mtsoc committee handbook

7/28/2019 MTSoc Committee Handbook

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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 1|P a g e

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 BeitQuadrangle|PrinceConsortRoad|SW72BB|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 m t s o c . c o . u k LastUpdated:Summer2012

C O M M I T T E E M E M B E R HA N D B O O K


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MusicalTheatreSocietyCommitteeHandbookThis handbook acts as a guideline for the committee of Imperial College Unions Musical Theatre

Society.Itcontainsanoutlineofrolesandresponsibilitiesforboththecommitteeasawholeandthe

individualcommitteepositions,bothasstatedinthesocietysconstitutionandbest-practiceguidelines

frompreviousmembersintherespectivepositions.Therearetipsandhintsaboutthethingstodoand

nottodo,andimportanttimesoftheyeartowatchoutfor.

Eachcommitteemembershouldreadthehandbookinitsentiretyinordertogainafeelofwhodoes

whatinthecommitteeasawhole,andnotjusthis/herelectedposition.

ThishandbooksupplementstheClubOfficersTrainingMaterialsmadeavailableonlinebytheImperial

CollegeUnion.Itcanalsoserveasaformofassistanceforthehandoverofonecommitteetothenext

andshouldbeupdatedregularly.

TheMusicalTheatreSocietyisapartof

ImperialCollegeUnion

BeitQuadrangle

PrinceConsortRoad

SW72BB,London

UnitedKingdom

+44(0)2075948060

[email protected]

m t s o c . c o . u k

f a c e b o o k . c o m t w i t t e r . c o m

/ m t s o c / I C T _ M T S o c


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TableofContents

ABriefMTSocHistory................................................................................................................................4

ConstitutionfortheICUMusicalTheatreSociety.............................................................................7

RolesandResponsibilities.....................................................................................................................10

TheCommitteeandMeetings....................................................................................................................................................11

President/Chair............................................................. .................................................................. .................................................12

VicePresident...................................................................................................................................................................................13

Treasurer............................................................................................................................................................................................14

Secretary.............................................................................................................................................................................................16

PublicityOfficer................................................................................................................................................................................17

Webmaster.........................................................................................................................................................................................18

SocialOfficer......................................................................................................................................................................................20


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A Brief MTSocHistory


ABriefMTSocHistoryICU Musical Theatre Society predatesthe unificationof thethree colleges of ImperialCollege.It was

originallypartoftheRoyalCollegeofSciencesDramaticSociety,splittingtobecomeICDramaticSociety

and IC Operatic Society in 1956. Our most recent change came in 2003 when Operatic Society was

renamed Musical Theatre Society tofit with the widerrange ofshows now being performed by the

society.

Small, dashinglyhandsomesociety seeks outgoing, enthusiastic individualswith keeninterestin role

playanddressingup.Mustbepreparedforanexcitingon-stagemixofacting,singinganddancing.No

prior experience needed but GSOH recommended. Previous shows include Grease, Little Shop of

Horrors,Hair,AFunnyThingHappenedOnTheWayToTheForumandReturntotheForbidden

Planet.Keentobedirectedorchoreographedhoweverrolesareavailableforallinterestsanddesires

fromchorustoleadtoevencostumedesigner!Availablenowfortwospecialevents:aCharityRevue(a

collectionoffamoussongsandscenes)performedfortwoeveningsattheendoftheAutumntermand

theSpringShow,afivenightproductionofawell-knownmusical.WillmeetSundaysandtheoccasionalMonday or Tuesday evening, after college. Also organises numerous socials, and a weekly joint Bar

NightwithDramSoconTuesdays,ifrehearsalswerentalreadyfunenough.Drinkingoptional,laughter

mandatory.

