Resources > Productions > Lunchtimes

Lunchtimes
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.
• Hand in deposit cheque for £35 the Business Manager, payable to EUSA Theatre Company.
• Collect FOH and Theatre Manager forms and give to crew.
• Cast show.
• Rehearse show.
• Make sure all your cast are members.
• Turn up to all Monday meetings to report on how the show is doing.
• Sign up for staffing.
• Return all forms.
• Make sure posters contain all details, especially times and logos to a good size.  Check them with Marketing Manager before they are copied.
• Stamp posters at Potterow for advertising in the university.
• Put up posters around Uni etc., and give some to the FOH Manager to go up in Bedlam
• Enjoy the show… do the get-out… COME TO MAINTENANCE…
• Report back to company and attend the creative company meeting with Productions Manager

Production Guidelines – Lunchtimes

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.  Bedlam will pay for rights for Lunchtimes up to £80.

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
Lunchtimes receive up to £80 from Bedlam to cover their rights and £45 for everything else.

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.

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 them before the auditions) and a show blurb (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 £2 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.

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 you must find a suitable representative with a good concept of how the play is progressing.

Deposit
You will have to give the Business Manager a cheque for £45 as a deposit.   Make cheques payable to EUSA Theatre Company and put your name and show name on the back.  Hand this in at least two weeks before the show.   We strongly suggest that you get a cheque for a quarter of the deposit each from the director, stage manager and tech manager, and hold on to it.   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 and attend theatre maintenance.
• Failure to staff.  Shows staff one another. 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 10 days before the show starts. They are available online at www.eutc.org.uk under Resources/Forms:

• Theatre Manager’s Questionnaire and Set Plan – to be completed by the Stage Manager and Tech Manager
• 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.

Second Performances

If you wish to have a second performance you must come to the committee to propose it. If all of the following criteria are met you will be granted a second performance:

1. The performance must take place on the Thursday evening following the Wednesday performance. If the Thursday evening is unavailable (due to a clash with any other EUTC event) a second performance is not possible. A mainterm in the following week can request that the second performance does not go ahead.
2. The team should have raised, or have a clear plan to raise, the money to pay the rights for the second performance.
3. A committee member should be approached and have agreed to committee rep the second performance.
4. The committee should be confident that the show shall sell at least ninety tickets between the two performances. If the committee is split, then a vote shall be taken.
5. The competence of the team must have be displayed to the satisfaction of the committee throughout the production process.
6. The second performance must be requested by the date set out by the committee.

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’t flyer in university buildings, but you can flyer outside them.

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

• Time, venue (Bedlam), date, year, price £3.50 members/£4 full
• Show name
• 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.

The Edinburgh Copyshop, on 52 St. Mary’s St, is a good place to go, especially for A0 posters.

• 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.

The Marketing Manager will ask to see your posters before they’re copied 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.
You can photocopy your posters then distribute them everywhere.  40 is a good number to print.  A3 is a good size, and the university won’t allow anything larger, though experiment as you want.  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 lunchtime the week before yours, even if it’s not quite the finished article.

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
These 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.

Get-Out
This should happen immediately after the 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. All members of the cast and crew must attend theatre maintenance on the following Sunday from 12pm. If not, money may come out of your deposit cheque.
You are encouraged to go to Doctors afterwards to take advantage of the special offers for Bedlam members.

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

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, the latest being the Monday before the performance.  If you need any weird costumes or props try asking in a Monday company meeting.  People have some strange things.

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 producer (though you may need some form of ID to get them). Return them. 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 and the fire exits are locked.  Use the Teviot key or DM keys if you need to, just make sure you return it.
• 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 labeled Big Berta will turn on the auditorium lights. Rigged lights are to be used only for dress/tech runs. And also shows.
• Smoking – Smoking is prohibited throughout the theatre.
• Tidiness – put your rubbish in the bin!  If you leave the place in mess the 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.eutc.org.uk for copies of these guidelines, the constitution, minutes, rig plans.  To contact the Webmaster email info@bedlamtheatre.co.uk

Staffing
You must staff another lunchtime and you may be required to staff one performance of a mainterm and/or an Improverts show.  The Front of House Manager will organise which show you are staffing.  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 an hour and a quarter before the show starts – i.e. 1.15pm for a lunchtime.

If you have a second performance you must find your own staff.  This can usually be done by staffing another show that has a second performance or, failing that, bribing people.

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 mainterm or extraordinary
Usually this works well, however to minimise any clashes of set/lighting etc. try to do the following:

• Plan ahead – If you are certain your show cannot work with a particular mainterm set then try to avoid that week at the proposal stage.  Bear in mind that having a mainterm set and rig to play with can be great fun – and less hassle.
• Get a copy of the Mainterm set and rig ASAP – Don’t turn around with a week to go and complain; by then it will be too late.  Talk to the Set Manager to arrange a meeting – that way a compromise can be reached with a mediator.
• Be willing to give and take – a meeting chaired by the Productions Manager or Set 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 mainterm 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 Manage 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.

Programmes
Try not to leave these till the last minute so you have time to proof read them.  Don’t forget to thank people who helped with the show, especially other Bedlam shows and the Committee. 70 is a good number to print, + extras for cast/crew souvenirs.

Buying stuff
Lunchtimes shouldn’t need to spend much money, but if you do need to buy things you MUST get a VAT receipt or you won’t get your money back.  Try and keep show receipts together and give them in all at once to the Business Manager.

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 quicker.  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.  

Planning is vital; time for your get-in and get-out should be timetabled, but you will have to do extra work around this.  You can use anything in our stores, including paint and gaffer tape, but check with the Set Manager first before you paint someone else’s important flat green.  Getting your SM to consult the Theatre 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. Remember, your stage manager must be backstage during the show. This is so they can marshal cast in case of fire.

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 teach and help people.  Contact details (phone numbers and email addresses etc.) for all the Committee are in the 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 and keep calm!
•    You are in charge; don’t be afraid to ask people to do things.

GOOD LUCK!