The basic job of the CP is to schedule the shows and pre- and post-performance workshops at the schools (or occasionally other facilities such as day care centers or hospitals.) In addition, the CP arranges for proper transportation to and from the performances.

Past Community Producers: Karen Cho, Kim Noble, Ana Mendes, Cindy Mullock, Carly Romeo, Becky Brown, Mike Hartwyk, Jen Pettit

1. Procedure for Scheduling Performances, Workshops, and Transportation
   
2. Sample Letter to the Schools
   
3. Previously Attended Schools & Organizations
   

1. Procedure for Scheduling Performances, Workshops, and Transportation

The CP attempts to schedule the shows with as little conflict as possible, although actors are informed at the time of auditions that, due to the limitations of an elementary school day, the community shows will likely cause them to miss some class. As soon as possible after casting is completed, and preferably during the first week of rehearsal, the CP needs to obtain the schedules of all cast members, directors, and stage managers, as well as that of the workshop manager. Schedules should include days and times of classes and work, as well as information about specific "can't miss" days such as exams and religious holidays. In addition, people should be encouraged to indicate which classes are absolutely unable to be missed (i.e. one absence and you fail), which classes they would really prefer not to miss (i.e. one absence and you're ten chapters behind) and which classes really don't matter because they've only been to them twice the whole semester anyway. Also find out if any cast members own or have access to a car on campus, and would be willing to donate it for the shows.

During that same week, the CP should call Tonya in the PSCI (Penn Students for Community Involvement--room 200, Houston Hall) office to determine if there are any days that appear to be better than others for booking the vans, to reduce the risk of scheduling a show and then finding out that no vans are available. In addition, ask her to check when the next van certification class will take place, as a certified driver is required to drive the van.

Now it's about time to have a community show meeting with the directors, producer, and board. Ask how long the show is expected to run, what age group it's targeted for, and if there are any particular restraints or requirements (i.e. size of stage, piano availability). At this meeting, you will decide which 5 schools or organizations you want to have performances at. In addition, you should have 1 or 2 backups in case there is an unsurmountable scheduling problem. Finally, find out what weeks the community shows should be scheduled, and how many shows are preferred for each week.

After this meeting, you should send a letter to the selected schools, informing them of your intent to contact them shortly about the show. This tends to facilitate actually speaking to the person you want to speak with once you call them, and will jog their memory ahead of time.

At the first general production meeting, find out what members of the production staff have cars available, as well as who is a certified van driver. There should be at least 4 or 5 van drivers so that one person isn't always responsible for driving; if there aren't enough, inform people of the date and time of the next class and get a firm commitment from people to take it. Then call the people a day or so before to remind them of the class. (Tonya at PSCI will provide the details, but the class should only involve an approximately 2 hour film on van safety; no actual driving is necessary.)

Once the schedules are obtained, it's a good idea to make up one big schedule, showing the days and times of everyone's conflicts. I recommend a system that distinguishes between things people are willing to miss (say, putting it in parentheses) and things people can't miss (marking with a *.) If you're lucky, there will be several blocks of time when everyone is free. Chances are, however, that people will have to miss class. If possible, don't make anyone miss the same class more than once, and absolutely don't make anyone miss the same class more than twice. In addition, although directors and stage managers will obviously want to attend community performances, their attendance is not essential. It is much more important to schedule the shows around the cast's schedules. It is difficult enough to schedule around 6-8 cast members' commitments; you don't need any more variables in the equation. The board will back you up on this, if necessary. Once the mass schedule is set up, figure out blocks of time on various dates that you can suggest to the schools. (Remember that, even if a show only runs an hour, you need to figure about 45 minutes before the show and half an hour after the show for the actors to miss.)

By now you should be ready to start calling schools. (Click here for schools' phone numbers, contact people, and other comments.) It is best to call schools before 9, unless otherwise indicated, since most of the contact people are teachers and will be unable to come to the phone during the school day. In the first round of phone calls, only the actual performances should be scheduled; pre- and post-shows can be scheduled later, since you will have much more flexibility. If the specified contact is unavailable, leave a message with your name, phone number, time you can be reached, and reason for calling. Once you actually speak to him or her, explain who you are (they tend to be very receptive of our coming to their school.) Then suggest a date and time for the performance. Inform him or her of the target age group, as well as length of the show and any particular requests or restrictions. Tell the contact person that you will be calling them again within a week or two to schedule the pre- and post-performance workshops. Once the show is scheduled, you should immediately call Tonya at PSCI to book the van. If possible, request two vans for that time. If only one is available, a car might be necessary depending on the size of the cast and set. If no vans are available, it may still be possible to schedule the show then depending on car availability; however, it might be necessary to reschedule. Notify the cast and production staff as soon as possible after a show is scheduled. Also, get commitments from van drivers about which shows they are willing to drive for. Encourage production staff to attend a community show; however, request that they notify you ahead of time so that you're sure there will be enough space for them.

