Information for Directors
Combined Actors of Cambridge (CAC) is an amateur production company, run by a committee.
It does not have a membership in the way of a club or society.
A potential director would normally contact the committee with a production or list of productions in mind. If a production is accepted then CAC will undertake to provide a venue, a budget for the production expenses, a committee member as production manager, and help, support and advice throughout the process. The director is seconded onto the committee during the period that the production is in rehearsal and would normally attend the monthly meetings during this time.
It is expected that the director will have checked that the performing rights for the accepted play are available and that the application form is received, so that the Committee Treasurer can complete it.
It is up to the director, with the assistance of the production manager, to gather a production team together (see appendix 1). It is recommended that the stage manager is a member of the Penguin Club (an autonomous group of technical and backstage crew with extensive local knowledge). It could be that a number of members of the team have not worked for CAC before, but are known to the director from previous productions that he or she has been involved with. The involvement of ‘new’ team members is, however, subject to committee approval. CAC is always happy to provide a list of possible contacts and assist with recruitment.
Early on in the proceedings a budget is set by the committee at a meeting that is attended by the director (see appendix 2). No expenditure may be incurred before this budget is agreed, with the exception of performing rights. Any items incurring costs of over £500 must be agreed in advance with the production manager(s) and treasurer.
CAC’s constitution requires that auditions are open auditions. These normally take place around six months before the production date. The auditions are advertised in ‘Combinations’ (CAC’s monthly newsletter). It is expected that the director will provide an outline of the production and a description of the characters, with age ranges if appropriate. Auditions are normally held twice a week, at a venue arranged by the committee. Standard forms to be filled in by those auditioning are available. The nature and form of the audition is up to the director - there is no set format. The committee will provide administrative help, and support in an advisory capacity, if required, with regard to casting. The final choice of casting is entirely the responsibility of the director. A production fee is levied on each of those cast plus the cost of the script.
Rehearsals normally take place twice a week in the evenings from 7.30 or 8.00pm for at least two hours per session. It is possible for more rehearsals a week and for weekend rehearsals to be scheduled, if required. A standard rehearsal schedule should comprise at least 20 rehearsals before the dress rehearsal, spread over a period of two or three months. The committee assistant secretary normally books the venue(s) for rehearsals.
The Committee will appoint a Production Manager who will arrange an initial meeting with the Director to explain the role of a CAC Production Manager. The production manager is the main point of contact between the committee and the director, so regular communication is essential. It is expected that the director, with the help of the production manager will organise production meetings with the production team, as and when required.
The Production Manager’s responsibilities include:
- Checking that the performance licence has been obtained
- Checking the venue/s has been booked for rehearsals
- Checking the theatre bookings
- Checking the theatre contract has been completed
- Checking the scripts have been purchased
- Collecting production fee and the cost of the scripts from the cast
- Booking the video company and contacting the theatre with details
- Arranging for pre-production photographs
- Liasing with members of the production team as required
- Checking that schedules and deadlines are being met
- Organising and attending production meetings
- Overseeing the budget expenditure and liaising with the treasurer
- Checking cast are planning to thank crew on the last night in an appropriate manner
Appendix 1
A production team should comprise:
- Production Manager
- Stage Manager (SM)
- Deputy Stage Manager (DSM)
- Set Designer
- Master Carpenter (set construction and painting)
- Lighting Designer
- Sound Designer
- Assistant Stage Manager (ASM) Properties
- Costume Supervisor
- Publicity and Programme Designer
NB: CAC has a publicity sub-committee which has overall control of publicity for a production.
All decisions regarding publicity are taken by the sub-committee under the main Committee.
The Committee will appoint a programme designer.
Appendix 2
A budget is normally broken down under the following headings.
- Set
- Costume
- Make Up
- Lighting
- Sound
- Props
- Transport
- Publicity
- Rehearsal rooms
- Royalties