s3-eu-west-1. Web viewshows on the performance night ... and encourage schools to use their technology ... In the event of an accident ensure that an accident report is made

CONTENTS2 Welcome3 The Festival team 4 Your regional team 5 The SSF journey 6 The SSF journey for Special Schools

Cast Workshops11 Hosting Cast Workshops 13 Cast Workshop checklist 14 Briefing Marketing Students

Performance Day: all staff18 Performance Day schedule 21 Starting the day 22 Deciding the running order 23 Pre-show briefing 24 SSF charity and merchandise25 Finishing the day

Performance Day: Venue Managers28 Working with Teacher-Directors and casts 29 Backstage management30 Front of house 31 Venue Manager checklist

Performance Day: Venue Directors 34 Technical rehearsals 35 Creative support 36 Warm-ups 37 Hosting 39 Appraisals 40 Performance reports

SSF policy 42 Child protection policy 43 Child protection guidelines44 Payment guidelines45 Claiming expenses 46 Resources list and social media

WELCOME TO SSF 2014Shakespeare Schools Festival started in 2000 with 8 schools in Wales. This year, the 450th anniversary of Shakespeare’s birth, over 1,000 Primary, Secondary and Special Schools will perform with the Festival in 130 professional venues all over the UK.

We aim to challenge, support and inspire the teachers and young people who take part in SSF. We want to give them an experience that is fun, fair and professional. You are a crucial part of achieving those aims and we are delighted to have you on our team.

This handbook is designed to be a reference for you when you are out on the road and to be an accompaniment to your training. Please read it carefully before your training day and refresh your memory before you begin Cast Workshops and Performance Days.

When you see a lightbulb you will find a tip from the SSF Team. When you see a quill this is your opportunity to make your own notes and think about how you want to deliver that section. We are giving you what we consider to be best practice; it is up to you and your team to use your skills and experience to come up with your own way of delivering together.

Overleaf is a page of contact details – don’t be afraid to use them! If you have questions

or concerns, want to vent or share good news please call SSF HQ on 020 7601 1800. We will be there to help, sympathise, give you a boost or share in your joy. We want to hear from you!

You are being trained by SSF Associates who have worked for the Festival for many years and have lots of experience and good advice. When we asked the Associates why they come back to work for us every year, here are some of the things they said:

“Inspiring creativity in others”

“Gaining the trust of a cast; seeing them take risks, absorb feedback and improve”

“Giving teachers confidence and support”

“Seeing the sense of achievement in the cast and Teacher-Director”

“Working with lots of new people and making industry contacts”

For our returning staff we hope you agree. For new staff, we hope that by the end of the Festival you will be able to say the same things and come back for more next year.

Good luck and enjoy!

The Festival Team

FESTIVAL TEAMSHAKESPEARE SCHOOLS FESTIVAL STAFF HANDBOOK 2014 2

Coordinators

Francesca EllisSouth [email protected] 7601 181607904725629

Melanie [email protected] 7601 181307904725674

Rhiannon JonesScotland and North [email protected] 7601 182507904725607

Claire MeadeNorthern Ireland and North [email protected] 7601 181007930484699

Reg NoyesWales and West [email protected] 7601 181107904725647

Liam O’DriscollYorkshire and East [email protected] 7601 181507930484702

Jasmine TuckerSouth [email protected] 7601 182307904725606

Michael [email protected] 7601 182707930484696

Managers

Lydia Lewison, Senior Festival [email protected] 7601 1806

Alanna Beeken, Schools [email protected] 7601 1812

Eibhlish Fleming, Staff [email protected] 7601 1814

The office team

Sam Barker, Team LeaderLaurence Chater, Festival AssistantJessica Drew, Festival Assistant Jenny Kohnhorst, Festival AssistantKatie Renton, Festival Assistant

Finance

Genevieve Wilson, Finance [email protected] 7601 1820

Rachel Wood, Finance [email protected] 7601 1824

Development

Emily Clarke, Development [email protected] 7601 1809

Leadership

Bonnie Austin, Programme DirectorDominic Fitch, Creative Director

SSF office

140 London WallLondon, EC2Y 5DN 020 7601 1800

YOUR REGIONAL TEAM for you to fill in at training

SHAKESPEARE SCHOOLS FESTIVAL STAFF HANDBOOK 2014 3

Out of hours: From 7th October (the first performance) we are operating an out-of-hours hotline. If you need to get in touch with someone from SSF between 6pm and 10pm (excluding weekends and half term), call the hotline on 07534567513.

mailto:[email protected]














Overview of roles

FacilitatorCo-facilitates the Cast Workshop.

Venue Director (VD)On the workshop day the VD co-facilitates the Cast Workshop.

On the Performance Day the VD is responsible for activity in the auditorium including:

Working with theatre technicians and teachers to run technical and dress rehearsals.Leading a warm-up for all four casts.Hosting the evening performances and giving the appraisal.Completing a Performance Report on each school.

Venue Manager (VM)At the Workshop, the VM welcomes the schools and introduces the day. They also hold a

Production Meeting with each Teacher Director, plus any Technical and Marketing Students.

On the Performance Day, the VM is responsible for backstage and front of house activity including:

The logistics of housing 100+ young people in a professional theatre space.Ensuring schools have adequate space backstage and are in the right place at the right time.Liaising with FOH about box office sales, programme sales, seating arrangements and access requirements. Ensuring the Teacher-Directors complete and return their Evaluation Forms.

All staff are responsible for representing Shakespeare Schools Festival. This means creating a safe, organised and welcoming environment for participating schools and for communicating appropriately with SSF HQ.

THE SSF JOURNEYThis is the process for participating schools: Schools register on our website. Most will

have done this between January and March.


Your Coordinator:

Other staff in your regional team:

Teacher Workshops take place in May/June. These focus on directorial techniques to make Shakespeare accessible and exciting for students. Special Schools have an extra workshop in May; Primary Schools also have a Primary Conference in September.

Cast Workshops are in September/October. Two casts come together to gain performance skills from theatre professionals.

The Performance Days are in October/November. Each cast has a full technical and dress rehearsal, before performing to a paying audience in the evening.

SSF is an inclusive festival: we work with a wide range of schools including Secondary, Primary and Special Schools, Pupil Referral Units, high-achieving and disadvantaged schools. We aim to create a level playing field on which young people from any school can shine.

Primary SchoolsSSF has been working with Primary Schools since 2011. There are two main differences in the Primary SSF journey: Teacher-Directors attend an extra Primary Conference in mid-September, and they choose from nine scripts which have been abridged specifically for Primary Schools. These scripts include narrators. They also have a Teacher-Director version with extra information and suggestions.

THE SSF JOURNEY FOR SPECIAL SCHOOLSSSF will send you information about each Special School and the needs of their students before you work with them on the

Cast Workshop or Performance Day, but there are some general guidelines you can apply to all Special Schools.


How might you need to adapt the Cast Workshop or Performance Day for Primary Schools?

Teacher training and the rehearsal processSpecial School Teacher-Directors receive an additional full-day CPD workshop with SSF, alongside the mainstream training day. This extra workshop takes place in May and focuses on areas such as

Playing to the strengths of their group.Creative use of the theatre space.Dialogue, and engaging with Shakespearean language and story.Abridging and adapting their chosen play.Building an ensemble.Preparing their students for being in a theatre space.

Teacher-Directors are encouraged at this stage to include some of Shakespeare’s language in their abridging process where possible – unlike other schools they can adapt the scripts into modern English if they choose. The most important thing is that students are engaged with the story and the process of creating a performance.