Once the performances are scheduled, it's time to schedule the pre- and post- performance workshops. These should each ideally fall within a week of the performance. In scheduling the pre-performance workshops, the CP need only go by the Workshop Manager's schedule; the WM is responsible for finding people to attend the pre-shows, and since these need not be actors, there will almost always be enough participants available, regardless of the time scheduled (nonetheless, people will like you much better if you schedule the workshops in the afternoon.) The WM is also responsible for designing the content of the pre-performance workshop. The post- performance workshops are to be attended by actors, directors, and stage managers only. Each post-show should have four or more participants, and each actor is expected to attend at least two post-shows. Again, notify the cast and staff of the dates and times of the workshops as soon as they are scheduled. Ask cast to sign up for post-shows as soon as possible. (You may have to bug them about this.) No vans need to be scheduled for the workshops, as taxis will be used.

The day before a workshop or performance, contact the school to confirm that we are coming. In addition, it is a good idea to post the week's schedule on e-mail at the beginning of each week. The night before a post-show workshop, the CP is responsible for contacting and reminding everyone who agreed to participate. Workshops generally last an hour. People will meet (generally at the Quad gate) 15 minutes before the start of the workshop, and can be expected back at campus 15 minutes after the end of the workshop, provided that the taxi driver is asked to return at the designated time. The CP should be present to see people off to the post-show workshops in case there are any questions. If the CP is unable to be present, the CP should designate one participant in the workshop as the "head of the workshop," providing him or her with the name of the contact person, the school's phone number, and the name & phone numbers of everyone supposed to attend the workshop. In addition, the designated person should be told to bring enough money to cover cab fare both ways (which will later be reimbursed by Stim.)

2. Sample Letter to the Schools

(insert CP address & phone # here)
February 8, 1996

Ms. Kathleen Coleman
Harrity Elementary School
56th and Christian Streets
Philadelphia, PA 19143

Dear Ms. Coleman:

Since 1987, Stimulus Children's Theater has been bringing quality theatrical productions to the elementary school children of West Philadelphia and the surrounding area free of charge. This year is no exception.

SCT is a volunteer theater arts group at the University of Pennsylvania. We are committed to exposing children of all ages to the performing arts. In order to create an educational experience through interactive performance, we conduct workshops in the classroom both before and after our performances, in which we discuss the themes of the play with the students.

In the past, we have performed such plays and musicals as Rumpelstiltskin, Winnie- the-Pooh, Cinderella, Hansel and Gretel, and, most recently, the Broadway favorite You're a Good Man, Charlie Brown!. This spring we are producing a wonderful play entitled Oh, Brother! and we are interested in performing at your school.

I will soon be making preliminary calls to your school, to schedule the performance and workshops. We are very excited about continuing a great tradition by bringing Oh, Brother! to your school and the rest of the West Philadelphia community this spring.

If you have any questions, please call or write to the above address.

Sincerely,

Kimberly Noble
Producer, SCT Community Performances

3. Previously-Attended Schools & Organizations

CHILDREN'S HOSPITAL - Fran Rifter, Childlife Dept.
590-1000
Snoopy, Really Rosie, Pinocchio

CHILDREN'S SEASHORE HOUSE - Kathleen Murphy, Childlife Director
34th & Civic Center Boulevard
Pinocchio, Rumpelstiltskin, Wendel the Sheepherder

COMMUNITY KIDS - Valerie Golomb
382-4555
Free to Be You and Me, Pinocchio, Wild Things, Winnie the Pooh, Rumpelstiltskin

DIXON HOUSE COMMUNITY CENTER - Emma Wilson
1920 s. 20th
336-3511
Wild Things, Winnie the Pooh, Sleeping Beauty...with a TWIST, Ti Jack Finds a Special Purpose

DREW SCHOOL - Ms. Jones
38th & Powelton
823-8219
Snoopy, Really Rosie, Free to Be You and Me, Wild Things, Winnie the Pooh, Tom Sawyer, Aesop's Fabulous, Rumpelstiltskin, Cinderella, You're a Good Man, Charlie Brown, Sleeping Beauty...with a TWIST, Ti Jack finds a Special Purpose, The Cat's Pajamas
Comments: very close by (walkable), good if transportation is a problem

HAMILTON SCHOOL - Margot Flaks
57th and Spruce
471-8477
Oh Brother!
Comments: Best to call around 8:40.

HARRITY SCHOOL - Kathleen Coleman
56th and Christian
471-2908 (school); 471-6315 (her classroom)
Phantom Tollbooth, You're a Good Man, Charlie Brown, Oh Brother!, Lady Dither's Ghost, Wendel the Sheep Herder, Sleeping Beauty...With a Twist!, Ti Jack Finds a Special Purpose, A Philadelphia Children's Story, Layla's Black Belt, The Cat's Pajamas
Comments: Ms. Coleman is wonderful! She has always been extremely accessible and accommodating (and always writes cute thank-you notes after the shows :) ) It's best to call either before 8:30am or between 2:45-3:15 because she teaches a class

HUEY SCHOOL - Ms. Bolard (counselor), Mr. Johnson (Principal)
52nd and Pine
471-2901
Pinocchio, Wild Things, Winnie the Pooh, Tom Sawyer, Aesop's Fabulous, Cinderella, Oh, Brother!, Lady Dither's Ghost, Ti Jack Finds a Special Purpose
Comments: Ms. Bolard is great! There are lots of classrooms so pre-performances are great!

