Resources > Productions > Mainterms

Mainterms
Updated on 28th September 2009
 
CHECKLIST
This is a rough chronological order:

• Pick show.
• Check royalties.
• Fill out proposal form in full.  Make sure all your team are members.
• Propose show at General meeting.
• Start work on sponsorship and rights.
• Collect FOH and Theatre Manager forms and give to crew.
• Cast show.
• Rehearse show.
• Turn up to all Monday meetings to report on how the show is doing.
• Hand in deposit cheque for 10% of EUTC budget to the Business Manager.
• Make sure all your cast are members.
• Sign up for staffing.
• Return all forms.
• Make sure posters contain all details and relevant logos.  Check them with Marketing Manager before they are printed.
• Put up posters around Uni etc., and give some to the FOH Manager to put up in Bedlam
• Design programmes and proof them.  Include any adverts you’ve organised.  Check them with the Marketing Manager and sponsoring businesses.
• Enjoy the show… then get-out… then pub (or sponsoring venue)…
• Attend theatre maintenance on the following Sunday at 12pm.
• Report back to company and attend creative company meeting with Productions Manager

Production Guidelines – Mainterms

Stick to these guidelines.  If you don’t, you may lose money from your deposit cheque.  And it could make you look silly.

Notes for items in checklist

Royalties

Published versions of the play should include details of who to contact.  Get rights ASAP.  It sometimes takes a while for them to come through.  You will need to inform them of the length of your run.  Some playwrights will not allow any changes to the script, others may allow a certain amount; check this to avoid hassle later.

To avoid paying too much stress that: it is an amateur production, by a non-profit making theatre company, in a student theatre with a capacity under 100

Check that the playwright is VAT registered as we can claim VAT back.

Proposing the show

To propose a show you will need a director, a producer, a stage manager and a tech manager. All of your team must be members of the EUTC before you hand in the form or it will be marked as late.

Production proposal forms can be found on the bedlam website and close to a General Meeting they can also be found on the office notice board. The deadline to hand in proposal forms is one week before the GM.

 At the GM the team will get up on stage and tell the company about the show. You should meet before the general meeting to discuss what you are going to say.

 Any member of the committee wishing to be on a proposal form or involved in a show should have asked the rest of the committee before the form is handed in.

The proposal should last no longer than three minutes for the whole team, however this will be followed by a period of questions asked by the company.

Budget and Sponsorship

For a mainterm you will usually require a larger budget than a lunchtime.  It is your job to manage this budget effectively.  You will draw up a budget before a General Meeting and then propose the budget for the show to the company.  Be prepared to justify your expenses.

The budget comprises an amount from the EUTC, not usually more than £750.  Any more money is raised through sponsorship and fundraisers, e.g. by the sale of publicity on posters and in the programmes.  For help with sponsorship, talk to the Productions Manager or Business Manager.  Your budget should cover all show costs, lighting hire, costumes, plus 10% contingency (for emergencies).  You must stick to the budget, any problems with budgeting should be discussed with the Business Manager, who should be able to help.

If you need to change your budget or adjust the amount allocated to each section, then you must come to a committee to get their approval and then put it to a vote at a company meeting.

Membership

All members of your team, including actors, must be members or they will not be covered by our insurance and we will be in breach of the theatre licence.  They must also be members to be on a show proposal form.  Membership is only £5 and can be bought through the Secretary. If the full team are not members, the show will not be given rehearsal space in the building.

Sponsorship

Mainterms often get part of their budget through sponsorship.  This can involve the acceptance of money or goods (such as cheaper posters) in return for:  logos on flyers, posters, t-shirts etc., advert in programme (specify size), cast/crew after-show party (with assorted friends and audience members) at venue

People have different ideas about the best way to get sponsorship, but here are a few points which might help you…

