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wiki:technical_director [2022/02/13 13:37]
JonathanFerguson 		wiki:technical_director [2024/03/17 23:26] (current)
GeorgeP Updated insurance links
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 ===== What's Covered in This Guide ===== ===== What's Covered in This Guide =====
 +
 +This guide covers important topics in detail. For the TD Checklist, templates, instructions and other important documents, see the [[https://stagesoc.org.uk/td|TD Resources]].
  
   - Getting the Job   - Getting the Job
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   - Responsibilities   - Responsibilities
   - Health & Safety   - Health & Safety
-  - Front of House Manager +  - Packing Up the Annex (including Security at Weekends)
-  - Packing Up the Annex+
   - Late Night Working   - Late Night Working
   - Invoices   - Invoices
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   - Keys   - Keys
   - TD Locker & Consumables   - TD Locker & Consumables
-  - Security at Weekends 
   - Adding a Show Page to the Website   - Adding a Show Page to the Website
 +  - Insurance
  
 ===== Getting the Job ===== ===== Getting the Job =====
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 ===== Summary of the Role ===== ===== Summary of the Role =====
 These are the main steps of the role: These are the main steps of the role:
 +  - **Communicate!** You are the point of communication between production team and crew, and you need to facilitate communication between all parties. Any issues with the show should go through you and you should be approachable to any person involved with the show.
   - Talk to the production team about their tech requirements (set, lighting, sound, special effects), identify anything that needs to be externally hired.   - Talk to the production team about their tech requirements (set, lighting, sound, special effects), identify anything that needs to be externally hired.
   - Make a plan of dates when things need to be done by, and post on the shows forum asking for crew. Provide as much detail as possible about the show and tech.   - Make a plan of dates when things need to be done by, and post on the shows forum asking for crew. Provide as much detail as possible about the show and tech.
-  - Choose your crew and organise a crew meeting to let the crew meet each other and find out what they will be doing.+  - Choose your crew and organise communication channels. Normally this is a Discord crew chat, but be careful to include any member who doesn't have Discord.
   - Make sure your production team are happy, be contactable.   - Make sure your production team are happy, be contactable.
-  - You will be asked by the StageSoc committee to provide updates, at their meetings, about your progress and are able to answer any queries you may have. +  - You will be asked by the StageSoc committee to provide updates, at their meetings, about your progress and they should answer any queries you may have. 
-  - Get-in: Make a list of jobs that need doing and a rough timescale in which to do them. +  - Get-in: You are in charge of organising and running the get-in. Look after your crew and ensure all tasks are completed safely and in a timely manner. 
-  - Tech run: LX plotting takes the most time to try to get as much ground-work and pre-plotting done beforehand. Your main job is to make sure the crew are happy and they are fed/watered. You are to be the go-between for the production team and the crew. If the production team has a problem they must go through you first.+  - Tech run: You (not the directors!) are in charge of the tech rehearsal. LX plotting takes the most time to try to get as much ground-work and pre-plotting done beforehand. Your main job is to make sure the crew are happy and they are fed/watered.
   - Show: Your job is to make sure it runs smoothly, making notes of problems that can be corrected.   - Show: Your job is to make sure it runs smoothly, making notes of problems that can be corrected.
-  - Get-out: Have a list of jobs, and have everybody doing something, arrange a house run (see responsibilities).+  - Get-out: You are in charge of organising and running the get-out. You are responsible for the condition of the Annex at the end of the show.
  
 ===== Responsibilities ===== ===== Responsibilities =====
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   * Establishing what additional equipment is needed for the show and arranging the hires (see invoices section).   * Establishing what additional equipment is needed for the show and arranging the hires (see invoices section).
   * Arranging late night working (see late-night working section).   * Arranging late night working (see late-night working section).
-  * Liaising with iSoloutions about using the space (see iSoloutions section). 
   * Ensuring that all health and safety paperwork is done (see H&S section).   * Ensuring that all health and safety paperwork is done (see H&S section).
   * Advertising for and recruiting crew fairly, ensuring all members get an opportunity to be involved if they want to. You should refrain from promising positions to members until you have asked for crew on the forum.   * Advertising for and recruiting crew fairly, ensuring all members get an opportunity to be involved if they want to. You should refrain from promising positions to members until you have asked for crew on the forum.
   * Ensuring all crew members are trained and competent to use the equipment. If they aren't, then arrange mentors to help teach them.   * Ensuring all crew members are trained and competent to use the equipment. If they aren't, then arrange mentors to help teach them.
-  * If the show is in the Annex, make sure the Annex Officer or an appointed substitute will be around during the get-out to make sure everything gets put back tidily and in the correct places. They will accept the state of the Annex as suitable for lectures. If there is a show following immediately after then the incoming TD is strongly recommended to be present at the out before. They can ask for lights to be left out, legs left up, deck left behind etc., this can help speed up the ins and outs for both shows involved. They will also need to inspect for and damage to equipment as their show accepts responsibility for damage (if the cause is unable to be found) when they accept the state of the Annex. +  * Ensure all items which belong in PA house are returned at the Out. PA house keys are provided on the TD keys.
-  * They need to arrange a person to make the House run during the out. This person will need house keys and know where stuff goes in the House. If possible the PA Facilities Officer should be asked to do this; if they can't, then a production team member, or crew member, can do it.+
   * At the end of the show week a feedback form will become available. You should distribute a link to your crew and production team.   * At the end of the show week a feedback form will become available. You should distribute a link to your crew and production team.
  
