SCHEDULING CO-ORDINATOR

The SCHEDULING CO-ORDINATOR works out of the PRODUCER’S office, acting as both an assistant to the PRODUCER and a COMPANY MANAGER. In addition to scheduling rehearsals and spaces, they are also responsible for the well-being of the Dance Company, CHOREOGRAPHERS, DESIGNERS, and STAGE MANAGERS while they are working on a production. The SCHEDULING CO-ORDINATOR does this by assisting the cast and artistic staff in the resolution of personal problems and issues that occur outside rehearsals and performances. This position is also responsible for ensuring the discipline of contracted cast and artistic staff, and their adherence to contractual obligations. The SCHEDULING CO- ORDINATOR is the PRODUCER‘S representative to the cast.

The SCHEDULING CO-ORDINATOR is in constant contact with the STAGE MANAGER, PRODUCTION MANAGER, PRODUCER, CHOREOGRAPHERS and the EQUITY DEPUTY.

At the School, contact is also maintained with FACULTY.

Responsibilities shall include but not be limited to:

BEFORE REHEARSALS BEGIN

• Attends auditions and assists the PRODUCER and CHOREOGRAPHERS where necessary
• Becomes thoroughly acquainted with all casting and rehearsal requirements
• Works through cast lists with the PRODUCER, CHOREOGRAPHERS and STAGE MANAGER to determine any cross-casting or other cast scheduling concerns; pays particular attention to repertory rehearsal conflicts
• Becomes thoroughly acquainted with the cast’s academic schedule, and all CHOREOGRAPHERS’ work schedules
• Meets with all cast members to determine part-time job schedules and any other personal scheduling conflicts
• Contributes to, in co-operation with each CHOREOGRAPHER and STAGE MANAGER, the establishment of rules for rehearsal format and breaks, using the Canadian Actors’ Equity Agreement as a guideline
• Produces, and distributes to the cast, a short handout summarizing the agreed-upon Equity-based rules, and includes in this handout a section on performer obligations and discipline
• Assembles and distributes a COMPANY LIST, in conjunction with the PRODUCTION MANAGER and STAGE MANAGER
• Researches pertinent, accepted medical, dental, chiropractic and naturopathic contacts and includes these names on the COMPANY LIST
• Plans milestones and events designed to boost company spirit, including the celebration of birthdays, cast/crew get-togethers, etc.

REHEARSAL AND PERFORMANCE PERIOD

• Is responsible for the completion and distribution of the rehearsal schedule, under the direction of the PRODUCER
• Ensures that the cast elects an EQUITY DEPUTY at a meeting called by the STAGE MANAGER on the first day of rehearsal, or at the COMPANY MEETING; ensures that the individual is briefed on the duties involved
• Keeps in daily contact with the cast and artistic staff to deal with any personal issues and scheduling, including medical and dental appointments, illnesses, exams, unforeseen part- time job shift changes, etc
• Works through all rehearsal schedules with the PRODUCER and STAGE MANAGER to prevent scheduling conflicts with costume fittings, medical appointments, media appearances, classes, other rehearsals, etc.
• Ensures there are no conflicts between academic classes and matinee performances; informs the PRODUCER if any exist and initiates the necessary paperwork to resolve the conflict
• Documents performer discipline problems, including late attendance at rehearsals and costume fittings, and forwards these concerns to the PRODUCER and FACULTY HEAD OF DEPARTMENT
• Acts as a communication channel/third party to concerns raised by the EQUITY DEPUTY
• Co-ordinates, with the STAGE MANAGER and HEAD OF PUBLICITY, any media contacts, interviews and photo-shoots; attends these events to deal with any cast concerns
• Arranges transportation for the cast and artistic staff to all off-campus appearances
• Ensures that the cast and artistic staff have forwarded their photographs and biographies to the Publicity Department
• Arranges for all complimentary ticketing, through the BOX OFFICE MANAGER, for the cast and artistic staff
• Collects, on behalf of the Publicity Department, any monies for Opening Night parties or T- shirts
• Assists, where needed, in the organization and execution of social functions and parties
• Attends all performances to deal with any cast issues
• Accompanies company members to the hospital, in the event of an emergency, and submits an INCIDENT REPORT to the PRODUCTION and OPERATIONS MANAGER

GENERAL

• Attends production meetings
• Attends rehearsals as necessary
• Participates in the strike of the production as a crew member

AFTER THE PERFORMANCE

• Attends and participates in the post-mortem for the production
• Submits written evaluations of all management staff and performers, no later than the start time of the production’s post-mortem.

This information is intended as a guideline only. It is not intended to replace the required reading or research in your area, or information gained in the classroom.

The demands of this position, and the hours worked, will vary with each production.

THE DUTIES AND RESPONSIBILITIES OF THIS POSITION MAY BE ALTERED WITHOUT NOTICE BY THE RESIDENT STAFF AND FACULTY