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In my experience, neither year we did this was the director available to go on tours, and honestly that was perfectly fine. For the most part, the difficulty of the Tour performance that a director could help with is in adopting adapting blocking, and actors are good at that on their own. It also minimizes the number of people you need approval from for understudy casting, and lessens the number of rooms to book. All pluses in my view.
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For a more specific breakdown of how departments were tasked for 2019, check out this document: Department Head Roles.docx
Tour Day
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Logistics:
Overview:
Sample Schedules:
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:
The Tours I planned were often 3 days long. One day for travel and initial set up, one day to build the sets/lights/do a run through and then perform that night, and then leaving the next day. This can definitely change depending on what people want, but I don't think doing something in under 3 days is feasible. The main things to balance when scheduling Tours are alumni interaction time (often the main reason the Alumni are willing to host us), time to actual prep and put on the show, and Ensemble bonding time.
A sample schedule used in 2019 for an evening show is here:
Friday, March 29th:
- Sarah, Collin and I go to pick up car at 12:00
- Drive cars to Kresge Lot or Amherst--cars ready at 1
- Meet at Ensemble Office at 1:30 to help move supplies to the cars
- At latest, show up to office at 2/2:15 to prep for leaving
- (ACTUALLY LEAVE BY 3PM)
- Arrive to Leon’s 111 Oak St # 2, Hartford, CT 06106 by 5pm
- All cars but the SUV will be left at Leon’s lot (transfer all things into that car)
- Students driven to homes of alums, where we will be fed and stay the night
Saturday, March 30th:
- Arrive at space by 9am
- Get to work in your designated department
- Lunch provided at some point
- Run or walkthrough of show--up to Kacie (SM)
- Showtime: 7:30pm
- Reception after show
- Strike after reception
- Returned to homes to sleep
Sunday, March 31st:
- Driven by hosts back to Leon’s office
- Leave by 11am
- Arrive back to MIT by 2pm
- NO ONE LEAVES UNTIL EVERYTHING IS PUT BACK AND STRIKED
The above schedule worked well enough, but making the alumni wait for us to strike after the show to take us home definitely strained them.
Below is the proposed schedule for 2020, assuming a matinee performance and more explicit alumni time given the fact we were not staying in there homes:
—DAY 1—
- Leave campus in the morning
- Arrive to CT middle of the day
- Shorter meet and greet with alums (possibly a lunch or just afternoon snack)
- Everyone goes to space to drop off costumes, props, etc.
- Tech crew (lights and sets) does their put in
- Actors spend the time relaxing, either at the hotel or at performance place
- Dinner just as an ensemble, maybe minus those doing lights and sets depending on their timeline (yay bonding!)
—SLEEP, DAY 2=SHOW DAY—
- Finish tech in the morning (if it’s needed, ideally go straight to a run through)
- Dress rehearsal minus costumes, makeup, etc
- Matinee show (3PM? 4PM?)
- Strike?
- Dinner/reception with the alumni
- Sleep again at the hotel
—FINAL DAY 3—
- Possible breakfast with the alums
- Drive back to MIT
It would also be possible to rearrange timing to add in an ensemble bonding event, either on the drive there or back. It could be as simple as stopping somewhere all together to get ice cream or lunch, just something fun for us to do. Although it was never tested, the above schedule satisfied the alumni in terms of interaction with us, and seemed like it'd be less stressful for all involved.
Finally, for a schedule of what actually goes on in the day you make the show happen...
SM Sample Schedule for Day-Of:
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 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. 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 be held to discuss whether or not these departments are vital for tours to occur 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 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. 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 be held to discuss whether or not these departments are vital for tours to occurdetermine 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 and vote on a resolution. 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 cancel tours.
No Performance Location:
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 the alumni, dirstaff, and tourstaff to discuss the issue and vote on a resolution. A 3/4 majority vote of dirstaff and tourstaff is required to cancel tours.
No Performance Location:
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.
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 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. A 3/4 majority vote of dirstaff, tourstaff, and tourstaff Treasurer is required to cancel tours.
Cost:
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. Other than that, roll with things when they get a bit funky and enjoy it, it's a fun time 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.
Useful Documents:
Documentation Spring 2020.xlsx