Cast WorkshopIf there are wheelchair users in the cast, Venue Managers should assess at the Cast Workshop which dressing rooms are accessible for these students. Although you will be made aware of wheelchair users and accessibility in your venues, it is always a good idea to confirm and plan ahead.

Assess also where you might be able to provide a dedicated breakout space for their Performance Day – this will give the group a dedicated quiet space in which to relax and prepare before going on stage.

The Performance DayPerformances by Special Schools tend to be shorter (between 10 and 20 mins), although sometimes they can last the full 30 minutes. We have a selection of specially-abridged scripts available on our website, but Teacher-Directors are actively encouraged to re-abridge the plays based on the interests and strengths of their group of students. The shows might also focus on sensory approaches to performance, such as music and movement, as well as chorus work. This depends on the range and variation of the group’s abilities.

Special School performances will also usually involve support workers being onstage

with the cast, to help with cues, movement and lines.

Special Schools tend to be scheduled to do their technical and dress rehearsal in the afternoon. Some Special School casts will arrive later than the allotted 1.30pm rehearsal time – your SSF Coordinator will let you know if this is the case. It is also a good idea to confirm Performance Day arrival times with the Teacher-Director at the Cast Workshop.

Some Special Schools will do their technical and dress rehearsal all at once, to avoid students needing to stay on stage for long periods of time before the performance in the evening. This can be discussed with the Teacher-Director at the Cast Workshop.

When briefing students at the beginning of their rehearsal slot, ask the technician to introduce and demonstrate the notion of “Going Dark” – this can prevent any unwanted anxiety later while students are on stage.

Special Schools will often choose to perform in the first half of the show (check with the Teacher Director). This is to cater for transport requirements, as well as to ensure that the day is not exceptionally long for the students. Please try your best to make this possible.

Ask the Teacher-Director to encourage parents to stay and watch the rest of the shows on the performance night – it’s a shame when students miss out on the appraisal at the end of the evening! If they can’t stay, the Venue Director should do their appraisal straight after their performance.

If you have any questions or need any further advice on working with Special Schools, contact your Coordinator.

Commonly used termsAccess needsPMLD = profound and multiple learning difficultiesAutistic Spectrum Disorder (ASD)Non-verbal studentsStudents with limited mobilityStudents with learning difficulties and disabilities



How might you need to adapt the Cast Workshop or Performance Day for Special Schools?

CASTWORKSHOPS

CAST WORKSHOP DAY SCHEDULEfor all staff

In venues with three-school nights you may have half days, or occasionally a workshop with just one school.

09:30 Arrive at the venue

10:00 Schools 1 and 2 arrive for their workshop

10:00 - 10:40 Workshop starts; VM leads Production Meetings

12.30 Workshop ends; Schools 1 and 2 leave

13:30 Schools 3 and 4 arrive for their workshop

13:30 - 15:10 Workshop starts; VM leads Production Meetings

16:00 Workshop ends; Schools 3 and 4 leaveDebrief of day by Facilitators and VM

16:30 Leave venue

HOSTING CAST WORKSHOPS SHAKESPEARE SCHOOLS FESTIVAL STAFF HANDBOOK 2014 10

for Venue Managers

Two schools will take part in each 2-and-a-half hour session (except occasionally in some three-school night venues.) Two Facilitators will deliver a workshop designed to improve their performance skills, get them used to working in a new space, (ideally the final performance space), and encourage them to work with another group.

The Venue Manager’s role on the Cast Workshop day is to

Make sure the space is ready to use.Welcome the schools and introduce the Facilitators.Hold a Production Meeting with Teacher Directors and technicians.Give Marketing Students a mini-seminar (where applicable).Close the workshop.Use the opportunity to get to know the theatre space and staff and think about how you will run the Performance Day.

Before the schools arriveArrive at the venue by 9.30 ensuring you have time to meet up with the Facilitators and check the space. This is a good time to discuss each other’s roles and to ensure the smooth running of the day.

Make sure the Cast Workshop space is suitable for an active workshop, i.e. furniture is appropriate and space is clean and well-ventilated.

Find a good space to hold both the Production Meeting and Marketing Student briefing (a small alcove, meeting room or breakout space is ideal).

If a technician is scheduled to attend (see Theatre Info), meet them and explain the running order of the day and when they will be required (ideally from 10.00-10.40, and 1.30-2.10, with two 20 minute meetings in each slot). We have asked for technicians to be available, but check that these times will suit them.

Welcoming schoolsRemember that as the host of the day, youare a representative of Shakespeare Schools Festival.

In your introduction, please include the following:

Welcome.Introduce yourself and the Facilitators.If you and/or one of the Facilitators will also be there on the Performance Day, let the casts know.Introduce the schools to each other.If there’s a technician, introduce them.Do a short Health & Safety briefing: point out where the toilets are, run through evacuation procedure, remind them that they are in a professional theatre space and that there may be hazards to avoid.Set up a positive atmosphere: introduce the schools to each other, encourage them to work together and get the most out of the session. Let them know if they will see each other again on the Performance Day.

Production MeetingRun a 20-minute Production Meeting with each Teacher-Director, alongside a theatre technician. Try to start these promptly at 10.00/1.30 as you have 40 minutes when Teacher-Directors don’t need to be in the workshop. If you run out of time, use the ‘Core Skills in Action’ section of the workshop to address any unanswered questions. This might also be a good time for the Marketing Student briefing.

Remind teachers of the SSF rules – you will find these in the Director Handbook.

Go through the Cast Workshop checklist and make sure you, the teacher, and the technician are happy with arrangements. Make clear notes that could easily be understood by someone else.

Check the progress of each Teacher-Director’s ‘Book’, (ie a marked-up script and corresponding cue list), especially how they have marked up lighting and sound cues. Teacher-Directors will come with varying degrees of experience and their Books will be in various stages of completion. In the situation where a teacher has a blank Book, ask them to explain in words what they would like and guide them in marking up a simple scene together. Always advise them to keep it simple.

Each meeting should take no more than 20 minutes, with two of these running in the morning and two in the afternoon.


Confirm when the technician wants to receive the Books (it will be in your Theatre Info) and make each Teacher-Director aware of arrangements for how to post/email.

Give each Teacher-Director a Merchandise Order Form, reminding them that t-shirts are available plus tote bags, badges and pens.

Run a Marketing Briefing with the Marketing Student from each school (if there is one – see p.14)

Close the workshopBring all the schools together. This is the point to congratulate them for all their work and fill them in on what has been happening whilst they have been working with the Facilitators.

In your wrap-up, please include the following:

Thank the Facilitators. Remind the casts to be proud of their work and to promote their shows, supporting the marketing team if they have one.Tell teachers we would love to hear what they thought of the workshop – we will email an evaluation to them.

Escort groups out and leave workshop space clean and tidy.

DebriefThe facilitators and VM should use the extra time after the schools leave to do a quick

debrief of the day. What went well? Could anything be done differently? What needs to be noted for the Performance Day?

Explore the venue and meet theatre staff This can be done in any spare time during the day.

Check dressing room space and routes to the stage/auditorium (particularly important if you have wheelchair users or anyone with limited mobility).

Check location of toilets (including disabled toilets if applicable).

Introduce yourself to technicians and theatre staff.

Check that the box office has received instructions from SSF and has reserved seats for the casts, plus 9 VIPs and one for the VD. (Exact numbers sometimes vary and will be in your Theatre Info.)

Find where you can make tea and coffee and make a note of anything you will need to bring with you.

Check that SSF posters are displayed.

ImportantAny notes from the Production Meeting, marketing briefing or about the venue should be indicated on your Cast Workshop checklist. If you are returning to this venue for performances keep these sheets. If not please email and scan or post these sheets to SSF HQ and these will be sent to the incoming Venue Director and Manager.

