C o m m i t t e e

M e m b e r H a n d b o o k

C O M M I T T E E M E M B E R H A N D B O O K

I M P E R I A L C O L L E G E U N I O N M U S I C A L T H E A T R E S O C I E T Y
Beit Quadrangle | Prince Consort Road | SW7 2BB | London, UK
m u s i c a l t h e a t r e @ i m p e r i a l . a c . u k | + 4 4 ( 0 ) 2 0 7 5 9 4 8 0 6 0 Last Updated: Summer 2012
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 1 | P a g e

m t s o c . c o . u k

 C o m m i t t e e M e m b e r H a n d b o o k

Musical Theatre Society Committee Handbook

This handbook acts as a guideline for the committee of Imperial College Unions Musical Theatre Society. It contains an outline of roles and responsibilities for both the committee as a whole and the individual committee positions, both as stated in the societys constitution and best-practice guidelines from previous members in the respective positions. There are tips and hints about the things to do and not to do, and important times of the year to watch out for. Each committee member should read the handbook in its entirety in order to gain a feel of who does what in the committee as a whole, and not just his/her elected position. This handbook supplements the Club Officers Training Materials made available online by the Imperial College Union. It can also serve as a form of assistance for the handover of one committee to the next and should be updated regularly. The Musical Theatre Society is a part of Imperial College Union Beit Quadrangle Prince Consort Road SW7 2BB, London United Kingdom +44(0)20 7594 8060 musicaltheatre@imperial.ac.uk

m t s o c . c o . u k

f a c e b o o k . c o m / m t s o c

t w i t t e r . c o m / I C T _ M T S o c

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

2 | P a g e

 C o m m i t t e e M e m b e r H a n d b o o k

Table of Contents
A Brief MTSoc History ................................................................................................................................ 4 Constitution for the ICU Musical Theatre Society ............................................................................. 7 Roles and Responsibilities ..................................................................................................................... 10 The Committee and Meetings .................................................................................................................................................... 11 President/Chair ................................................................................................................................................................................ 12 Vice President ................................................................................................................................................................................... 13 Treasurer ............................................................................................................................................................................................ 14 Secretary ............................................................................................................................................................................................. 16 Publicity Officer ................................................................................................................................................................................ 17 Webmaster ......................................................................................................................................................................................... 18
Social Officer ...................................................................................................................................................................................... 20

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

3 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k A B rie f M T S o c H isto ry

A Brief MTSoc History

ICU Musical Theatre Society predates the unification of the three colleges of Imperial College. It was originally part of the Royal College of Sciences Dramatic Society, splitting to become IC Dramatic Society and IC Operatic Society in 1956. Our most recent change came in 2003 when Operatic Society was renamed Musical Theatre Society to fit with the wider range of shows now being performed by the society. Small, dashingly handsome society seeks outgoing, enthusiastic individuals with keen interest in role play and dressing up. Must be prepared for an exciting on-stage mix of acting, singing and dancing. No prior experience needed but GSOH recommended. Previous shows include Grease, Little Shop of Horrors, Hair, A Funny Thing Happened On The Way To The Forum and Return to the Forbidden Planet. Keen to be directed or choreographed however roles are available for all interests and desires from chorus to lead to even costume designer! Available now for two special events: a Charity Revue (a collection of famous songs and scenes) performed for two evenings at the end of the Autumn term and the Spring Show, a five night production of a well-known musical. Will meet Sundays and the occasional Monday or Tuesday evening, after college. Also organises numerous socials, and a weekly joint Bar Night with DramSoc on Tuesdays, if rehearsals werent already fun enough. Drinking optional, laughter mandatory. Tour: 2011: Guys and Dolls | 2010: The Boyfriend | 2009: Sweet Charity | 2008: On The Town | 2007: West Side Story | 2006:

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

4 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k A B rie f M T S o c H isto ry

Previous Shows
Freshers Revue

Year

Spring Show

Charming

2011/2012 2010/2011 2009/2010 2008/2009 2007/2008 2006/2007 2005/2006 2004/2005 2003/2004 2002/2003

The Wedding Singer Return to the Forbidden Planet Hair

A Funny Thing Happened on the Way to the Forum How to Succeed in Business Without Really Trying

Imperial Collage Nicest Kids in Town Dont Tell Mama

The Rise and Fall of David Sullivan Say It Loud

Bat Boy

At the End of the Day You Cant Stop The Beat All That Jazz Rock!

