How does Dynamo work and how can I get involved?

Executive Committee

The Executive Committee is made up of seven Trustees as elected at the AGM.
It deals with the legal responsibilities of being a charity, such as approving the accounts, items of significant expenditure and establishing policies and procedures for the proper disbursement of the charity’s cash; ensuring conformance with child protection and health and safety legislation; appointing to any paid post; members discipline issues.
It meets 4 times a year.

Management Committee

This committee is open to any parent/guardian of existing or former HDYT Members and others approved by the Trustees.
It deals with the operational and day-to-day planning and decisions involved in the running of HDYT.
Meetings are held monthly (excluding August) usually at St Faith’s Church Hall.
There are many specific and general roles.

Artistic Panel

The Artistic Panel is concerned with the Artistic Programme and Artistic Direction of HDYT and is open to anyone who would like to be involved.
Meeting are held monthly (excluding August) usually at St Faith’s Church Hall, Havant.

Production Team

This team springs to life in the weeks/months leading up to a Dynamo Youth Theatre production.
It deals with all aspects of putting on a Production both creative and logistical.

How can I get involved?

There are plenty of opportunities for you to get involved – we currently have several people covering more-than-one role so there is always scope for more volunteers. You don’t have to take full responsibility for a role as you can shadow or assist an existing role-holder or become part of one of the teams.

If you are interested in getting involved then you can contact the following people direct or contact our Web Manager or Secretary who will forward your details to the appropriate person. If you are already a member, then log on to the Members’ Site where you will find more details of who to contact for particular roles.

Contact Us

Alternatively, you can speak to any of our volunteers at any of our performances, meetings or sessions and they will make sure that the appropriate person contacts you.

Chair

The chair is responsible for both Executive (Trustee) and Management Committees.
This is an elected position and is a trustee director of the charitable company.

Overall aim is to chair the Executive and Management Committees with the objective of ensuring that there is agreement on policies and the direction that the Company is taking and leading the Company forward. The position is elected and is governed by the rules for charities.
Roles and responsibilities
• Chair the meetings of the Executive and Management Committees.
• Represent HDYT with outside organisations (e.g. Havant Borough Council, Hampshire County Council, The Spring Arts Centre, St Faiths Church etc)
• Comply with the legal requirements for this position, including preparing annual reports to the AGM and co-ordinating any other reports required by law.
• Liaise with the other officers to ensure that charitable Company complies with the law and has viable plans for the short, medium and long terms.
• Lead an annual appraisal of the Artistic Director and HDYT’s artistic achievements.
• Ensure coordination and communication between all HYDT ‘departments’

Contact: chair@dyt.org.uk

Vice-Chair

Supports and deputises for the Chair.
This is an elected position and is a trustee director of the charitable company.
Treasurer
The treasurer is in overall charge and control of DYT finances.
This is an elected position and is a trustee director of the charitable company.

Treasurer

The treasurer is in overall charge and control of DYT finances.

This is an elected position and is a trustee director of the charitable company.

In charge and control of HDYT finances. Advisory position in committee with respect to spending. An elected position and a trustee director of the charitable company.

Responsibilities:
General:
• To maintain accounting records for the charitable company
• To co-ordinate banking of receipts and payment of expenses
• To present monthly details to the committee of cash and bank balances, outstanding liabilities, show summaries, fundraising movements and other financial matters
• To advise on funds available for capital expenditure
• To prepare annual accounts ready for independent examination and presentation to the annual general meeting
• To liaise with the group’s bankers, independent examiners and other professional advisors as necessary
• To ensure statutory requirements regarding filing of annual returns and accounts are met, with regard to both Companies House and the Charity Commission.

Event/Show:
• Provide floats as necessary.
• Obtain show budget details by department in advance of the show.
• Collate expense receipts and reimburse volunteers or make payments as appropriate.
• Liaise with venue for show ticket income if applicable
• Reconcile proceeds and bankings.
• Prepare per event/show summary showing net profit or loss details.

Notes
• There are currently three cheque signatories, two of which are required on any cheque or to amend any bank instruction.
• With the planned expansion in fundraising and hall rentals help will be necessary, perhaps with income collection and bankings.

Contact: treasurer@dyt.org.uk

Secretary

The Secretary supports the Chair in the administration of the company.

