I'm interested in hearing about different organizational structures in community theaters.

We have one full-time Managing Director, and one part-time office support person and a very active, hands-on, "working" board. Each board member has responsibility in a particular area (i.e. marketing, volunteer development, etc.) and chairs a committee in that area.

I know that many non-profits have "Executive Boards" whose function is primarily fund-raising. But theater is such a people-intensive activity that I'm not sure that model works, except in the largest theaters which also have extensive paid staff to do the sorts of things that I described above.

What's your organization look like?

Thanks,
Carol Van Zoeren

The ADOBE Theater in Albuquerque NM is an all-volunteer organization founded in 1960 and actively run by a 12-member Board of Directors, supported by an Auxiliary Membership of active supporters and past Board members. We produce a 12-show per year schedule of plays and musicals (a different production each month.) We are not a "membership" organization and charge no dues for participation in our shows. Our Board is elected to 3-year rotating terms (1/3 of the Board elected each year.)

Board members are nominated from the Auxiliary membership. Board members cannot be nominated for consecutive terms, and automatically go on the Auxiliary when their term of office expires. They must be off the Board for at least 1 year before they may be re-nominated.

Auxiliary membership is also open to anyone who has shown an active interest in the goals of the theater, and are nominated by the Board of Directors. Only Board and Auxiliary members may vote for new Board members at the annual election meeting.

Each of our shows runs 3 or 4 weekends (Fri., Sat., Sun.) Our Artistic Committee reads plays for possible production. These plays are either submitted by local directors for our consideration, or are pro-actively solicited by the Committee. The committee submits a slate of proposed shows to the Board twice annually. The Board then makes the final selections. Each director is responsible for staffing his or her own production (stage manager, set design, lighting design, crew - the works) although the theater will assist in finding staffing if the director runs into a problem.

A board-appointed liaison works with the director as his/her main contact with the theater. While the Board is ultimately responsible for the final product, they do not "micro-manage" the shows and leave the director alone to persue his/her artistic vision, within the guidelines of our Play Production Manual. They will generally only get involved if the liaison reports that the show is in trouble, or the director asks for help.

The business committee handles box office, public relations and reservations; and the publicity committee handles promotion and advertising. The set coordinator works with each individual production's design people to be sure that their scenic ideas will work in our performance space. Our technical director makes sure that sets are safe and crews are properly trained in the use of our equipment.

Our box office is staffed at each performance by local volunteers.

Almost 100% of our funding comes from ticket sales (and sales of refreshments at performances and we have are gratified that we have a 5-figure balance in the bank.

North Franklin Theatre Group (NFTG) is incorporated. We have found advantages by being incorporated, mainly involving money issues. Wish I could be more specific, but we have one gal who is excellent because of her former employment. She tries to explain it to us in plain English, but it's a lost cause with me.

Ad hoc committee on policies met tonight for almost three hours. Very productive. Organization is gaining direction. The board is understanding that you must have bylaws, then policies, then procedures. People were not understanding that. Draft to be presented to the full board for first read. Goal is to establish a policy manual, with each general policy being stipulated to and reviewed on a yearly basis. This manual will be kept (as it should be) with the original copy of the bylaws which the secretary has. The policy manual will be the basis for the operational procedures which need to be worked out. This organizational procedure will help us in so many ways. As an example, our policy book will have a policy stating that NFTG will underwrite some of the cost of the cast party. The procedure which we have tentatively agreed upon is that the profits of our soda/snack sales will be the source of the money and that $5 per cast and crew member will be spent towards the party, any overrun to be paid by the individuals attending the party. Other areas we discussed were capital and production purchasing, mileage reimbursement and costume/equipment rentals.