• Draw up a sponsorship proposal – make sure you have decided what it is you are able to offer them and how much you would ask for various services, but be prepared to negotiate on the day (less money is better than no money).  The proposal could contain general information about Bedlam, about the experience of the team, about the play itself, the audience you expect to have (who they are, numbers you can expect etc.), about the publicity you plan to produce etc.
• Consider whom to approach – local businesses are more likely to be interested in targeting the Bedlam audience.  Bigger companies will have more money to spend, but it may be harder to talk to the relevant person.  National companies, or local franchises with central head offices, can have lots of money, but can take more time to get a decision because everything has to go through their distant head office management.  If you want to try these then approach them early.
• Get an advertising/sponsorship contract – these are available from the Business Manager.
• Meet the manager face to face – one on one meetings and personal contact are good because managers can get to know you, see you are competent and not a fraud.  This can be more effective than impersonal emails or speaking to casual staff.
• Plan ahead – you will need logos etc. At least 2 weeks before the show so they can be put on your posters or on t-shirts/hoodies.
• Ring around – it is a good idea to book appointments with managers etc.
• Look professional – have a typed sheet to leave with them, containing all the proposal information and contact details.  Make sure you look and sound presentable.
• Be prepared – make sure you know all the show details and have a reasonable knowledge of the business you are approaching.
• Have a good sell – don’t waffle or be too curt, have a decent sales pitch, about 10 lines should do it, emphasising what they will receive.
• Be reasonable – don’t expect a small café to give you £500 in return for a tiny black and white advert.

Don’t forget to include on VAT on sponsorship, i.e. “£100 + VAT for full page programme advert”, (to a total of £117.50) because companies can claim VAT back on advertising.  It is a good idea to check the final proof of the advert with the business before printing.

If you want to see previous examples of sponsorship proposals then talk to the Productions Manager or other producers, who should also be able to offer some advice, suggest companies or help with any problems.  The Business Manager is also an invaluable source of advice for all things financial, and check with them regarding VAT if you’re not sure.

You may also wish to hold a fundraiser. Talk to local bars about organising something.

Auditions and Casting

You will be informed of auditions times by the Productions Manager.  Turn up fifteen minutes beforehand to find out what room you are in and to sort everything out.  You need to bring your own audition pieces (remember to photocopy plenty of them before the auditions) and a show blurb (description plot, performance date, characters etc.) to pin up on the wall.

Usually there will be two days of auditions and then another day for recalls.  All actors recalled fill out a preference form to make deciding who goes in which play easier.  A casting meeting between all shows that term will happen an hour or so after the recalls.  Have your cast list ready with second and third choices just in case.  Shows sometimes share actors if the actor agrees.  This meeting will be chaired by the Productions Manager.    


Scripts

You can get actors to buy their own copy.  If you are going to photocopy them, it is a good idea to do it yourself and collect money from each cast member to pay for it.  Scripts are not included on the show budget for copyright reasons.


Rehearsals

You will have rehearsals in the Bedlam and in Pleasance.  Inform the secretary at least 24hrs in advance if you intend to miss a rehearsal otherwise Pleasance may withhold rooms from us until the next booking session, losing the theatre valuable rehearsal space. Contact details for the secretary and other producers are all up in the office.  Rehearsals schedules will go up the week before.  If certain days/times are absolutely impossible try and swap with other shows.  If it all goes wrong, phone the secretary who will do his/her best to help. Rehearsals will not be allowed to take place in the building until both the show’s director and producer have been trained to lock up the building.

Meetings

You MUST ATTEND the Monday company meetings at 6.30pm every week until your show goes up and the meeting after your last performance.  This is so we can talk to you, find out if everything is OK, and help you sort out any problems you might have.  It is also a good place to ask for random props etc.  If you really can’t make it then find a suitable representative.  It is a good idea to come along to committee meetings, Thursdays 6.30pm, to keep up with what’s going on in the building.

Deposit

You will have to give the Business Manager a deposit cheque for 10% of your show budget from EUTC. You should get a quarter of the amount from the director, stage manager and tech manager and hold on to them.   That way, appropriate cheques can be cashed if there is a problem.  The cheque may be cashed for:

• Missing rehearsal space with less than 24hr notice.  Inform the secretary if this is going to happen.
• Rehearsal space left in a mess.  Clean up after yourselves and make sure everything is safe for people using the space afterwards.
• Incomplete get-in or get-out.  Put everything away and tidy up after your performance. Cast and crew must also attend theatre maintenance on the following Sunday from 12pm.
• Failure to staff.  Shows staff each other, usually £5 is taken per person who failed to turn up, turned up late, or failed to do their job properly.
• Missing training: The FoH Manager may ask producers and directors to attend DM training. If so, this is mandatory
• Breaking things. Broken things may be replaced with money from the deposit.

