Production Coordinating -- Dinner Theatre (pdf)

Aside and separate from the production/technical aspects of the Dinner Theatre as expressed in a rehearsal schedule, there are a number of jobs and duties that must take place at specific times prior to opening night to ensure a successful run. Based on prior experience those jobs are outlined below with a generalize timeline with Opening Night as the target date with the job indicated as being assigned to people, started, in progress or completed. Notes, hints and known contact people will be included as guides. Job descriptions and duties will be also included. Timeline dates are months, weeks or days PRIOR to Opening Night.

Production Coordinator (PC) - Assigns administrative jobs to individuals, endures that

The position of PC should not be filled by either the Director or SM unless absolutely necessary because of a lack of a volunteer. There should be only one PC to avoid confusion. If two or more people volunteer to do a specific job listed below, the PC must make sure that each understands what specific portion of the job they are responsible for to avoid duplication of effort, conflicts or a job not being done because each individual thought the other was supposed to do the task. The PC must have good organizational and people skills and will report progress/problems and needs directly to the Board. The Board is responsible to see the PC's needs are met. In confirming the productions' Director, the Board should also see that the PC for the show is appointed. The PC must also maintain good communication with the SM and those performing the tasks listed below to ensure smooth melding of Rehearsal/Production Administrative schedules and needs.

Although the PC does not necessarily need to personally do the tasks listed below, they need to ensure that SOMEONE does them and that information of the status of the tasks is communicated to the SM and Board.

Jobs and sub-tasks administered/managed by the PC:

I.  Venue Coordinating (Dinner Theatre)


a.  Date Confirmation - Show dates/Load-in and out dates and times
b.  Menu Selection - Selects Menus Ticket prices, and any discounts
c.  Table Decorations
d.  Greeters

II.  Reservations


a.  Telephone Volunteers/Scheduling
b.  Reservation forms/records are kept
c.  Reservation confirmation/callback
d.  Patron info kept for future use
e.  Venue notification of number and menu choices

III.  Publicity

a.  Articles/photos for publication


i.  Daily Review
ii.  Evening Times
iii.  Star Gazette
iv.  Canton Sentinel
v.  WATS/WAVR
vi.  Website
vii.  BCRAC Newsletter
viii.  Other


b.  Posters
c.  Mailings
d.  Ad Selling for Program
e.  Surveys/Feedback

IV.  Program


a.  Scene Synopsis
b.  Cast Bios and Photos
c.  Credits and Thank-you
d.  WRP Statement
e.  Ad Inclusion
f.  Copying and stapling sufficient programs for reservations

V.  Transportation


a.  Reserve U-haul or vehicles for set move
b.  Recruit volunteers with muscle
c.  Load-in/out

Generalized Timeline - All dates relative to Opening of Show

When Who What
At end of previous Dinner Theatre Previous PC Pencil in dates for next year's Dinner Theatre with Venues
Spring of Year Artistic Director, Board Select Dinner Theatre Play,Director, SM, PC
6 Months PC for Production Round up volunteers to handle Venue Coordinating, Reservations, Publicity, Program, Transportation
6 Months Artistic Director Confirm Show Availability
3 Months Venue Coordinator Confirm Show Dates with Venues. Establish Menus
  Artistic Director, Production Director Confirm Cast, Draw up Rehearsal Schedule
  SM Get Cast Bios, Program Credits to Publicity/Program
  Publicity Plan Advertising strategy, get media contacts, plan campaign, begin selling program ads
  Reservations Get menu/ticket info, set up phone coverage schedule, set up list of greeters
2 Months Venue Coordinator Table decoration decisions
  Publicity Begin initial publicity, get menu/ticket info to hot list, web site, media alerts, get article to BCRAC for newsletter
  Reservations Get reservation forms ready
1 Month Publicity Announce Show, Reservation info
  Reservations Begin Taking Reservations
  Program Draft Program
  Transportation Recruit muscle and reserve wheels for set moving
  Venue Coordinator Confirm load in/out dates and times with Venue. Set up date/time for table decorations
2 Weeks Publicity Final publicity push
1 Week Program Finish, copy and staple program, get copies to Reservations
  Reservations Get Reservation numbers and reservation sheets to Venue Coordination. Numbers to Program
  Venue Coordination Get Numbers to Venue, Alert greeters
  SM Coordinate with Transportation for load-in/out
0 - Opening Reservations Decorate Tables, Greet and seat patrons, distribute programs

The above is not graven into stone and is meant to serve as a suggested guide only. Duties may be combined or amended as needed.