Horsehay
Amateur Dramatic Society Constitution
Prepared
by: HADS Committee 2019, Amended by HADS Committee 2025.
1. The Society shall be known as
“Horsehay Amateur Dramatic Society”
Objectives
and running of the Society
2. The
objective of the Society is to encourage and promote Amateur Dramatic
productions for the enjoyment of its members and the public in general.
3.
Full Membership of the Society shall be open to individuals of 16 years and
over. Those under 16 will be eligible for associate membership if chaperoned by
a responsible adult.
4.
Officers of the Society shall be President, Chairman, Vice Chairman, Treasurer,
Subscription Secretary, Minutes Secretary, Publicity Officer, Village Hall
Representative, Technical Representative, Properties Representative, Actors
Representative, Directors Representative, Social Secretary. These officers form
the committee.
5.
Officer descriptions and eligibility can be found in Appendix I.
6. The
affairs of the Society shall be managed by a Committee, to be elected by ballot
at the A.G.M. Five members shall form a Quorum. The Committee shall meet no
less frequently than once per six week period.
7. The
Committee shall have discretionary powers to co-opt other society members onto
the Committee for any purpose it sees fit.
8. In the event of a Committee member
resigning, the Committee is empowered to fill the vacancy by co-opting an
existing eligible member on to the committee before the next AGM.
9. The Society shall perform three plays per
year (season). Usually February/ March, June/July and October/ November.
10.
Rehearsals will take place every Tuesday and Thursday at Horsehay Village Hall
from 7.30pm. (Changes to times/ additional rehearsals are negotiable with the
director and President)
Annual
General Meetings
11.
The A.G.M. shall be held no later than 31st July each year and 21 days’ notice,
in writing, shall be given to all members.
Twelve
members present at an Annual General Meeting or E.G.M. shall form a Quorum. The
A.G.M. shall be convened in order to: –
1. (a) Approve the minutes of the last A.G.M.
2.
(b) Receive the Chairman’s report
3.
(c) Receive the Treasurer’s report
4.
(d) Approve the accounts for the last financial year
5.
(e) Elect new Officers and other Committee members
6.
(f) To vote on next seasons’ productions and directors
7.
(g) To discuss such matters that involve all members
12. At least 10 days’ notice, in writing,
shall be given to all members of an E.G.M. which may be called at the
President’s or Chairman’s discretion, or upon application, in writing, of not
less than one third of the members stating the object of calling such a
meeting. No business other than that for which the meeting is called shall be
discussed at such a meeting.
13.
All proposals shall be decided by a majority vote of those present. Each member
shall be entitled to one vote only.
14.
Members may cast their vote by post or in person at the A.G.M.
15.
When voting on productions, each member shall be entitled to list their three
preferred choices.
16. To
be eligible to vote in an A.G.M, a person must become a member no later than
the Saturday night performance of the Summer production preceding the AGM.
17.
The accounts shall be drawn up and audited annually and the financial year
shall be on the last day of March. Copies of the accounts shall be available
for perusal by members of the Society at the A.G.M.
Finance
18.
The Committee shall ensure that the accounts of the Society shall be entered in
books provided for the purpose.
19.
The Auditor shall have access to all Society accounts, documents and the Minute
Book.
20. The annual subscription to the Society
shall be due immediately after the A.G.M. payable in advance in one sum. The
subscription is subject to an annual review at the A.G.M.
21.
Deposits and withdrawals from Society funds shall be made by the Treasurer. The
Treasurer shall maintain sufficient petty cash for normal operating; all other
monies shall be placed in the Society’s bank accounts. A minimum of Two
Officers signatures shall be registered with the Bank.
Membership
22.
The Minutes Secretary shall attend all Committee and production meetings of the
Society and shall record correctly all proceedings which shall be authenticated
by the Chairman. The subscriptions secretary shall receive all applications for
membership. All documents of the Society shall be kept in a right and proper
manner.
23. A register of all members shall be kept by
the Subscriptions Secretary/President/Publicity officer. The Society as a whole shall reserve the right
to refuse or cancel membership at its discretion. Such decision is to be taken
at a General Meeting.
24.
All members must abide by the rules of the Society and shall accept as final
the interpretation of the Officers and Committee thereof, and the Society’s
decision thereon.
Rules
of membership:
a.
All members must adhere to the Health and Safety policy and Privacy Policies to
comply with GDPR regulations, Appendix II, III, IV and V
b.
