Little Theatre Company
Version 2 - December 2013
Members' Handbook
I.Why this document exists
II.Introduction and basic contact details
III.The committee - who does what
IV.Membership auditions and fees
V.Casting, scripts and backstage
VI.Rehearsals and absences
VII.What happens during show week
VIII.Patrons
IX.Publicising our shows
X.Organisation charts
XI.Version Control
I.Why this document exists
It was agreed at the Little Theatre Company committee meeting in December 2011 to create a digital members' handbook that could be emailed to members and also uploaded to the LTC website at
This will be a 'living' document which will be regularly updated. A list of version numbers with a summary of changes will appear at the end of each handbook released.
This document will become the main resource for members new and old to be reminded how the company operates, its policies and procedures, the roles of the volunteers who keep the company running - and information on how people can get involved and help.
Information about rehearsals, show weeks and the level of commitment we expect from members who are cast in onstage and offstage roles will also be spelled out.
If you have any questions about anything in this document please contact or company secretary Elaine Pritchard at
II.Introduction and basic contact details
LTC is a registered charity, number1072000.
You can write to us at:
Little Theatre Company
377 Rosliston Road
Stapenhill
Burton on Trent
Staffordshire
DE15 9RJ
Email:
Or ring 01283 542446. See Section VI for mobile contact numbers.
Our main website is We do require ALL members to register for the website as we may post rehearsal schedules and other documents there which you will only be able to see and download if you are signed in. If you do not have Internet/email access, please contact John Bowness/Peter Clemson.
We have a presence on Facebook
We have a Twitter feed
We have a Pinterest account at
A brief history of Little Theatre Company can be read on the message board of our website - under the LTC Timeline topic - LTC Timeline.
Each year the company usually performs a play in March and June, a musical in November and a youth show at Easter.
In addition we have our annual Christmas Party, the LAFTAs - LTC Awards For Theatrical Achievement - a very, light-hearted, tongue-in-cheek award event which nevertheless recognises achievements of the past 12 months. This happens each December on the same night as the AGM. All members are encouraged to attend the AGM and vote on recommendations put forward by the committee and hear the Chairman's speech on the past year and any issues or matters of interest. All members receive a voting form ahead of the LAFTAs to vote for their favourites in a range of award categories. On LAFTAs night - the date of which will be published on the website forum - members bring along a contribution for a buffet, as also often happens on the last night of shows.
In alternate Septembers we hold either a major fund-raising event or a Patrons' Evening - which is a night or two of entertainment exclusively for Patrons of the company - see section VIII for more on Patronage.
III.The committee - who does what
- Chair, Peter Clemson - Peter is the public face of Little Theatre Company. He oversees all aspects of the group's management, runs the private patrons scheme and oversees online ticket sales and priority ticket bookings to members and patrons.
- Vice Chair, Leon Ratcliffe - Leondeputises for Peter as and when necessary.
- Company Treasurer and Artistic Director, John Bowness - John casts and directs LTC productions and also oversees all financial matters. He also manages the LTC website and oversees the company's social media presence on Facebook and Twitter.
- Assistant Artistic Director and Child Protection Officer, Katie Haywood - Katie takes a major role in choreographing productions, assisting the director, overseeing props and caretaking the LTC stock of props.As LTC's Child Protection Officer she oversees all issues regarding the health, safety and wellbeing of our young performers.
- Company Secretary, Elaine Pritchard - Elaine handles general correspondence and grant applications for LTC. She also produces a bi-monthly email newsletter - and a print version which goes out to patrons without email access. She assists John with the website management and social media presence and runs the corporate patrons scheme for local businesses who want to support the group. She publicises forthcoming LTC productions on various 'what's on'websites and liaises with local newspapers regarding publicity opportunities.
- Front of House Manager, Kay St Clair - Kay organises the front of house rota for show weeks. She is always interested to hear from members and their families who are prepared to sell programmes, help with occasional fundraising raffles or take a turn on the coffee bar during our show weeks.
- Patrons' Secretary, Sarah Spencer - Sarah maintains the database of members and patrons and handles enquiries from them as required. She also organises the mailing out of bi-monthly printed newsletters to patrons without email access.
- Youth Liaison Officer, Tom Pritchard - Tom is the main contact point for any youth members who have any questions or concerns. He assists the Chair with the preparation of applications for child performance licences which we now obtain from Staffordshire County Council for all under-16 performers in our casts.
