Box Office – CHS Encore!

Volunteer Pool

The Volunteer Chair’s responsibilities may include:

✲ Create the Sign-Up Genius for volunteer roles.
✲ Solicit and communicate with volunteers.
✲ Organize poster distribution.
✲ Organize yard sign distribution/pick up.
✲ Solicit/organize Concessions volunteers.
✲ Promote Community Workday.
✲ Solicit/organize Box Office volunteers.
✲ Solicit/organize Tech Week Meal volunteers.
✲ Solicit/organize volunteer(s) to collect money & purchase Flowers/gifts for teachers.

The volunteer pool is a general collection of family members who are willing to help in the area(s) of greatest need. Opportunities might include roles described in any of the other committee descriptions.

Props and Transportation

The Props and Transportation Committee Chair’s responsibilities may include:

✲ Must have access to a truck or vehicle with the capacity to transport large items.
✲ Must be available on short notice via text/phone call.
✲ Pick up/deliver show items.
✲ Act as the Encore point-person for show donations.
✲ Act as the point person with the Technical Theatre Director on props for each show.

Tech Week Meals

The Tech Week Meal Coordinator’s responsibilities include:

✲ Coordinate/communicate with CHS Theatre Staff to manage meal headcounts.
✲ Determine vendors and appropriate scheduling for each meal.
✲ Consider all dietary requirements, restrictions, and allergies.
✲ Select a theme, if desired.
✲ Oversee tech week meals or secure a proxy in their place.
✲ Communicate volunteer needs to the Volunteer Coordinator.

Box Office (Ticket Sales)

The Box Office Manager’s responsibilities may include:

✲ Act as the Encore point-person for online ticket sales.
✲ Must be comfortable with online software/tech savvy.
✲ Set up the ticketing website for each show.
✲ Set up discount codes if offered.
✲ Set up early access codes if offered.
✲ Monitor ticket sales.
✲ Create or coordinate box office flyers for in-person sales, if desired.
✲ Oversee box office on all show nights.
✲ Determine # of volunteers needed for each show night.
✲ Coordinate/train box office volunteers.
✲ Set up Venmo and/or PayPal for in-person ticket sales, if needed.
✲ Coordinate/communicate with the house manager.
✲ Coordinate/communicate with ushers.
✲ Coordinate print-out of ticket sales and seating plan from website (can use school printer).
✲ Answer ticketing questions.
✲ Send reminder emails to ticket holders.

Fundraising

The Fundraising Chair’s responsibilities may include:

✲ Act as the Encore point-person for fundraisers (ideally 1-2 per year).
✲ Create or coordinate concessions signs, if desired.
✲ Determine volunteers needed for concessions.
✲ Oversee concessions all show nights.
✲ Determine concession items and coordinate purchases with the Treasurer.
✲ Send President info to promote fundraisers though the principal’s weekly email/phone call.
✲ Sell (organize selling) playbill ads.
✲ Establish & manage merchandise sales.

Treasurer

The primary responsibilities of the Treasurer include:

✲ Act as liaison between Encore and the CHS Bookkeeper.
✲ Generate and present a year-begin budget to the board.
✲ Review all requests for spending.
✲ Ensure all cash is counted twice, by two separate persons, before submitting for deposit.
✲ Obtain board approval for expenses prior to spending.
✲ Save all invoices on the Encore Google drive.
✲ Coordinate payments for expenses; submit requests for payment to the CHS Bookkeeper.
✲ Distribute receipts for any cash or checks received.
✲ Maintain annual budget by regular, timely tracking of all income and expenses.
✲ Generate and present a year-end financial report to the board.
✲ Manage JagTheatre wish list items.

Secretary

The primary responsibilities of the Secretary include:

✲ Regularly monitor Encore Gmail, forward emails to appropriate board member(s).
✲ Own/maintain Encore google drive and calendar.
✲ Develop/maintain role descriptions.
✲ Develop/maintain by-laws.
✲ Send emails on behalf of Encore, as requested by JagTheatre personnel.
✲ Create/maintain Google Groups (email distributions).
✲ Create the agenda for board meetings.
✲ Create the agenda for all-member meetings.
✲ Record and publish meeting minutes.
✲ Schedule board meetings.
✲ Schedule all-member meetings.

Vice President of Membership

The primary responsibilities of the Vice President of Membership include:

✲ Promote Encore membership (school events, emails, send to social media people).
✲ Send welcome emails to new members.
✲ Maintain spreadsheet of active members and contact information on the Encore Google Drive.
✲ Send President info to promote encore membership though the principal’s weekly email/phone call.
✲ Plan social events for members.
✲ Manage ‘Have a Seat’ plaque purchases.
✲ Maintain a spreadsheet of Alumni contact information.
✲ Communicate with Alumni.

Vice President of Publicity

The primary responsibilities of the Vice President of Publicity include:

✲ Act as Encore Webmaster; maintain functionality and content of the Encore website.
✲ Maintain/coordinate Encore info on CHS website.
✲ Create/maintain social media plan and messaging.
✲ Promote ticket sales, events, fundraisers on social media.
✲ Assist with design of show t-shirts and coordinate purchase.
✲ Assist with design of show playbills.
✲ Assist with playbill ad design.
✲ Assist with design of show posters, coordinate purchase and delivery, communicate volunteer needs to volunteer coordinator.
✲ Assist with design of show yard signs, coordinate purchase, communicate volunteer needs to volunteer coordinator.
✲ Communicate with the Yearbook group to design JagTheatre spread.
✲ Create and publish Encore newsletters.
✲ Send President information to promote shows though the principal’s weekly email/phone call.

President

The primary responsibilities of the President include:

✲ Build and communicate annual Encore goals.
✲ Act as liaison between JagTheatre (CHS Theatre personnel) and the board.
✲ Act as liaison between Encore and other CHS organizations such as PTSA.|Primary contact for CHS administration, such as the principal.
✲ Facilitate board meetings.
✲ Facilitate all-member meetings.
✲ Act as the point person when other positions have emergency conflict.
✲ Oversee all roles, ensure all volunteers are supported and have what they need.
✲ Organize tech week meals; communicate with volunteer coordinator on volunteer needs.
✲ Send emails to the school principal for weekly emails/calls when notified by fundraising, membership, publicity, or other coordinator/s.

The President may enlist the support of an additional volunteer to redirect the tasks associated with tech week meals.