A Slice Of Saturday Night Chess

Little Shop of Horrors Personals Grease We Will Rock You

A Tube of Grease Paint and a Follow Spot 2001/2002

24-Hour Musical 2011 24-Hour Musical 2012

Book of Mormon

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

5 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k A B rie f M T S o c H isto ry

2 0 1 1 / 2 0 1 2

2 0 1 0 / 2 0 1 1

2 0 0 9 / 2 0 1 0

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

6 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k M T S o c C o n stitu tio n

Constitution for the ICU Musical Theatre Society

Last updated: January 19, 2012
1. Name 1.1 The name of the club shall be the Imperial College Union Musical Theatre Society, hereafter referred to as the club. 1.2 The club shall be a member of the Arts and Entertainments Management Group. Aims and Objectives 2.1 The club shall hold the following as its aims and objectives. The club shall strive to fulfil these aims and objectives in the course of the academic year as its commitment to its membership. 2.2 To put on musical theatre productions of good quality, and yet remain an enjoyable experience for all involved. 2.3 The society will aim to put on at least one full scale ticketed musical production a year, as well as participating in Artsfest and other Union activities. 2.4 The society and its committee must help to create a friendly social circle among our members. We hope to provide a place where all of our members have the chance to develop; to build confidence, to find new skills and to polish old ones, regardless of their current ability. 2.5 With the cooperation of the Dramatic Society, and other theatre groups in Imperial College, Musical Theatre Society will store, maintain and improve the current costume store, providing permission to use this useful resource to anyone who should ask for it. 2.6 Musical Theatre society will further foster the close relationship with Musical Theatre Tour Society. Statement of intent 3.1 The constitution, regulations, management and conduct of the club shall abide by all Imperial College Union Policy, and shall be bound by the Imperial College Union Constitution and Regulations. 3.2 The club stresses that it abides by the Imperial College Union Equal Opportunities Policy, and that club regulations pertaining to membership of the club or election to management of the club shall not contravene this policy. 3.3 The club shall also be governed by the Arts and Entertainments Management Group standing orders, regulations and/or constitution. 3.4 The club committee shall supply a Code of Conduct to the ICU Deputy President (Clubs & Societies) for approval, who shall sign it as the accepted Code of Conduct for the club. Membership 4.1 The following shall be eligible to become members of ICU Musical Theatre Society: 4.1.1 ICU Full Members 4.1.2 ICU Associate Members 4.1.3 ICU Life Members 4.2 Any club member who is a full member of ICU shall be a full member of the club; all other members shall be associate members of the club. 4.3 All members shall pay an annual subscription to join the club; the membership fee shall be decided by the club committee but shall not be less than that specified by the ICU Clubs & Societies Board (CSB). The Club Committee 5.1 The committee shall consist of the following voting members: 5.1.1 Chair 5.1.2 Vice Chair 5.1.3 Treasurer 5.1.4 Secretary 5.1.5 Publicity Officer 5.1.6 Social Officer 5.2 The committee shall also consist of the following non-voting members: 5.2.1 Webmaster 5.3 All committee members must be members of the club. 5.4 All voting committee members must be full members of the club. 5.5 No committee member shall hold more than one post during each academic year. 5.6 Office shall be held from August 1st to July 31st of each academic year.

2.

3.

4.

5.