Pieces of paper

Hand in the following at least a week before the show starts:

• Theatre Manager’s Questionnaire and Set Plan – to be completed by the Stage Manager and Techie
• Front of House Questionnaire – to be completed by the Producer.  You are allowed up to 5 complementary tickets, usually for yourself and the director, and for other people who have made a significant contribution to the show.

Press and Publicity

You need to make posters and programmes.  Flyers can be very effective – you can leave them in bars, cafes and other venues, or get people to hand them out for you.

You can make these look however you want but don’t forget:

• Show name, time, venue (Bedlam), date, year, price £4 members/£4.50 concessions/£5 full.
• Bedlam logo – it must be clear that Bedlam is the venue, and the easiest way to do this is to use the existing Bedlam Theatre logo.
• Spell check
• EUSA stamp – this can be found on the desktop of the office computer. This must be included if your posters are to be displayed in university buildings
• We recommend you include the words Edinburgh University Theatre Company on your poster.
• Obey copyright law.  If in doubt, speak to the Marketing Manager.
• Any stipulations by the rights issuer supersede these recommendations.   Check what they specify in the rights licence.

A3 is a good size for posters, and the university won’t allow anything larger, though experiment as you want since non-standard sizes can look more striking.  Get the cast and crew to help you distribute them.  Don’t put your posters over other Bedlam posters (unless that show has finished).  Give some posters to the Front of House Manager to put up in Bedlam.  It’s a good idea to have some posters or flyers up in the building for the lunchtimes/mainterms a couple of weeks before your show goes up, even if it’s not quite the finished article. Printing takes time, about a week, so make sure you get publicity out ASAP.

The Copyshop, on 52 St. Marys St, is a good place to go, especially for A0 posters.

Flyering is a good way to sell the show.    You can’t flyer in university buildings, but you can flyer outside them.  Outside the library at lunchtime can be effective.

If you don’t feel at all artistic, or are a bit stuck with ideas or technical know-how, then there are plenty of people who can help with posters.  The Marketing Manager will be able to help or suggest people to ask.

The Marketing Manager will ask to see your posters before they’re printed to check that all Bedlam publicity is of a high standard.  Logos are available on the Bedlam website, from the Productions Manager or from the Marketing Manager.

• Getting the press in for interviews, previews or reviews will help sell the show.
• Get information out early and keep reminding press about the show.
• Speak to the Marketing Manager about Student/Hype listings and articles and for contacting national/local newspapers
  
  Get a good blurb, pick an exciting angle to sell the show
• Don’t forget to include all relevant information: time, price, dates etc.
• Get information on the website (www.bedlamtheatre.co.uk) by emailing the Webmaster at info@bedlamtheatre.co.uk.  Some shows build their own website for extra advertising.

Get-Out

This should happen immediately after the last performance.  Make sure all your cast and crew stay around to help and it will all be over much more quickly.  Even if they have no idea about tech or set the cast can still make themselves useful carrying stuff and tidying up.  If you have arranged a sponsorship deal with a venue for an after-show party, make sure everyone goes along. If insufficient members of the cast and crew attend, or the theatre or backstage area are left in an unacceptable condition then money may be taken from the deposit cheque.  

Debriefing

You must attend the Monday company meeting after the performance of the show to report to the company. Cast and crew are encouraged to attend the creative company meeting with the Productions Manager at 7 in Doctors.  This is your chance to talk about what worked or didn’t and for you and Committee members to raise and discuss any problems.

Other Important Notes

Costume

You can use any costumes from the Bedlam stores.  However all costumes must be washed/dry cleaned before returning them.  Keep the costume area tidy and don’t take anything without asking the Costume Manager.  The costume cupboard is kept locked, so you will need to arrange a time with the Costume Manager. Have a list of what you need ready and preferably a cast to try things on.  Ask for stuff as early as possible; don’t leave it till the morning of the show.

If you need any weird costumes or props try asking in a Monday company meeting.  People have some strange things.  If you need any costumes made, the Costume Manager will be able to help or suggest people who can.  Material will probably have to come out of your budget.

Book Keeping

Since mainterms spend more money than lunchtimes, it is essential to keep a track of expenditure by marking incomings and outgoings.

• Keep a careful note of your budget.
• Make sure each member of the crew knows how much they can spend.
• Make sure all receipts come to you and that they are a VAT receipt or you won’t get your money back.  Switch receipts don’t count.   Try and keep show receipts together and give them in all at once to the Business Manager.  Anything you buy on budget is the company’s property.
• Remind all crew that they are not to spend ANY MONEY without your say-so and that they MUST give you a receipt/note.
• Keep track of the rights.
• Pay attention to when VAT is or is not included on invoices
• Give sponsorship and fundraiser money straight to the Business Manager.

