Volunteers Needed

Oversee and direct the Artistic Director and Executive Director of the Company to ensure they are acting in accordance with values, mission and vision of the company as a whole. Set the strategic plan, mission, vision, and values statements. Review the strategic plan, mission, vision, values statements and Bylaws as needed.

Adhere to procedures outlined in the company Bylaws.

Run Board meetings, set the agenda, schedule the meetings.

Work as a member of the Board of Directors to set direction, mission and vision for the theater company as a whole.

Be present and educated so you can offer informed recommendations and vote appropriately.

Includes all of the duties of a Board Director, but additional duties may include acting as Treasurer, Secretary, or Vice President.

Run the logistics of the company as a whole. Manage daily activities. Set parameters for procedures, help manage coordination between multiple productions, enable Producers and Artistic Director and Directors to mount productions from within a company framework.

Manage the Marketing, Promotions and Volunteer teams outside of productions and coordinate management from within productions.

Manage Box Office and ticketing partners.

Implement partnership and visiting arrangements with other theater companies.

Receive reports from Treasurer/Book Keeper and manage company bank accounts.

Manage legal filings to obtain and maintain non-profit status.

Work with the Board of Directors by providing reports and updates.

Responsible for artistic output of the company. Approve Director submittals for show proposals. Work with the show Directors to ensure BCP theater vision and values are represented well. Ensure artistic output is consistent with our vision across each season and each different production.

Look for methods of artistic partnership and outreach

Website content maintenance

Education and workshops, process development for Company Management

Liaise with Executive Core to Maintain the Master Calendar For All Events

Liaise with Production Team to Maintain the Master Calendar for Each of the Venues To Avoid Double-Booking

Liaise with the Venues to Avoid Double-Booking

• Receive and manage all BCP funds

• Bookkeeping for all BCP funds

• Annually – present budget proposals to the BCP Board of Directors

• Quarterly – present financials to the BCP Board of Directors for Review

• Coordinate with the Tech Director regarding ticketing systems and online membership sales

• Develop/supervise checks and balances for cash ticket and membership sales as well as donations

• Balance the bank account(s)

• Complete year end accounting and reporting

• Run marketing meetings

• Recruit, train, and supervise/project manage coordinators

• Liaise with the Tourism board, Minister of Culture, and Mayor

• Liaise with Executive Core to provide dates/times of upcoming events for your team 

• Create marketing calendar for the year and manage team for working into this calendar

• Liaise with the BCP Board of Directors – provide a written monthly update

• Monthly – write a short update of what your team is doing for the newsletter

• Attend marketing meetings

• Get copy from Copywriting Coordinator for Newsletter

• Put together the monthly newsletter and publish on the 30th of each month

• Send out individual (not the regular newsletter) special promotion emails as directed by Marketing/Publicity Chair

• Attend marketing meetings

• Coordinate with Marketing Team Members to acquire marketing collateral for the upcoming events 

• Post social media posts to all relevant Facebook groups

• Post to BCP Events Facebook Page.  Share that post to other Boquete group pages.

• Post to BCP Instagram feed

• Maintain the BCP Facebook Page, Instagram profile, and other social channels

• Provide marketing materials to the cast of each show so they can share on social media as well. Cast training for tone of social media posts.

• Attend marketing meetings

• Write copy for each show, special event, fundraiser, membership meetings, volunteer training, and theater workshops for the newsletter and social media posts

• Write copy for the website as needed

• Attend marketing meetings

• Assure video and photos adhere to our visual brand

• Liaise with Volunteer Coordinator to ensure each show, event, meeting, and fundraiser has a designated photographer/videographer

• Confirm attendance with the photographer/videographer

• Get photos and videos from the photographer/videographer and forward them to the Social Media Coordinator

• Coordinate with directors, producers, and cast to get candid photos and videos from rehearsals and share with Social Media Coordinator

• Deliver all materials to the Media Coordinator

• Work with the Creative Core to ideate and Executive Core to schedule special events

• Liaise with the venue to determine availability

• Liaise with the Volunteer Coordinator to recruit needed volunteers to run the events

• Liaise with other members of Marketing Team to promote the event to the community

• Project manage the event before, during, and after the event

• For preview and performance (karaoke) events  – tell cast members to invite friends to event 

• Volunteer appreciation for those who participated

• Create a checklist of things to do for the event so we can run it again more easily. Deliver this to the collateral coordinator.