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

7 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k M T S o c C o n stitu tio n
6. Management and Job Descriptions 6.1 The responsibilities of the Chair shall be: 6.1.1 Representation of the club in the Arts and Entertainments Management Group. 6.1.2 The running of the club according to the club constitution and code of conduct. 6.1.3 The support of committee members in their roles and ensuring any responsibilities are undertaken when a committee member is indisposed. 6.2 The Chair and Treasurer shall sign an ICU Financial Responsibility form, and shall be aware of the ICU Financial Regulations. 6.3 The Vice Chair shall support the Chair in the oversight of the society, with a focus on projects and events running outside of the societys core shows. 6.3.1 In the event of the Chairs absence in a committee meeting, the Vice Chair will take the position of chair for the meeting, with all the responsibilities this entails. 6.4 The Treasurer shall carry out the day to day financial duties of the club. His roles shall include: 6.4.1 The monitoring of the society's financial situation by means of Transaction Pages on the Union's website. 6.4.2 The formulation and approval of a budget for any productions during the year. 6.4.3 The administration of revenue and expenditure through the unions finance systems. 6.4.4 The notification of the committee as to the current financial situation and of any recent changes of the societys accounts at each committee meeting. 6.5 The Secretary shall be responsible for keeping the club records in good order. This shall include: 6.5.1 Preparation of an agenda and the recording of minutes in all society committee and general meetings. Both of these items shall be made available by the secretary after the meeting. 6.5.2 The update of the membership regarding the activity of the society by way of regular email updates. 6.5.3 Administration of the society email account. The secretary will maintain a regular observation of the account's inbox and inform any committee members of communications that require their attention. 6.6 The Publicity Officer is tasked with creating a strong public presence for the society, and with the production of any promotional materials. Among these roles, the officer shall: 6.6.1 Produce posters and flyers to advertise any shows or events of the society as required. The officer shall ensure that these materials are properly distributed to create a good public awareness within campus and around other possible markets. 6.6.2 Produce materials necessary for any show the society produces e.g. programmes or tickets. 6.6.3 Coordinate with the Webmaster over the online promotion of the society, providing digital files to further the advertisement campaign of the society. 6.7 The Social Officer is tasked with the social events of the society, and with making them accessible to all members, rather than those currently participating in a production. The primary goals of Social Officer shall be: 6.7.1 To organise events that are not rehearsals or the production of musical shows. 6.7.2 To arrange the purchase of food and drink for cast when late night rehearsals are arranged. 6.7.3 To organise any large-scale transactions with the union bar when necessary. 6.8 The responsibilities of the Webmaster shall be: 6.8.1 To maintain the Musical Theatre Society Website (currently at the domain MTSoc.co.uk), the societys Facebook group, and to maintain and update the Societys Twitter feed. 6.8.2 To organise online publicity of the society in collaboration with the Publicity Officer, with tasks including but not limited to the addition of publicity materials on MTSoc.co.uk, the updating of the Unions Whats On calendar and the creation of Facebook events. 6.9 The management of the club shall be vested in the club committee. 6.10 Quorum of the committee shall be two thirds of the voting committee. 6.11 The Committee shall meet regularly to provide updates on the running of the society, at least as frequently as one meeting every two weeks. General Meetings: 7.1 A general meeting may be called by the Chair, quorum of the committee or by ten full members of the club; this must be submitted to the Chair in writing. The general meeting must be held within 10 college days of receipt of the proposal. 7.2 General Meetings may only be held during undergraduate term time. 7.3 At least five college days notice of a general meeting must be given to the club membership. 7.4 Only full members of the club may vote at General Meetings. 7.5 Quorum of the meeting shall be half of the full club members. 7.6 Decision shall be reached by a simple majority of the full members present.

7.

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

8 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k M T S o c C o n stitu tio n
8. The Annual General Meeting 8.1 The AGM shall be held during the second term of the academic year, and shall have as its main business: 8.1.1 The presentation of the Officers Reports for the past year. 8.1.2 The election of the Committee for the next session. 8.2 An agenda giving notice of the AGM must be circulated to all club members at least ten college days in advance. 8.3 Nominations for club officers must be posted at least ten days in advance of the AGM and closed before the meeting. 8.3.1 Each nomination shall require one proposer and 2 seconders who shall be full members of the club. 8.3.2. The quorum of the AGM shall be half of the full members of the club. 8.3.3 In the event of there being no nomination for a post within the stipulated time then nominations may be accepted at the AGM. 8.4 In the event that no person is voted in to a post or of resignation from a position, the Chair will undertake the duties until such time as the post is filled. Elections to fill such a vacant post should take place at a general meeting and shall be subject to the same rules as per AGM. Finance 9.1 The club may receive a grant from Imperial College Union and shall administer this and any self generated income in accordance with the Imperial College Union Financial Regulations. 9.2 The Treasurer will provide the Treasurer of the Arts and Entertainments Management Group with a detailed budget for the following academic year during the first half of the second term of the academic year. 9.3 Budgets for events shall be taken to the Arts and Entertainments Management Group Treasurer and/or Deputy President (Finance & Services) for inspection and approval in accordance with the Financial Regulations.

9.