All members must treat their fellow members with respect. No discrimination or
bullying will be tolerated. The committee reserve the right to review the
membership, and remove persons deemed to be discriminating on grounds of race,
age, sexuality, gender, or found to behaving in a bullying manner towards other
members.
c.
No alcohol or drugs will be consumed during the rehearsals. Any persons found
under the influence of either alcohol or drugs will be asked to leave the
session. If a person is in continuous breech of this rule, the committee
reserve the right to withdraw their membership. Any persons found to be under
the influence of alcohol or drugs during a performance, will not be permitted
to take part in future productions until they can satisfy the committee they
can remain sober, or the committee reserve the right to withdraw their
membership.
25.
Productions:
a.
Members wishing to direct should propose a play for members to consider at the
AGM.
b.
Directors must read and know that plays can be staged before proposing the
play. They must also have done a financial projection, and checked the licence
is available.
c.
Directors must adhere to the Casting Guidelines Appendix VI
d.
The Committee shall decide the number and dates of forthcoming productions and
make hall bookings accordingly.
26.
Other:
a.
The Committee shall review, the HADS Health & Safety Policy and Privacy
Policies.
b. Suggestions for improvements to the Society
should be brought to the notice of the Committee.
c.
The Society shall arrange and keep in force a Public Liability Insurance Policy
to cover all its meetings and activities for such sums assured, to be
determined by the Committee.
d.
On dissolution of the Society, the Committee shall decide upon the distribution
of any assets remaining after satisfying any outstanding debts and liabilities
e.
Any matter not provided for in the Constitution shall be dealt with by the
Committee where their decision is final.
f. These rules shall only be amended by a
properly convened Annual or Extraordinary General Meeting, provided notice of
the intended change of rules is given with the notice covering the Meeting.
Appendix
I-Committee Roles
Appendix II-Health and Safety Policy
Appendix
III -Data Protection Policy
Appendix
IV- Privacy Policy (Members)
Appendix
V- Privacy Policy (Mailing List)
Appendix
VI -Casting Guidelines
Appendix
VII- Front of House Policy
Appendix
I – Committee Roles Horsehay Amateur Dramatics Society
Committee
Positions and Roles:
It
is a recommendation that all committee members, wherever possible, have been
society members for at least three consecutive years (i.e.-paid subs for three
consecutive years) and have been involved with at least six productions (in any
capacity) within that time frame, before being nominated and joining the
committee. This is to ensure that all committee members fully understand the
running and operations of the society. If a member is keen to join the
committee without this , they may request to shadow a committee member and
support in their role. This shall be decided at the AGM. It is a given that
each member of the committee will assist with Front of House duties for each
production, if not directly involved in a production in a different capacity.
Chairman:
•
To facilitate and chair committee meetings
•
To organise Front of House
•
To assist the President in the day to day running of the society
•
To liaise with and provide support to all other positions and ensure the smooth
running of the society
•
To proactively seek out – and lead – all opportunities to develop the Society
(e.g. membership, community associations and fundraising)
•
To maintain all administrative documents and policies
Vice
Chairman:
•
To conduct committee meetings in the Chairman’s absence
•
To provide support and assistance to all other positions when necessary
Treasurer:
•
To operate the current and savings accounts
•
To keep a financial record of each production
•
Ensure liability insurance policy is maintained
•
Ensure phonographic licence maintained
Minutes
Secretary:
•
To take the minutes of committee meetings and AGMs
•
To distribute the minutes of the meetings
Subscriptions
Secretary:
•
To take payment of subscriptions.
•
To ensure all members have paid their subscriptions and are therefore covered
by insurance.
•
To keep an up to date list of current subscribed members.
