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If someone else is needed at rehearsal, like a fight choreographer, please contact them wayyyyy in advance. Fight choreographers need to be there to rehearse every fight, and they come back once more during tech week to oversee a fight call. For more on fight choreographers, see this document.
Auditions:
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Assist director with running auditions. (the producer will also help with this)
Useful tips:
- Take pictures of auditioners; it's easier for the director to remember faces
- Write the person's name on a chalkboard, and take their picture with their name visible.
- Have people (ASMs, etc.) inside and outside the audition room communicating about which auditioners have arrived and whether they are ready to audition.
- Get the casting done as quickly as possible. If possible, schedule the last day of auditions to end early to give you time to call people. (this should be the last day before callbacks and the day of callbacks if possible)Help with casting. Keep a list of people, parts, and how they match up.
- If possible, make a characters list before-hand and have an idea of how large each part is (search the play name on wolfram alpha- it's super useful!) and which parts can be combined if needed. List which characters are in which scenes. This is also a good time to decide which characters are important for the rehearsals of each scene, which will help with scheduling.
- Note: the director will often do this, because they know the show better than you. Check with them.
- Encourage the director to take scheduling into account during auditions. Try to prevent giving main roles to people who don't have the time for them.
- Take pictures of auditioners; it's easier for the director to remember faces
Read-through
- Note: the director will often do this, because they know the show better than you. Check with them.
- Encourage the director to take scheduling into account during auditions. Try to prevent giving main roles to people who don't have the time for them.
Casting:
The Director will cast the show. Work with the Producer to ensure that the director follows the Ensemble's casting policy and call people to offer roles. Generally, it's good to call larger roles (ie, confirm Hamlet before you call anyone else) before smaller roles, but talk to the Director about back-up plans in case people reject roles. If the Producer is auditioning, talk to the Officers about appointing a non-auditioning Member to be part of the Casting Team to help with these things.
What to say when calling people:
Offer role(s)
If they don't answer:
- Leave a message or text them asking them to call you back. Avoid giving roles over voicemail/text. As of the time of this writing, the policy is to give 24 hours to reach contact.
If they accept, give the spiel:
- When tech week/show dates are
- Whatever the actor requirements are, ex:
- 6 build hours
- Put in/strike
- When/where read through is
- Ask them not to share their role with anyone or on social media until the cast list is out
If they want more time:
- Offer more time in accordance with the calling policy. As of the time of this writing, the policy is: "An actor will be allowed two (2) hours after being told their role to choose whether or not to accept it, excluding the times at which they specified they shouldn’t be called about casting. More time can be given at the discretion of the caller."
If they decline:
- Talk with the Director about how to proceed, or call the backup. Calling strategically will help with this.
Read-Through
Printing scripts for read through
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- Conflict policy: You must notify the SM of your conflicts before they make the schedule.
- Tech week conflicts are not a thing. You should be at all tech week rehearsals. You should be skipping classes. You should be getting out of tests. If this is an issue, you should make it clear now
- Lateness policy: Tell people what your lateness policy is, and then stick to it.
- The ensemble runs on real time. Call at 8pm means that you're there and ready to go at 8pm, not that you're walking in the door at 8:05
- Notify the SM of the day if you're running late
- give everyone the web address for Callboard.
- give everyone the e-mail address for the SM list (emphasize that this should be the address they e-mail, not the SM's personal e-mail
- the 15 hour per week policy: Make sure to tell the SM if you've been scheduled for more than this limit
Things you should do at Read-Through
Rehearsal period:
Help run rehearsals.
Take down blocking in SM script copy. Always take down in pencil as everything has a tendency to change.
Keep track of props/set/costumes- note any new changes or director notes
Be on-book for actors. (when they say "line" give them their line)
After rehearsal, put things away as necessary. The SM is responsible for securing all rehearsal items and the rehearsal room.
Write a rehearsal report. An example is attached. This helps the prod staff keep updated on new items they need or constraints on items they know about.
Check in with ASMs often, especially if they are running rehearsals on their own, and/or are new to SMing.
Attend Production meetings
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