10. Health and Safety 10.1 The club acknowledges its duty of care to its members and will abide by Imperial College Unions Health and Safety policy. 10.2 The club will provide the ICU Deputy President (Clubs & Societies) with an Annual Risk Assessment for its activities. 11. The Constitution 11.1 The Constitution shall only be altered by consent of a two-thirds majority of the full members present at a general meeting. The Arts and Entertainments Management Group shall approve any such alterations. 11.2 The Constitution shall be binding on the club officers and members from 19/01/2012 11.3 From 19/01/2012 all other Musical Theatre Society club constitutions are hereby revoked. 12. This constitution has been approved in accordance with 11.1 above, and accepted as the constitution for the Musical Theatre Society, signed, Felix Millne Chandana Shankar Musical Theatre Society Chair Arts and Entertainments Chair

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

9 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k P re v io u s F re sh e r s R e v u e s M u sic a l N u m b e rs

Previous Revues Musical Numbers

In order to minimise repetition of musical numbers in the Freshers Revue during Autumn Term, the Committee should make sure that a reasonable amount of time has passed before reusing a musical number in any given year. The current committee is to decide what is reasonable, however at least three and ideally five years should have passed before a musical number should reappear in a revue. Below is a list of previous revues and musical numbers in them. This list should be updated annually.

Charming (2011)

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.

Imperial Collage (2010)

What do you do with a BA in English? Avenue Q

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Waiting Shamini Bundell Hard Knock Life Annie Kiss The Girl Little Mermaid Jellical Cats Cats Just Cant Wait to be King The Lion King La Vie Bohme Rent Someone to Fall Back on Jason Robert Brown Giants in the Sky Into the Woods Comfort and Joy Batboy Guy Love Scrubs Thank Goodness Wicked Bad Guy Bugsy Malone Drowned Tim Minchin I Remember Well Gigi Mr. Blue Sky Electric Light Orchestra

Anything Goes - Anything Goes I Wanna Be A Producer The Producers America West Side Story The Malajusted Jester The Court Jester Be Prepared Lion King Money, Money, Money Mamma Mia Major General The Pirates of Penzance Anything You Can Do Annie Get Your Gun Phantom of the Opera Phantom of the Opera Tradition Fiddler on the Roof The Policeman Pirates of Penzance Why Cant the English My Fair Lady The Creation of Man The Scarlet Pimpernel I Dreamed a Dream Les Miserables Tit Willow The Mikado
Dont Put Your Daughter on the Stage Nol Coward

Nicest Kids in Town (2009)

Carefully on Tiptoe H.M.S Pinafore Nevermind the Why H.M.S Pinafore

Dont Tell Mama (2008)

1.

1. 2. 3. 4. 5. 6. 7.

Nicest Kids in Town Hairspray Dammit, Janet Rocky Horror Show The Kite Youre a Good Man, Charlie Brown! When Im By Your Side Side Show Gee Officer Krupke West Side Story Does Your Mother Know Mamma Mia I Speak Six Languages The 25th Annual Putnam County Spelling Bee 8. Sing! A Chorus Line 9. The Bitch of Living Spring Awakening 10. I Am What I Am La Cage Aux Folles 11. Broadway Baby - Follies 12. A Little More Homework 13

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 10 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: T h e C o m m itte e a n d M e e tin g s

Roles and Responsibilities

T h e C o m m i t t e e a n d M e e t i n g s
The committee is a representative body of the society and is the point of call for all members. The committee meets regularly to discuss current matters of the society that have been come to attention and have been outlined in an agenda by the secretary. The secretary records the discussion of these matters in a set of minutes.

Recommended Things to Do:

Set up an email list or group in your email account for all the members of the committee (which makes sending emails to everybody much easier) Make or buy a folder to keep all the committee documents together (such as agenda and minutes printout or other miscellaneous sheets) Write a mini self-description for the MTSoc website committee page (http://mtsoc.co.uk/about/committee/) and send it to the webmaster to update. Remember: Any necessary files and documents can be found electronically on the MTSocBox, to which the current president will give you access. This includes meeting agendas, minutes, posters, flyers, programmes, letterhead templates and this handbook. If you do not know how to use DropBox, please ask the society W ebmaster or visit www.dropbox.com.

Make sure you complete the required eLearning and validation tests required for your elected committee position. All committee members (club officers) must complete the Key Information eLearning which is followed by a validation test.

For more information, visit the Imperial College Union Websites Club Officer Training page:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
You can find videos and podcasts (Under eLearning) and pdf documents (Under Training Materials) to help train you for being a club officer. Dont forget to take the necessary tests required for your position by clicking Validate Learning.

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

11 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: V ic e P re sid e n t/ C h a ir

Roles and Responsibilities

P r e s i d e n t / C h a i r
Constitution:
The responsibilities of the Chair shall be: Representation of the club in the Arts and Entertainments Management Group. The running of the club according to the club constitution and code of conduct. The support of committee members in their roles and ensuring any responsibilities are undertaken when a committee member is indisposed.