The role of the secretary is to support the Chair in the administration of the company.
Roles and responsibilities
• To prepare agendas in consultation with the Chair
• To minute meetings or to delegate minute taking
• To distribute minutes to members of the committee
• To circulate agendas and minutes of AGM and EGM’s
• To ensure arrangements for meetings are met and rooms booked etc.
• To attend committee and executive committee meetings regularly
• To deal with correspondence both written and emailed on HDYT website
• To maintain accurate records and correspondence files
• To keep an up-to-date list of names, addresses and telephone numbers of committee and ordinary members of HYDT.

Membership Secretary

The Membership Secretary administers the list of prospective DYT members and assists the Artistic Director in securing new members to join the company.

To administer the list of prospective members of DYT and assist the Artistic Director in securing new members to join Dynamo Youth Theatre.
Roles and responsibilities
• To act as the first point of contact for all new membership enquiries
• To dispatch application forms and information regarding HDYT to those interested in joining
• To maintain and administer the waiting list of prospective members – to include keeping them informed of forthcoming productions
• To determine, in consultation with the Artistic Director, those individuals on the waiting list who are to be invited to join, and to make the necessary arrangements for them to attend their first meeting with Dynamo Youth Theatre
• To ensure that relevant medical information regarding new entrants is passed to the Secretary
• To ensure that relevant information regarding parental help arising from new entrants is passed to the List Coordinator and Adult Liaison officer.
• To attend Management Committee meetings on a monthly basis

Archivist

The Archivist maintains and extends the existing collection of HDYT archive materials.

To maintain and extend the existing collection of HDYT archive materials
Roles and responsibilities
• Store, maintain and catalogue the current HDYT archive materials
• Add new materials to archive collection e.g. programmes and materials from future productions and events.
• Liaise with other HDYT Committee members and helpers as required to provide historical materials e.g. for publicity articles, company reviews, fund raising events.

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NOTE: this is not an executive position, to be appointed annually by the Executive Committee

Artistic Director

The Artistic Director is responsible for the Artistic Direction of HDYT.
This is not an executive position but is appointed annually by the Executive Committee.

Responsible for the Artistic Direction of HDYT
Roles and responsibilities
• Maintain HDYT’s high performance standards and general performance ethos
• Maintain the high level of both performance and personal discipline amongst HDYT members
• Make the final decision on all artistic decisions re public and in house performance, including those of any newly formed junior and senior sections of the company.
• Appoint all alternative Directors when not personally involved and recommend suitable if any remuneration
• Build up a team of support workers/assistants, to cover all areas of dance/drama/music development.
• Take the lead role in the pastoral care of all the members (to include annual one to one meetings with each member)
• Liaise with the artistic panel an informal or monthly basis as required
• Present a monthly report to the Management committee
• Lead HDYT in the development of new artistic ideas
• Ensure HDYT is always aware of National Youth Theatre thinking

CRB Trusted Identity Checker

CRB Trusted Identity Checker is responsible for CRB forms and liaising with Fareham Community Action.

 

Former Members Coordinator

The Former Members Coordinator oversees all activities that involve keeping contact with HDYT former members.

Fundraising

The Fundraising Team is responsible for all aspects of fund raising including grants and smaller fund-raising activities.

Health & Safety Advisor

The Health and Safety Advisor is responsible for all activities relating to health and safety and risk assessment in HDYT.

License Organiser

The Health and Safety Advisor is responsible for ensuring licences are correctly applied for and obtained for each show.

List Coordinator

The list coordinator ensures that the list of members/helpers/ex-members/friends is up-to-date and ensures that it can be used for mailing, emailing and creating lists.

Publicity/Sales/PR

The Publicity Team coordinates all publicity for HDYT including Events, Performance and the group in general.

Session Administrator

The session administrator supports the Artistic Director in the administration of the session and supports the company youth members during the session.

Social Team

The Social Team organises events to enable new and existing adult members and helpers to meet others, and feel a part of HYDT.

Technical Manager

The Technical Manager is responsible for overseeing the technical development of HDYT.

Trip Organiser

The Trip Organiser will organise theatre trips for the DYT members. These can be purely social events or related to upcoming productions.

Venue Liaison

Venue Liaison coordinates the use of venues for rehearsal and performances for HYDT productions.

Web Manager

The Web Manager is responsible for maintaining the HYDT email addresses and website including, access, security and content.

 

Job description

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Job description

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Job description
To oversee all activities that involves keeping contact with former HDYT members.
Roles and responsibilities
• Maintain a list of contact details of former HDYT members (with their consent).
• Liaise with Web Manager/Publicity team to publicise news of former members
• Look at ways to encourage contact between former HDYT members e.g. through use of social networking sites e.g. Facebook, or dedicated section of HDYT website.
• Inform former HDYT members of any events which may be of interest or which they may like / be available to get involved.
• Liaise with Fundraising team to look at ways in which former HDYT members could assist / contribute financially to fund-raising activities.