Publicity
Officer:
•
To organise and execute the publicity campaign for each production
•
To design marketing material for the productions with approval for the final
design by the director
•
To run social media
•
Operation of the website
•
Identify and develop new avenues to promote the Society and its activities in
agreement with Committee Members
•
To facilitate the online ticketing platform
•
To send email reminders of up and coming productions to society members and
friends of the society / previous patrons
Village
Hall Representative:
•
To liaise with the village hall on all issues
•
To represent HADS at village hall committee meetings
Technical
Representative:
• To liaise with each director on the
technical requirements of the production
• To over-see the technical aspects of each
production
• To ensure the maintenance of the technical
equipment
•
To ensure fully production prepared operators available for all technical,
dress and production performances to provide sound and lighting to director’s
specification
Props
Representative:
•
To over-see the maintenance of the props and costumes owned by the society
•
To provide a point of contact and answer queries and questions of our current
stock to the props person of a production, if not involved with the production
directly
•
To make recommendations on props stock or new stock that needs purchasing
Directors
Representatives:
•
To be a point of contact for directors of productions who have any concerns or
queries
•
To advise the committee on any issues relating to directors queries or concerns
Actors
Representative:
•
To be a point of contact for actors who have any concerns or queries
•
To advise the committee on any issues relating to actors queries or concerns
Social
Secretary:
•
To organise Social Events for society members
•
To organise new member recruitment events
Appendix
II – Health and Safety Policy
GENERAL
STATEMENT OF INTENT
The society believes that excellence in the
management of health and safety is an essential element within its theatrical
productions –
a good health and safety record goes hand in hand with excellence in
performance. People are the most important asset to this society, and therefore
we are totally committed to ensuring their health, safety and welfare at all
times.
From an economic point of view, the society
believes that prevention is not only better, but cheaper than cure. There is no
necessary conflict between humanitarian and artistic considerations. Profits
and safety are not in competition. On the contrary, safety is good business.
From
a legal perspective, the society is committed to ensuring that it complies with
all relevant health and safety legislation. Where it is reasonably practicable
to do so, the society will strive to go beyond the requirements of legislation.
The society is committed to on-going monitoring and review processes, so that
continual improvement in the management of health and safety can be achieved.
Our
general intentions are:-
•
To provide adequate control of the Health and Safety risks arising from our
theatrical, production and artistic activities;
•
To consult with our voluntary society members on matters affecting their Health
& Safety;
•
To provide and maintain safe systems of work and equipment;
•
To ensure safe handling and use of hazardous substances;
•
To provide information, instruction and supervision for all society members,
sub-contractors, and general theatre staff;
•
To ensure all society members, sub-contractors, and general theatre staff are
competent to do their tasks, and to give them adequate training;
•
To prevent accidents;
•
To maintain safe and healthy working conditions;
•
To provide a safe environment for audience members and visitors that attend our
productions; and
•
To review and revise this policy at regular intervals.
Prepared
by: Jennifer Edwards Position: Chair 2018/2019 and updated by HADS committee 2025
Date:
23/06/2025
Overall
responsibility for health and safety is that of: The Chairman & the
Committee
Day-to-day
responsibility for ensuring this policy is put into practice is delegated to:
Chairman
Duties
of Society Members
All society members are required to:
•
Co-operate with the Committee on health and safety matters;
•
Not interfere with anything provided to safeguard their health and safety;
•
Take reasonable care of the health and safety of themselves and others;
•
Report all health and safety concerns to the Chairman/President; and
•
Refrain from consuming alcohol and drugs on premises and/or before rehearsals
and performances, or anytime representing the society. Any member found under
the influence will be removed from the theatre immediately and asked to appear
before the committee at a further date. Non-compliance with health and safety
rules and procedures can result in members being asked to appear before the
committee to explain their actions, and where necessary the committee reserves
the right to ask them to leave the society where deemed appropriate.
All society policies and procedures in
relation to health and safety are regarded as supplementary to this policy.
Risk
Assessment In accordance with our commitment to the safe running of our
theatrical, production and artistic activities.
The society will carry out risk assessments of
all actions or omissions that present a risk to its members or others persons
directly or indirectly involved for example audience members and
sub-contractors. These risk assessments will be carried out in line with NODA
SAFE guidance, and the procedure for doing so is as follows:
1. Identify the significant
hazards involved in our activities.
2. Decide who might be harmed
and how.
3.
Evaluate the level of risk and decide if existing precautions are sufficient,
or if more needs to be done.
4. Record the significant findings of the
assessment.
5.
Review the assessment when things change, or there is reason to believe that it
is no longer valid.
Risk
assessments will be undertaken by: The Chairman with support from the committee.
Arrangements
for Implementation
Approval
for the required action to remove or control risks will be given by the:
President Risk Assessments will be kept in: Health and Safety File electronically.