Significant Tasks: Important Deadlines:

Required eLearning: Key Information eLearning + Validation Test Principal Officers eLearning + Validation Test Finance Overview eLearning + Validation Test (Finance Operations eLearning is useful but not required) Required Documents: Financial Responsibility Form (Sign with Treasurer)

For more information, including training and validation tests, visit the Imperial College Union Websites Training pages for Principal Officers:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

12 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: V ic e P re sid e n t/ C h a ir

Roles and Responsibilities

V i c e P r e s i d e n t
Constitution:
The Vice Chair shall support the Chair in the oversight of the society, with a focus on projects and events running outside of the societys core shows. In the event of the Chairs absence in a committee meeting, the Vice Chair will take the position of chair for the meeting, with all the responsibilities this entails.

Significant Tasks: Important Deadlines:

Required eLearning: Key Information eLearning + Validation Test

For more information, including training and validation tests, visit the Imperial College Union Websites Training pages for Club Officers:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

13 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: T re a su re r

Roles and Responsibilities

T r e a s u r e r
The treasurer is the only other member of the society other than the president who signs a financial responsibility declaration, giving him/her the position to approve claims.

Constitution:
The Treasurer shall carry out the day-to-day financial duties of the club. His roles shall include: The monitoring of the society's financial situation by means of Transaction Pages on the Union's website. The formulation and approval of a budget for any productions during the year. The administration of revenue and expenditure through the unions finance systems. The notification of the committee as to the current financial situation and of any recent changes of the societys accounts at each committee meeting.

Significant Tasks:
Give the committee an update on the financial situation of the society on a regular basis (eg. Use the Financial Report template which can be found on the MTSocBox). If little has happened financially, then one report each meeting may be superfluous. Approve claims submitted by ordinary members. Create a budget for the Spring Show (using the Unions Template which can be found online or on MTSocBox) and have it approved by the Arts and Entertainment Board (AEB) Treasurer and Union Deputy President for Finance and Services (DPFS). o This may require the retrieval of the Union Credit/Debit card, for which a form must be filled out after which a lengthy authorisation process ensues. o Attend the production meetings for the show to make sure the respective parties involved in producing the show know how much money they have and what they can spend it on. Keep an overview on spending behaviour and make sure it is within budget. Create a budget and apply for union grant for the society in the upcoming year (using the template which can be found on MTSocBox). Previous budgets can be found on MTSocBox and on eActivities under Budgets and Previous Budgets. Be in control of all things financial for the spring show which includes making sure the ticket door sales get placed into the safe after the show and taken to the bank to be paid in on the next working day. Assist in organising and managing the finances of the Spring Show Write a Treasurers Report for the Annual General Meeting (AGM) at the end of spring term and present on the current financial situation and any issues that have occurred throughout the year.

Important Deadlines:
Apply for the performance rights to the spring show as soon as possible (middle of autumn terms) so to have the materials before the Christmas break

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

14 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: T re a su re r Make sure spring show materials are sent back to the hire company by the deadline they have stated so to avoid any further costs

Key Handover Points:

Make sure that the new treasurer has the Pay-In book and knows how to use them Make sure that the new is familiar with using eActivities

Previous Treasurer Opinions

Julian Phatarfod: Important financial matters will always appear throughout the year, which will need attention (especially ones that are not necessarily planned for), examples include: o Food purchased for cast during shows, which the society generally pays for/subsidises o Any unexpected equipment damage (including microphone capsules during shows) o

Required eLearning: Key Information eLearning + Validation Test Finance Overview eLearning + Validation Test Finance Operations eLearning + Validation Test Required Documents: Financial Responsibility Form (Sign with President/Chair)

For more information, including training and validation tests, visit the Imperial College Union Websites Training pages for Treasurers and Finance:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

15 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: P u b lic ity O ffic e r

Roles and Responsibilities

S e c r e t a r y
Constitution:
The Secretary shall be responsible for keeping the club records in good order. This shall include: Preparation of an agenda and the recording of minutes in all society committee and general meetings. Both of these items shall be made available by the secretary after the meeting. The update of the membership regarding the activity of the society by way of regular email updates. Administration of the society email account. The secretary will maintain a regular observation of the account's inbox and inform any committee members of communications that require their attention.

