NODA, 58-60 Lincoln Road
Peterborough, PE1 2RZ
Telephone 0870 770 2480
Fax 0870 770 2490
Patron:
The Lord Lloyd-Webber
Website: John
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Starting a new amateur theatre society is exactly like starting a business. And it is interesting to discover looking at books giving advice over the past fifty years that the basic requirements have not changed in all that time.
What type of group?
First off, it is important to do some research to decide the type of group you want to establish. There is a wide field from straightforward drama and/or musical societies to the more specialised groups such as youth theatre, classical drama or dance, pantomime, music hall or variety, operetta and opera, or a combination of any and every kind. Find out what already exists in your area. There may be established groups with which you will have to compete - so ask yourself if it is worthwhile. Or you may discover there is a gap that you can meet.
Set up a working group
Once you have decided the type of work you want to perform, it will be necessary to set up a committee to plan the way ahead. A leader is required to serve as chairman. It is sometimes helpful to have someone with both practical management skills and theatrical knowledge to act as guide, and an ability to work with the artistic director is important. A treasurer/business manager is essential - someone with financial expertise - as even the smallest group must be financially viable. A good secretary is necessary to take minutes, handle correspondence, and pour oil on troubled waters.
Initial finance
Once the management team is in place the group can be formed. Initial finance can come in a variety of ways. Each member of the management team can contribute a certain sum of money as an interest-free loan to be repaid at a future date. Appeals can be made for funding from local authorities and the community. There may be grants locally which can be found by research. Or you just need to use tried and tested fundraising techniques such as jumble sales, raffles, tombola etc.
Basic rules for membership
It is essential to have basic rules for membership and to decide whether you want to charge a subscription to join the society. NODA can supply a model constitution which has been approved by the Charity Commission.
Your group also needs to ensure it has insurance, in particular to cover public liability and personal accident. For further information on NODA Insurance, an insurance package that caters for the specific needs of amateur theatre, with discounted premiums for NODA members, contact NODA Insurance on 0845 130 1368 or visit www.nodainsurance.co.uk.
NODA Insurance is a trading name of Lloyd & Whyte Ltd used under licence from the National Operatic and Dramatic Association. Lloyd & Whyte Ltd is authorised and regulated by the Financial Services Authority. Lloyd & Whyte Ltd, Affinity House, Bindon Road, Taunton, Somerset, TA2 6AA. Calls may be recorded for use in quality management, training and customer support.
If you plan on offering opportunities for children, you need to have a Child Protection policy and appoint a Child Protection Officer. NODA has a model policy and offers a counter-signatory service for criminal record disclosures. You should also think about having an Equal Opportunities policy - this will be essential if you intend applying for grants.
Venues
Now is the time to find a venue for both rehearsals and/or performances - no easy task. It will be necessary to decide the time to be taken to reach the performance week and to confirm with the venue that your preferred dates are available. Many drama groups can come to production in eight weeks, but this means intensive rehearsal. Many musical groups produce one or two shows a year with weekly rehearsals over many months. Make sure the performance venue has a licence from the local authority and a PRS licence; if not, it may be your responsibility to obtain these. And don't forget the importance of Health & Safety at both rehearsals and performances - you have a legal obligation to ensure the health and safety of those taking part.
Your first show
Deciding on a play or a show requires much thought - the type of audience you hope to attract, the performing venues available, seating capacity, the cost of the production, whether to build or hire scenery, how to sell tickets etc. A budget is essential. Make sure too you apply for performing rights in advance of rehearsal - this is very important as otherwise you may find the rights for the musical or play you have been rehearsing are not available or have been granted to another group near you. You also need to appoint a stage director to help with auditions and advise as to what will be required to perform the work - NODA has a model contract so that both parties understand their responsibilities.
Your first cast!
Once these basic steps are in place - steering group, venue, director, financial backing - you need a cast! You can advertise in your local paper that a group is to be established to perform a certain production. When you know the response you can decide whether to proceed and announce audition dates for casting and membership (if appropriate). You will also need to recruit people to do the stage management and other technical roles (eg. wardrobe, props, sound, lighting, make-up), administrative duties (eg. publicity, front of house), and a rehearsal pianist, MD and choreographer if you are performing a musical. You will then need sufficient copies of the scripts, scores or libs - these can be bought through NODA at a discount for members or hired from the rightsholder.
From then on you need to keep control of the production (without treading on the toes of the creative team) and of the costs, and ensure that everything is in place for a successful first night. Don't forget that all productions must have an exit strategy - plan your get-out, clean up any scripts, scores and libs you have hired, return anything you have borrowed, make sure any relevant personnel (eg. orchestra) are paid and get your treasurer to write up the balance sheet for the show. And don't forget to send out thank you letters to all who deserve them.
Further information
Starting a group is well worthwhile. When it is successful you have something you can look on with pride. If it proves difficult, just keep working away to get it right the next time!
And don't forget, affiliation to NODA will be of immense benefit to your group, as you will receive a wide variety of help and information, along with access to a range of useful factsheets. NODA Headquarters will be pleased to send you basic information and put you in touch with the Regional Representative and/or Councillor in your region. Once you are a member, make sure you invite your Regional Representative to your productions, so you can get show reports printed in the regional magazine. And you can also send members of your group to the NODA Summer School to help enhance their performing, directing or technical skills, or to regional and national conferences and seminars to network with other groups. For further details and to join online please click here.
Recommended further reading: The Methuen
Amateur Theatre Handbook, Keith Arrowsmith,
£12.99.
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