Attend marketing meetings

Recruit and arrange for training of volunteers for activities needed – work with the Volunteer Coordinator and Trainer for these

Manage the New Show Checklist

• Coordinate with the Executive Core to get dates/times for upcoming shows 
• Project manage the production of the media for each show 

Manage the Special Events Checklist

• Coordinate with the Special Events/Fundraising Coordinator to get dates/times for upcoming events 
• Project manage the production of the media for each event

Responsible for the distribution of promotional fliers to venues throughout Boquete

Add event to events calendars in Boquete

• Chiriqui Life     June 2024 – Chiriqui.Life: Your Information Portal
• Boquete group that Penny maintains.  News.Boquete@gmail.com
• BCP Events page – work with Website Coordinator for this

• Attend marketing meetings

• Liaise with Social Media Coordinator to determine needs for visuals for posts

• Provide graphics for each show, event, fundraiser, volunteer training, membership meeting, and theater workshop

• Maintain an archive of graphics for each of the above that will be repeated so we don’t have to create new media and graphics each time

• Maintain and retrieve, as needed, an archive of videos and photos 

• Maintain a folder of marketing copy for events, workshops, fundraisers, membership meetings, and volunteer trainings so we can use the copy again when needed

• Curate materials to share with Video/Social Media Coordinators for retrospectives

• Recruit, train, and supervise/project manage coordinators

• Work with special events coordinator to run 4 member events/year

• Liaise with the BCP Board of Directors – provide a monthly update

• Monthly – write a short update of what your team is doing for the newsletter

• Reach out to members needing to renew (newsletter, email, direct)

• Work with Chair on the member events

• Maintain the membership list

• Tuesday and Thursday Markets Table

• Newsletter Inserts

• Social Media

• Special Events

• Connect with other Coordinators to determine their needs for volunteers and fill those needs with appropriate people

• Maintain a schedule/list of interested volunteers and what activity they have experience or interest in.

• Maintain and cultivate the volunteer list. Keep in touch with the volunteers.

• Liaise with other Coordinators to determine the volunteer training needs

• Make a list of needed trainings for different roles in the BCP

• Create training materials for each role in concert with the other Coordinators

• Run volunteer trainings 

Special activities can take a variety of forms and thus we can have a need for a variety of people for this position. Below is listed an EXAMPLE of a job description for someone doing a Movie Marathon. Each special activity will have a unique set of activities based on what you are doing, but this is a general idea of what it COULD entail.

• Pick the movies (we have a LONG list of potential mini-marathons and longer marathons to help you with this – enough for several years’ worth – or pick your own)
• Get access to the movies on a laptop computer
• Bring your computer to TapOut and connect it to the TapOut TV
• Run the movies
• Take donations at the door
• Deliver any ticket sales proceeds to the BCP Treasurer
• Choose the schedule for the coming month and get that info to our Newsletter Coordinator so we can let people know what is coming up
• Coordinate with Scott at TapOut to confirm the space for the dates planned

The Producer oversees all aspects of a theater production from start to finish. Depending on the Director, the Producer is involved in the hands on daily management of a production and has a multifaceted role in bringing it to life.  Some of the responsibilities are:

• Manage the budget, approve expenditures and Gather receipts for all purchases made for the show and present to the Accountant for reimbursement

• Organizing creative teams for a production

• Casting support, recruiting for auditions and volunteers

• Creative collaboration in regular meetings with the Director and Creative teams

• Remove barriers for the Director and production team, problem solve

• Attend all rehearsals for your production and fill in as you can or as needed to smooth the project and support the Director and production team.
• Help address morale and communication issues and be a second line of leadership for all members of the production, especially if they are not comfortable speaking to the Stage Manager and/or Director or they need to address a disconnect from the Stage Manager or Director.

We need a Director for each show. There can be many Directors in our theater troupe. If you want to volunteer to be a Director, please speak with Gabrielle directly. You can reach her by emailing info@boquetetheater.com. We are implementing a Director training program, you can start as Assistant Director and receive mentorship to grow.

• Choose a show and create a concept for the show. Submit your idea to the Artistic Director or the Board of Directors for approval. (The concept is the overall idea for how you want to do the show and may include ideas like setting Romeo and Juliet in modern day Boquete, or presenting Mamma Mia with all teenage actors.)
• Be very familiar with the show and the background materials so you can train the team on the depth of meaning there can be in each show.
• Work with the Producer and Volunteer Coordinator to assemble your Production Team before auditions.
• Work with the Stage Manager to announce and schedule auditions.
• Prepare audition material or what you want the actors to do for auditions.
• Work with the Production team (Producer, Music Director, Assistant Director, choreographer, Stage Manager) for the casting of the show.

