NYT PARENT TEAMS
At least one parent (or other family member) is required to serve on a team, contributing 30 hours prior to tech week. This is a requirement of participation for all families whose child is cast in the show. Please be sure that you or a family member will be available to fulfill this commitment prior to registering to audition. A parent (or family member) is expected to be available for ALL rehearsals during Tech Week, and ALL shows during the show weekend(s). You will be able to watch one show. This is how we keep our fees low! Families who DO NOT reach their required hours pre-show or show week will be charged up to $600 (up to $300 pre-show and up to $300 tech/show week). We also ask families to help “strike” (move out from) the theater after the last show on the final Sunday. The teams that make the show happen are reliant upon the full commitment of all participating families.
Please note that some pre-show teams do hold over a few members for show week. You will be notified of your pre-show team assignment at the first parent meeting. Each team’s schedule is set by the team leader.
Sets*: Purchasing materials (cost covered by NYT), building, and painting required set pieces. This team generally meets every Saturday during rehearsal times to build and paint. There are times when individual pieces can be made at home, depending on the size. Painters and artistic painters are needed throughout the process. (MUST BE AVAILABLE ON SATURDAYS)
Props & Set-up/Tear Down*: Purchasing (cost covered by NYT), borrowing and making props needed for each scene. Some members of this team will be assigned to backstage props area during show week. Props team members are expected to help the team leader pick up and return items to storage, and store them in their proper location, marked clearly, after the show wraps. Team members will also either help with set-up on Friday 30 minutes before rehearsal starts or tear-down and clean-up on Saturday to reset the facility. Clean-up will consist of sweeping, wiping down tables, gathering lost and found, and taking out the trash.
Costumes*: Creating the production’s costumes in accordance with the vision given by the director, artistic director of NYT, and production manager. The Costume Team Leader will coordinate assignments from purchasing material, cutting, hemming, hot gluing, crafting, ironing, hand-sewing, to sewing complete pieces. Sewing ability NOT required for all on the team, but if you are a seamstress, this is a wonderful way to enhance the production with your creative ability! Each team member is expected to work at least 5 Saturdays. Costumes will also be at rehearsals to fit/alter costumes on Friday nights. This parent team is for females only.
Hair and Makeup & Set-up/Tear Down*: Working with your Makeup Team Leader to create the hair and makeup for the show according to the vision given by the director & production manager. The team will create videos and tutorials on how to do makeup specific to each character. Members of this team will be also be needed at show promo photos. Team members will also either help with set-up on Friday 30 minutes before rehearsal starts or tear-down and clean-up on Saturday to reset the facility. Clean-up will consist of sweeping, wiping down tables, gathering lost and found, and taking out the trash. The hair and makeup team is for females only.
Marketing & Set-up/Tear Down: Marketing of the production, including but not exclusive to hanging show posters/flyers, business cards in local establishments, “Paint Your Wagon” (using stencils to paint show information on cast families’ cars), marketing blitzes, reaching out to businesses for advertising in the playbill, and any other assignments the Marketing Director deems worthy of getting the word out! During show week, only one or two marketing team members are needed to help set-up the marketing table, photo backdrop, manage raffle sales with cast members, and work at the marketing table answering questions about NYT. Team members will also either help with set-up on Friday 30 minutes before rehearsal starts or tear-down and clean-up on Saturday to reset the facility. Clean-up will consist of sweeping, wiping down tables, gathering lost and found, and taking out the trash.
Cast Wrangler (females only – must have Fri/Sat availability): Cast Wranglers are parents who are assigned on a schedule by the Wrangler Team Leader to help oversee cast members during rehearsal times, as well as assisting the Artistic Team with quiet reminders and crowd control, if needed. This team builds a rapport with the cast and therefore they will be also considered for the Green Room Team during show week. This team may be required to help with costume changes, so only females will be considered.
Silent Auction & Set-up/Tear Down: Led by the Silent Auction Team Leader, this team gathers donations for auction baskets and/or single items to be auctioned off at each show. Team members solicit local businesses AND encourage donations by cast member families. They also prepare the baskets and displays for show-week and attend the auction tables during shows. Some or all of these team members may stay on the team for both pre-show and show weeks. Team members will also either help with set-up on Friday 30 minutes before rehearsal starts or tear-down and clean-up on Saturday to reset the facility. Clean-up will consist of sweeping, wiping down tables, gathering lost and found, and taking out the trash.
SHOW WEEK TEAMS
At least one parent is to be available for the entire show weekend as well as tech rehearsals. Parents are able to buy tickets and see one show, but otherwise are expected to be available for their team.
Box Office: Responsible for selling of tickets to walk-in customers and family members, organizing the “Will Call” table, (tickets bought but not yet received by the attendee; parents will print out and put in an envelope with the receiver’s name on envelope and leave at Will Call.) Also handles writing out raffle ticket stubs from online raffle sales.
Usher/Cleanup: Under the leadership of the Usher Team Leader, this team will be responsible for learning the layout of the theater and seating patrons at the shows, as well as handing out playbills. This team will also rotate to help clean up the theater after each dress rehearsal and show.
Concessions: Using past show sales, team lead will plan and shop for concessions items to ensure the greatest profit margin possible. Help set up snack bar area, restock, and work behind counter during shows and during tech week if food is available for cast to purchase.
Standing O Gram Table: Standing Os are messages sent backstage to cast members by their families and friends that attend the show. Candy, snacks, flowers and other items can also be purchased to send back. Table attendants organize and sell grams and have runners take them backstage when enough are gathered. Team lead will plan, with concessions lead, and shop for items to ensure greatest profit margin possible.
Backstage: This team works in different facets backstage such as sets movers, sets repairs, ropes and drops, stage managers, etc.
Mic Wranglers: Responsible for organizing mic table, distributing mics to assigned cast members, making sure all mics and mic belts are returned each night. They should also plan to be present for move-in to the theater to help change batteries and organize mics. This team is for females only.
Costumes: Helps with administrative duties of costumes forms and organizing costumes for dress rehearsals and shows. Assist cast with quick-changes; help other cast members, as needed. Make minor repairs to costumes. Spot clean stains during the week, take a few pieces home for laundering during the week. Take some costumes home at the end of the show for laundering; return clean costumes to the team leader or to storage. Team members are expected to help the costume lead put things away in their proper location in storage after the show wraps. This team is for females only.
Green Room: Oversees the cast members when they are not onstage, watching for cues and helping with an overall sense of organization. This team is for females only.
Lighting/Spots: Watches a run-through of the show before tech week so that they are ready to program the lights for the show. Learns the lighting board/system at the theater and implements the lighting vision of the director and production manager. Must be available to run lighting at every show.
*Some members of sets, props, costumes, cast wranglers, and hair and make-up committees will carry over from pre-show teams to show teams.