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Job description
This is a sub-group of the Management Committee, which will meet as necessary, and report to the Management committee.

Roles and responsibilities
• to co-ordinate the fundraising of the charity
• to liaise with the Publicity team
• to liaise with the Executive Committee regarding the business strategy of the group and financial requirements

Where fundraising is concerned, the various funding streams are to be addressed:

• voluntary donations, gift aid on subscriptions
• sponsorship (link with publicity)
• larger donors and grant funding
• debentures, loans and low interest options
• merchandising, including programme advertising
• Fundraising events such as quizzes, church shop etc.

It is hoped that non-committee members who are able to offer expertise will assist the group.

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Job description
The Health and Safety Advisor is responsible for all activities relating to health and safety and risk assessment in HDYT. This will include productions, rehearsals, fundraising activities, trips/visits, as well as Health and Safety aspects of premises management.

Roles and responsibilities
• Generate and maintain HDYT Health and Safety Policy.
• Undertake all risk assessment activities that relate to HDYT members, adult volunteers, and members of the public who may be affected by HDYT activities.
• The scope of risk assessment includes health and safety, use of any hazardous materials during production activities (COSHH), fire and life safety, manual handling activities and others as required.
• Ensure sufficient first aid cover and reporting of accidents to external bodies e.g. HSE.
• Liaise with external bodies/agencies as required on Health and Safety matters. This may include Local Authorities, Fire Authorities, HSE and relevant parties at any premises HDYT may hire.
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Job description
Ensure licences are correctly applied for and obtained for each show.

Roles and responsibilities
• liaising with the Artistic Panel and Artistic Director
• contacting the relevant licence/copyright agents to establish availability, costs and restrictions for the licensing and copyright of the play or musical
Dates, venue, capacity and the number of performances are all important so are useful to know when making initial enquiry.
• liaising with Production Treasurer to ensure all relevant payments are made

• In addition for a musical:
• arranging hire of required number of scores
• maintaining details of scores issued and arrange return within hire period
• completing the royalty summary and submitting this to the agent (once the performance details are received from the venue)

• In addition for a play:
• arrange purchase or hire as applicable of the scripts, number to be agreed with production manager/director

• reviewing agents’ websites for new plays/musicals available for amateur production and bring to the attention of the artistic director and artistic panel
• obtaining scripts for consideration as requested by the Artistic Panel
• co-ordinating with Publicity what information needs to be shown on flyers/posters/programmes etc

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The HDYT List includes contact details of committee members, parents, helpers, friends and some external organisations. (Friends are those who simply wish to be kept informed about HDYT) Special areas of interest of helpers are also included. The HDYT List is used for internal admin purposes and publicity.
Job description
Act as the necessary single focus through which all content/structure changes are made, and updated data are disseminated.
Roles and responsibilities
• Add data from Membership Secretary Re parents of new Junior Members and enter updates as advised.
• Add contact details of leaving Junior Members (18+) as advised by Junior Membership Administrator.
• Add/modify committee members’ details as advised by the Secretary
• Add/modify Friends details as advised.
• Generate postal mailing labels as required.
• Send group e-mails as required (usually for publicity but may be for admin etc.)
• Supply up-to-date list to any Adult Member needing it.

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Job description
To coordinate the Publicity and Public Relations for HDYT
Roles and responsibilities
• Produce quarterly newsletter
• Liaising with the License Organiser to design and produce the posters and leaflets to be printed and distributed as per the performance calendar
• Coordinate the publicity for each HDYT show
• Produce Press releases to send to local papers and radio station
• Load show information onto relevant websites
• Coordinate mail-shots to be sent out to Friends and Former members
• Invite critics to watch the performance
• Coordinate the production of the programme
• Manage the relationship with the media
• Seek out additional groups to be added to the mailing list relevant to the production
• Organise publicity photos for each production
• Organise the visual displays at performance venues
• Canvas the audience on show nights to add to the ‘Friends List’
• Promote HDYT to attract future members
• Liaison with Production Manager, List Coordinator and Fund-Raising Team as appropriate.

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Job description
The role of the session administrator is to support the Artistic Director in the administration of the session and to support the DYT members during the session as required.
Roles and responsibilities
• Taking a register of all present
• Receiving phone calls from members to explain absence
• Maintaining accurate records of the members
• Photocopying script excerpts for the Artistic Director
• Helping to supervise members
• Offering pastoral care when required
• Taking subscriptions for the Treasurer
• Assisting the Artistic Director as required
• Typing up rehearsal schedules prior to productions

It is also useful if the session administrator is a first aider.