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 Most of what StageSoc do is covered by our Annual General Risk Assessment, found [[ Most of what StageSoc do is covered by our Annual General Risk Assessment, found [[
 https://stagesoc.org.uk/gallery/index.php?catId=65&id=&page=|here]]. It is annually reviewed to ensure it is up-to-date. As a TD you need to read this so you are aware of the hazards of what we do and how they can be minimised. If your show has hazards outside of this then a supplementary risk assessment will need to be passed by the StageSoc Committee. This risk assessment should be passed no later than 2 weeks before the show. When you meet with production teams you need to tell them this and try to identify anything that is outside the scope of our general Risk assessment (e.g. standing on tables, lack of handrails on deck, dancing on lecture benches). Pyrotechnics (fire) and cryogenics (dry ice) have additional safety requirements that need to have considered, the StageSoc committee needs to be informed about the use of these at least two weeks before the start of the show run. If you want to use cryogenics there is a guide for TDs [[https://stagesoc.org.uk/gallery/upload/3253_080ntTDi.pdf|here]] (Note, this document is from 2013, so may be out of date). https://stagesoc.org.uk/gallery/index.php?catId=65&id=&page=|here]]. It is annually reviewed to ensure it is up-to-date. As a TD you need to read this so you are aware of the hazards of what we do and how they can be minimised. If your show has hazards outside of this then a supplementary risk assessment will need to be passed by the StageSoc Committee. This risk assessment should be passed no later than 2 weeks before the show. When you meet with production teams you need to tell them this and try to identify anything that is outside the scope of our general Risk assessment (e.g. standing on tables, lack of handrails on deck, dancing on lecture benches). Pyrotechnics (fire) and cryogenics (dry ice) have additional safety requirements that need to have considered, the StageSoc committee needs to be informed about the use of these at least two weeks before the start of the show run. If you want to use cryogenics there is a guide for TDs [[https://stagesoc.org.uk/gallery/upload/3253_080ntTDi.pdf|here]] (Note, this document is from 2013, so may be out of date).
 +
 +**All risk assessments need to be submitted to SUSU through Groups Hub and approved before they are valid.**
  
 Before the tech-run (and afterwards if changes have occurred) an inspection of the set will be carried out by the Annex Officer (or another member of committee). They will inspect the set looking for any issues or problems that need to be rectified. The changes recommended need to be carried out before the tech-run starts. The safety of all people involved comes above all other factors, including budget, time and aesthetics. All committee members are responsible for the safety of the society so if they are telling you to do something it is because there is a good reason. Before the tech-run (and afterwards if changes have occurred) an inspection of the set will be carried out by the Annex Officer (or another member of committee). They will inspect the set looking for any issues or problems that need to be rectified. The changes recommended need to be carried out before the tech-run starts. The safety of all people involved comes above all other factors, including budget, time and aesthetics. All committee members are responsible for the safety of the society so if they are telling you to do something it is because there is a good reason.
 +
 +==== Fire Safety ====
 +Ensure you are familiar with the fire evacuation plan displayed throughout the Annex. During shows, you will need to nominate people to fill the Technical Director (usually you), Stage Manager (should be based backstage) and Front of House Manager (should be based in the auditorium) positions. Make sure they know their responsibilities in the event of a fire.
 +
  
 ===== Packing Up the Annex ===== ===== Packing Up the Annex =====
 At the end of a show, rehearsal, get-in or out, the space needs to be left in a clean, tidy and safe state for lectures. At the end of a show, rehearsal, get-in or out, the space needs to be left in a clean, tidy and safe state for lectures.
  