• Direct the show – run rehearsals, communicate the schedule to the Stage Manager, (Rehearsal Schedule Template) give direction to the actors for blocking, motivation and how to act to portray the story according to the concept. Keep in mind the overall schedule and what needs to be worked on to get the actors performance ready in plenty of time. Help the actors find confidence and have fun with the material. Explain relevant background and help the actors develop their backstory and motivation. Work with the actors on performing logistics and build their confidence.

• Communicate and coordinate the creative team to present a cohesive whole from the look of the set and the costumes to the performance of the actors. Attend regular production meetings starting before auditions.

• Manage all aspects of the rehearsal and production space.

• Team safety and morale officer

• Leadership position – run auditions and start rehearsals on time after checking in with the Director.
• Schedule rehearsals. Communicate the schedule to the cast and crew and send reminders in a timely manner. Sample Rehearsal Schedule template.
• Maintain and manage cast and crew availabilities to consider while scheduling.
• Attend all rehearsals, arrive early to set the stage for the scene to be practiced. Arrange rehearsal sets and manage the rehearsal space safely.
• During rehearsals, document blocking (actor movement) so you can help actors and Director recreate the work that was done.
• During rehearsals, learn and document where sound and light cues need to go.
• If technical elements like music cues or props are needed for rehearsal, be responsible for running music and props during rehearsals. (Or delegating under your supervision.)
• Document props needed, costume needs, set and design needs to communicate with the Production team.
• Help actors with lines from the script or assure a line reader is assigned to feed lines to the actors as needed when they work with memorization.

• May be asked to stand in for absent actors during rehearsals since the Stage Manager knows the blocking.

• Schedule and Run regular Production meetings to coordinate technical and design work.

• Manage technical staff and stage crew including props management, lights and sound runners and backstage support team. Consider costume change needs.
• Organize the back stage or supervise others to get it organized – such as where will costumes or dressing rooms be, where will props be stored (props manager if there is one) and where can actors hang out safely out of the way. Ensure stage and back stage are cleaned, swept and mopped as needed.
• Work with sound and light designers to communicate where cues happen in the script to the sound and lights runners.
• Manage set changes and assign crew/actors to execute set changes. Run scene changes quickly and efficiently.
• Run the cue to cue rehearsal to give technical runners their first practice at executing all the technical elements. Cue to Cue: a rehearsal for technical elements – lights, sound, set changes, costume quick changes – skipping large blocks of dialogue or songs to practice the next technical element of the show until it can run smoothly during a full run.

• Participate in the scheduling and execution of auditions

• Work with Director for the casting of the show considering voice talents

• Work with Director to create a cohesive vision for the show

• Work with singers on improving singing ability and mastering the songs for the show

• Work with Volunteer Coordinator to recruit Musicians as needed

• Orient Musicians and provide sheet music as needed
• Lead the cast in vocal warm-ups before rehearsals and performances and help them care for their voices.

• Learn your lines, songs, choreography and be prepared

• Take direction and remember direction and blocking

• Show up on time to rehearsals and show calls and stay for the entire rehearsal until dismissed. Rehearsal Schedule Template.

• Communicate with the Stage Manager around your availability

• Be a supportive partner to other performers

• Stay positive. Be Kind.

• Communicate your needs to relevant parties (Director, Choreographer, Music Director)

• Work with the Director to determine the vibe of the production and create or approve the design of the costumes for the show

• Coordinate with the Producer for the purchase of costume pieces that can be commercially sourced

• Work with the Costumer to get pieces fabricated as needed. Establish a budget for the fabric and notions with the Costumer and submit budget requests to the Producer.

• Submit receipts for all purchases to the Producer for reimbursement

• Work within the budget provided by the Costume Designer to purchase fabric and notions for costume pieces to be fabricated

• Fabricate costume pieces per the design specs provided by the Costume Designer

• Turn in receipts for purchases made to the Costume Designer for Reimbursement

• Acquire the sheet music for your part from the Music Director

• Learn the songs and practice regularly

• Take direction from the Music Director and the Director

• Show up on time to rehearsals and stay until dismissed

• Communicate with the Stage Manager around your availability

• Be on time for all set calls and shows

• Be a supportive partner to other actors/singers/dancers/musicians

• Stay positive

• Communicate your needs to relevant parties

• Work with the Music Director and the Director to create a cohesive vision for the show

• Design the dance moves for the show

• Teach the dance moves to the dancers

• Maintain a positive, supportive energy with the dancers/actors

• Work with Stage Manager to schedule rehearsals for the show

• Communicate with the Director, Music Director, and the Choreographer to determine the flow of the show and the lighting/sound equipment needs

• Work with lighting and sound designers to set up lights and sound to create mood for show
• Recruit people to do lighting and sound

• Train lighting and sound people how to run the equipment
• Post-production – Unhang lights and clear lighting board

• Communicate with the Tech Manager to find out equipment capacity and availability.
• Work with the Director and become familiar with the show so you can create the light design.
• Work with Tech Manager to design lighting cues based on the script and blocking

• Hang and focus lights as needed to execute the desired lighting design.