Production
File
The
society operates a documented health and safety production file provided by our
health and safety consultants, NODA SAFE, who are our competent advisers on all
aspects of health and safety. They can be contacted at any time for advice on
0845 257 6632 or via email at nodasafe@noda.org.uk
The
health and safety management system is the responsibility of: The Chairman
Consultation
with Society Members
The
society will consult with its members in accordance with our commitment to the
safe running of our theatrical, production and artistic activities
Consultation with Society Members will be
provided in:
·
Pre-Production
Meetings
·
Safe
Use of Production Equipment & Materials
The
society will ensure that all production equipment & materials are suitable
and without risks to health and safety, in accordance with the societies
commitment to providing the safe running of our theatrical, production and
artistic activities
Responsibility
for identifying all production equipment & materials needing maintenance is
that of: President and Chairman
Any
problems with production equipment & materials should be reported to:
President
Responsibility
for checking that new production equipment & materials meets health and
safety standards before it is purchased is that of: Committee
Safe Handling and Use of Potentially
Hazardous Substances
The
society will assess and control health risks from exposure to hazardous
substances. Only approved products will be used in our productions.
Responsibility
for identifying all hazardous substances that need assessing: Chairman
Hazardous
Substance Assessments will be carried out by: Chairman
Approval
for the required action to remove or control risks will be given by:
Chairman/President
Hazardous
Substance Assessments will be kept in: The Production File
Accidents,
First Aid and Work Related Ill-Health
The
depth of an accident investigation will depend on the seriousness of the
incident and this in turn will indicate the type of approach to be taken.
For
minor injuries or incidents such cuts or bruising that do not result in any
time lost from the production or a member of the public / society being taken
to hospital, a brief description of the incident along with the injured parties
details will need to be entered into the Accident Book.
In
the case of a more serious injury or incident, a more in-depth investigation
will be required. The procedure for such an accident investigation is as
follows:
•
Care for injured person(s) including contacting emergency where necessary
•
Control hazards/secure accident site, if safe to do so
•
Notification of the incident to NODA Safe, who will advise of appropriate
action to take.
•
Investigate promptly
First
aid box(es) is/are kept in: Props Room and Kitchen
The
appointed person(s)/ first aider(s) is: Sally Riley
All
accidents and work related ill-health are recorded in the accident book, which
is kept in: Props Room
Responsibility
for reporting accidents, diseases and dangerous occurrences to NODA Safe is
that of: Chairman
Monitoring To check our production conditions,
and ensure our safe working practices are being followed, we will undertake
pre-production checks
Emergency Procedures – Fire and Evacuation
Responsibility for ensuring that a fire risk assessment and emergency plan for
the venue is in place is that of: Chairman
Escape
routes are checked by/every: Chairman daily and prior to audience members being
permitted onto the premises
In
the event of an emergency person(s) responsible for roll call and giving any
necessary information to the fire officer are: President/Chairman
Visitors
The
society acknowledges its responsibility to ensure the health and safety of all
persons who come into contact – either directly or indirectly – with its
theatrical, production and artistic activities – this includes visitors to
Society premises i.e. audience members and contractors.
In
particular adequate signage and information notices will be used to ensure that
visitors are informed of any particular hazards or emergency arrangements,
which they may encounter during their time at the premises, and to inform them
of any precautions that they should take.
Appendix
III – Data Protection Policy
Horsehay
Amateur Dramatic Society Data Protection Policy
Context
and Overview Policy prepared by: Jennifer Edwards and updated by the committee
annually.
Policy
became operational on: 14/05/2019
Last
review date: 23/06/25
Next review date: 23/06/2026
Introduction
HADS
needs to gather and use certain information about individuals. These include
members, audience members, suppliers and other people the society may need to
contact. This policy describes how personal data must be collected, handled and
stored to meet the society’s data protection standards-and to comply with the
law.
Why
This Policy Exists
This
data protection policy ensures HADS
• Complies with data protection
law and follow good practice.
•
Protects the rights of members, audience members and associates. • Is open
about how it stores and processes individuals’ data.
• Protects itself from the risk
of a data breach.
Data Protection Law
The
Data Protection Act 1998 describes how organisations, including HADS, must
collect, handle and store personal information. These rules apply regardless of
whether data is stored electronically, on paper or on other materials. To
comply with the law, personal information must be collected and used fairly,
stored safely and not disclosed unlawfully.
The
Data Protection Act is underpinned by eight important principles. These say
that personal data must:
1. Be processed fairly and
lawfully.
2. Be obtained only for
specific, lawful purposes.