-  * Ensure items are not left in: the H or J lecture theatres, in the space between H and J, or in the Foyer. +The procedure is outlined in the daily part of the TD checklist in the [[https://stagesoc.org.uk/td|TD Resources]].
-  * Any props or set left in L/T H should be tidily stacked behind the line of the black curtains against the sides or the back wall. The big store should be used wherever possible to leave the lecture theatres clear. +
-  * Tools and equipment should be put away in their appropriate locations in the stores. All spaces should be left tidy and organised. Locations are clearly labelled as to where items should go, if in doubt, ask! +
-  * The building should be left in a clean and tidy state, including all litter. Bins should be emptied and rubbish disposed of properly; bins can be emptied into the large wheelie bins in the outside cupboard between the doors at the interchange end of the Annex. +
-  * Ensure any issues whatsoever arising during the use of the space are reported to the Annex Officer. Depending on the nature and severity of the issue, these will be passed onto the relevant University contacts. +
-  * Ensure all stores are locked (try to open them to make sure). +
-  * Ensure isolation is removed (if enabled). +
-  * Ensure all health and safety requirements are met. +
-  * Leaving anything in the Foyer should be avoided if possible. If absolutely necessary, permission needs to first be obtained from the buildings and estates manager. Anything left in the Foyer should be clearly marked and left tidily stacked against the side of the building. A clear exit route should be left, and items should be fireproofed. +
-  * The area in front of the black tabs (curtains) in H is the area for lectures, and should be left totally clear for lectures, with the tabs left closed. +
-  * Ensure both lecture theatres are left equipped for lectures: Board pens in both and the two portable whiteboards left in H. +
-  * Once the Annex is clear contact security to lock up on: Ext22811, or 02380 592811.+
  
 +Report any issues when using the Annex to the Annex Officer.
  
 ==== Security at Weekends ==== ==== Security at Weekends ====
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 ===== Late Night Working ===== ===== Late Night Working =====
-Late night working is required if the Annex is to be used beyond 23:00 (11p.m.) on any night (or before 09:00 in the morning).+Late night working is required if the Annex is to be used beyond 23:00 (11p.m.) on any night (or before 09:00 in the morning), because this is outside of the scope of the room booking system. If the room is not booked, and Security has not been made aware, you may be asked to leave!
  
-To get late night working permission, send an email to secsuper@soton.ac.uk and CC the Annex Officer +To notify Security of late night working, send an email to secsuper@soton.ac.uk and CC the Annex Officer. Use the template in the [[https://stagesoc.org.uk/td|TD resources]].
- +
-In the email you need to mention: +
- +
-  * The Name of the show +
-  * Dates and times (start and finish) of when late night working permission is required (anything after 23:00). It is usually best to add some extra time onto what you think you need, as you can always leave early. The nights most likely to need it ate the get-in, tech and dress runs, maybe the first night and the get-out. +
-  * The number of people present (or a good estimate). +
-  * That all members on site will be students of the University, members of {insert performing society here} or StageSoc. If other people are to be present (e.g. audience), explain who they are too. +
-  * That all people on site will be made fully aware of the risks of late working, including: fatigue, dehydration and lapses of concentration (this in included in the general risk assessment). Briefly state the control measures we use: bottled water, encouraged continual monitoring of each-other, shift patterns of work, etc. +
-  * Who will be the individual (or group of people) responsible for the safety of all present on site. This will probably be you as the TD if you are there, if you are not state who will. +
-  * Contact details for yourself, and anybody else of responsibility. +
- +
-An example can be found [[https://stagesoc.org.uk/forum/viewtopic.php?f=12&t=1936&p=24147#p24147|here]].+
  
 ===== Invoices ===== ===== Invoices =====
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 Before the Tech Run the cast need to be given a safety talk. This talk must not be rushed and should clearly state the dangers of performing in the annex. Before the Tech Run the cast need to be given a safety talk. This talk must not be rushed and should clearly state the dangers of performing in the annex.
 +
 +A template H+S talk powerpoint is available in the [[https://stagesoc.org.uk/td|TD Resources]].
  
 The talk should cover the following things in detail: The talk should cover the following things in detail:
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   - Introduce key people (e.g. yourself, the Stage Manager, First Aiders, people in charge of dangerous effects, etc.).   - Introduce key people (e.g. yourself, the Stage Manager, First Aiders, people in charge of dangerous effects, etc.).
   - Check for any existing health conditions which may cause problems with the production, either now or privately after the talk.   - Check for any existing health conditions which may cause problems with the production, either now or privately after the talk.
 +  - Ensure all cast/crew/band have bought membership of the performing society (otherwise they are not covered under the SUSU PA insurance)
   - No drinking in the Annex, and other things that invalidate the risk assessment and insurance (e.g. drinking, drugs, being a serving member of the armed forces, solvent abuse, self-inflicted injury through negligence).   - No drinking in the Annex, and other things that invalidate the risk assessment and insurance (e.g. drinking, drugs, being a serving member of the armed forces, solvent abuse, self-inflicted injury through negligence).
   - The fire procedure (as shown on the fire action poster and evacuation route poster).   - The fire procedure (as shown on the fire action poster and evacuation route poster).
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   - If cryogenics or pyrotechnics are used an additional safety briefing is required, arrange these with the Annex Officer in advance.   - If cryogenics or pyrotechnics are used an additional safety briefing is required, arrange these with the Annex Officer in advance.
  
