedule. Each person present will set down deadlines for their respective committees. When deadlines have been finalized, one of the Producers will enter everything into a calendar, and send it to the others to be proofread. Once confirmed, one of the Producers has it printed and circulated to the Production Team and posted in the Club Room.
- P. Productions will distribute the budget to the Admin and Technical Producers. Check with Treasurer/Bookkeeper regarding purchasing requirements and cash advance. The Treasurer will issue a cheque for the cash advance and will provide the spreadsheet to track expenses. The Administrative Producer typically manages the cash, keeps track of all receipts and maintains the spread sheet.
- Select Committee Heads (as listed above), distribute their job descriptions and advise them of their budgets. All positions which are artistic in nature and/or involve design elements must be run past the Director before being added to the team.
- Ensure Committee Heads understand their job description and the importance of the deadline dates on the Production Schedule.
- Arrange a meeting between the Director and the Publicity and Foyer Coordinators to discuss the Director’s vision and ideas. Be available to attend a meeting of the Director/Designers to confirm production requirements, as needed.
- Become familiar with theatre policies and seek clarification from the V.P. Productions as necessary.
- Download several Audition Forms from the website prior to Auditions and leave in the Tech Producers box in the Club room. Meet with The Director Marketing to discuss online Audition procedure for Audition and Advertising including Poster.
- Before rehearsals get underway, arrange with the Technical Producer and the Director a first read-through with introductions for all Cast and Crew, followed by a social. The V.P. Productions (and any other interested Board members) is invited to attend to clarify their position and role in the production. At that time, Powerhouse’s policy regarding filming of rehearsals or productions as it applies to this production should be clarified.
- Suggest that the Admin Team attend some rehearsals.
- With the Technical Producer, create a master contact list to include EVERYONE who works on the production and distribute to all committee heads, sending updates to the Program Coordinator immediately. Technical, Administrative and Cast members are listed under their respective headings on the list.
- Contact the Key Master to have keys and codes issued as required for Admin team members.
- Attend all Production Team meetings. Stay abreast of requirements for your various committees at these meetings. Send reminders to Committee Heads in advance of each production meeting.
- Control all production expenditures in cooperation with the Technical Producer and ensure that all costs remain within budget. You may reserve the right to consult with the VP Productions or the Treasurer in the case of unrealistic or rising budget demands.
- Out of pocket expenses must be reimbursed promptly. Bring cash to each Production meeting to reimburse Production Team members.
- In conjunction with the Technical Producer, consider organizing a production social during the rehearsal time frame.
- All Complimentary Ticket requests are to be made to the Publicity/Business Manager (Board Position).
- Arrange head shots and production photo sessions in cooperation with the Director and Technical Producer.
- Remind Front of House Manager of Fire drill Procedure for front of house staff.
- Remind Production Team members about Program Acknowledgment and relay to the Program Coordinator, and cc the Technical Producer. (Note: We do not thank or acknowledge our own Powerhouse members in the Program.)
- Make sure that your various Committees keep to the deadlines set out in the Production Schedule.
- Inform the Preview Coordinator of any ‘guests’ who have been authorized to attend Preview.
- Prepare thank you notes for your Committee Heads and hand them out on Opening night.
- Be aware that the Stage Manager is in charge of the run of the show.
- Make sure all out of pocket expenses are dealt with in a timely manner.
- Collect all Admin keys and return to Key Master noting who they are from.
- Make up a strike and clean up roster for each person on the Admin Team, indicating their responsibilities. Offer to help the Technical Producer with organizing other aspects of the Strike.
- Collect keys, scripts and job description manuals from committee h Make sure job description manuals are returned to the Job Description box in the Club Room.
- Ensure committee heads return all borrowed items to their owners as soon as possible.
- Finalize the budget, complete production spreadsheets and float reconciliation, and forward to the Bookkeeper.
Attend a de-brief meeting to review the entire production process as arranged by the VP Productions. Be prepared to share your input regarding what you think went well, the challenges you experienced and lessons you feel would be helpful for future productions.