If there’s anything you want to query or make SSF aware of please contact your Coordinator immediately.

CAST WORKSHOP CHECKLIST for Venue Managers


CHECKLIST BOX

NOTES

If AM rehearsal, plans for PM

As a rule schools rehearsing in the morning must leave the theatre for the afternoon. If that is a problem we can sometimes arrange a free space for them to use in the theatre - ask them to contact their Coordinator.

Teacher’s first time

For teachers who haven’t done SSF before, explain how the Performance Day will work and why the information they are giving you is so important.

Rehearsal progress so far

Ask teachers about their show and gauge their confidence/preparation. Remind them to book in a time for a ‘stagger through’ and a dress rehearsal in school. The first dress rehearsal shouldn’t be in the theatre!

Cast size, age range and split

Maximum 30 performers and 5 backstage. Dressing room allocation will depend on the split of boys and girls and their ages (see p. 29).

Technical Students

Note down names and ensure the theatre knows they’ll be there. Check the technician is happy to have them in the box (max 2 pupils). If a technician is not present tell your Coordinator. Show Technical Students the Technical section of the Director Handbook and talk through their ideas.

Technical Plans Get as much information as you can and remind them of the rules! Confirm that they will be able to get their book to the theatre by the deadline (see theatre checklist). Emphasise the benefits of keeping it simple!

Live music Onstage musicians count as part of the maximum 30 cast members. Amplified music takes up a lot of the technical rehearsal and is not encouraged. Schools must bring all of their own equipment and any electrical equipment should be PAT tested.

Props and set Schools are not permitted set, only small items that one person can carry. Theatres can often provide chairs etc – see theatre checklist or check now.

Costume Check that costumes will be easy to change into, appropriate and comfortable. Simple is always best!

Plans for selling tickets

Remind teachers of the importance of selling tickets. We want their hard work to be recognised by a full house. Also, because SSF is a charity we subsidise their registration fee with ticket sales.

Marketing Students

Note down names and email addresses and refer to the briefing document in this handbook.

Filming/photographing the dress

Schools and members of the public are not permitted to film or photograph the final performance. If they want a record (particularly for exam moderation) they must get it during the dress rehearsal.

Number of Chaperones

Minimum of 1:10 for Primary Schools, 1:15 for Secondary Schools. Teachers watching from the auditorium don’t count as chaperones. Students in the tech box require a separate chaperone.

Cast List submitted

Cast list deadlines are at the bottom of this page. Cast lists must be submitted through the SSF website.

Other Notes Anything else you think is useful to record!

Cast list deadlinesMonday 15 September – schools performing between 7th Oct and 14th Oct inclusiveMonday 22 September – schools performing between 15th Oct and 18th Oct inclusiveMonday 29 September – schools performing between 20st Oct and 31st Oct inclusiveMonday 6 October – schools performing between 3rd Nov and 5th Nov inclusiveMonday 13 October – schools performing between 6th Nov and 10th Nov inclusiveMonday 20 October – schools performing between 11th Nov and 15th Nov inclusiveMonday 27 October – schools performing between 17th Nov and 21st Nov inclusive

BRIEFING MARKETING STUDENTS for Venue Managers


What the students will bring Students have been asked to bring a pack including:

A report of what they have done and plan to do.A timeline for their marketing campaign.A to-do list for while they are at the theatre (or they can participate in the Workshop).Any questions they would like to ask you.

If they haven’t brought anything with them, please go through the notes on the following page and encourage them to plan their campaign while they are in the theatre.

Going through their packYou will need to talk through their pack with them, encouraging the work they have already done and supporting them with new ideas. (Use the guide on the following page).

Use the checklist on the following page to go through what they have already done, what they plan to do and then add in suggestions from the list.

Their timeline may need some work, so do look through this carefully with them, suggesting tweaks/additions where you see fit. Primary School children may not do it in this way so be prepared to improvise. Check that they are happy and getting on with their to-do list, but this is something they should be able to do independently.

Primary School children may need support from a chaperone or teaching assistant.

Answer their questions as best you can, but do feel free to give them the SSF email: [email protected].

Their portfolioBefore they leave, ask them how they plan to record all of their hard work in their portfolio. This is an excellent way for them (and their teacher) to keep track of all the work they do. They can also submit this after the Festival for an SSF certificate of achievement. This is good evidence for Records of Achievement, university applications etc.

Their portfolio should contain:Examples of all their work, even if it doesn’t seem successful (i.e. the celebrity they invited didn’t come). A timeline of what to do when.Reflections on what worked, and what they would do differently another time.Lots of pictures.

Before they goAsk for any more questions they have. Tell them what wonderful work they have done so far, that they have some really exciting ideas to go and work on and that you can’t wait to see the theatre full of all of the audience they manage to bring in!

MARKETING IDEAS for Venue Managers



ACTIVITY NOTESCreate own poster

Schools should create their own personalised posters. Students need to think about where they might put them up (with permission!)

Display board Students can ask to use a display board in school to promote SSF. This could include a countdown to Performance Day, a quiz, rehearsal shots etc. Some theatres are happy for students to display this work on their Performance Day (see Theatre Info).

Flyer As well as using our SSF flyers, schools are encouraged to create their own. They should be eye-catching but contain more info than a poster.

Send a letter home

A great way to make sure all the parents know about the performance. They can add into school newsletter if this is more appropriate.

Design a logo In the Marketing Pack are three examples of Macbeth logos. We advise schools to create a logo for their play – it should be clear and indicative of the key themes in the play and should be used on all their own marketing.

Local News and Radio

There is a template press release on our website for schools to send to their local press and media. We have a great hit-rate for getting students onto their local TV and radio!

Perform an extract

Schools are not allowed to perform the play in full one month before or after their SSF performance. We do, however, encourage extracts in assembly, in the playground, at the school gates etc.

Make a trailer video

We offer some RSC theatre trailers as examples, and encourage schools to use their technology skills to create their own trailer. They should be short (no more than 2mins) and they should ask if it can go on their school website homepage and upload to YouTube.

Personal invitations

Written, personal invitations are very effective, as they show how much you’d like that person to attend your performance. We advise schools to think of a handful of people they’d like to write to personally (specific members of teaching staff, governors, local MP, local Amateur Dramatics Society, local celebrity, a retired teacher, a neighbour etc.) They could even invite their stage heroes – last year an actor playing at The Globe came to a performance after a cast member wrote to him.

Costume day An activity just for the cast or for the whole school, such as ‘dress like an Elizabethan day’, ‘come as your favourite Shakespeare character’ etc.

Host a competition

As above, schools can host competitions. Suggestions we offer include a Shakespeare-themed quiz, match a quote to the play, best poster design.

Twitter account

Schools should set up a Twitter account and tweet updates. Advise to always use the SSF hashtag if you’d like a retweet: #ShakespeareSchoolsFestival

Facebook page/event

Encourage any or all of these Facebook approaches and explain how they can reach lots of people very easily.

Blog A fantastic way of keeping a record of progress, generating interest and intrigue and publishing pictures/videos online.

Instagram Visuals are very effective and Instagram is a popular way of showing people what you’re up to. People love ‘behind-the-scenes’ shots!

YouTube We suggest they set up a YouTube account and tag: Shakespeare Schools Festival. Important that a member of teaching staff oversees all content going online. Short videos of rehearsals, teasers, trailers, flashmobs etc.

Other ideas Flash-mob scene in the playground / badges / evening quiz for parents / teachers dress up as Shakespeare characters / any other ideas you have!

Ask them to share what they’re doing with SSF HQ on social media – we’d love to see it!