3. Be adequate, relevant and
not excessive.
4. Be accurate and kept up to
date.
5. Not be held for any longer
than necessary.
6. Be protected in appropriate
ways.
7.
Not be transferred outside the European Economic Area, unless that country or
territory also ensures an adequate level of protection.
People, Risk and
Responsibilities Policy and Scope: This policy applies to: HADS -All volunteers
and members -All contractors, suppliers and other people working on behalf of
HADS -Members of the audience on a mailing list It applies to all data that the
society holds relating to identifiable individuals, even if that information
technically falls out of the Data Protection Act 1998.
This can include:
• Names of individuals
• Postal Addresses
• Email Addresses
• Telephone Numbers
• any other relevant information relating to
individuals
Data
Protection Risks
This
policy helps to protect HADS from data security risks, including:
•
Breaches of confidentiality. For instance, information being given out
inappropriately.
•
Failing to offer choice. For instance, all individuals should be free to choose
how the society uses data relating to them.
•
Reputational damage. For instance, the society could suffer if hackers
successfully gained access to sensitive data.
Responsibilities
Everyone
who is a member of HADS has some responsibility for ensuring data is collected,
handled and stored appropriately.
These
people have key responsibility:
• The committee
• The Date Protection Officer/ Chairman who is
responsible for:
1.
Keeping the committee updated about data protection responsibilities, risks and
issues.
2.
Reviewing all data protection procedures and related policies, in line with an
agreed schedule.
3.
Arranging data protection advice for people covered by this policy.
4.
Handling data protection questions from members and anyone else covered by this
policy.
5.
Dealing with requests from individuals to see the data HADS holds about them.
6.
Checking and approving any contracts or agreements with third parties that may
handle the society’s sensitive data.
7.
Ensuring all systems, services and equipment used for storing data meet
acceptable standards.
8.
Perform regular checks and scans to ensure security hardware is functioning
properly.
General Member Guidelines
• The only people able to
access data covered by this policy should be those who need it for their
position/activity in the society.
• Data should not be shared
informally. When access to confidential information is required, members can
request it from the committee.
• Members should keep all data
secure, by taking sensible precautions and following the guidelines below.
• Personal data should not be
disclosed to unauthorised people.
•
Where emails are being sent to multiple persons, the BCC funtction should be
used to protect personal data
• Data should be reviewed and
updated at every AGM. If it is no longer required, it should be disposed of.
Data Storage
These rules describe how and
where data should be stored safely.
•
It is recommended that any personal data should not be stored on portable
memory devices (such as memory sticks)
Questions about storing data
can be directed to the committee.
Wherever possible, keeping
paper records should be avoided. When data is stored on paper, it should be
kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to
data that is usually stored electronically but has been printed out for some
reason.
• When not required, the paper
or files should be kept in a locked draw or filing cabinet.
• Members should make sure paper and printouts
are not left where unauthorised people could see them, like on a printer.
• Data printouts should be
shredded and disposed of securely when no longer required. When data is stored
electronically, it must be protected from unauthorised access, accidental
deletion or malicious hacking attempts.
• If data is stored on
removable files, like a removable hard drive, these should be kept locked away.
• All servers and computers
containing data should be protected by approved security software and a
firewall.
Data Use
Personal Data is of no use to
HADS unless the society can make use of it. However, it is when personal data
is accessed and used that it can be at greatest risk of loss, corruption or
theft.
Data Accuracy
The law requires HADs to take reasonable steps
to ensure data is kept accurate and up to date. The more important it is that
the personal data is accurate, the greater the effort HADS should put into
ensuring its accuracy. It is the responsibility of all members who work with
data to take reasonable steps to ensure it is kept accurate and up to date as
possible.
• Data will be held in as few
places as necessary.
• Members should take every
opportunity to ensure data is updated.
• HADS will make it easy for
data subjects to update the data HADS holds about them.
• Data should be updated as
inaccuracies are discovered. For example, old telephone numbers should be
removed from the data base.
Subject access requests
All individuals who are the
subject of personal data held by HADS are entitled to:
• Ask what information the society holds about
them.
• Ask how to gain access to it.
• Be informed how to keep it up
to date.
• Be informed how the society
is meeting its data protection regulations.
If an individual contacts the
society requesting information, this is called a subject access request.
Subject access requests from individuals should be made by email.
