my job description

Auditions/Casting:

Create and print audition forms and make sure pens are available for people to fill them out.
Create and print information about the play (schedule, performances, "don't pick your kid up late," etc.) and typical volunteer jobs.
Provide digital camera to take pictures of the cast. I'll recruit a board member or my daughter to take the pictures.
Compile information from audition forms with digital photos into a casting list. The director can use this to cast the play and the producer can use it to become familiar with the actors.
Compile audition form info into contact list for producer. (Actually, what I usually do these days is scan the contact forms into my laptop computer and give the producer the actual form -- less chance for phone number transcription errors, etc.)
Post the cast list on the web site.

Scripts/studio fees:

Order scripts: The script we're using is by Camilla Howes Wolak from www.newplaysforchildren.com. I have ordered 20 and will order more if necessary after we determine how many actors will actually be in the play.
Collect studio fees and audition forms. Scan parent contact forms and give originals to producer and organize/file the others.
Distribute scripts to all actors who have paid their fee.
Obtain royalties if necessary. Newplaysforchildren didn't have any information about royalties so I'm not sure if or how they deal with them. Possibly a royalty form will come packed with the scripts.

Parent meeting:

Communications:

Create a yahoogroup for the play (created yag-wizard@yahoogroups.com) and invite all email addresses collected at auditions.
Try to keep website updated. Partially dependent upon communication from director, producer and others.
Create paper information handouts as needed: auditions, parent meeting, tech week info and whatever else is needed

Publicity:

Create and print friend-to-friend postcards.
Send letter to actors' schools notifying them of the performances and that their students are in them.
Prepare poster distribution list, pick up posters and bring them to rehearsal venue for distribution by producer or parent volunteer.

t-shirts:

Compile a t-shirt order (actors' sizes from audition forms, other people's in my files or I just ask, etc.)
Pick up and pay for t-shirts if no one else can.
Distribute t-shirts to actors.

Program:

Distribute forms for actor messages and paid program advertisements to actors and deal with submitted video forms and associated payments.
Double-check info for program: cast, staff, special thanks, director's notes, program notes, etc.
Format program and arrange to have it printed. (Board member has access to free copier.)

Ticket Sale:

Tech week stuff:

Video orders: create form, distribute it, collect payments, deal with videographer, compile order for videographer, mail completed videos to actors (usually a month or two after the performances).
"Harass" kids about cast party donations and keep track of those.
Be available at rehearsals to handle money and forms, etc.
Print and post signs when needed: (i.e., "don't forget your cast party money," "YAG is at Scarlett today," "video order forms here," "No food in the auditorium," "bathrooms aaaalllll the way down and around there," etc., etc., ad nauseam )