PERFORMANCE DAYALL STAFF

PERFORMANCE DAY SCHEDULEfor all staff

In venues with three-school nights one school will rehearse in the morning in most cases, and will arrive at 10:30. Your Coordinator will tell you where this is the case.

The school that arrives first in both morning and afternoon slots should rehearse first (Casts 1 and 3 below).

Rehearsal schedule

08:30 Arrive at theatre

09:00 Casts 1 & 2 arrive at theatre for company briefing

09:30 Cast 1 technical rehearsal (Cast 2 wait in allocated dressing room)

10:30 Cast 1 dress rehearsal (Cast 2 watches in auditorium)

11:00 Cast 2 technical rehearsal (Cast 1 waits in allocated dressing room)12:00 Cast 2 dress rehearsal (Cast 1 watches in auditorium)

12:30 Casts 1 & 2 break and depart until 6pm

13:30 Casts 3 & 4 arrive at theatre for company briefing

14:00 Cast 3 technical rehearsal (Cast 4 waits in allocated dressing room)15:00 Cast 3 dress rehearsal (Cast 4 watches in auditorium)

15:30 Cast 4 technical rehearsal (Cast 3 waits in allocated dressing room) 16:30 Cast 4 dress rehearsal (Cast 3 watches in auditorium)

17:00 Tea break (schools to bring own dinner)

Performance schedule

18:00 Full Company warm-up (all casts). Running order announced

19:00 Introduction & first performance starts

19:40 Changeover

19:45 Second performance

20:20 Interval

20:35 Third performance

21:10 Changeover

21:15 Fourth performance

21:50 Appraisal of performances

22:00 End


STAFF SCHEDULE for all staff: to annotate at training

As you can see, timings are tight! Both Venue Directors and Venue Managers should do everything they can to help keep to time.

TIME SCHOOLS VENUE DIRECTOR VENUE MANAGER

8:30 Arrive at theatre

9:00Cast 1 arrives and changes Cast 2 arrives and waits in auditorium Welcome briefing

9:30 Cast 1 Technical RehearsalCast 2 waits backstage

10:30Cast 1 Dress RehearsalCast 2 watches in auditorium

11:00Cast 2 Technical Rehearsal.Cast 1 waits backstage


12:30 Casts 1 and 2 leave

13:30Cast 3 arrives and changes Cast 4 arrives and waits in auditorium Welcome briefing





Please turn over


17:00 Tea break

18:00 Warm-up and pre-show briefing for all four casts

18:30

First and second performers backstageThird and fourth performers seated in auditorium

19:00First performers in the wingsSecond performers backstage

Venue Director introduction onstage

19:10 First Performance

19:45 Second Performance

20:20

INTERVALThird and fourth performers backstageFirst and second performers into auditorium

20:35 Third Performance

21:10 Fourth Performance

21:15 All casts onstage Venue Director appraisal and wrap-up

22:00 Schools leave

STARTING THE DAYfor all staff


You will work with two casts in the morning and two casts in the afternoon (unless it is a three-school night). Casts have been asked to arrive for 9.00am or 1:30pm.

The Venue Director and Venue Manager should welcome the schools and deliver the pre-rehearsal briefing together. Take some time to agree who will cover what. This is your chance to establish your vision for the day.

Key information to coverIntroduce yourselves and any volunteers (you will be told if you have a volunteer coming). Convey your enthusiasm for working with the casts and your excitement to see their performances. Explain the structure of the day and what the casts can expect.

Make clear your expectations of the casts and how you want to work together.

Introduce the schools to each other and let them know which other schools will join them and which plays they will perform. Introduce the technicians to the casts.

Explain how the technical rehearsal will run.

If you can, show the cast the spotlights, wings and crossover, including where you need to stand in the wings in order to not be seen.

Do a short Health & Safety briefing: point out where the toilets are, run through evacuation procedure. Explain that they are in a professional theatre space and that there may be hazards to avoid.

Remind the casts that this day is the culmination of all of their hard work and that this evening the auditorium will be full of audience members who have come to see their performance.

DECIDING THE RUNNING ORDERfor all staff

After you have seen all four dress rehearsals the Venue Director and Venue Manager will

decide the running order together. Involve the technicians too.


The SSF key words for the day:

Fun Fair Professional

Try to convey these in your briefing.

Discuss with your team how you want to start the day.

You will announce the running order when all four casts return at 6pm as part of the pre-show briefing.

The running order is a sensitive topic – some schools think that going last means their show is the best. Although we want the audience to have a brilliant evening and for the night to end on a high, there are other things you will need to prioritise:

Student needs: Special Schools and Primary Schools will often want to perform first but please check first, don’t assume. Set-up: the VM will know who has the most complicated set-up, who has a lot of costume to change into or make-up to apply. Dressing rooms: if you have a lot of actors and not much dressing room space, or a limited number of cast seats, you may not be able to put two big casts in the same half.Audience: if there is one school who is bringing a lot of the audience it can be a

good idea to put their performance in the second half to make sure their audience members don’t leave.

If you still have flexibility after taking all of those things into consideration then you can think about:

Balancing comedies and tragedies. Starting and finishing with your strongest shows.

When you announce the running order, please make it clear that you have based your decisions on practical reasons, not

on who is the best.

PRE-SHOW BRIEFINGfor all staff

The pre-show briefing should be given between 6.00 and 6:30pm, alongside the warm-up, to all four schools. The Venue Director and Venue Manager both have a key role to play.

A good pre-show briefing will help the rest of the evening run smoothly. There will be a lot of important information to share, so make sure you plan what you are going to say


If you announce the running order after the warm-up, you are more likely to keep the casts’ attention during the warm-up!

and deliver it clearly. It is also important to make the casts feel confident and excited about what they are about to do, so try to strike a balance between the two.

Key information to deliverTell each cast where they will be during the performances and how they will move between backstage/stage/auditorium. (Reassure the casts that you will be there to guide them).

Make it clear how dressing rooms will be shared and when they will need to be cleared. (i.e. if they are sharing dressing rooms, casts in the first half will need to take everything with them in the interval).

Explain how the performances will run, including the Venue Director’s introduction and the running order.

Mention when appraisals will happen, how the casts should get back on to stage and where they should sit. (It can be useful to give each cast a designated corner of the stage to sit in). Ask the Teacher-Directors to accompany them onstage (you will present them with a certificate but keep it a surprise!)

Set expectations of behaviour (phrase this as ‘professional standards’), including how to be a supportive audience for other casts.

Remind the casts that they are part of a national Festival with over 1000 other schools and that this professional performance is the culmination of all their hard work. They should give it their all and enjoy the experience.

SSF CHARITY AND MERCHANDISEfor all staff

Without the support of donors we would not be able to continue our work. The Performance Nights are a crucial opportunity for us to advertise this fact. We therefore need you to

Publicise SSF as a charity to potential supporters.Help us to thank our existing supporters.

Responsibilities for Venue DirectorsMention on the night that SSF is a charity and that we welcome support (see p. 37).

During the Performance Day note any heart-warming stories about the schools or individual actors to record on your


Ask the casts what they learned in their technical rehearsals and what they can all do to make their shows the best they can be.

How will your team deliver the pre-show briefing?

Performance Report (see p. 40). Your coordinator would love to hear these too!

…if applicableFrom stage in your introduction announce the name of the night’s supporter - their name will be in the cast list (see p. 38).

If a supporter is attending the performance and needs hosting, please welcome them before the show or in the interval. This job can be shared with the VM.We will contact you by email if your night is supported, and/or if you need to welcome a supporter.

Responsibilities for Venue ManagersDuring the Performance Day note any heart-warming stories about the schools and pupils for the VD. These need to be included in the VD’s Performance Report.

…if applicableHelp the VD host any supporters who are attending on the night.

