VancouFur

Theatre

Basic Department Description

The theatre department is responsible creating a functional and engaging event space which houses some of the main events for the convention. The following are the duties that are required of the theatre department : (These responsibilities may change from year to year.)

  • Preparing skits and speeches for the Opening and Closing Ceremonies (If applicable.)

See guides in the “Theatre Manifesto" folder for further information on the bolded events above

What skills are handy for those in this position?

  • Directing / Scriptwriting
  • Audio mixboard training
  • Networking
  • Effective Verbal Communication
  • Effective Delegation
  • Stage Management

What is your staff email?

[email protected] & [email protected] (These are the forward facing “job" emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log-in to and use to read and respond to emails.)

Yearly Responsibilities

  • Find volunteers to work as gophers for Move in / Move out and volunteers to help work the lighting board and sound otherwise you'll be in the theatre your whole convention
  • Read the Opening / Closing, and Variety Show Dance Competition guides if you are running them.

Are there things you need to order during the year?

  • DJ Mixing equipment and AV board from Long and McQuaid
  • Theatre equipment from Scooby
  • Theming decorations from the Theme Team (and possibly the Art Lead)

Do you need a function space map created for your department?

Use the Banquet Equipment Order map in the folder to plan the theatre layout

What do you need to do during the year to function AT CON?

How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!)

Make sure to contact the Volunteer Coordinator ([email protected]) and also search on your own, for the following volunteers:

- Gophers for load in and load out - Actors for your productions / skits - Volunteers to assist with A/V (Otherwise you'll be stuck in the theatre all con).

What equipment do you need to function well AT CON?

What staff will you be working with AT CON?

Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

  • Notices for the site and social media include Dance competition and Variety show signups (see templates in folder)
  • Dance comp and Variety show application due dates
  • You may also send notices to social media to search for volunteers

Your Department on the Website/in the Conbook

Emails associated with task: [email protected] [email protected]

Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design?

  • Make sure a description for all of your theater events are given to the conbook. (ceremonies, variety show, dance comp, etc!)
  • Make sure to have someone look over the information before sending it to the respective lead.
  • Send it to the respective lead.
  • Make sure to test the contact page (website) that the form sends an email to you.
  • Make sure that your email is listed on the contact page (website) outside of the form.
  • If you have any future updates, make sure to send them to the Web Lead!
  • If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

6 Months before con, what do you need to have done?

  • Add in items your department should have completed by this time and items to finish ASAP.
  • Have your Variety show and Dance competition application forms up and running on the website
  • Have scripts ready to go for Opening/Closing Ceremonies (get approval from chairs and theme team.) [email protected]
  • Network for Volunteers (Volunteers Lead and Social Media can help!) [email protected] [email protected]

3 Months before con, what do you need to have done?

  • Do you have enough volunteers?
  • Network for Volunteers and Variety show Talent
  • Make sure to be in contact with the volunteer coordinator
  • Make sure to have applications open for the dance comp and a place to keep track of them. (and the variety show)
  • You should start building a schedule for your team. Who needs to check in where and when, who is scheduled to setup and teardown or host what events, etc.

1 Month before con, what do you need to have done?

  • Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items. And when they are to set up and take down items) [email protected]
  • Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
  • Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area. [email protected]
  • Send in any needed information to the Conbook for print.
  • Check in with Scooby for theatre equipment needs
  • Make sure that DJ Equipment is ready to be rented for the Con
  • Make sure you have final instructions/due dates being posted about for the variety show and dance comp applications.
  • Make sure you have enough volunteers! If not, make sure to send word to social media and the volunteers lead for any last minute needs!
  • Make sure you have organized with the logistics team on how to get all your needed equipment to the convention! (And know where the equipment is going to be put for your retreival!)

After the Convention/Before the Firing Party

  • Make sure all your volunteers (and yourself) got inputted into the system for their hours.
  • Update your guide with any new/relevant information/changes.
  • A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
  • Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)
  • If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [email protected] & [email protected] and then fill out [[1]] [[[a]]][[[b]]]

Break down of contacts

Who on staff do you need to be in contact with regularly for your department to function?

  • A/V Department

Who is your executive contact?

Do you have contacts outside of VF staff that you should be in contact with?

  • Scooby (Theatre Equipment)
  • Actors
  • Talent
  • Volunteers

Department Inventory and Ordering Resources

  • Mixing board from Long and McQuaid (TBD)
  • Theatre Equipment from scooby (TBD)
  • General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

Do's and Don'ts of the Department

What worked well/Would suggest doing again?

  • A theatre production for the ceremonies and the variety show
  • Having rehearsals in advance

What didn't work/would suggest to avoid?

  • Taking on too much by yourself, always ask for help
  • What would you suggest to be done for the future years of your department that aren't already in motion?
  • TAKE CARE OF YOURSELF! No one is going to tell you to take a break or for you to feed yourself or to sleep. You have to be mindful of your own health and needs.

Other Resources

  • Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!
  • Resources for how you organized your time, any apps that were helpful to you, etc.
  • Advice on how to work with certain companies if they prove to be difficult. (Some companies we order from, it is best to contact a rep directly instead of doing a straight up online order. )
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