- Technical Director, Matt Bancroft - Matt advises the committee on changes to legislation and technology options regarding sound, lighting and special effects equipment. He organises lighting and special effects for LTC shows.
- Costume Co-ordinator, Jackie Pearson - Jackie organises the measuring of company members for costumes and oversees the distribution and fitting of costumes during show week and their packing for return to the costume company after the show. She has a central role backstage in youth shows.
- Production Co-ordinator, Rosemary Watson - Rosemary is stage manager for most shows and organises the crew for set changes. Behind the scenes, Rosemary is a huge source of practical support to the running and future development of Little Theatre Company. She also collects script deposits from members when scripts are hired - usually for musicals - and returns the depositsto members when scripts are returned clean and undamaged.
- Subscriptions Secretary, Karen Hailstone - Karen collects annual subscriptions and show fees from members.
- PR Officer, Mike Mear - Mike organises the front of house displays during show week which promote our shows to Brewhouse visitors. He also organises the content for show week programmes and liaises with the printers on behalf of the company.
- MinutesSecretary, Sue McPhee - Sue minutes the annual general meeting, which takes place every December ahead of our LAFTAs event, and the annual committee meeting.
The committee usually meets once a year for a formal meeting - late November or early December - where suggestions and ideas are discussed regarding membership and show fees, procedures and new initiatives. There is regular liaison between the committee members as required during the year.
The committee makes recommendations which are then voted on at the Annual General Meeting in December. Committee members are also elected/re-elected at the AGM.
If you have any ideas or feedback concerning the running of the company, please contact any member of the committee.
IV.Membership auditions and fees
In recent years the membership of Little Theatre Company has grown substantially meaning that we've had to restrict opportunities for people to audition with a view to becoming members.
At certain times we do audition new members as the needs of the company change. If you, as a member, are approached by anyone enquiring about membership, please ask them to contact us through the Little Theatre Company website - never make any promises to them about an audition or membership.
We understand that with the best of intentions members sometimes see and hear talented people who they think might be a useful addition to the company. Sadly we cannot include in the company everyone who would like to be involved so please do not ask anyone to become a member as you could be setting them up for disappointment. For much of the time membership is closed and we are not auditioning.
Everyone who is accepted as a member of LTC pays an annual fee. Annual membership of Little Theatre Company is currently £20 for working adults, £10 for non-working adults and students and £30 for family membership where three or more members of the same household are LTC members.
Your annual membership fees should be paid promptly at the start of January. By delaying payment you are causing extra work for volunteer committee members who have to chase you up and you are also depriving the company of money it needs to pay show royalties, rehearsal venue costs and much more.
If you are cast in an onstage role you pay an additional fee. For working adults show fees are £10 and for non-working adults and students it is £5. These fees should be paid promptly at the start of the rehearsal period.
This is a very modest contribution to the cost of putting you on stage in a show - wigs, costumes etc. We try to keep to an absolute minimum any items we ask you to buy - such as tights, shoes etc.
If you are asked to do a role backstage - helping with props, set changes, lighting, sound or prompting you are not asked to pay a fee. We also often need help front of house with selling programmes, or if we are having a raffle (which we do from time to time to raise extra funds).
V.Casting, scripts and backstage
Membership of Little Theatre Company does not guarantee you roles in shows. John makes decisions on casting based purely on producing the most professional and entertaining performances possible. We realise that many members are disappointed when shows are cast - that is a necessary of evil of having such a large and talented membership. As a member we require you to accept casting decisions with good grace and be pleased for your colleagues in the company who have been cast.
Sometimes shows are 'pre-cast' by John - meaning that he allocates roles without auditions. Sometimes - especially for the youth shows - there are auditions for some, or all, roles. Often, but not always, there are reading nights when John is casting a play. At these, members sight read from the scripts. In due course John announces his cast by email/post. Advance notice is given if there are going to be 'readings' to help John cast a play.
Little Theatre Company often provides scripts free of charge to members for its plays and you are allowed to keep these scripts after show week. For the musicals we have to hire scripts which must be returned in good condition and on time - or the company is fined. It is your responsibility to take great care with hired scripts and ensure that you only make light pencil marks in them and erase them all completely before returning them when requested during or at the end of show week.
