Olympia Little Theatre

Olympia Little Theatre Operating Rules

Adopted at March 2004 Board Meeting

Olympia Little Theatre

Operating Rules

Last Amended: Revised March 2014

September 2012

Page 28

Olympia Little Theatre Operating Rules

Adopted at March 2004 Board Meeting

OLYMPIA LITTLE THEATRE

Operating Rules

SECTION ONE: GENERAL POLICIES

I.  Purpose: The Theatre’s Operating Rules reflect and expand OLT policies as they are stated in the By-Laws and govern the general operation of the Theatre.

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

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

II.  General Safety

A)  It is the responsibility of everyone in the theatre, members, volunteers and friends to help the theatre operate safely and legally. Please report any issues you see that might cause dangerous situations to the Office Manager, Director or Board President.

B)  It you see anyone injured during a rehearsal or performance, it is our policy not only to note and report the incident, but to call 911 if, in your best judgment, the injury is serious. We will always back you for erring on the side of caution when calling for help.

C)  All volunteers are considered to be members of OLT for the period beginning when they arrive ready for duty until such time as they exit the theatre.

III. Productions/Calendar:

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

B)  Artistic/Production Manager-selected production: In addition to the productions authorized by the OLT Board (as described in paragraph A. above), the Artistic/Production Director may select an additional production to be added to the season. The normal play selection process involving the Play Reading Committee does not apply for the selection by the Artistic/Production Manager.

C)  Season calendar: The Board will endeavor to set the performance calendar, 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 the performance calendar by no later than June 30.

IV. Auditions:

A)  Schedule: Auditions will normally be scheduled on a Monday and Tuesday 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. In ordinary circumstances, the theatre does not allow pre-casting or offering roles to actors in advance of open auditions. Where a productions may require a specific actor(s), such as one person shows, specific requirements of the character (ethnicity, physical attributes or specific skills) the Director may request and exception to the rule from the Artistic/Production Manager and or Board of Trustees.

V.  Rehearsals: Directors must follow instructions for rehearsals as outlined in the annual Directors’ Packet. The Annex space is generally available for rehearsals to the production next up for in the schedule as soon as the next production due to open moves into the theater auditorium. Rehearsals may be held off –site when it is more convenient for the Theatre’s schedule with approval of the Artistic/Production Manager.

VI.  Performances:

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

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

Weeks 2, 3 and 4: Thursday, Friday, Saturday, and Sunday performances.

B)  Special Performances:

i.  Are arranged by the Special Performances Coordinator

ii.  If scheduled before auditions have been held, a maximum of two 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 all the scheduled performance dates.

iii.  If special performances are requested after the play is cast –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 only after a unanimous vote of the production staff (director, cast and crew).

iv.  Rate for purchasing special performance – The current rate for purchase of a special performance is $700 plus a $50 cleaning fee unless the group opts to do their own janitorial. The Board may amend the special performance rate for specific plays by a simple majority vote.

v.  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. 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 signed. The Secretary will file the contracts in the Theatre’s records. In addition, the Coordinator shall record the following information on the calendars:

(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.).

vi.  Duties regarding special performances -- The Special Performances Coordinator or their 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 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.

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

D)  Performance times:

i.  Evening performances -- Regular evening performances begin at 7:55pm.

ii.  Matinee performances -- Regular matinee performances begin at 1:55p.m.

iii.  Special performances – Special performances will also be scheduled to begin at the times listed above for evening and matinee performances unless otherwise negotiated with the Director, the Company of the production and the Artistic/Production Manager.

E)  Lobby opening times:

i.  Regular evening performances – Normally, the House Manager will open the lobby to patrons at 7:15 p.m. for regular evening performances.

ii.  Regular matinee performances -- The House Manager will open the lobby to patrons not later than 1:15 p.m. for regular matinee performances.

iii.  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. 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 House Manager.

H)  Telecommunication devices: All telecommunication devices, including but not limited to: cellular telephones; pagers; and other similar devices that emit sounds or light that may disrupt performances, must be silenced or 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 Artistic/Production Manager acting on behalf of the Board as well as the Director of the production.

VII.  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 and its facilities. 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 and coordination with the adjacently scheduled Directors.

D)  Exit lights – Exit lights must be turned on whenever the Theatre is open to the public and at all times during scheduled performances.

E)  Marquee light – The Marquee 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 four circuit breaker boxes controlling electrical service in the Theatre and lobby areas:

i.  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.

ii.  The second and third are located backstage to the left of the door leading into the green room. These boxes control most areas of the Theatre except the lobby area.

iii.  The fourth box is located in the technical booth to the right of the window. It controls the stage lighting and tech booth electrical.

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 108 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 within 2 weeks following the production’s strike. Other codes shall be issued to Board Members, sub-contractors and employees as appropriate.

VIII.  Directors’ Roles/Responsibilities:

A)  Production responsibilities – Olympia Little Theatre is unique from many other theatres in that it empowers its Directors to act 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:

i.  Authority for selecting the production staff;

ii.  Establishing rehearsal schedules; and

iii.  Performance activities.

iv.  Safety of the patrons and facility during a production or as a result of production activities

v.  Security of the building during the production’s occupancy

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

i.  Following all OLT instructions and policies outlined in OLT By-Laws, Operating Rules, and the Director’s Packet.

ii.  Ensuring production staff members comply with OLT By-Laws, Operating Rules, and policies.

iii.  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.

iv.  Resolving issues and problems referred to him/her by Downstagers and/or the House Manager.

v.  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.

vi.  Ensuring that any keys that have been issued to members of the production crew are returned to the Facilities Manager immediately after the end of the production.

IX.  House Managers:

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

i.  Before Curtain:

(i)  Coordinate with the Stage Manager or their designee regarding any special issues – example: appropriate times in the play to seat latecomers, who is handing lobby lights, etc.

(ii)  Make sure the theater is prepared for patrons including;

(a)  Check the rest rooms and lobby to be sure they are presentable.

(b)  Check for any programs or trash in the auditorium and lobby. Unwrinkled or otherwise useable programs should be given to the Downstagers for reuse. Others should be disposed of accordingly.

(c)  Check that the trash cans do not need to be emptied. Remove trash and replace can liner as needed.

(d)  Make sure that the moveable seats are set in the auditorium, placing priority seating signs on the chair backs.

(e)  Place the orange safety cone on corner of the risers to the right of the entryway. Once patrons are seated in the adjacent row, you may remove the cone and stash it in the lobby nook beside the mirror.

(iii)  Set up and make the coffee and tea for the intermission. Set up candy and other treats, signs and donation box and signs etc.

(iv)  Coordinate with the Downstagers – answer their questions, help resolve problems, etc.

(v)  Open lobby doors at 7:15pm, or at 1:15pm for matinee performances. If weather is inclement, please place the “Door is Open. Please, come in.” sign on the outside of the door. Inform the stage manager that the lobby doors are open.

(vi)  At approximately 7:30pm, or at 1:30pm for matinee performances, ask the Stage Manager for permission to open the house doors. Assist any patrons present with mobility needs first and then allow remaining patrons to enter the theater and choose their seats for the performance.