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Missoula Children' s Theatre Committee Information
Based off of last year’s performance
Volunteer Hours last year:
Volunteer Hours last year:
20 hours the week prior
50 hours (each) the week of rehearsals/performances)
There were 3 people who lead the committee. They were supported by at least 2 additional volunteers throughout most of rehearsal week, as well as also supported by 10-12 volunteers during performance day.
Cast Size: 62 performers
Cast Size: 62 performers
What Worked Well:
What Worked Well:
A spreadsheet to track deadlines and deliverables
A strong volunteer presence
Pre-writing daily emails so only minor edits were necessary each night of rehearsal week
Splitting up the workload so we all had individual items we managed and updated our team on any changes.
We were able to make an agreement with MCT for five “7-year-old” little stars to be cast in big star roles, which allowed us to pull five little stars off our very long waitlist. Suggest inking this agreement into future MCT contracts, if possible.
Members with child participants did a great job supporting the program by volunteering their time at rehearsals, donations for backstage entertainment or concessions, picking up flyers, pizza, etc.This really showcases how important community involvement is for the families at our school.
The Actual “To-Do” List:
The Actual “To-Do” List:
Send remaining invoice to Treasurer before performance week
Hire Accompanist and send score to Accompanist
Housing for MCT actors
Facilities and chair reservations
Videographer Booking
Custodian booking
Buy photo backdrop and props
Student council - reach out to see if they want to help
Save the date and informational flyers/notifications (work with PTA Communications)
Sign Ups
Workshops
Print Cast Letter/Schedule
Volunteer Sign ups via Signup Genius
Send Volunteer Email Re: Check-In/Out
Floral
A-Frame and Ticket Flyers/Distribute
Ticket sales
Print cast letter
Print grade level signs for rehearsals
Print Color Coded Name Tags
Print K-1, 2-3, 4-5 Backpack signs
Print all emergency contact forms etc and put in binder - include known allergies
Print video ordering forms
Email Cast Families Re: Video Ordering Process
Print list of all students participating for teachers
Email Kristin Simpson re: Director walk-thru Monday
Email Mike re: assistance with mic/speaker set up
Email Kelsey Hanning re: piano/music room usage
Clear stage of misc items. Piano in place by Wednesday.
Email Chris re: custodial needs week of rehearsals/performances
Email K-2 Teachers Re: Dismissal Plan
Send Welcome Email by Friday before rehearsals
Send post-audition email
Send Tuesday update email
Send Wednesday update email
Send any last minute social media requests/edits
Send pre-rehearsal email
Send pre-performance email
Make floral arrangements
Purchase concessions
Pop popcorn
Update card option Print QR code or information for pay pal
Print reserved for accessible seating
Create cast list by role and alphabetize
Distribute cast list by role to comms and videographer
Print out programs - include cast list (via PTA Communications)
check in signs for performance day (cast and tickets)
Get change for concessions and tickets
Order and pick up pizzas - Costco
Set up chairs for Saturday performances
Print concessions pricing
Get accompanist & directors' orders for Saturday lunch
Pick up directors' lunches
Print lists of ticket purchases
Set up Concessions
Set up photo backdrop
set up ticketing table
Set up cafeteria for lunch
Set up Music Room with quiet, mess-free activities
Have custodian turn on heat and unlock band/strings room for changing
Work with Mike to set up microphones and speakers
Purchase gift cards for accompanists and directors?
Set up table for videographer
Bring $500 check for accompanist
Turn off and on lights before/after performances.
Print participation certificates
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