If you have any problems, then please talk to the Business Manager.

Being in the building

• Access – If no-one is in the building then there is a set of keys at the front desk at Teviot which can be collected by the director or the producer (though you may need some form of ID to get them).  Return them ASAP. If you have a problem getting in, phone a Committee member.  Don’t leave the building until you’ve let in at least one person from the next show due to rehearse.  If you are the last person out make sure the door is double locked.  Use the Teviot key if you need to, just make sure you return it.  The Producer is entitled to a set of keys in the run up to production week and the show.  In order to procure a set speak to the Theatre Manager, who will demand a £15 deposit.  Give them to the SM/director/techie at your discretion; just make sure you get them back and them in to the Theatre Manager after the run.  If you are unsure about any of this, speak to the Theatre Manager.

• Lights – the switches are in the box to your right as you enter from the side door.  The workers should provide sufficient light for rehearsing. The switch labelled Big Berta will turn on the auditorium lights. Rigged lights are to be used only for dress/tech runs. And also shows.

• Smoking – is NOT permitted anywhere in the building, by law.

• Tidiness – put your rubbish in the bin!  If you leave the place in mess the Theatre Manager will get hopping mad and FOH Manager can get a cleaner in and put it on your budget…

Health and Safety

Anyone in a position of responsibility, including producers, may be prosecuted if things go badly on the health and safety front.

• Record any accidents in the accident book.  This is behind the Box Office desk.
• Don’t let people on the balconies or in the tech box unless necessary.
• There is a First Aid kit behind the Box Office

Administration

• Photocopying – Keep receipts from any photocopying you do.   
• Letters – We have letterheads in the office.  Please use headed notepaper for all external correspondence, contracts etc.  All incoming mail gets pinned to the notice board.
• Website – www.bedlamtheatre.co.uk for copies of these guidelines, the constitution, minutes, rig plans.  To contact the Webmaster email: info@bedlamtheatre.co.uk.  

Organisation

Arrange and chair regular production meetings with your team.  Check that everything is running smoothly in their different areas, try to sort out any problems that might have arisen and decide deadlines for the various jobs that need doing.  Make sure everyone is up to date on the financial situation.  Discuss the budget and fundraising/sponsorship.  This is a good time for them to ask to spend money or give you receipts.

Show Blurbs

These should be given to the Marketing Manager in time for inclusion in the term programme.  If nothing new is received, then he/she will use the blurb from your show proposal form.  Company emails are sent out each Sunday.  If you want anything for your show included on them then please pass it on to the Secretary by the Saturday.

Contingency and Troubleshooting

You are in charge of the show and you should be aware of everything that happens with it.  Have back up plans in case you can’t raise enough money, ask crew to draw up a second set of plans in the event of having no sponsorship.

Make sure that if anything goes wrong you are the first person to be called.  If this problem is to do with the building, damage etc. then phone the Theatre Manager, if it’s a budget issue phone the Business Manager, if it’s a show issue or you aren’t sure phone the Productions Manager.  Keep the committee informed – we can help!

Programmes

Try not to leave these till the last minute so you have time to proof read them.  The Marketing Manager may also want to see them before they are printed.  Don’t forget to thank people who helped with the show, especially other Bedlam shows and the Committee.  300 is probably a good number to print for a five-night run (the show is unlikely to sell out every night and not everyone will take a programme).
 
Staffing

The Front of House Manager will organise which show(s) you are staffing.  You will probably staff another mainterm and an Improverts show.  You need five people to fill the different roles: box office, café, indoor hall, outdoor hall and duty manager.  Get them to sign up on the sheets in the office and make sure they include their full name and a contact number.  

All producers should learn to duty manage.  The FOH Manager will train you – this doesn’t take very long and can be arranged before or after a company or committee meeting or on Sundays.  People can be trained for the other jobs on the day or beforehand.  Staff must turn up at 6.15 to staff a mainterm, 9.15 for Improverts.

It is the producer’s job to ensure a full complement of staff. If insufficient members of cast and crew staff their allotted shows then money may be taken from the deposit.