Tour:2011:GuysandDolls|2010:TheBoyfriend|2009:SweetCharity|2008:OnTheTown|2007:

WestSideStory|2006:


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PreviousShows

FreshersRevue Year SpringShow

Charming 2011/2012 TheWeddingSinger

ImperialCollage 2010/2011 ReturntotheForbiddenPlanet

NicestKidsinTown 2009/2010 Hair

DontTellMama 2008/2009 AFunnyThingHappenedontheWaytotheForum

TheRiseandFallofDavidSullivan 2007/2008 HowtoSucceedinBusinessWithoutReallyTrying

SayItLoud 2006/2007 BatBoy

AttheEndoftheDay 2005/2006 ASliceOfSaturdayNight

YouCantStopTheBeat 2004/2005 Chess

AllThatJazz 2003/2004 LittleShopofHorrors

Rock! 2002/2003 Personals

ATubeofGreasePaintandaFollowSpot 2001/2002 Grease

24-HourMusical2011 WeWillRockYou 24-HourMusical2012 BookofMormon


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2 0 1 1 / 2 0 1 2

2 0 1 0 / 2 0 1 1

2 0 0 9 / 2 0 1 0


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MTSocConstitution


ConstitutionfortheICUMusicalTheatreSocietyLastupdated:January19,2012

1. Name1.1 ThenameoftheclubshallbetheImperialCollegeUnionMusicalTheatreSociety,hereafterreferredtoastheclub.1.2

TheclubshallbeamemberoftheArtsandEntertainmentsManagementGroup.

2. AimsandObjectives2.1 Theclubshallholdthefollowingasitsaimsandobjectives.The clubshallstrivetofulfiltheseaimsandobjectivesin

thecourseoftheacademicyearasitscommitmenttoitsmembership.

2.2 Toputonmusicaltheatreproductions ofgoodquality,andyetremainanenjoyableexperienceforallinvolved.2.3 Thesocietywillaim to putonat least one full scale ticketedmusical productiona year, aswellas participating in

ArtsfestandotherUnionactivities.

2.4 Thesocietyanditscommitteemusthelptocreateafriendlysocialcircleamongourmembers.Wehopetoprovideaplacewhereallofourmembershavethechancetodevelop;tobuildconfidence,tofindnewskillsandtopolishold

ones,regardlessoftheircurrentability.

2.5 WiththecooperationoftheDramaticSociety,andothertheatregroupsinImperialCollege,MusicalTheatreSocietywillstore,maintainandimprovethecurrentcostumestore,providingpermissiontousethisusefulresourcetoanyone

whoshouldaskforit.

2.6 MusicalTheatresocietywill furtherfosterthecloserelationshipwithMusicalTheatreTourSociety.

3. Statementofintent3.1 Theconstitution,regulations,managementandconductoftheclubshallabidebyallImperialCollegeUnionPolicy,and

shallbeboundbytheImperialCollegeUnionConstitutionandRegulations.

3.2 TheclubstressesthatitabidesbytheImperialCollegeUnionEqualOpportunitiesPolicy,andthatclubregulationspertainingtomembershipofthecluborelectiontomanagementoftheclubshallnotcontravenethispolicy.

3.3 The club shall also be governed by the Arts and Entertainments Management Group standing orders, regulationsand/orconstitution.

3.4 TheclubcommitteeshallsupplyaCodeofConducttotheICUDeputyPresident(Clubs&Societies)forapproval,whoshallsignitastheacceptedCodeofConductfortheclub.

4. Membership4.1 ThefollowingshallbeeligibletobecomemembersofICUMusicalTheatreSociety:

4.1.1 ICUFullMembers4.1.2 ICUAssociateMembers4.1.3 ICULifeMembers

4.2 AnyclubmemberwhoisafullmemberofICUshallbeafullmemberoftheclub;allothermembersshallbeassociatemembersoftheclub.

4.3 All members shall pay an annual subscription to join the club;the membership fee shallbe decided bythe clubcommitteebutshallnotbelessthanthatspecifiedbytheICUClubs&SocietiesBoard(CSB).