Significant Tasks: Important Deadlines:

Required eLearning: Key Information eLearning + Validation Test

For more information, including training and validation tests, visit the Imperial College Union Websites Training pages for Club Officers:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

16 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: P u b lic ity O ffic e r

Roles and Responsibilities

P u b l i c i t y O f f i c e r
Constitution:
The Publicity Officer is tasked with creating a strong public presence for the society, and with the production of any promotional materials. Among these roles, the officer shall: Produce posters and flyers to advertise any shows or events of the society as required. The officer shall ensure that these materials are properly distributed to create a good public awareness within campus and around other possible markets. Produce materials necessary for any show the society produces e.g. programmes or tickets. Coordinate with the Webmaster over the online promotion of the society, providing digital files to further the advertisement campaign of the society.

Significant Tasks: Important Deadlines:

Required eLearning: Key Information eLearning + Validation Test

For more information, including training and validation tests, visit the Imperial College Union Websites Training pages for Club Officers:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

17 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: W e b m a ste r

Roles and Responsibilities

W e b m a s t e r
Constitution:
The responsibilities of the Webmaster shall be: To maintain the Musical Theatre Society Website (currently at the domain MTSoc.co.uk), the societys Facebook group, and to maintain and update the Societys Twitter feed. To organise online publicity of the society in collaboration with the Publicity Officer, with tasks including but not limited to the addition of publicity materials on MTSoc.co.uk, the updating of the Unions Whats On calendar and the creation of Facebook events.

Significant Tasks:
Update the mtsoc.co.uk webpage at the start of the year with information for freshers, and throughout the year with news, shows and events Update the mtsoc.co.uk committee page (http://mtsoc.co.uk/wp-admin/.php?page=committees2) Settle accounts for the mtsoc.co.uk domain with 1&1 and claim from the society account Provide technical support for social media and mailing lists associated with the society Evaluating and implementing technology solutions for use by the society

Updating the current show

http://mtsoc.co.uk/wp-admin/ Username: administrator Media => Add new. Add the poster for this show. Posts => Add New. Write the show description. Set the category to current show. Change the previous shows category to past show. Calendar => manage Calendar => Add Event WinSCP onto dougal.union.ic.ac.uk Edit /home/www/htdocs/arts/mtsoc/wp-content/themes/enfotext_mtsoc/index.php

Mailing Lists
https://mailman.ic.ac.uk/mailman/listinfo ICU-MTSoc-BackStage; ICU-MTSoc-BandTalk; ICU-MusicalTheatre-Cast; MusicalTheatre-Talk Use Mass Subscription to add new members Everyones moderation bit should be set except for committee members and production teams. Emails from other people to the mailing list need to be moderated before they are distributed.

MTSocBox (DropBox)
musical@ic.ac.uk has a dropbox. There are three parent folders. One for the committee, one for society members/friends and one public By default everything should be as public as possible as this makes peoples lives easier Copyrighted material should never be public All society members should be invited

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

18 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: W e b m a ste r

Google Calendar
musical@ic.ac.uk has a Google calendar Shows, meetings and social events should go here Most things should be public unless there is a good reason for them to be private There should be a separate calendar for each show with rehearsals Shows dates should go here straight after the CHUG All society members should be invited to use the calendar

Previous Webmaster Opinions

Mark Wainwright: Webmaster should do as little work as possible To achieve this they should make it easy for production team members to distribute content MTSoc should endeavour to use tools that its community already use wherever possible Web resources should be shared with MTsoc tour

Required eLearning: Key Information eLearning + Validation Test

For more information, including training and validation tests, visit the Imperial College Union Websites Training pages for Club Officers:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

19 | P a g e

C o m m i t t e e M e m b e r H a n d b o o k R o le s a n d R e sp o n sib ilitie s: S o c ia l O ffic e r

Roles and Responsibilities

S o c i a l O f f i c e r
Constitution:
The Social Officer is tasked with the social events of the society, and with making them accessible to all members, rather than those currently participating in a production. The primary goals of Social Officer shall be: To organise events that are not rehearsals or the production of musical shows. To arrange the purchase of food and drink for cast when late night rehearsals are arranged. To organise any large-scale transactions with the union bar when necessary.

Significant Tasks: Important Deadlines:

Required eLearning: Key Information eLearning + Validation Test

For more information, including training and validation tests, visit the Imperial College Union Websites Training pages for Club Officers:

i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g

I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y

20 | P a g e

m t s o c . c o . u k

f a c e b o o k . c o m / m t s o c

t w i t t e r . c o m / I C T _ M T S o c

IMPERIAL COLLEGE UNION | MUSICAL THEATRE SOCIETY | COMMITTEE MEMBER HANDBOOK Originally Compiled in Spring 2012