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SM Sample Schedule for Day-Of:
When Things Aren't Going Right:
When shit hits the fan (or the fan has never been working properly) and you're not finding any way to pull it together, first, take a deep breath and remember that this is really hard, but you're doing a great job. Find those who can support you, both in terms of what needs to get done and mental-health wise. There are some times, though, when things are not going well and it is time to pull the plug on the Tour show. This decision is hard and it sucks, but we needed to make it in Spring 2020 and it was the right one. Below are some scenarios for when it may be appropriate to consider canceling Tours, and guidelines on how to move forward:
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Here is the schedule crafted by the amazing Kacie (the SM) for the 2019 tour performance date: TOUR DAY OF SM Notes and Schedule.docx
The main points to stress are that it's really important to do a run of the show, even if it's just a quick walk through, such that the actors and understudies can run the show together in the new space. Blocking will inevitably change, light cues may not exist that once did, just really roll with it and be flexible without losing the schedule. It's a crazy day, but if you have a plan you'll get through it.
When Things Aren't Going Right:
When shit hits the fan (or the fan has never been working properly) and you're not finding any way to pull it together, first, take a deep breath and remember that this is really hard, but you're doing a great job. Find those who can support you, both in terms of what needs to get done and mental-health wise. There are some times, though, when things are not going well and it is time to pull the plug on the Tour show. This decision is hard and it sucks, but we needed to make it in Spring 2020 and it was the right one. Below are some scenarios for when it may be appropriate to consider canceling Tours, and guidelines on how to move forward:
The Tour Cast is Not Filled:
All actors for the on-campus show will be given 1 week from read through to indicate whether they will or will not be acting in tours. After this week has passed, the Tour Coordinator will work with the dirstaff to cast tour understudies from the pool of actors who auditioned for as understudy roles. If this pool is not of sufficient size or interest, members of the Ensemble will be surveyed, as can members of the general MIT community need be through dorm spam. If, after all of these efforts or the allotment of 3 weeks, the Tour cast is not set, a meeting should be held between the dirstaff and tourstaff to discuss the casting issue and vote on a resolution. A 3/4 majority vote of dirstaff and tourstaff is required to cancel tours.
The Tour Crew is Not Filled:
All actors production roles for the on-campus show will be given 1 week .5 weeks from read through to indicate whether or not they will take their department on tours. If, after the allotted time, any of the lights, sets, SM, Director, or TD departments are entirely unable to go on tours, a meeting between dirstaff and tourstaff will not be acting in tours. After this week has passed, the Tour Coordinator will work with the dirstaff to cast tour understudies from the pool of actors who auditioned for as understudy roles. If this pool is not of sufficient size or interest, members of the Ensemble will be surveyed, as can members of the general MIT community need be through dorm spam. If, after all of these efforts or the allotment of 3 weeks, the Tour cast is not set, be held to discuss whether or not these departments are vital for tours to occur. A 3/4 majority vote of dirstaff and tourstaff is required to determine the specific department’s necessity. If the department is determined not to be vital, the Tour Coordinator is under no obligation to fill the department. If a missing department is deemed vital, then the Tour Coordinator has until 3 weeks after read through to find a replacement, at which time a meeting should be held between the dirstaff and tourstaff to discuss the casting issue and vote on a resolution. A 3/4 majority vote of dirstaff and tourstaff is required to cancel tours.
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No Performance Location:
All production roles for the on-campus show will be given 1.5 weeks from read through to indicate whether or not they will take their department on tours Ideally, the alumni you are working with will be able to find a reasonable location for you, and they will do this in a reasonable time frame. If, 3 weeks after the allotted time, any of the lights, sets, SM, Director, or TD departments are entirely unable to go on tours, a meeting between dirstaff and tourstaff will be held to discuss whether or not these departments are vital for tours to occur. A 3/4 majority vote of dirstaff and tourstaff is required to determine the specific department’s necessity. If the department is determined not to be vital, the Tour Coordinator is under no obligation to fill the department. If a missing department is deemed vital, then the Tour Coordinator has until 3 weeks after read through to find a replacement, at which time a meeting should be held between the dirstaff and tourstaff to discuss the issue read through, the alumni have no leads, the Tour Coordinator, tourstaff, and alumni will speak on the phone to discuss contingency plans such as performing in someone’s backyard, a public park, etc. If, a week after this phone call takes place, there are still no performance space options, a meeting should be held between the alumni, dirstaff, and tourstaff to discuss the issue and vote on a resolution. The alumni may phone in for the beginning of the discussion to state their points and answer any questions, after which time they will leave and the remaining members will continue to discuss and vote on a resolution. A 3/4 majority vote of dirstaff and tourstaff is required to cancel tours.
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Cost:
Ideally, the alumni you are working with will be able to find a reasonable location for you, and they will do this in a reasonable time frame. If, 3 weeks after read through, the alumni have no leads, the Tour Coordinator, tourstaff, and alumni will speak on the phone to discuss contingency plans such as performing in someone’s backyard, a public park, etc. If, a week after this phone call takes place, there are still no performance space options, a meeting should be held between the alumni, dirstaff, and tourstaff to discuss the issue and vote on a resolution. The alumni may phone in for the beginning of the discussion to state their points and answer any questions, after which time they will leave and the remaining members will continue to discuss and vote on a resolution If, at any point in the process, the cost of going on tours is growing to such an extent that it would be financially impossible or irresponsible to go on tours, the Treasurer may call a meeting of the dirstaff and tourstaff to discuss possible alternatives, including but not limited to: grant applications, alumni financial support, scaled-back costs. Upon conclusion of this meeting, if the Treasurer does not see an improved financial situation within 1.5 weeks of initial meeting, they may call a second meeting with the dirstaff and tourstaff at which point discussion and voting on a resolution will take place. A 3/4 majority vote of dirstaff and tourstaff is required to cancel tours.
Cost:
If, at any point in the process, the cost of going on tours is growing to such an extent that it would be financially impossible or irresponsible to go on tours, the Treasurer may call a meeting of the dirstaff and tourstaff to discuss possible alternatives, including but not limited to: grant applications, alumni financial support, scaled-back costs. Upon conclusion of this meeting, if the Treasurer does not see an improved financial situation within 1.5 weeks of initial meeting, they may call a second meeting with the dirstaff and tourstaff at which point discussion and voting on a resolution will take place. A 3/4 majority vote of dirstaff, tourstaff, and Treasurer is required to cancel tours., and Treasurer is required to cancel tours.
In Conclusion:
I just wanna close by saying you can do this. Tours is a lot of work, but I found it really enjoyable. You get to have your hand in every aspect of the process, you essentially are the producer and some of the SM, of the tour show. Remember to just communicate with the other dirstaff and ask for help when you need it.
Useful Documents:
Documentation Spring 2020.xlsx
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