BecauseLittle Theatre has been fined on occasions when scripts have been lost or damaged, we have been forced to introduce a £25 script deposit which we ask people to pay at the start of a rehearsal period involving hired scripts. Please pay this deposit promptly - ideally by cheque - so we can hold the cheque and return it to you once you return an undamaged script. If your script is lost or damaged you will forfeit your deposit. Any light pencil marks you make in your hired script must be erased without trace before returning your script.
We are fortunate in Little Theatre Company to also have a talented team who bring to life the vision John has for the sets for shows. Pete Banton, Dave Dent and Dave Tunks work many hours at weekends to build and paint scenery and create props. To offer them support, Bethan Waite now heads up a unit support team and will co-ordinate volunteers when extra help is needed (usually at weekends) with painting and other tasks. Volunteers wishing to help are always welcome as there are always non-specialist jobs to be done.
VI.Rehearsals and absences
It is important that you commit to attend rehearsals unless work or sickness make it absolutely impossible. If you are facing a busy time at work, or if you have family or other commitments that will prevent you attending rehearsalsregularly, you should not accept a part offered. Sometimes John will ask people to let him know if they are NOT available for a show before he casts it.
Our adult productions rehearse every Tuesday and Thursday. LTC Youth productions rehearse Mondays and Thursdays. There are occasional weekend rehearsals for both adult and youth shows. Peter and John will endeavour to get a rehearsal schedule to you as promptly as possible. In the early weeks of rehearsing a show you may not be needed at every rehearsal. Please consult the rehearsal schedule that will be sent out to you - or posted on the website - to ensure you know when you are needed to attend.
In the early stages of rehearsing a production, rehearsal times are usually 7.30pm to 9.30pm. In the early weeks you MAY finish sooner. As a production draws nearer rehearsals may start earlier than 7.30pm and continue beyond 9.30pm. Consult the rehearsal schedule for full details.
If you cannot attend a rehearsal - we realise that work, school commitments, holidays and sickness mean that people may have to miss rehearsals sometimes - please contact one of the following people on their mobile numbersas soon as possible.
John Bowness - 07740 677454
Peter Clemson - 07508 806764
Katie Haywood - 07746 893342
Don't just fail to turn up. If you are cast in a show it is helpful if you can supply John with a list of any unavoidable absences (e.g. holidays) as early as possible during the rehearsal process so he can then plan something that can usefully be rehearsed in your absence.
Every role in a show is equally important. There is no such thing as a small part and we would urge you NEVER to think, "I'm just an extra/in the chorus so it won't matter if I'm there or not". By not attending rehearsals you make life more difficult for your fellow performers. Just because you are not a lead part do not think that it doesn't matter whether you turn up or not. It always does.
In the highly unlikely event that we have to cancel a rehearsal - for example in the most extreme weather - a notice would be posted prominently on the home page of our website. It would replace the next production details and would be impossible to miss. If there is no notice there you can assume rehearsals are on.
John allocates backstage jobs for each show and requires the same level of commitment as if you were on stage. If you agree to do a particular role you are expected to do it for all performances. The continuity and experience of backstage people throughout rehearsals and show week helps make our sets changes polished and professional and adds a great deal to the final performances. Helping backstage is a great way of learning more about stage work.
VII.What happens during show week
For our March and June plays our performance week runs from Tuesday to Saturday - usually with a Saturday matinee. On these weeks we need you to be available from Saturday to Saturday. On the first Saturday you will collect costumes, on the Sunday there will be a dress rehearsal (and help is generally needed to set-up for the show week) and there is a second dress rehearsal on the Monday night. Help is also welcomed on the 'take-down' Sunday after the final show. The more people who come to help - the sooner we can all get home and enjoy a well-earned Sunday afternoon rest.
Dates of our shows are publicised well in advance on our website. If you know that you will not be able to attend all final dress rehearsals and performances please tell John in advance that you are NOT available to be cast.
Youth shows always take place at Easter and they usually run from Tuesday to Saturday, usually with matinees on the Thursday and the Saturday. Final rehearsals may take place on and around the Easter weekend. If you are going to have difficulty making these rehearsals, please let John know as early as possible in the rehearsal process. We appreciate that many of our youth members (as with the adults) have work commitments at weekends and we can be flexible to accommodate this but please keep us informed about your availability.