MerchandiseEvery item bought via the SSF shop allows the charity to continue. It is a really important part of the Festival so please make sure teachers, parents and students know they can buy:

SSF 2014 T-ShirtsSpecially designed Henry Holland T-Shirts marking Shakespeare’s 450th birthdayTote bagsBadgesPensShakespeare: The Animated Tales on DVD

FINISHING THE DAYfor all staff

By the end of the day you should have in your possession:

Venue Manager An Evaluation Form from every school A signed Box Office Report form (Last night at that theatre) A completed

Exit Checklist

Venue Director

A Performance Report for each school, (or at least notes to input into the form later), including heart-warming stories

Before you leaveThank the theatre staff.Check that the dressing rooms are clean and tidy.Gather any lost property and ask the theatre to put it in their lost property


cupboard. (Any obviously discarded props or costumes you can throw away or take home for your fancy dress box!).

If it is the last nightCollect any spare programmes and take them with you to post back to SSF. If there are too many for you to carry ask the theatre to return them to us and add the postage cost to our final settlement.

Exit checklist

This is new for this year. VMs, please fill one in at the end of your final Performance Day in each theatre. It contains important information to help us with financial settlements. It’s also a good place to record information for next year’s staff.

Leaving on timeIn some theatres they have a strict closing time beyond which SSF will be charged overtime. If this is the case build that into your plans from the beginning of the day and make sure the teachers and casts know they will need to leave the building quickly.


PERFORMANCE DAYVENUE MANAGERS

WORKING WITH TEACHER DIRECTORS AND CASTSfor Venue Managers

A key part of the Venue Manager’s role is to create a good working relationship with Teacher-Directors.

CommunicateGive teachers and casts as much information as you can and plenty of warning if you need them to be somewhere or do something. Remember to update them if the day is running late or plans change.

Be firm but fairIt is at the core of SSF’s ethos that all schools have an equal experience. If a Teacher-Director is being overly demanding, explain why they can’t have or do what it is that they want, (that it is the pay-off for being in a professional, inclusive Festival), and that you have a duty to all four schools, the theatre and SSF. We trust you to resolve most things on the spot but you can always refer problems back to your Coordinator or SSF HQ.

If in doubt, ask Teachers know their students best and will often help you to work out problems.

Make tea It may sound silly, but a cup of tea will make people feel appreciated and can overcome many problems. Find out what hot beverage Teacher-Directors (and Venue Directors and technicians) like, and try to make a round whenever you have time. They will be eternally grateful!

EvaluationsWe need an Evaluation Form from every school to meet our funding requirements. Give a form to each Teacher-Director and ask them to complete and return it you by the end of the day. Try to find a moment when they are free to fill it in (e.g. during the other school’s technical rehearsal, during a free afternoon, during dinner or the warm-up). Make sure you collect all four to send back to us. In some instances you will also be asked to hand out and collect Pupil Evaluation Forms.


What can you do to build relationships with Teacher-Directors and add value to the experience for the cast?

BACKSTAGE MANAGEMENT for Venue Managers

The Venue Manager is responsible for making sure that backstage runs smoothly: that the space is kept safe and clean, the casts have adequate dressing room space and are in the right place at the right time.

Allocating dressing roomsAllocate dressing rooms dependent on cast size and needs.

Boys/girls and over/under 16s shouldn’t get changed in the same room as each other. If there are not enough rooms to give schools extra space, ask them to rotate or use toilets for extra changing space.

It is unusual for there to be enough dressing rooms to allocate one to each school. If they need to share, create a rota so that schools have dressing room space when they need it. Make sure schools know if they will need to vacate a dressing room and if they might be in a different dressing room in the evening to the one they were in for rehearsals.

Valuables should not be left in dressing rooms. Ask the teacher to collect in all valuables and keep them with them. Encourage schools to respect the backstage area by being tidy and staying calm and quiet.

Moving the casts around the theatreMake sure the casts are where they need to be for their technical rehearsal / dress rehearsal / warm-up / performance. Keep their focus and energy up. During the company warm-up explain how you will manage the changeover between shows.

Props tablesShow the casts where they should keep their props.

If there is a lot of wing space and they can each have their own props table, brilliant! If not, tape up a table so they each have their own section, or ask casts to keep their props with them until it is time for them to rehearse or perform.

Technical and dress rehearsalsGet the casts to the auditorium on time, and watch the dress rehearsals where you can (it will be useful in the evening to know when shows are near the end so you can line the next cast up). You will need to keep tabs on how rehearsals are going and ask a cast to wait if the day is running behind.

Support the VD: they won’t be able to leave the auditorium during rehearsals so check in with them regularly to see if you can help and ask if you can bring them tea or coffee or nip out and get them something to eat!

To save time the VD may ask you to get a cast settled on stage and start their technical rehearsal so that they can give notes to the previous cast in the dressing room.


Put school names on the doors so that you know who is using each room.

FRONT OF HOUSE for Venue Managers

Make friends with the FOH team They will (literally and metaphorically) open doors for you and a good relationship with them will make your life much easier.

List for stage doorAt the Cast Workshop check if stage door will require a sign-in sheet from every school. If so, ask the Teacher-Director to bring this with them and leave it at stage door when they arrive. In some cases, schools won’t enter via stage door and may not need to sign in.

Access keys or codesDon’t give keys or cards to teachers unless you can be sure you will get them back. They often forget to give them back at the end of the day. You can give teachers access codes but ask them not to share those with the cast.

Programmes and cast lists These will have been posted directly to the theatre in two separate deliveries (programmes first in a box, cast lists second in a big envelope). Theatres often think they haven’t received them, but they have! Ask them to search print cupboards, reception areas etc. If they can’t find them, ring SSF HQ and we will check when they were delivered and who signed for them.

NB Teacher certificates will also be posted with the cast lists – give them to the VD.

You will need to fold cast lists and insert them into the programme. Give only the programmes for one night at a time, (60 minus any comps – see below), to the FOH team and count how many you have given them so that you can check sales later.

If that night’s allocation of programmes sells out and you can sell from later in the run, ask if you can photocopy that night’s cast lists to go inside. Ask the SSF office to replenish programmes. You can give ONE programme and cast list to each Teacher-Director in exchange for a completed Evaluation Form. If there are cast lists spare at the end of the night you can give these to the schools.

Welcoming guestsWe sometimes ask you to support the VD in welcoming VIP guests when they arrive. We will let you know by phone or email if this is the case and give you all the information you need.

Box OfficeComp Tickets will be phoned through to the theatre by SSF HQ. Please check before the audience starts to arrive that the box office has the right list of names.

SSF’s Box Office Report This should be signed by theatre staff each evening with a record of ticket and programme sales. You will then phone or text these figures through to SSF HQ each evening or first thing the next morning. This is essential.

Agree with the Box Office Team when you will be there to sign off the report. Remember that they will probably leave before the end of the evening so you might need to pop out during the performances.


If someone arrives expecting a comp ticket and there isn’t one for them, please ask the Box Office to give them a free ticket and note down their name for SSF. We would rather that than any awkward situations!

VENUE MANAGER CHECKLIST for Venue Managers (obviously)

You have just read a lot of information. It might be handy to create your own checklist to refer to on the Performance Day. On a busy day it can be easy to forget to do something.

Here a few key things to get you started:

Find the programmes and add the cast lists – give to FOH. Check that the Box Office has a list of complimentary tickets. Ask Teacher-Directors to fill in Evaluation Forms. Get Box Office to sign the Box Office Report. Text/phone Box Office update to SSF HQ. Fill in an Exit Checklist at the end of your last performance day in each venue.