LEA SCHOOL - Mr. Wilson
47th & Locust
471-8249
Snoopy, Really Rosie, Free to Be You and Me, Pinocchio, Wild Things, Winnie the Pooh, Tom Sawyer, Aesop's Fabulous, Rumpelstiltskin, Cinderella, You're a Good Man, Charlie Brown
Comments: Mr. Wilson was highly difficult to reach via telephone.

LOCKE SCHOOL - Mrs. Lewis
46th and Haverford
823-8257
Tom Sawyer, Aesop's Fabulous, Rumpelstiltskin, Lady Dither's Ghost

MANN SCHOOL
(no address, phone number, contact person available)
Pinocchio, Wild Things, Winnie the Pooh, Aesop's Fabulous

MORTON SCHOOL - Ms. Wald
63rd and Elmwood
727-2196
Tom Sawyer

PATHWAY SCHOOL - Dr. Bill O'Flanagan, Dr. Ben Champion, Dr. Max Wald
162 Egypt Rd. Norristown, PA 19403
(610) 277-0660
You're a Good Man Charlie Brown, Oh Brother!, Lady Dither's Ghost, Wendel the Sheep Herder, Sleeping Beauty...With a Twist!, Ti Jack Finds a Special Purpose, A Philadelphia Children's Story, Layla's Black Belt, The Cat's Pajamas
Comments: An amazing experience! Pathway is an approved, private school with 117 day students and 58 residents. Students are aged 5-21 years of age, and have varying needs ranging from Tourrettes to autism. Since the school is approximately 40 minutes away, we have in the past eliminated the pre-performance workshop, and held a makeshift post-performance/meeting with the students immediately after the show. Altogether this entails an approximately 5-hour commitment from cast members, and must therefore be discussed with them before scheduling a performance here. Reading days provide a possibility, if cast members have no objections. Pathway has been extraordinarily accommodating, having even been willing to provide transportation in the past, including the set. To set up transportation of either the set, the cast, or both, speak with Mr. Sam Monroe.
Directions: Take 76 West. Get off at King of Prussia, and take 202 South. Just as you get on 202, immediately on the right is the 422 exit--take 422 West. Take this to Rt. 363 North, the Trooper Audubon exit. At the 5th traffic light, there will be a Mobil gas station and a Royal Bank. Make a right. Go through the first traffic light. You'll see Smith-Kline-Beecham. The school is on the right, with a big blue sign between two brick pillars. Park in the lot.

PENROSE ELEMENTARY SCHOOL - Bob Carozza (best to call after 10AM)
492-6984, (fax) 492-6985
The Cat's Pajamas
Comments: An excellent place for the show, with a VERY receptive audience. Directions to come!

PEOPLE'S EMERGENCY CENTER (PEC)
39th and Lancaster
Wendel the Sheepherder

PARENT INFANT CENTER (PIC) - Dana Schriberg
42nd and Locust
898-3417
Ti Jack Finds a Special Purpose
Comments: After-school center and daycare...call before 3:00, mornings are best.

PLEASE TOUCH MUSEUM - Chauncet Williams
210 N. 21st St.
963-0667
Wild Things, Winnie the Pooh

PENN CHILDREN'S CENTER - Michele Ernst
898-5268
Pinocchio, Winnie the Pooh

RALSTON HOUSE
(no contact or location info available)
Snoopy

RHOADS SCHOOL - Jackie Browner, Vicky Newsome
50th and Parrish
581-5504
Tom Sawyer, Aesop's Fabulous, Rumpelstiltskin, Cinderella, You're a Good Man, Charlie Brown, Oh Brother!, Lady Dither's Ghost
Comments: Jackie Browner is fabulous! Vicky Newsome took over her position during Oh Brother while Ms. Browner was on leave. Since Ms. Newsome did not originally fully understand the relative urgency of scheduling the shows, it was at first rather difficult to reach her. However, once she was contacted, she was quite helpful and accommodating to our needs.

RONALD MCDONALD HOUSE - Barbara Nelson
387-8406
Snoopy, Really Rosie, Free to be You and Me
Comments: Difficult to schedule because they never know how many kids they will have from one day to another.

ST. MARY'S RESPITE CENTER
(no contact or location info available)
Aesop's Fabulous

VILLAGE OF ARTS AND HUMANITIES - Sally Hammerman
225-3949/225-9305; (voice mail):225-0615
The Cat's Pajamas Comments: Very flexible and willing to work around schedules. The Village of Arts and Humanities offers an afterschool program, in a really diverse and unique environment

VILLAS OF CARE - Susan
600 University Avenue
222-6130
Pinocchio, Wild Things, Winnie the Pooh, Tom Sawyer

WEST PHILADELPHIA COMMUNITY CENTER
(no contact or location info available)
Winnie the Pooh

WILSON ELEMENTARY SCHOOL - Linda Bowser
46th and Woodland Avenue
823-8206
The Cat's Pajamas
Comments: Another nearby show! Ms. Bowser is really easy to work with, although a little difficult to contact.