The Data controller will always verify the
identity of anyone making a subject access request before handing over any
information
Providing information
HADS aims to ensure that
individuals are aware that their data is being processed, and that they
understand:
• How the data is being used.
• How to exercise their rights.
Appendix IV
Privacy Policy (Members)
Horsehay Amateur Dramatic
Society is committed to protecting personal information.
This privacy Policy relates to
our use of any personal information we collect from you when you become a
member of the Society.
This involvement includes (but
is not limited to) scenery, construction, costumes, properties, publicity,
front of house, stage management, sound, lighting, direction and music.
The personal information we
collect from you
We collect basic personal
details such as your name, address, e-mail address, telephone number,
subscriptions and dates paid.
We may also take your
photograph unless consent is denied on joining or at
any time during your membership.
How we use your information
We will use your information to
send you newsletters, letters or emails to give you details of General
Meetings, Shows Rehearsals, Production Meetings and similar events that are
likely to be of interest to you.
Your name and possibly
photograph may appear in our show programme, Social
media and/or Website.
Your information may also be
shared with our Committee members. This use is in our ‘Legitimate Interest’.
You will be aware that our show
programmes are public documents, and our publicity platforms can be seen
publicly.
We will not share your
information with third parties without your consent.
Security
We put in place reasonable measures to protect
against unauthorised access or damage to, or disclosure or loss of, your
information.
We will keep your information
for 10 years after you cease to be a member of HADS.
We keep your information
because you may resume your connection with HADS and take part again in our
activities. However, you can ask us to remove your personal information at any
time and we will do so.
To withdraw from on
our active mailing list, you can request removal in writing / by email
You have the right to request a
copy of all the personal information we hold about you in a Subject Access
Request.
To do this, simply write to us
at the address below.
We will take all reasonable
steps to confirm your identity before providing you with details of any
personal information we may hold about you.
Changes to this Privacy Policy
We may amend this Privacy Policy
from time to time; for example, to keep it up to date or to comply with legal
requirements. If there will be any significant changes made to the use of your
personal information in a manner different from that stated, we will seek your
permission first.
How to contact us
For any questions or concerns relating to this
Privacy Policy or our data protection practices, or to make a Subject Access Request,
please contact us in one of these ways: By Phone: Edward: 01952 610555
By Email: Edward:
eedavies@talktalk.net By
Post: Mr E. Davies 36 Castle
View, Red Lake, Telford TF1 5EW
Prepared by: Jennifer Edwards
Chair 2018/2019 and amended by the Committee 2025
Appendix VI – Casting
Guidelines
HORSEHAY AMATEUR DRAMATIC
SOCIETY Casting Guidelines
1. The casting decision will be
carried out by a panel, compromising of the Director, the HADS President and
the Actor’s Representative. In the event the President is directing, the
Director’s Representative will also be present.
2. The Director will have the
majority of the decision in casting, the other panel members are there to a)
ensure the casting guidelines are met, b) to ensure fairness and unbiased in
the casting process.
3. If the other panel members
raise any concerns with the Director over casting, the Director will not be
able to announce the cast until all concerns have been resolved.
4. The date and location of all
readings will be announced to all current society members.
5. Directors will not approach
members and ask them to read, or indicate they will be given a specific part at
any point before the cast is announced. (*A director may gauge interest of
society members in general to ensure there will be enough attendance at a
reading).
6. Directors should refrain
from pre-casting, even if their decision is not shared with anyone else.
7. Casting will be based on the
reading of the play and the suitability of members for each role. Note- the
Casting Panel reserve the right to take in to account contribution to Society
efforts and reliability when casting a role.
8. The Casting Panel may hear
members read on additional nights if members are unable to make the reading.
This is done however at a) the Casting Panel’s discretion and availability and
b) for existing members only.
9. If a member is unable to
make the reading and an additional reading is unable to take place, they may
register their interest with the Casting Panel, however members in attendance
will be given priority first.
10. The readings are relaxed
and friendly, and open to all. Anyone attending a reading must act courteously
to other members who are actively reading and refrain from any distracting
activities (such as talking, using mobile phones, eating etc.).
11. No part will be cast by the
panel before all attendees have been given the chance to read.
12. In exceptional
circumstances, when a role is unable to be cast from the reading attendees, the
panel reserves the right to cast a member from the Society, whose abilities and
reliability is well known.
13. The Casting Panel will make
their selection in private.