PERFORMANCE DAYVENUE DIRECTORS

TECHNICAL REHEARSALS for Venue Directors

The Venue Director is responsible for running the technical rehearsal and for creating a positive, clear working dynamic between the technician and the teacher. Think of the process as a collaboration between you, the teacher and the technician and encourage them to think of it in the same way.

If you can establish a good relationship with the teachers and technicians before you start, it will make your life much easier.

The guidelinesAgree a way of working with the technician before the teacher arrives. Remind them of the tight timings and give them any relevant information about the schools. Check that they have had ‘books’ through from the schools and whether they have had a chance to plot any cues into the board. Empower the technician to do what they can to make the show look and sound great (e.g. changing levels, creating sequences for storm or party scenes, adding more white light etc.)

Check the marked up script before you start – is it clear? Has the teacher obeyed the limits on cues? Make sure that you and the technician both have complete copies.

Take the lead: establish with the technician and the Teacher-Director that your voice should be the only one communicating with the cast. Ask them both to relay messages through you so that you can keep things running smoothly.

Reassure the Teacher-Director that you will not redirect their piece but will run the technical rehearsal for them so that they can relax. Explain the process to the cast. Remind them that their rehearsals have finished and that the technical rehearsal is for the technicians.

Explain terminology and try to make it feel like a professional process for the cast.

Run the technical rehearsal cue-to-cue to make sure you get through it quickly. Some special schools may prefer to structure their rehearsals differently –see p. 6.

Keep communicating what is happening to the cast and try to keep them focused.If you sense a technician is struggling and the cast is hanging around, find something for them to do, e.g. practise an entrance/exit or a complicated set-up.

Ask whether they have a curtain call prepared – if not rehearse a very simple one.

Use any spare time for casts to rehearse complicated moments. Tell the teacher this to encourage them to get through the technical rehearsal more quickly.

Ask for support from the Venue Manager.

CREATIVE SUPPORT for Venue Directors

SHAKESPEARE SCHOOLS FESTIVAL STAFF HANDBOOK 2014 33Ask the cast to wait for you to say

‘thank you’ when you are ready for them to restart.

What makes a good technical rehearsal?

Adaptations for different students

It is the Venue Director’s role to transfer the play from the rehearsal room to the professional space. It is not your job to redirect it!

The guidelinesAlways prioritise what is best for the cast. Tailor your feedback to their level of confidence and ability.

Give positive reinforcement as well as constructive advice.

Try to make the cast feel like professional actors.

Be sensitive to the Teacher-Director. Ask them first what you can help with, how much feedback they are comfortable with

you giving and try not to tread on their toes. Reassure them that you won’t redirect their work. If you get the sense that they don’t want you to interfere, respect their wishes.

Give feedback that will help the whole cast. Keep individual notes understandable and specific and remember that they might not have time to rehearse again before their performance so don’t change anything.

Always do notes in private (i.e. not in front of the other cast). If you are short on time, do notes in the dressing room so that the other cast can start on stage with the Venue Manager.

Keep feedback brief and easily digestible for the cast.

WARM-UPS for Venue Directors

The warm-up takes place between 6.00 and 6:30pm, alongside the pre-show briefing. This will be the first time that all four schools are together in the space, so use this time to introduce the schools to one another and establish a positive and supportive atmosphere.

The guidelinesIdeally, the Venue Director will run a warm-up with all four casts together but in dire circumstances (eg, there is just not enough space, the casts aren’t working well


Ask the cast how they felt about their performance and what they think they could do to improve before you give your notes.

What are the key areas to focus on when giving feedback to casts?

Adaptations for different students

together) you could do a warm-up in two sessions. Keep it ‘light’.

Try not to shout. If you can establish a way of getting people’s attention at the beginning

of the day (e.g. hands in the air) then it will come in handy at this point!

Explain to the casts that you will need everybody’s focus and commitment. If you can, choose an exercise that will help the casts with their performances.

HOSTING for Venue Directors

As the host of an SSF performance night, you are the face of Shakespeare Schools Festival.

As our representative, we would like you to be enthusiastic, professional and have a sense of occasion. For the schools this is the culmination of their hard work and just as you encourage them to give it their all, we ask the same of you.

Welcoming guests

We sometimes ask you to welcome VIP guests when they arrive and talk to them about SSF. They might be teachers who are interested in taking part in SSF, MPs or donors. We will let you know by phone or email a week before if this is the case and give you all the information you need.

Occasionally the SSF Development Team may join you during the day to welcome guests, watch a show, do some filming etc. In some venues there may be collection


Have some standing-still options for when there isn’t enough space to move around.

Warm-up ideas

buckets after the performance. We will let you know in any of these cases.

Opening the showKeep it brief and only give the information we have asked you to communicate in the script.

Focus on the casts and their performances – this night is all about them.

Take a cast list on stage with you to make sure you get the names of the schools and teachers right and check with the teachers that you are pronouncing everything correctly. Dress smartly. Wear your SSF t-shirt but try to dress it up with a jacket or smart skirt/trousers.

We have provided a script to give you an idea, but please don’t just read it from paper. Create your own cue cards / bullet points, whatever you are comfortable with. The most important thing is that you can deliver it smoothly and cover all points.

Don’t feel you have to learn it off by heart – take notes on stage with you if it helps.

Closing the showHand out teacher certificates (they have been posted to the theatre with cast lists - you will need to write names in during the day). Thank the theatre, technicians and any other staff who have helped you, the Venue Manager, the audience.

Tell parents where they should go to collect their young people (check your theatre checklist).

HOSTING SCRIPT for Venue Directors

IntroductionGood evening and welcome to Shakespeare Schools Festival at [NAME OF THEATRE]. My name is [YOUR NAME], I am a professional [ACTOR/DIRECTOR] and I have had the pleasure of working with these students all day.

This year, Shakespeare Schools Festival is working with over 1000 schools, in 130 theatres throughout the UK. Right now there are students waiting in the wings in theatres across the country about to take to the stage.

Tonight is about your community celebrating the hard work and creativity of local schools in this theatre. Shakespeare Schools Festival is as much about the journey that students and teachers have been on to get here, as it is about the final performance.


In your pre-show briefing, ask casts in the audience not to cheer for their own performance but to clap enthusiastically for every school. Remind them that they are one company of actors and there will be a cast waiting in the wings about to go on.

We would like to thank our national sponsor Telereal Trillium and our key investor the Social Business Trust. Our thanks also to [NAME OF SUPPORTER ON CAST LIST] who has kindly supported the performances this evening.

If you haven’t already done so, don’t forget to buy a Festival programme which contains the names of all the students performing here tonight. You can also pick up an order form for an SSF T Shirt.

In the first half we will see [PERFORMANCE 1] by [SCHOOL NAME] directed by [TEACHER-DIRECTOR NAME]. There will then be a very short changeover for which we ask you to stay in your seats. We will then see [PERFORMANCE 2] etc. There will then be a 15 minute interval. We will begin the second half with [PERFORMANCE 3] etc. and end this evening with [PERFORMANCE 4]. [YOU COULD GIVE A ONE LINE SYNOPSIS ABOUT EACH PLAY.]

At the end of the show we will invite all of the students back on to the stage for a brief appraisal so it is very important that you stay to the end and support all four casts.

Before we start please make sure that all mobile phones are switched off and please remember that photography is not permitted. Enjoy the show.

After second show and before interval come back onto the stage.We’re now going to have a quick interval. If you haven’t taken the opportunity you can get your programmes in the foyer. It will serve as a good reminder of tonight as well as helping to fund the Festival.

End of last showI’d now like to invite back on to the stage all the students who have performed tonight. Ladies and Gentlemen can I present to you this evening’s Shakespeare Schools Festival company.