5. TheClubCommittee5.1 Thecommitteeshallconsistofthefollowingvotingmembers:

5.1.1 Chair5.1.2 ViceChair5.1.3 Treasurer5.1.4 Secretary5.1.5 PublicityOfficer5.1.6 SocialOfficer

5.2 Thecommitteeshallalsoconsistofthefollowingnon-votingmembers:5.2.1 Webmaster

5.3 Allcommitteemembersmustbemembersoftheclub.5.4 Allvotingcommitteemembersmustbefullmembersoftheclub.5.5 Nocommitteemembershallholdmorethanonepostduringeachacademicyear.5.6

OfficeshallbeheldfromAugust1

st

toJuly31st

ofeachacademicyear.


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MTSocConstitution


6. ManagementandJobDescriptions6.1 TheresponsibilitiesoftheChairshallbe:

6.1.1 RepresentationoftheclubintheArtsandEntertainmentsManagementGroup.6.1.2 Therunningoftheclubaccordingtotheclubconstitutionandcodeofconduct.6.1.3 Thesupportofcommitteemembersintheirrolesandensuringanyresponsibilitiesareundertakenwhena

committeememberisindisposed.

6.2 The Chair and Treasurer shall sign an ICU Financial Responsibility form, and shall be aware of theICU FinancialRegulations.

6.3 TheViceChair shall support theChair inthe oversightof thesociety, with afocuson projectsand eventsrunningoutsideofthesocietyscoreshows.

6.3.1 IntheeventoftheChairsabsenceinacommitteemeeting,theViceChairwilltakethepositionofchairfor themeeting,withalltheresponsibilitiesthisentails.

6.4 TheTreasurershallcarryoutthedaytodayfinancialdutiesoftheclub.Hisrolesshallinclude:6.4.1 Themonitoringofthesociety'sfinancialsituationbymeansofTransactionPagesontheUnion'swebsite.6.4.2 Theformulationandapprovalofabudgetforanyproductionsduringtheyear.6.4.3 Theadministrationofrevenueandexpenditurethroughtheunionsfinancesystems.6.4.4 Thenotification ofthe committee as to thecurrent financial situation andof any recent changes ofthe

societysaccountsateachcommitteemeeting.

6.5 TheSecretaryshallberesponsibleforkeepingtheclubrecordsingoodorder.Thisshallinclude:6.5.1 Preparationofanagendaandtherecordingofminutesinallsocietycommitteeandgeneralmeetings.Bothof theseitemsshallbemadeavailablebythesecretaryafterthemeeting.

6.5.2 Theupdateofthemembershipregardingtheactivityofthesocietybywayofregularemailupdates.6.5.3 Administration of the society email account. The secretary will maintain a regular observation of the

account'sinboxandinformanycommitteemembersofcommunicationsthatrequiretheirattention.

6.6 ThePublicityOfficeristaskedwithcreatingastrongpublicpresenceforthesociety,andwiththeproductionofanypromotionalmaterials.Amongtheseroles,theofficershall:

6.6.1 Producepostersandflyerstoadvertiseanyshowsoreventsofthesocietyasrequired.Theofficershall ensurethatthesematerialsareproperlydistributedto createagoodpublicawarenesswithincampusand

aroundotherpossiblemarkets.

6.6.2 Producematerialsnecessaryforanyshowthesocietyproducese.g.programmesortickets.6.6.3 CoordinatewiththeWebmasterovertheonlinepromotionofthesociety,providingdigitalfilestofurtherthe

advertisementcampaignofthesociety.

6.7 The SocialOfficeristasked with thesocialeventsof thesociety, and withmaking them accessibletoall members,ratherthanthosecurrentlyparticipatinginaproduction.TheprimarygoalsofSocialOfficershallbe:

6.7.1 Toorganiseeventsthatarenotrehearsalsortheproductionofmusicalshows.6.7.2 Toarrangethepurchaseoffoodanddrinkforcastwhenlatenightrehearsalsarearranged.6.7.3 Toorganiseanylarge-scaletransactionswiththeunionbarwhennecessary.