14. The Casting Panel will
announce the decision either on the night or by email within 5 days
15.No member should actively
seek favour or basis from the Casting Panel.
16.It is expected of all
members that they perform other duties such as Front of House, props, prompt,
set, when not involved in an acting role.
17. Cast members should supply
the Director with a list of dates that they will be unavailable for rehearsals.
18. If a cast member is
unavailable for an excessive number of rehearsals, they should inform the
Casting Panel prior to the reading.
19. The Director and cast
members must ensure they have the Director’s contact details and vice versa.
Group emails MUST be kept closed and blind copied by the Director to remain compliant
with the Society’s Privacy Policy. Whatsapp groups are done on an opt in. Any
member of the whatsapp production group may remove themselves at any time.
20. Inevitably, there will be
some who are disappointed at the role they have been cast or not cast. The
committee asks all members to remember that the casting process is difficult,
as HADS is a talented Society, and there will always be lots of opportunities
in the future to be cast. There are also many other roles that can be carried
out, as previously mentioned.
21. For insurance and liability
purposes, anyone wanting to become involved in a HADS production, must pay
their subscription before commencing a project.
22. Any new member wishing to
be considered for casting with HADS must attend the advertised reading for a
play. This is to meet existing members of the Society and to get a feel for how
HADS works.
23. HADS whole heartedly
welcomes new members. If a new member is not cast, then we encourage them to become involved backstage and with Front of
House. This also gives both the new member and the Society a chance to get to
know one another.
24. Any new member who is
interested in a role is welcome to ask the date of, and attend the reading.
For any further information,
please email; HADS President Edward Davies: eedavies @talktalk.net
Appendix VII – Front of House
Policy
Horsehay Amateur Dramatic
Society Front of House Policy
The purpose of this policy is
to collect all information needed for the Front of House Manager and team for
procedures during a production.
FoH Manager
There must be a nominated FoH
Manager for every production to liaise with the FoH Team, backstage crew,
Technicians, audience members, external First Aiders and security guard (as
well as ensuring the car park is kept clear)
Personnel
Our experience shows that best
practice is to have at least five team members (six for sold out or high
capacity shows) allocated in the following way
·
Two
on tickets
·
One
on the raffle
·
One
on programmes
·
One
setting up the kitchen
·
One
in auditorium as an usher for sold out productions
The
FoH Team should wear black tops (or all black if possible) and badges /
lanyards which will be provided by the Society. It is presumed that members
putting themselves forward for front of house are available pre performance and
for refreshments, plus usher duties.
Opening
Performances will now be advertised as doors opening at 6.45pm. one member of
the Society should be available to open the hall at 6.15 pm
The porch door will be left open, but the main
wooden doors will remain locked until 6.45pm. All FoH team, cast and crew
should use the kitchen door as an entrance, now known as the stage door. This
is to ensure audience members are not let in before FoH and the tech crew are
ready.
FoH team should arrive by 6.30pm for a quick
briefing by the FoH manager, which will include job allocation, fire procedure
and emergency procedures.
Before
curtain up
The
‘Welcome’ announcement should be played 5 minutes before curtain up. This will
be a recording and played by the sound technician.
During
the interval, a five-minute announcement should be given to make the audience
aware the show is about to recommence.
The
FoH Manager should make the cast and crew aware of the 5 minute call and when
the audience are seated again.
During
the performance Alongside any external First Aiders, there should be one FoH
member at a chair by the back fire exit, one FoH member seated by the prompt,
one FoH member by the raffle table, and two FoH members setting up the kitchen.
Those
FoH team members in the auditorium should exit before the start of the interval
to assist with refreshments (team member by the prompt should wait until the
house lights are on so not to disturb audience members).
The
Front of House Manager should be seated so visibility is clear for any late
comers.
Emergencies
In the event of a fire, the FoH member next to the prompt should open the fire
door next to the tech desk, the FoH member by the raffle should open both
auditorium doors and the front doors, the FoH Member by the back fire exit door
should open that exit. The aim for FoH members should be the quick and safe
evacuation of all persons from the building, not to fight the fire or put
themselves at risk. The Front of House Manager should liaise with the kitchen
FoH team and backstage team for quick evacuation of cast and crew.
In
the event of a medical emergency in the hall, a
FOH member should turn on the front hall lights, signalling actors to
leave the stage and the curtains to be closed, until the emergency is dealt
with.