We like to end Festival evenings by doing a brief appraisal of the work that we have seen. We’re very proud of the fact that our Festival is non-competitive and a celebration of young people’s creativity.

Appraisal (see next page).Final thanks (see previous page).

You must be feeling really proud of the young people on stage. As you know SSF is a charity, and you can help make sure we are here next year. On the back of the programme is information on how you can help make a difference. Thank you for your support – good night.

APPRAISALS for Venue Directors

The Appraisal is an incredibly important part of the evening. It is our opportunity to celebrate the achievements of all the schools and to share these with an audience of family, friends and teachers. Your words will be ringing in the ears of the Teacher-Director and their cast as they leave the theatre. We want to send them off with increased confidence and self-esteem, fired up to go on and achieve more brilliant things. You will call all the casts with their Teacher-Directors back onto the stage and talk about each performance in order.

The Guidelines: Keep it short but meaningful: aim for about 2 minutes per school and make them about the same length.

Don’t wing it! Make notes during the dress rehearsal and try to structure your thoughts.

Introduce yourself as a professional actor/director and give professional feedback to the casts.Be positive but authentic. Absolutely nothing you say should be construed as


negative, but equally don’t say anything that is clearly not true!

Don’t single out individuals. It is important that every actor feels included and that you treat the cast as an ensemble where every member is important. Focus on key areas:

EnsembleCharacter and relationshipsStoryUse of the stage Music, props and costumeThe cast’s journey Technical, backstage and Marketing Students (if applicable)

PERFORMANCE REPORTS for Venue Directors

SSF staff cannot get to each of the performance nights across the Festival, so we rely on you to be our eyes and ears and report back on the performances you see.

We need this information to help us choose good shows, cameos and individual performers for our events throughout the year, which are often a microcosm of the Festival itself. They help us to fundraise, impress sponsors, influence policy makers and so on, and without excellent

performances they don’t work.

Please fill in a performance report for EVERY school you see. Your final invoice will not be paid until you have returned this paperwork.

The more descriptive you can be, the better. Just using one word to sum up a performer, or a moment, or show is rather unhelpful. Help us imagine the performance!


What makes a great appraisal? How do you want casts to feel?

Read the play synopses so that you know the storylines and character names.

You can visit ssf.uk.com/staff to see a gala event at The Lyric Theatre. This is a good example of the type of events we run, and what sort of performances we use.

Heart-warming storiesThe Development Team wants to know about particular actors or casts who transform because of SSF. We send this information to our supporters in reports on schools’ journeys, pupils’ triumphs etc. We feature them on our website and in our Evaluation.

We rely on you to provide this, and need a record of anything you pick up. Eg:

A teacher says a student has changed because of SSF (e.g. more focused, engaged, confident).The cast have risen to the challenge, developed bonds with another school, learnt to work with people who are different to them.There may even be a journey you witness on the day: a stressful dress rehearsal, then the group pulls together, or a nervous actor who triumphs in the performance.

Anything that has been achieved, preferably outside performance skills, can be turned into a story, so please let us know!


The performance:

Give a broad overview of the show; a few lines on concept, what did (and didn’t) work and the impression it left on you.

Individual performers:

Character names (as well as actor names, if possible) are important here. Describe why the performer was good (eg body language, diction, passion).

Moments...for cameo:

Most of our events use short scenes, not whole plays. Keep an eye out for any strong moments, particularly famous scenes or monologues. That said, we sometimes use ensemble moments, so if a full company scene is breath-taking, do take note.

Describe the technical elements:

Information on lighting, sound etc helps us get an idea of what the show was like in its entirety. Often those shows that rely heavily on tech do not make good cameos, as they struggle to transfer into a smaller space, so do note if that is the case.

What were the schools like...

Tell us how well the cast took direction during the dress rehearsal, behaviour backstage, and how cooperative, friendly or supportive the Teacher-Director was.

Grade: Be as honest as possible. A generous 9/10 can be unhelpful. As a guideline, 1 – 3 is poor, 4 - 6 good, 7- 8 very good and 9 – 10 outstanding.

SSF POLICY

SSF CHILD PROTECTION POLICY AND PROCEDURESThe Shakespeare Schools Festival (SSF) has a Child Protection Policy (‘CPP’). SSF are not directly responsible for the protection of children attending any of the activities that they organise with the schools/organisations who participate in the Festival. The protection of any children participating in any activities organised by SSF is solely the responsibility of the schools/organisations. Therefore, the schools/organisations must ensure that appropriate child protection procedures are in place for any activities they participate in with SSF.

Furthermore, SSF will ensure the following procedures are in place:

SSF will ensure that all members of staff they engage directly (core staff, Associates, Facilitators, Venue Directors and Venue Managers) to work with children will be the subject of an enhanced disclosure from the Criminal Records Bureau, or from the Disclosures and Barring Service (DBS), which deems them suitable to work with children, prior to that person’s engagement.

SSF will ensure that all members of staff from sub-contracted organisations they engage to work with children will be the subject of an enhanced disclosure from the Criminal Records Bureau, or from the Disclosures and Barring Service (DBS), which deems them suitable to work with children, prior to that person’s engagement.

SSF will keep a list of all paid and voluntary members/staff with regular and direct contact with children, and update it annually.

SSF will ensure that schools/organisations are responsible for the children in their care and are responsible for providing adequate chaperones whilst engaged in any activity in any venue organised by SSF.

Schools/organisations will not be permitted to leave any child or children in their care unattended at any time whilst engaged in activity in any venue organised by SSF.

SSF will provide two or more staff for every activity they organise with children.

SSF will provide all its staff with a copy of its Child Protection Policy and Child Protection training.

SSF will not permit a person under the age of 16 to be left in charge of any children of any age.

All schools/organisations participating in any activity organised by SSF will be responsible for keeping a register of all children and young people attending the activity. This should include details of their name and address, date of birth and next of kin.


ESSENTIAL CHILD PROTECTION GUIDELINES To comply with The Safeguarding Vulnerable Groups Act 2006.

At the Cast WorkshopAll SSF staff must observe a professional relationship with each cast.Ensure there are adequate chaperones and will be on the Performance Day (1:15 for Secondary Schools/1:10 for Primary Schools plus a chaperone for any Technical Students). Students CANNOT be left in SSF’s care.Ask teachers to avoid inappropriate costumes on the Performance Day. Remind teachers to bring a list of cast/medical history on Performance Day, including address, date of birth and next of kin. Please ask technicians to avoid any comments that could cause offence, especially on cans, at Cast Workshops and Performance Days.

On the Performance DayCheck cleanliness of rooms. Check if theatre First Aider is on duty. If so tell teachers how to contact them. If not alert teachers to this. In the event of an accident ensure that an accident report is made and that the teacher gets an appropriate person to sign it.Set up signing in/out list via Stage Door.If there is any element of ‘undressing’, males and females must change separately, as must over 16s and under 16s. Primary School aged students must change separately again. This is the law. Toilets can be used for changing.

Stranger dangerAlert teachers to adults who are non-theatre staff in building. Do students come into contact on way to toilets etc? Ask any journalist/ photographer to identify themselves and clear with teacher. No family/friends allowed back stage. No cast to photograph other schools. No inappropriate use of mobile phones to take photos of own cast.

Safe touchWe do not have a right to `touch’ young people without their permission. Spoken instructions or physical demonstrations are best. In instances where you think it is necessary, permission must be sought from the young person before contact is made. You need to be clear and tell the young person where you are going to touch them, and how.

If a young person is upset then offering them a tissue or getting a glass of water is a better way of helping than a hug.

Protect yourself Avoid being alone with any young person if at all possible.