6.8 TheresponsibilitiesoftheWebmastershallbe:6.8.1 TomaintaintheMusicalTheatreSocietyWebsite(currentlyatthedomainMTSoc.co.uk),thesocietys

Facebookgroup,andtomaintainandupdatetheSocietysTwitterfeed.

6.8.2 ToorganiseonlinepublicityofthesocietyincollaborationwiththePublicityOfficer,withtasksincludingbut notlimitedtotheadditionofpublicitymaterialsonMTSoc.co.uk,theupdatingoftheUnionsWhatsOn

calendarandthecreationofFacebookevents.

6.9 Themanagementoftheclubshallbevestedintheclubcommittee.6.10Quorumofthecommitteeshallbetwothirdsofthevotingcommittee.6.11TheCommittee shall meet regularlyto provide updates onthe running ofthesociety,at leastas frequentlyas one

meetingeverytwoweeks.

7. GeneralMeetings:7.1 AgeneralmeetingmaybecalledbytheChair,quorumofthecommitteeorbytenfullmembersoftheclub;thismust

besubmitted to the Chair in writing. The generalmeeting must be held within 10 college days of receipt of the

proposal.

7.2 GeneralMeetingsmayonlybeheldduringundergraduatetermtime.7.3 Atleastfivecollegedaysnoticeofageneralmeetingmustbegiventotheclubmembership.7.4 OnlyfullmembersoftheclubmayvoteatGeneralMeetings.7.5 Quorumofthemeetingshallbehalfofthefullclubmembers.7.6 Decisionshallbereachedbyasimplemajorityofthefullmemberspresent.


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MTSocConstitution


8. TheAnnualGeneralMeeting8.1 TheAGMshallbeheldduringthesecondtermoftheacademicyear,andshallhaveasitsmainbusiness:

8.1.1 ThepresentationoftheOfficersReportsforthepastyear.8.1.2 TheelectionoftheCommitteeforthenextsession.

8.2 AnagendagivingnoticeoftheAGMmustbecirculatedtoallclubmembersatleasttencollegedaysinadvance.8.3 NominationsforclubofficersmustbepostedatleasttendaysinadvanceoftheAGMandclosedbeforethemeeting.

8.3.1 Eachnominationshallrequireoneproposerand2seconderswhoshallbefullmembersoftheclub.8.3.2. ThequorumoftheAGMshallbehalfofthefullmembersoftheclub.

8.3.3 In the event of there beingnonomination fora post withinthestipulated timethen nominationsmay be

acceptedattheAGM.

8.4 Intheeventthatnopersonisvotedintoapostorofresignationfromaposition,theChairwillundertakethedutiesuntilsuchtimeasthepostisfilled.Electionstofillsuchavacantpostshouldtakeplaceatageneralmeetingandshall

besubjecttothesamerulesasperAGM.

9. Finance9.1 TheclubmayreceiveagrantfromImperialCollegeUnionandshalladministerthisandanyselfgeneratedincomein

accordancewiththeImperialCollegeUnionFinancialRegulations.

9.2 TheTreasurerwillprovidetheTreasureroftheArtsandEntertainmentsManagementGroupwithadetailedbudgetforthefollowingacademicyearduringthefirsthalfofthesecondtermoftheacademicyear.

9.3 Budgets for events shall be taken to the Arts and Entertainments Management Group Treasurer and/or DeputyPresident(Finance&Services)forinspectionandapprovalinaccordancewiththeFinancialRegulations.

10. HealthandSafety10.1TheclubacknowledgesitsdutyofcaretoitsmembersandwillabidebyImperialCollegeUnionsHealthandSafety

policy.

10.2TheclubwillprovidetheICUDeputyPresident(Clubs&Societies)withanAnnualRiskAssessmentforitsactivities.

11. TheConstitution11.1TheConstitution shallonlybe altered byconsentofa two-thirdsmajorityofthe fullmembers presentata general

meeting.TheArtsandEntertainmentsManagementGroupshallapproveanysuchalterations.