-The form that cast needs to fill out can be found here: https://stagesoc.org.uk/castsafety+The form that cast needs to fill out can be found in the black folder in small store. 
  
 ===== TD Locker & Consumables ===== ===== TD Locker & Consumables =====
-The TD locker houses consumables and equipment which the TD can use. Consumables kept in the locker include: gaffer tape (black & white), electrical tape, masking tape, drill bits, pozi bits and PPE hazard tape. The number is monitored and if they are used the current show will be invoiced (PPE tape and drill parts are not charged for). There are also items which are kept there to stop them going missing: rigging gloves, head torches, 10" torch.+The TD locker is the bottom blue locker in Upper Store, and houses consumables and equipment which the TD can use. Open it with the cylinder key on the TD keys.  
 + 
 +At the beginning of your show, check that the treasurer has topped the locker up with the following: 
 +  * 2 rolls Black Gaffer Tape 
 +  * 2 rolls White Gaffer Tape 
 +  * 2 rolls each of Black, White and Grey PVC electrical tape. 
 + 
 +At the end of the show the treasurer will top the locker back up to that stock level, and any tapes replaced will be charged as consumables to your show. Tapes which are in the tape box in TARDIS at the beginning of the show week have already been "opened" and charged to a previous show, so will not be charged to your show.
  
 The rest of the blue cabinet also contains consumables & equipment; the key-holders are the Treasurer and the Annex Officer. If you know you require additional consumables (or equipment), you need to arrange with the Annex Officer or Treasurer, before-hand, to have them checked out. Items available include (starred items are charged to shows): The rest of the blue cabinet also contains consumables & equipment; the key-holders are the Treasurer and the Annex Officer. If you know you require additional consumables (or equipment), you need to arrange with the Annex Officer or Treasurer, before-hand, to have them checked out. Items available include (starred items are charged to shows):
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   * Transpore tape (mic tape)   * Transpore tape (mic tape)
   * Spare drill bits & drivers   * Spare drill bits & drivers
 +  * New paintbrushes
   * 2 sets of cold handling gloves   * 2 sets of cold handling gloves
   * 2 sets of heat-proof gloves   * 2 sets of heat-proof gloves
  
 Black Flints paint is also available and charged to shows in quantities of half a tin. This is kept in the COSHH cupboard. Black Flints paint is also available and charged to shows in quantities of half a tin. This is kept in the COSHH cupboard.
- 
-===== Security at Weekends ===== 
- 
-On Friday and Saturday nights we are able to leave equipment out in the Annex, as long as we have the space booked on the Saturday and Sunday and will be clearing up before anybody else uses the space. This means we can do things like leave the sound and lighting desks out etc. However, in doing this we are leaving valuable equipment easily accessible to passers-by. In order to reduce the risk of damage or theft, it's important to call Security and then remain in the building until they arrive when finished for the evening, and instruct Security not to unlock the building the next morning until we arrive 
  
 ===== Adding a Show Page to the Website ===== ===== Adding a Show Page to the Website =====
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 After the show, add the Technical Crew. You may wish to add SD/LD/Head of Stage roles beforehand but this is optional. After the show, add the Technical Crew. You may wish to add SD/LD/Head of Stage roles beforehand but this is optional.
 +
 +===== Insurance =====
 +
 +Hopefully you won't need this section, but here it is for reference.
 +
 +SUSU holds special insurance for all of PA (Platinum Group Personal Accident Policy). SUSU also holds public liability insurance which protects against claims from members of the public (i.e. audience).
 +
 +The SUSU insurance does not cover (amongst other things) suicide, deliberate self-harm or misuse of drink or drugs, or serving members of the armed forces (this does not include non-called-up reserves e.g. URNU, UOTC or UAS).
 +
 +All SUSU insurance information can be found here: https://www.susu.org/groups/admin/howto/insurance
 +
 +SUSU Platinum Group Personal Accident Policy cover: https://www.susu.org/content/uploads/files/IPID%202020%20-%20103.pdf
 +
 +SUSU Public Liability Certificate: https://sotonac.sharepoint.com/teams/SUSU-groups/SitePages/Club-and-Society-Insurance.aspx
 +
wiki/technical_director.1644759437.txt.gz · Last modified: 2022/02/13 13:37 by JonathanFerguson

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