• Program the lighting board with specific light cues for the show.

• Work with the lights runner to be sure they can execute your design.

• Attend some rehearsals and read the script prior to tech week so you are familiar with the show
• Work with the Lighting Designer and the Tech Manager to ensure you can run the equipment appropriately and solve problems that may arise.

• Be on time to rehearsals and show calls to check the lighting equipment and ensure all is running correctly.
• Run the light board during the show. Execute the lighting cues according to the script and what you learned in rehearsal.

• Communicate with the Tech Manager to find out what equipment is available.
• Work with Director to design and find sound cues based on the script and blocking

• Set up speakers and monitors 

• Label the sound board for ease of use

• Attend some rehearsals and read the script before tech week so you are familiar with the show.
• Hand out, help actors put on their microphones, and collect back actor’s microphones

• Manage actor’s microphones (on/off and volume) to balance sound during performances
• Set up sound equipment before each performance and shut down after. Test sound equipment and ensure all is running properly.
• Work with the Sound Designer and the Tech Director to make sure you can run the equipment and solve problems as needed.
• Execute sound cues during performance as given to you by the Sound Designer and Director. (Push play for the music etc.)

• Be on time to rehearsals and show calls.

• Coordinate with the Director to determine the props needed for the show

• Work with the Producer to source all props needed for the show

• Provide receipts for any purchases made for props to Producer for reimbursement

• Create a storage system for the props so that nothing goes awry

• Create a backstage system for props distribution and make sure all props are labeled and where they are supposed to be
• Help the actors ensure they have their props when needed. Set props during scene changes.

• Collect all props back at the end of the show and store for the next show.

Crew

• Get direction from the Stage Manager for your role
• Participate in set changes

Hair/Makeup

• Design hair and makeup to reflect the Director’s vision
• Be on set 2 hours in advance of show to get everyone ready
• Purchase and bring whatever beauty supplies you need – submit your receipts to the Producer

Dressers – Help actors and dancers into and out of costumes backstage before and during the shows

• Schedule Ticket Takers and Ushers

• Download and print the ticket holders list

• Get petty cash for change for ticket sales at the door

• Greet and orient the Ticket Takers and the Ushers

• Get the ticket list and petty cash back from the Ticket Takers when show starts

• Coordinate Comp Ticket Disbursement for Volunteers

• Acquire list of ticket holders and petty cash from Front of House Manager

• Check in arrivals for the show – marking off pre-registered ticket holders and selling tickets to those who don’t have one yet

• Check on who has paid for dinner and provide dinner tickets for those who have

• Track night-of sales and how they are made (CC, cash, Comp)

• Collect donations from people at the door

• Promote the next show/sell tickets to the next show

• Balance the cash against the cash received/petty cash given 

• Deliver cash and ticket holder list back to Front of House Manager at the beginning of the show

• Arrive early to clean and prepare the house (auditorium and seating area).
• Coordinate with the Stage Manager if we are waiting for customers to arrive or if there is a problem in the house.
• Be responsible for creating a pleasant front of house environment for our customers.
• Open and close the tent during the rain, manage the fans on and off at appropriate times.
• Check in with the Box Office Manager and help solve problems as needed.
• Check in with merchandise manager as needed if merchandise is being sold.
• Check the port a potties and ensure there is paper and the garbage has been removed as needed before each show.
• Greet audience at the door and provide programs

• Help people find seats and answer questions as needed

• Coordinate with the Director, Producer, and Stage Manager to design a set that supports the production

• Create a build-out plan for Set Construction Lead

• Coordinate with Lights and Sound

• Work with set designer to convert the design into an actual set

• Coordinate with the Director for entrance/exits and potential set changes as needed

• Work with Volunteer Coordinator to recruit artists, painters, carpenters, etc. to help with set construction

• Lay out a set construction timeline and schedule work sessions with volunteers to complete the build in a timely fashion

• Acquire set construction materials – keeping track of receipts for reimbursement from BCP

• Submit receipts to Producer for reimbursement

• Transport (or arrange for transport) and store construction materials and tools as needed

• Keep an inventory of all BCP tools and have volunteers sign out tools as needed. Make sure all tools are returned at the end of the day

• Show up on time to work on the set
  
• Communicate your experience with construction to the Set Construction Manager

• Support the Set Construction Manager