11.2TheConstitutionshallbebindingontheclubofficersandmembersfrom19/01/201211.3From19/01/2012allotherMusicalTheatreSocietyclubconstitutionsareherebyrevoked.

12. This constitution has been approved in accordance with 11.1 above, and accepted as the constitution for the MusicalTheatreSociety,signed,

FelixMillne ChandanaShankar

MusicalTheatreSocietyChair ArtsandEntertainmentsChair


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PreviousFreshers Revues Musical Numbers


PreviousRevuesMusicalNumbersInordertominimiserepetitionofmusicalnumbersintheFreshersRevueduringAutumnTerm,the

Committeeshouldmakesurethatareasonableamountoftimehaspassedbeforereusingamusical

numberinanygivenyear.Thecurrentcommitteeistodecidewhatisreasonable,howeveratleast

threeandideallyfiveyearsshouldhavepassedbeforeamusicalnumbershouldreappearinarevue.

Belowisalistofpreviousrevuesandmusicalnumbersinthem.Thislistshouldbeupdatedannually.

Charming(2011) ImperialCollage(2010)

1. WaitingShaminiBundell2. HardKnockLifeAnnie3. KissTheGirlLittleMermaid4. JellicalCatsCats5. JustCantWaittobeKingTheLionKing6. LaVieBohmeRent7. SomeonetoFallBackonJasonRobertBrown8. GiantsintheSkyIntotheWoods9. ComfortandJoyBatboy10. GuyLoveScrubs11. ThankGoodnessWicked12. BadGuyBugsyMalone13. DrownedTimMinchin14. IRememberWellGigi15.Mr.BlueSkyElectricLightOrchestra

1. WhatdoyoudowithaBAinEnglish?AvenueQ2. AnythingGoes-AnythingGoes3. IWannaBeAProducerTheProducers4. AmericaWestSideStory5. TheMalajustedJesterTheCourtJester6. BePreparedLionKing7. Money,Money,MoneyMammaMia8. MajorGeneralThePiratesofPenzance9. AnythingYouCanDo AnnieGetYourGun10. PhantomoftheOperaPhantomoftheOpera11. TraditionFiddlerontheRoof12. ThePolicemanPiratesofPenzance13. WhyCanttheEnglishMyFairLady14. TheCreationofManTheScarletPimpernel15. IDreamedaDreamLesMiserables16. TitWillowTheMikado17. DontPutYourDaughterontheStageNolCoward18. CarefullyonTiptoeH.M.SPinafore19. NevermindtheWhyH.M.SPinafore

NicestKidsinTown(2009) DontTellMama(2008)

1. NicestKidsinTownHairspray2. Dammit,JanetRockyHorrorShow3. TheKiteYoureaGoodMan,CharlieBrown!4. WhenImByYourSideSideShow5. GeeOfficerKrupkeWestSideStory6. DoesYourMotherKnowMammaMia7. ISpeakSixLanguagesThe25thAnnualPutnam

CountySpellingBee

8. Sing!AChorusLine9. TheBitchofLivingSpringAwakening10. IAmWhatIAmLaCageAuxFolles11. BroadwayBaby-Follies12.ALittleMoreHomework13

1.


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RolesandResponsibi l it ies: TheCommittee andMeetings


RolesandResponsibilities

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

committeemeetsregularlyto discusscurrent mattersofthe societythathavebeencome toattention

andhavebeenoutlinedinanagendabythesecretary.Thesecretaryrecordsthediscussionofthese

mattersinasetofminutes.

RecommendedThingstoDo:

Setupanemaillistorgroupinyouremailaccountforallthemembersofthecommittee(whichmakessendingemailstoeverybodymucheasier)

Makeorbuyafoldertokeepallthecommitteedocumentstogether(suchasagendaandminutesprintoutorothermiscellaneoussheets)

Writeaminiself-descriptionfortheMTSocwebsitecommitteepage(http://mtsoc.co.uk/about/committee/)andsendittothewebmastertoupdate.