Sharing a week with a lunchtime or extraordinary
Usually this works well; however, to minimise any clashes of set/lighting etc. do the following:

• Plan ahead – Make sure that the lunchtime has contact numbers for your crew.  Try and organise a meeting so you can all decided how they will work with your set and lights etc.
• Get a copy of the mainterm set and rig to the lunchtime ASAP – This will give them time to plan and get organised.  Let extraordinaries know what is happening.
• Be willing to give and take – a meeting chaired by the Productions Manager or Theatre Manager should be arranged to discuss problems.
• Ticket deal – a deal can be arranged between the lunchtime and the mainterm to allow 50p off tickets for one show if you have seen the other.  If you are interested you should talk to the lunchtime producer, Business Manager and FOH Manager.

Fire, firearms and smoking

Theatres are second only to cardboard box factories in flammability.  If you intend to have any of these in the performance you MUST follow these regulations:

• Naked flames/candles/pyrotechnics – can only be used with permission from the Theatre Manager, who will liaise with the fire department.
• Lasers – these need permission from the council which can take up to two months to come through.
• Smoking – is NOT permitted anywhere in the building, by law.
• Firearms – these need permission from the police.  This can take some time so ask early.  Speak to the Set Manager and Theatre Manager.
• Theatrical weapons -  do not need permission from the police, but have nasty regulations surrounding transportation etc.  Check with the Set Manager and Theatre Manager if you are unsure.   The Bedlam has a Smith & Wesson cowboy style pistol and for general ease can be used instead of traipsing round Edinburgh looking for one.  Speak to the Set Manager and Theatre Manager if you want to use and be aware that they may ask to put a box of blanks on your budget.
• Weapons, real or theatrical, must only be used on the stage.

Lifting, building and carrying

Only people who have been shown how to do tasks should attempt them.  This is especially true of anything potentially dangerous, e.g. rigging, building flats etc.  If you’re unsure of anything, speak to the Theatre or Technical Manager.

Planning Ahead

Allow time during the day to deal with unexpected problems.  Try and make sure all the cast and crew know who you are and what is expected of them.  Don’t let them boss you around.  Especially directors.

Tech

Before production week (the week before the show goes up) a rig plan should have been produced.  Rigging usually takes place in production week once the rig has been cleared from the last show.  Tech rehearsals are very important.  They can take up a lot of time if everyone fidgets or treats them like a normal rehearsal.  Try and keep the cast quiet and you will be finished more quickly.  The Tech Manager is in charge of this rehearsal.

Stage Management

Set construction usually takes place the weekend before your show.  Allow enough time for this and remember people don’t work well at 4am (though they will if you make them and a kindly Producer or SM will keep them supplied with chocolate).  Extra time can be booked just like rehearsal time, although there are usually times, particularly during the day when the theatre is empty.  Remember: your SM needs to be backstage during the show – this is because they have to marshal cast in the case of an emergency.

Set and Construction

Planning is vital, time for your get-in and get-out should be timetabled, but you will have to do extra work around this.  Mainterms are usually expected to buy all paint, wood and other sundries, e.g. gaffer tape, that they use during the show.  The Set Manager is usually flexible however and there should be room for some give and take in the budgets.  Getting your SM to consult the Set Manager is a very good idea, because they are a great source of advice and also will have the last word on what you can and can’t use, what is safe and what isn’t, etc.

Construction Regulations

• All wood must be painted on all sides facing the audience.
• Don’t use cardboard, paper or polystyrene in set construction.
• Flame Check all drapes/swathes of material.
• Do not build/paint anything in the Café of Front of House unless you get permission from the FOH Manager AND the Theatre Manager.
• Café furniture cannot be used on stage.

IF YOU AREN’T SURE, ASK THE SET MANAGER.

Archives

The Archivist will want to take some photos before your performance, so allow time for that.  Make sure he/she has a copy of the programme and any posters or flyers to put in the archives.  If you have any pictures or items to be archived, feel free to hand them in.


Help

If it all gets too much or you have any questions don’t hesitate to ask.  The committee is there to help people and their contact details are all up in office, or you can see them at a company or committee meeting.  If you’re not sure who is the right person to talk to, the Productions Manager should be able to point you in the right direction.  You can bring up any questions or problems at the Monday company meetings or the committee meetings, which take place in Bedlam on Thursdays at 6.30.

Remember

• Plan in advance
• Communicate
• Keep calm
• You are in charge, don’t be afraid to ask people to do things.

GOOD LUCK!