Production Manager

JOB SUMMARY: The Production Manager is responsible for coordinating the operational and administrative needs of Wilmette Children’s Theater theatrical productions, including auditions, rehearsals, technical rehearsals, performances, volunteers, and production logistics. Working in collaboration with the production team, the Production Manager helps ensure productions are organized, safe, and successful from auditions through post-show activities. This position is compensated as a flat stipend per production, based on an anticipated average of around 50 hours per show, but varying per production schedule. This is a PT 3 position, with the benefits listed below.

SUPERVISORY DUTIES:

• None

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Auditions

  • Coordinate with the director, music director, and choreographer to organize audition needs

  • Update the season information sheet and audition forms as needed

  • Send emails with audition times and information to each participant as they register

  • Answer any email questions as needed

  • Manage the audition table and collect audition forms on the day of auditions

• Callbacks 

  • Organize callback materials from director and music director (and choreographer if the show has specific dance needs) and ensure there are enough printed materials for all participants

  • Create a schedule for the callbacks and email all actors who are called back with the information needed and callback materials 

  • Email actors who are not called back that they are still under consideration for the show

• Casting

  • Attend the casting conversation following callbacks

  • With the Director, help ensure every called-back actor has a speaking role of some sort

  • Ensure the ensembles are divided to best suit the needs of the show as guided by the choreographer and the music director

• Pre-Production

  • Update the parent manual as needed

  • Organize, handle communication for, and run the production kick-off parent meeting

  • Ensure there are enough scripts for all actors

  • Ensure everyone has their contracts and anything else they may need

  • Ensure stage management team knows all emergency protocols and is able to manage them if they should arise, including Missing Child, Active Intruder, Severe Weather, and Fire

• Rehearsal

  • Answer any questions from the team as they arise

  • Coordinate with Performing Arts Coordinator on purchasing and room reservations

  • Run all production meetings

• Tech

  • Attend all tech rehearsals 

  • Help the stage manager run the tech as needed

  • Help manage behavioral needs as they arise

  • Run end of day production meetings

  • Ensure the space is clean and set up for tech each day including backstage and in the house

  • Manage parent volunteers, including sign-up management, posting descriptions of each position, and email communication with volunteers and cast party planners

• During the Run

  • Coordinate with Performing Arts Coordinator and/or CFA Supervisor on any repairs or replacements as needed

  • Manage parent volunteers, including training and emergency protocols

  • Coordinate with Performing Arts Coordinator and/or CFA Supervisor on cast party needs

• Post Show

  • Answer any questions from production staff on strike responsibilities and ensure strikes are completed in a timely manner, coordinating with the CFA Supervisor as needed

  • Directly support any strikes as needed

  • Send out the photos and video link to parents when received from the Performing Arts Coordinator

• Other Duties

  • Actively uphold and contribute to the Wilmette Park District's Comprehensive and Strategic Plan, including its Guiding Principles and Strategic Priorities.

  • Actively contribute to the Park District's sustainability goals.

SAFETY RESPONSIBILITIES:

• Actively support the safety program that will effectively control and reduce accidents.

• Obey the safety rules, regulations, and procedures established by the Wilmette Park District safety program that are pertinent to the activities conducted by the department.

• Become familiar with and follow safety procedures of the Wilmette Park District, including, but not limited to, fire, severe weather, and evacuation procedures.

• Promptly report all unsafe actions, practices, or conditions observed to the immediate supervisor, or Human Resources/Risk Management division.

• Attend and participate in required safety training.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

• Must be at least 18 years of age.

CERTIFICATIONS, LICENSES, REGISTRATIONS:

• None

PHYSICAL DEMANDS/WORK ENVIRONMENT:

• Frequently required to stoop, kneel, crouch, or crawl

• Regularly required to talk or hear, feel, and reach with hands and arms

• Frequently required to stand, walk, climb, or balance, and push/pull objects

• Regularly lift and/or move up to 20 pounds. Occasionally lift and/or move up to 40 pounds

• Noise level in the work environment is usually moderate to high

HOURS:

• This position is compensated as a flat stipend per production, based on an anticipated average of around 50 hours per show, but varying per production schedule

• In addition to flexible and/or remote hours for organization, clerical tasks, and online production meetings, the following production events include required in-person responsibilities:

  • Auditions: 1 Saturday per production, generally 4 hours or less

  • Callbacks & Casting Meeting: 1 weekday evening per production, generally 3 hours or less

  • Parent Meeting: 1 weekday evening per production, generally 30 minutes

  • Tech Week: Generally 5-9 PM Monday-Thursday the week of Opening Night

  • Performances: Two consecutive weekends; Friday evenings & Saturday/Sunday daytime

EMPLOYEE BENEFIT

PT3: 600- or less HOURS*

EMPLOYEE

FAMILY

SKATING MEMBERSHIP

X

X

POOL & BEACH MEMBERSHIP

X

X

BEACH PARKING DECAL

1

GOLF MEMBERSHIP UNLIMITED PLAY

GOLF MEMBERSHIP OFF PEAK LIMITED PLAY

25% OFF RESIDENT RATE

25% OFF RESIDENT RATE

TENNIS MEMBERSHIP

25% OFF RESIDENT RATE

25% OFF RESIDENT RATE

FITNESS MEMBERSHIP

X

25% OFF RESIDENT RATE

RECREATIONAL PROGRAM CLASSES,

GROUP LESSONS AT ANY PARK OR FACILITY,

ICE PRIVATE LESSON RENTAL & FACILITY RENTAL

25% OFF RESIDENT RATE

25% OFF RESIDENT RATE

GOLF/TENNIS PRO SHOP DISCOUNT

COST + 15%