Annapolis Summer Garden Theatre Organization Manual Version 3.0; 7/1/2019 Annapolis Summer Garden Theatre https://summergarden.com Purpose and Organization of the Manual Annapolis Summer Garden Theatre Organization Manual Table of Contents Introduction Purpose and Organization of the Manual .................................................................................. 1 Responsibility for the Manual .................................................................................................... 1 Document Revision History ........................................................................................................ 2 Theatre Organization Mission Statement ..................................................................................................................... 3 Charter ........................................................................................................................................ 3 History ........................................................................................................................................ 3 History of the Theatre Logo........................................................................................................ 6 History of the Theatre Property ................................................................................................. 7 STAGE/2 .................................................................................................................................. 8 By-Laws ....................................................................................................................................... 9 Resolutions ............................................................................................................................... 14 Production History.................................................................................................................... 15 Executive Staff Job Descriptions Board of Directors: Composition and Duties ........................................................................... 17 President................................................................................................................................... 17 Vice President ........................................................................................................................... 17 Secretary ................................................................................................................................... 18 Treasurer .................................................................................................................................. 18 Box Office Director ................................................................................................................... 18 Buildings and Grounds Director ............................................................................................... 19 Communications Director ........................................................................................................ 20 Development Director .............................................................................................................. 21 ASGT Organization Manual i Version 3.0; 7/1/2019 Purpose and Organization of the Manual House Director.......................................................................................................................... 22 Production Director .................................................................................................................. 22 Public Relations Director .......................................................................................................... 23 Technical Director – Will be updated in 2020 .......................................................................... 25 Volunteer Director .................................................................................................................... 26 Removal of Directors ................................................................................................................ 26 Committees .............................................................................................................................. 27 General Policies Production Manual ................................................................................................................... 29 Operating Policies ..................................................................................................................... 30 Drugs/Alcohol/Firearms/Smoking Policies ............................................................................... 32 Budgets, Finances and Procurement Policies .......................................................................... 33 Scheduling Policy ...................................................................................................................... 35 Education Policy ....................................................................................................................... 36 Renovation and Maintenance .................................................................................................. 36 Age to Volunteer Policy ............................................................................................................ 37 Theatre Operating Procedures Ticket Information .................................................................................................................... 38 Fire Policies and Procedures .................................................................................................... 40 Medical Emergency Procedures ............................................................................................... 46 Buildings and Grounds Procedures .......................................................................................... 47 Technical - Beginning of Season Procedures – this section to be reviewed in 2020 ............... 49 Technical - End of Season Procedures – this section to be reviewed in 2020 ......................... 50 Trash Disposal Procedures ....................................................................................................... 52 Hazardous Material Disposal Procedures ................................................................................ 52 Appendices Information Sheet on Fire Alarms and Exits ............................................................................. 55 Box Office Procedures .............................................................................................................. 56 Information Sheet for Ushers ................................................................................................... 60 Scaled Floor Plan ...................................................................................................................... 62 ASGT Organization Manual ii Version 3.0; 7/1/2019 Purpose and Organization of the Manual Expense Reimbursement Form ................................................................................................ 63 Resource Lists ........................................................................................................................... 64 ASGT Organization Manual iii Version 3.0; 7/1/2019 Purpose and Organization of the Manual Introduction Purpose and Organization of the Manual This manual documents all standard operating procedures related to Annapolis Summer Garden Theatre, Inc. (ASGT), its productions, and its Board, artistic teams, and volunteers. Every attempt has been made to be consistent with the organization's By-Laws and any current Resolutions. Both of these documents are contained within this manual. The manual is organized primarily according to staffing responsibilities. Any information too cumbersome to include within a specific staff section or which relates to more than one staff member is placed in a separate section or added as an appendix. Operating Policies support and expand the Bylaws. They detail and define the Board of Directors and its operation. They provide similar information for the Committee structure. They define the procedures for the selection of each annual production season. They define the process for establishing an annual budget and maintaining a sound financial operation. Responsibility for the Manual The Governance Committee, chaired by ASGT President, has overall responsibility for maintaining the manual. Individuals who wish to submit suggestions for changes should contact the Committee at [email protected] or by mailing to the Governance Committee at 143 Compromise Street, Annapolis, MD 21401. Each Board member is charged with monitoring sections that pertain to their area(s) of responsibility and with suggesting changes to the Governance Committee by December 31. The updated Manual will be approved by the Board at the February Board meeting each year and posted on the website. The ASGT Board is aware that this is a living document. Additional information, formatting, and editing will be done periodically to make this document more useful to all persons involved with an ASGT production. ASGT Organization Manual 1 Version 3.0; 7/1/2019 Document Revision History Document Revision History a. 03/16/2011 Version 2.0 Initial 2011 Season Version b. 03/16/2011 Version 2.1 Added this Revision History; also changes to Actors’ Agreement, Understudy Policy, Audition Policy, and Director duties. c. 04/12/2011 Version 2.2 Changes to Actors’ Agreement d. 01/09/2013 Version 2.3 Changes to Bylaw Article V e. 02/16/2016