COMMUNITY THEATRE OF TERRE HAUTE ORGANIZATIONAL CHART July 2012
 STANDING COMMITTEE CHM** —Selected by President
 Sub-Committee Chm.—Selected by Standing Committee Chm.
** Board Member
## Executive Committee Member
• Italics defins the general responsibilities of each committee
PRESIDENT ## Manage business of the Board
SENIOR VICE-PRESIDENT ## acts in the absence of the President
VICE-PRESIDENT ##
Keesp job descriptions
current & distributed & maintain an up-to-date notebook with all job descriptions.
RECORDING SECRETARY ## Give notice of
meetings and keep a record of the attendance &
minutes of meetings & current a listing of the Board.
CORRESPONDING SECRETARY/HISTORIAN
Responsible for correspondence regarding sympa-
thy, illness or appreciation cards & letters act as the
official historian of CT, maintain photo file
TREASURER ## Keep correct and complete records of account accurately showing at all times the
financial condition of the organization
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
BOARD DEVELOPMENT ** ##
Nominating, Retreat, Board Orientation/Training
& Evaluation
 BUILDING & GROUNDS** ##
Keep all aspects of building & grounds in good
working order: HVAC, plumbing, snow removal,
grass, trees, plantings, etc. Hire & oversee janitor.
Hire and oversee Janitor
Coke Machine
Trash Removal
Property Usage & Theatre Rentals – Screen
& approve (or present to the board) requests
by outside parties to use the theatre & properties. Schedule & oversee any theatre usage by
non-CT organizations, oversee renting or loaning theatre property, & conduct CT tours.
 BUSINESS AFFAIRS ** ##
Handle business & legal matters.
 Finance ** ## Prepare an annual budget &
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oversee audits, insurance, investments, & purchasing process..
Legal Adviso r** ## – Handle any legal matters of the theatre.
Policies – Maintain and updated book of policies, procedures, and actions approved by
board and distribute book to board members.
Parliamentarian
 DRAMA ** ##
Oversee royalties, scripts, & Internal calendar.
 Play Selection Select slate of plays to present
to boar.
 Traditional Play Reading
 New Play Reading/Artistic Development
 Internal Calendar – Maintain & post schedule
of all in-house plays, rehearsals, etc.
 Casting – Work with directors recruit actors,
run auditions, & cast show.
 FRONT HOUSE** ##
Oversee all events and displays in the lobby.
 Gallery – Oversee all aspects of gallery displays
in lobby.
 Hospitality – Opening night receptions. Organize
the board holiday party.
 Marquee – Keep marquee up to date.
 Ushers—Secure, tr ain, schedule, & oversee
ushers. Handle ordering, storing, & selling soft
drinks during performances.
 FUND DEVELOPMENT** ##
 Grants – Investigate grant opportunities for CT
programming.
 Memorial Fund – Keep a database of all donors, thank donors, & send lists of donors & addresses to family member,
 Planned Giving – Develop a planned giving
program
 INFORMATION TECHNOLOGY ** ##
Responsible for the ownership and maintenance of
the theater's business-related technology. Advises
on the acquisition and use of production-related
technology.
 MARKETING** ##
 Audience Development
 Market the season preview & traveling show.
 Solicit patron & target market feedback, conduct focus groups,
 Pre & post-performance discussions,
 Ticket incentives
 Media Communication
 Newspaper articles & advertising
 Radio/TV
 Website
 Outreach – Schedule, implement, and/or act as
a liaison for current in house & community outreach programs.
 ArtsFest
 VCPL Family Leaning Day’
 Special events in conjunction with other arts
organizations (i.e. Symphony).
 Season Preview – Quality program promoting the upcoming season.
 Print Communication
 Season Brochure
 Program Book (main program)
 Program Inserts (show program)
 Postcards
 SAFETY & SECURITY** ##
Oversee safety of CT property, volunteers, &
patrons; security of money, computer, parking
lot & north side of building, lobby/art work, &
maintain the fire extinguishers, first aid kits, &
emergency evacuation procedures.
Manage keys & Distribute to appropriate people
 SALES** ##
 Box Office – Man & oversee all box office activities. Order play tickets for the year.
 Print Gift Certificates & ticket giveaways
 Program Book Ads – Sell ads, collect money,
& coordinate ad copy with printer in the program book
 Season Tickets – Organize & oversee all aspects of season ticket sales – sales materials,
record keeping, & money collection.
 Sponsors – secure sponsors for plays, coordinate ads, posters, marquee, & receptions.
 PRODUCTION** ##
Work with directors and sub chm to assemble
Production Teams for each show. Develop a
budget for each show. Establish & post a master
calendar with each show & their production requirements.
 Costumes
 Lighting
 Make-up
 Props
 Set Construction
 Set Decoration
 Sound
 Special Effects
 Producer Advisor
 VOLUNTEERS** ##
Act as point of entry host to newcomers & promote new volunteers,
 Database—Maintain database for volunteers,
ticket sales, casting, sponsors, advertisers
 Workshops & Continuing Ed/ Artistic Programming Organize, staff, & schedule workshops & programs to educate old volunteers &
recruit new volunteers/
 Hands on mentoring program.
 Orientation
 Traveling shows – shows that could be taken to the public (i.e. “Hat Show,” “I’m Herbert.”)
 ICTL Festival participation
 Awards Night – Oversee & coordinate entire
Awards Night – judging, show, program, reception
 Judging – secure judges & oversee judging
procedure
 Director – create, direct, & produce Awards
Night show.