Formoreinformation,visittheImperialCollegeUnionWebsitesClubOfficerTrainingpage:

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

Youcanfindvideosandpodcasts(UndereLearning)andpdfdocuments(UnderTraining

Materials)tohelptrainyouforbeingaclubofficer.Dontforgettotakethenecessarytests

requiredforyourpositionbyclickingValidateLearning.

Remember:Any necessaryfilesand documents canbe found electronically

ontheMTSocBox,towhichthecurrentpresidentwillgiveyouaccess.This

includesmeeting agendas,minutes, posters,flyers, programmes, letterhead

templatesandthishandbook.IfyoudonotknowhowtouseDropBox,pleaseaskthesocietyWebmasterorvisitwww.dropbox.com.

MakesureyoucompletetherequiredeLearningandvalidation

tests required for your elected committee position. All

committee members (club officers) must complete the Key

InformationeLearningwhichisfollowedbyavalidationtest.


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RolesandResponsibi l it ies: Vice President/Chair



P r e s i d e n t / C h a i r Constitution:

SignificantTasks:

ImportantDeadlines:

Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion

WebsitesTrainingpagesforPrincipalOfficers:


TheresponsibilitiesoftheChairshallbe:

RepresentationoftheclubintheArtsandEntertainmentsManagementGroup.

Therunningoftheclubaccordingtotheclubconstitutionandcodeofconduct.

Thesupportofcommitteemembersintheirrolesandensuringanyresponsibilitiesare

undertakenwhenacommitteememberisindisposed.

RequiredeLearning:

KeyInformationeLearning+ValidationTest

PrincipalOfficerseLearning+ValidationTest

FinanceOvervieweLearning+ValidationTest

(FinanceOperationseLearningisusefulbutnotrequired)

RequiredDocuments:

FinancialResponsibilityForm(SignwithTreasurer)


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RolesandResponsibi l it ies: Vice President/Chair



V i c e P r e s i d e n t Constitution:

SignificantTasks:

ImportantDeadlines:


WebsitesTrainingpagesforClubOfficers:


TheViceChairshallsupporttheChairintheoversightofthesociety,withafocusonprojectsand

eventsrunningoutsideofthesocietyscoreshows.

IntheeventoftheChairsabsenceinacommitteemeeting,theViceChairwilltakethe

positionofchairforthemeeting,withalltheresponsibilitiesthisentails.

RequiredeLearning:



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RolesandResponsibi l it ies: Treasurer



T r e a s u r e r Thetreasureristheonlyothermemberofthesocietyotherthanthepresidentwho signsa financial

responsibilitydeclaration,givinghim/herthepositiontoapproveclaims.

Constitution:

SignificantTasks:

Givethecommitteeanupdateonthefinancialsituationofthesocietyonaregularbasis(eg.UsetheFinancialReporttemplatewhichcanbefoundontheMTSocBox).Iflittlehashappened

financially,thenonereporteachmeetingmaybesuperfluous.

Approveclaimssubmittedbyordinarymembers. CreateabudgetfortheSpringShow(usingtheUnionsTemplatewhichcanbefoundonlineor

onMTSocBox)andhaveitapprovedbytheArtsandEntertainmentBoard(AEB)Treasurerand

UnionDeputyPresidentforFinanceandServices(DPFS).

o ThismayrequiretheretrievaloftheUnionCredit/Debitcard,forwhichaformmustbefilledoutafterwhichalengthyauthorisationprocessensues.

o Attend the production meetings for the show to make sure the respective partiesinvolvedinproducingtheshowknowhowmuchmoneytheyhaveandwhattheycan

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 thetemplatewhichcanbefoundonMTSocBox).PreviousbudgetscanbefoundonMTSocBoxand

oneActivitiesunderBudgetsandPreviousBudgets.