Protect the young person In the unlikely case of disclosure of abuse follow these steps:

Don’t panic. Explain that you will have to let one other person know: Bonnie 0207 601 1808 / 07886 342 689. Avoid being in a room with a shut door during the disclosure.Listen very carefully so that you can write their words down exactly afterwards. Don’t write while you listen – it may make the child panic. Don’t give any opinion. Nod or make sounds to show you understand.Only ask questions to clarify words you do not understand (if you ask a leading question you could damage their case were it to go to court).Reassure them they’ve done the right thing. Explain that something should be done to improve their situation. Give them the NSPCC helpline number: 0800 11 11.Make specific notes immediately and time and date the disclosure.Call Bonnie. Do not leave the details on an answerphone. They are confidential.

PAYMENT GUIDELINESSHAKESPEARE SCHOOLS FESTIVAL STAFF HANDBOOK 2014 42

Please note: No-one can be contracted or paid until we have received your Payment Information

Payment GuidelinesAll Fees will be paid on a monthly basis. Please ensure your invoice is received 3 working days before the end of the monthExpenses will be paid weekly on submission and authorisation.Payments will be made by BACS, which takes 3 days to clear.PAYE Staff and Volunteers are not required to invoice but will need to submit a completed Expenses Form for all expenses claimed.Self Employed staff and companies must invoice for all fees and submit a completed Expenses Form for all expenses claimed.Please Note SSF will apply class 1 NIC (National Insurance Contribution) to all fees, except where invoiced through a company.

Invoicing (Self-employed staff/companies only)Please make sure you include the following information on your invoice:

NameAddressVenue workedPosition heldDays worked, type of day (Training, Cast Workshop, Performance) and rateTotal FeesTotal Expenses (N.B. Expenses must be filled in on the SSF Template. Just provide the total amount here)For companies please follow the above and add VAT, where applicable, on company headed paper with your VAT number

Expenses (All Staff)

All expenses claimed must be detailed on the SSF Expenses Template, which needs to be dated and signed. The template is downloadable on the website under the staff section http://www.ssf.uk.com/staff; click on ‘Expenses Template’ on the left-hand side of the page. N.B. the totals will automatically calculate.Expenses claimed must be submitted with a receipt. These must be numbered with the number corresponding to the number you provide on the Expenses Template, and details given as to what they are for.All receipts must be proper VAT invoices where applicable i.e. B&B, petrol, stationery etc. PDQ credit/debit card slips are not acceptable as VAT receipts and will not be re-imbursed.If claiming mileage, start and destination must be named and total number of miles claimed. Mileage rate is 0.40 per mile.Number of subsistence days claimed should match what is shown on your contract.Subsistence claims do not require receipts, but please detail which meals you are claiming for.

Paperwork checklistSubmitting your paperwork is an essential part of your role. We won’t be able to pay your final invoice until you have submitted all of your paperwork, ieFor VMs

Evaluation form for every schoolBox office report for every theatreExit checklist for every theatre

For VDsPerformance report for every school

We expect you to submit all of your paperwork within one week of your last date with us. If you won’t be able to do that for any reason, please tell your Coordinator.

You can add the cost of postage to your expenses.


http://www.ssf.uk.com/staff

CLAIMING EXPENSES Shakespeare Schools Festival will pay for your travel to and from our training days, workshops and theatre performances, based on actuals.

We will also pay accommodation costs if an overnight stay has been pre-agreed by your SSF Coordinator. This should be discussed at the time of confirming your dates.

If you are not able to purchase travel and accommodation yourself at the time of dates of work being confirmed (please see guidelines regarding advance bookings below) due to cash flow restraints, please contact SSF and we will make the bookings for you as early as possible.

How to claim expensesWhere you initially pay these costs yourself, your expense claim should be submitted to the SSF Finance department via our expense claim form.

Please provide ample detail for each line claimed, e.g. the venue location, the route, date, etc. in order to prevent delays in our processing of the claim.

Please also attach a receipt for each line claimed. We will not be able to pay expenses where a receipt is not provided.

Please allow a couple of weeks for the processing and repayment of expense claims. Queries on claims can add to this time.

VAT receiptsWhere the claim is not travel on public transport, please specifically ask the hotel / supplier for a VAT receipt. This is very important, as SSF is able to reclaim VAT paid, so without the VAT receipt, it becomes a higher cost to the charity.

Travel guidelines: public transportWe expect all travel to be booked as far in advance as possible to ensure the cheapest fares. Please be aware that where purchase of a ticket has been delayed, resulting in a much higher price being paid, and this was not discussed with your Co-ordinator in advance, there will be a delay in the processing of the expense claim. The cheaper Advance tickets

are often to be found online and, for longer distances, may be in the form of two singles.Travel guidelines: OysterOyster statements are helpful to us where you are claiming for Oyster travel, however a clear description of the To and From points and mode of transportation of each route on your claim form are also acceptable.

Travel guidelines: mileageWe will reimburse for mileage only where it is cheaper than public transport, so where you need to drive because it is more appropriate than public transport, please ensure this is pre-agreed with your Co-ordinator. Mileage may be claimed at 45p per mile.

Please also note that in order to claim mileage, you will need to have provided us with prior proof of business insurance and a copy of your driving licence.

Accommodation guidelinesOur price limits for accommodation are as follows:Cities up to £50 per nightOther areas up to £35 per nightIf you are struggling to find suitable accommodation within these limits, please discuss with your Co-ordinator before booking to ensure full repayment. It may not make sense to book accommodation so far out of town that it incurs high taxi fares travelling to and from the venue.

We also allow a flat rate hospitality allowance of £10 per night if you decide to stay with friends or relatives rather than a recognised bed and breakfast.

SubsistenceWe also allow flat rate subsistence claims on the Cast Workshop and Performance Days as follows. Receipts are not required for these.Breakfast £6: This can be claimed if the day’s work requires you to leave your base before 7.30am or if breakfast is not included in a hotel / bed & breakfast package.Lunch £6: This can be claimed if not otherwise provided.Supper £11: This can be claimed if the work requires you to stay overnight away from home, e.g. between workshop or performance days, or if it is necessary to travel nearer to the venue the night before.


It can also be claimed if the work causes you to arrive back home after 8.30pm.


RESOURCESAt the end of this Handbook you should find supplies of each resource required by all members of staff. Please tick each item off to make sure you have everything!

All staff Director’s Handbook SSF t-shirt (if you have lots of dates, you

can take two!) Cast Workshop plan Theatre risk assessment forms (for your

reference)

For VMs Workshop checklists Teacher Evaluation forms Box Office Report sheets Theatre exit checklists Merchandise order forms

For VDs Performance Reports – 1 per night

If you are a VM, please keep Performance Reports for your VD if they run out. Likewise, if you are a VD, please keep any VM documents as spare supplies.

OnlineYou can log in to the SSF website with the following details:Username – Staff2014Password – bottom

From the website you can download extra copies of all of the resources at www.ssf.uk.com/staff, as well as see the resources available to registered schools. Social Media – join us!SSF will, once again, be taking to social media to promote the Festival and keep in touch with our theatres, schools, staff and students.

Follow us on Twitter and Instagram @SSF_UK

Like our Facebook page at facebook.com/shakespeareschoolsfestival

Share our videos from youtube.com/ssf

Our hashtags are #ShakespeareSchoolsFestival and #shareyourshakespeare

For your reference, we are running Youtube “challenges” each month when we will encourage students to create different videos to a brief we have set.

We are also running an Instagram competition, encouraging students to share their Festival experience with us.


http://www.facebook.com/shakespeareschoolsfestival

Documents

s3-eu-west-1. Web viewshows on the performance night ... and encourage schools to use their technology ... In the event of an accident ensure that an accident report is made