Production Team

STAGE HANDS CREW LEAD

Contact Point: Scheduled Activities
Description: Manages Castle Build, Tent & Outdoor Structures, Stage Move & Set-up, Lighting Scaffolding, Sanctuary Set-up, Banners & Flags Set-up
Team includes: Builders, Set-up, Tear-down, Painters, etc. 

STAGE SET UP

Direct placement and assembly of the stage.
Assemble the Manger
Hang curtains that hide the Holy Family’s entrance
Run Star power cord to the light control board
Return the Manger and stage to storage

SOUND CHAIR

Coordinate all sound for the program including miking the cast, providing sound reinforcement for the program and orchestra, and engineering a recording of the event.

Team includes:

  • Assistants needed: 1-2 

VIP RECEPTION CHAIR

We come up with a plan for decorating the Palermo Center. We order tables and linens from American Party rental. We send email info out to all past volunteers. We form a team of helpers to 1. Decorate 2. Set up the tables 3. Heat food 4. Serve 5. Clean up.

Decorating takes many hours. We try to create a beautiful atmosphere inside the building, outside in the tent and outside of the tent. Furniture is moved. Items are hung from the ceiling. Centerpieces are created.

We haul a million pewter trays from our house to serve all the food from.  We also provide tons of tongs and other serving pieces from our house.

We set up the office kitchen for preparing trays and thoroughly clean up. The space looks undisturbed at the end of the night.

We shop for all the food using lists from previous years. We purchase plates, napkins and cups.

We collect roaster ovens from various people to keep food hot.  We bring extension cords from home to insure that no more than two roasters are plugged into a wall. Fuses are blown if we do not do it this way. We have roasters in the reception area, the hallway and in the RE office.

We prepare the trays for serving, make coffee, make hot chocolate and prepare the wine table.

Some years we also order or borrow heaters for the tent the Knights set up for us.

COSTUME CHAIR

  1. Oversee costume department. That entails: organizing the costumes, making sure the costumes are mended, washed and ironed. 
  2. Properly label the costumes and the racks.
  3. Organize the costume closet and keep it that way.
  4. Do the costume fittings and assign costumes to individuals.
  5. Keep a record of whom each costume is assigned to. 
  6. Communicate via emails, phone or text messages with people who are interested in being a part of the BHP (cast and crew). 
  7. Put together and update as needed an Excel spreadsheet of all cast and crew members names and contact info (new cast/crew sign up sheets, returning cast/crew sign up sheets). 
  8. Update the templates for all Excel spreadsheets, costume labels, cast member costume labels, rack lists, cast member name tag forms, sign in/sign out form, and various other forms.
  9. Set up a costume fitting schedule with the volunteers.

COMMUNICATIONS CHAIR

Responsibilities: Manage Communications Team

Calendar Bookkeeper: Book all church spaces needed for BHP rehearsals, show, costume fittings, leader meetings, Kickoff celebration, tables in gathering space and any additional needs. 

Announcement and Bulletin Chair: Manages bulletin announcements and pulpit announcements (writes them with Communication Chair, sends bulletin to parish bulletin coordinator, arranges speaker for pulpit announcements)

MUSIC CAST LIAISON

Responsibilities: Sent out music and scripts for minstrels and speaking actors. Work with Storm to have current recordings of music for practices.

GRAPHIC DESIGNER/PRINT PRODUCTION

Responsibilities: Helps Communications Chair design and produce print/web graphics to promote pageant, could be more than 1 person 

Sample list of Items needed:

  • POSTER – 24×36 – Full poster on foam core (ideally 1 that we can use at the Ministry Fair, Kick-off, Any post-Mass sign-ups, Ticket Sales) displayed on easel 
  • FLYERS – Letter (8.5×11) flyers for the Kick-off event, Costume fittings/rehearsals, Show (up to 3 versions – all would include sponsorship info)
  • CARDS – Push card/business cards for the Kickoff that include rehearsals and show – 1 version should do
  • Program – for the show, new artwork for cover, updated cast list, ads
  • Full cast list – one sheet inserted in program 

LIGHTING LEAD

Rent scaffolding and spot lights,

Pickup both

Setup Scaffolding and spot lights

Attend all rehearsals

Update light control board program if the show changes

Run the light control board at all rehearsals and the performance 

Direct the spot light operators using walkie-talkies that you supply

Take down scaffolding and spot lights

Return scaffolding and spot lights

PRODUCER

DIRECTOR

Responsibilities: Works with producer(s), cast, music director, sound and lighting).  

Team Includes: Stage managers

CAST AND CREW PARTY LEAD

Responsibilities: Arranges Pizza Party, Ice Cream Social, Spaghetti Dinner

Team Includes:

Teen volunteers

Servers

Set up Crew

Clean up Crew

STAGE MANAGER(s)

Responsibilities: Help Cast stay on track, director’s assistant

MAKE UP LEAD

Responsibilities: Help Cast put on makeup

PROPS CREW LEAD 

Responsibilities: Help Cast get props, make and repair props

CAST LEADS AND TEAMS

SPRITES LEAD

Responsibilities: Communicates with parents of sprites, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: Teen volunteer, Parent volunteer to help with above

JESTERS LEAD

Responsibilities: Manage Jesters, Tumblers, Jugglers. Communicates with parents of jesters, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: Teen volunteer, Parent volunteer to help with above

ANGELS LEAD (Head Angel)

Responsibilities: Manage Angels, Adult Angels, Christmas Star, Christmas Spirit. Communicates with parents of angels, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: Teen volunteer, Parent volunteer to help with above

HOLY FAMILY LEAD

Responsibilities: Help Holy Family learn their part, communicates with them, knows the music and cues

SHEPHERDS LEAD

Responsibilities: Communicates with shepherds and parents of child shepherds, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: Teen volunteer, Parent volunteer to help with above

WISE MEN LEAD

Responsibilities: Manages and communicates with Wise Men, Attendants, parents of child attendants, helps them practice routine/music, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: Teen volunteer, Parent volunteer to help with above

ROYAL FAMILY LEAD

Responsibilities: Manages and communicates with King, Queen, parents of any princesses and princes, helps them practice routine/music, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: Teen volunteer, Parent volunteer to help with above

CASTLE STAFF LEAD 

Responsibilities: Manages and communicates with cooks and other castle staff, beggars, etc., helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: 

CANDLE BEARERS LEAD 

Responsibilities: Manages and communicates with Candle Bearers, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes:

ROMAN SOLDIERS LEAD

Responsibilities: Manages and communicates with Roman Soldiers, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

GUARDS LEAD

Responsibilities: Manages and communicates with Guards, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

HUNTERS LEAD

Responsibilities: Manages and communicates with Hunters and Boar’s Head bearers, helps them practice routine, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

MINSTRELS LEAD 

Responsibilities: Manages and communicates with Minstrels, helps them practice music, keeps them together during rehearsals and shows, if appropriate, help with costumes/make-up

Team Includes: Guitar player, 2 soloists

LORDS & LADIES LEAD 

Responsibilties: Choreography for the Lords and Ladies dance. Work on music with Storm when necessary.

DANCERS LEAD

Description: communicates within team and dancers, corrals the dancers, teaches them the routine, runs the practices – Could have co-captains

Team includes:

  • Dancer Parent – a mom or dad who can be at most rehearsals, back up parent

representation 

  • Teen/YA Helper – 1-2 (optional) someone who can help teach the girls and/or run

rehearsal, usually was a Dancer in previous years