Beincontrolof allthingsfinancialforthespringshowwhichincludesmakingsuretheticketdoorsalesgetplacedintothesafeaftertheshowandtakentothebanktobepaidinonthe

nextworkingday.

AssistinorganisingandmanagingthefinancesoftheSpringShow WriteaTreasurersReportfortheAnnualGeneralMeeting(AGM)attheendofspringterm

andpresentonthecurrentfinancialsituationandanyissuesthathaveoccurredthroughout

theyear.

ImportantDeadlines:

Applyfortheperformancerightstothespringshowassoonaspossible(middleofautumnterms)sotohavethematerialsbeforetheChristmasbreak

TheTreasurershallcarryouttheday-to-dayfinancialdutiesoftheclub.Hisrolesshallinclude:

Themonitoringofthesociety'sfinancialsituationbymeansofTransactionPagesonthe

Union'swebsite.

Theformulationandapprovalofabudgetforanyproductionsduringtheyear.

Theadministrationofrevenueandexpenditurethroughtheunionsfinancesystems.

Thenotificationofthecommitteeastothecurrentfinancialsituationandofanyrecent

changesofthesocietysaccountsateachcommitteemeeting.


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RolesandResponsibi l it ies: Treasurer


Makesurespringshowmaterialsaresentbacktothehirecompanybythedeadlinetheyhavestatedsotoavoidanyfurthercosts

KeyHandoverPoints:

MakesurethatthenewtreasurerhasthePay-Inbookandknowshowtousethem MakesurethatthenewisfamiliarwithusingeActivities

PreviousTreasurerOpinions

JulianPhatarfod:

Importantfinancialmatterswillalwaysappearthroughouttheyear,whichwillneedattention(especiallyonesthatarenotnecessarilyplannedfor),examplesinclude:

o Foodpurchasedforcastduringshows,whichthesocietygenerallypaysfor/subsidiseso Anyunexpectedequipmentdamage(includingmicrophonecapsulesduringshows)o


WebsitesTrainingpagesforTreasurersandFinance:


RequiredeLearning:


FinanceOvervieweLearning+ValidationTest

FinanceOperationseLearning+ValidationTest

RequiredDocuments:

FinancialResponsibilityForm(SignwithPresident/Chair)


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RolesandResponsibi l it ies: Publ ic ity Off icer



S e c r e t a r y Constitution:

SignificantTasks:

ImportantDeadlines:




TheSecretaryshallberesponsibleforkeepingtheclubrecordsingoodorder.Thisshallinclude:

Preparation of an agenda and the recording of minutes in all society committee and general

meetings.Bothoftheseitemsshallbemadeavailablebythesecretaryafterthemeeting.

Theupdateofthemembershipregardingtheactivityofthesocietybywayofregularemailupdates.

Administrationofthesocietyemailaccount.Thesecretarywillmaintainaregularobservationofthe

account'sinboxandinformanycommitteemembersofcommunicationsthatrequiretheirattention.

RequiredeLearning:



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RolesandResponsibi l it ies: Publ ic ity Off icer



P u b l i c i t y O f f i c e r Constitution:

SignificantTasks:

ImportantDeadlines:




The Publicity Officer is tasked with creating a strong public presence for the society, and with the

productionofanypromotionalmaterials.Amongtheseroles,theofficershall:

Producepostersandflyerstoadvertiseanyshowsoreventsofthesocietyasrequired.Theofficer

shall ensure that these materials are properly distributed to create a good public awareness

withincampusandaroundotherpossiblemarkets.

Producematerialsnecessaryforanyshowthesocietyproducese.g.programmesortickets.

CoordinatewiththeWebmasterovertheonlinepromotionofthesociety,providingdigitalfilesto

furthertheadvertisementcampaignofthesociety.

RequiredeLearning:



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RolesandResponsibi l it ies: Webmaster



W e b m a s t e r Constitution:

SignificantTasks:

Updatethemtsoc.co.ukwebpageatthestartoftheyearwithinformationforfreshers,andthroughouttheyearwithnews,showsandevents

Updatethemtsoc.co.ukcommitteepage(http://mtsoc.co.uk/wp-admin/.php?page=committees2 ) Settleaccountsforthemtsoc.co.ukdomainwith1&1andclaimfromthesocietyaccount Providetechnicalsupportforsocialmediaandmailinglistsassociatedwiththesociety Evaluatingandimplementingtechnologysolutionsforusebythesociety

Updatingthecurrentshow

http://mtsoc.co.uk/wp-admin/Username:administrator Media=>Addnew.Addtheposterforthisshow. Posts=>AddNew. Writetheshowdescription.Setthecategorytocurrentshow. Changethepreviousshowscategorytopastshow. Calendar=>manageCalendar=>AddEvent WinSCPontodougal.union.ic.ac.uk Edit/home/www/htdocs/arts/mtsoc/wp-content/themes/enfotext_mtsoc/index.php

MailingLists

https://mailman.ic.ac.uk/mailman/listinfo ICU-MTSoc-BackStage;ICU-MTSoc-BandTalk;ICU-MusicalTheatre-Cast;MusicalTheatre-TalkUseMassSubscriptiontoaddnewmembers Everyonesmoderationbitshouldbesetexceptforcommitteemembersandproductionteams. Emailsfromotherpeopletothemailinglistneedtobemoderatedbeforetheyaredistributed.

MTSocBox(DropBox)

[email protected]. Therearethreeparentfolders.Oneforthecommittee,oneforsocietymembers/friendsandonepublic Bydefaulteverythingshouldbeaspublicaspossibleasthismakespeoplesliveseasier Copyrightedmaterialshouldneverbepublic Allsocietymembersshouldbeinvited

TheresponsibilitiesoftheWebmastershallbe:

To maintain the Musical Theatre Society Website (currently at the domain MTSoc.co.uk), the

societysFacebookgroup,andtomaintainandupdatetheSocietysTwitterfeed.

To organise onlinepublicityof the society in collaboration withthe Publicity Officer, withtasks

includingbutnotlimitedtotheadditionofpublicitymaterialsonMTSoc.co.uk,theupdatingofthe

UnionsWhatsOncalendarandthecreationofFacebookevents.


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RolesandResponsibi l it ies: Webmaster


GoogleCalendar

[email protected] Shows,meetingsandsocialeventsshouldgohereMostthingsshouldbepublicunlessthereisagoodreasonforthemtobeprivate Thereshouldbeaseparatecalendarforeachshowwithrehearsals ShowsdatesshouldgoherestraightaftertheCHUG Allsocietymembersshouldbeinvitedtousethecalendar

PreviousWebmasterOpinions

MarkWainwright:

Webmastershoulddoaslittleworkaspossible Toachievethistheyshouldmakeiteasyforproductionteammemberstodistributecontent MTSocshouldendeavourtousetoolsthatitscommunityalreadyusewhereverpossible WebresourcesshouldbesharedwithMTsoctour




RequiredeLearning:



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RolesandResponsibi l it ies: Social Off icer



S o c i a l O f f i c e r Constitution:

SignificantTasks:

ImportantDeadlines:




The SocialOfficer istasked with the socialeventsof thesociety,andwithmakingthemaccessibleto all

members, ratherthanthose currently participating ina production. The primary goals ofSocial Officer

shallbe:

Toorganiseeventsthatarenotrehearsalsortheproductionofmusicalshows.

Toarrangethepurchaseoffoodanddrinkforcastwhenlatenightrehearsalsarearranged.

Toorganiseanylarge-scaletransactionswiththeunionbarwhennecessary.

RequiredeLearning:



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f a c e b o o k . c o m t w i t t e r . c o m / m t s o c / I C T _ M T S o c


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IMPERIALCOLLEGEUNION|MUSICALTHEATRESOCIETY|COMMITTEEMEMBERHANDBOOK

Originally Compiled in Spring 2012