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Job description
To provide events throughout the year to enable new and existing adult members and helpers to meet others, and feel a part of, and appreciated by, HDYT. Generally, these events will be self-funding.
Roles and responsibilities
The tasks of the Social Team include organising:
• New Parents/Helpers Evenings
These are held soon after the New Members have had their auditions and will enable the parents and any other new helpers to meet others and learn about the running of a Dynamo Youth Theatre production.
• The After-Show party and curry
These events are usually held immediately after the last performance of a show – the cast have cake, music and dancing and afterwards the crew and directors have a late night curry. More recently due to venue restrictions, these have taken place a week later.
• The Committee Social
This event is usually held at the end of the Academic year for Committee members (and others) in appreciation of their work for HDYT.
• Other Social Events
Other events held during the year, these could be purely social or as part of a fund-raising effort.

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Job description
Oversees the technical development of the HDYT – particularly the backstage activities: Lighting, Sound, Set Design and Construction. Works closely with the Artistic Director through a give-and-take relationship. Communication between the two roles is very important.

Roles and responsibilities
• encourage the involvement of Adult Members and Members who wish to improve their understanding and practice of backstage skills
• be involved with drawing up specifications for the purchase of technical equipment
• maintain an inventory of the technical equipment held by HDYT
• meet with the Artistic Panel to advise on the feasibility of staging a given production
• during a production, act as a consultant to
• recommend a technical crew
• provide advice and technical information
• oversee and maintain continuity of the HYDT’s technical stock

The Technical Manager is expected to be a member of the ABTT, using this membership to inform the future direction of the Company in light of current technology.

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Job description
Organise theatre trips for the DYT members. These can be purely social events or related to upcoming productions.

Roles and responsibilities
• to co-ordinate theatre trips through the year for the company
• to liaise with the committee to ensure timing of trips does not clash with production schedules
• when choosing shows bear in mind the following factors:
• Overall cost
• Professional/Non-professional production
• Venue
• Drama/Musical/Physical theatre/Comedy
• Age range suitability
so that a range of shows are offered

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Procedures
Annual London trip, normally in October half term:
1. Review range of shows via websites (London Theatre Guide or equivalent), newspapers, and brochures (Ticketmaster Groups send quarterly details).
2. Draw up short list with prices etc. for committee approval. An initial poll of the company may be necessary, though if taken in June/July, will not be definitive.
3. Obtain coach quotes if applicable, or rail fares details. Decide on method of travel.
4. Send out first letter to company requesting deposits. Make clear that once theatre ticket is bought, full trip costs must be paid for. (In practice, a substitute may be found)
5. Provisionally book tickets and confirm within deadline, timed so deposits/initial take-up known. Usually paid by organiser’s credit card and reclaimed from treasurer. Advance warning to treasurer helpful in case funds need to be transferred from deposit account
6. Collect deposits, prepare list of participants. Pass monies over to treasurer with reconciliation
7. Ensure adult to child ratio is acceptable when preparing list of participants
8. If using coach travel, written confirmation of booking is made and payment is usually after the trip
9. If using rail travel, again own credit card and reimbursement from treasurer.
10. If another event is planned for the same trip and needs booking, check with the “attraction” and book in same way as for theatre tickets
11. Prepare final letters for company requesting balance of monies, giving trip details, and medical/emergency forms for completion. If necessary, this can be done in two stages. An emergency contact number should be given to participants’ parents
12. Leave list of participants with a committee member not going on the trip in case of emergency. (Access to company home phone numbers). In practice with mobile phones, this precaution is no longer vital
13. Decide how trip should be monitored by accompanying adults and allocate groups etc. Lists of participants should be available with master list used to tick off on the day
14. On day of trip, check all participants have arrived with medical forms (under 18s only). Occasionally a form will not be returned, so spares are useful and as a last resort, telephonic details have been accepted reluctantly
15. At arrival, departure and at intervals during the trip, check all participants are present. If “free time” is given, such as in Covent Garden ground rules to be made clear and supervising adults to give contact numbers to their groups
16. Meals on this trip are usually a packed lunch and a fast food outlet for “tea”
17. On journey home attempt to get participants to contact pickups when transport has reached Petersfield so delays in Havant are kept to a minimum.
Other theatres:
• Contact theatre direct for show details and tickets. Special discounts may be available at the Kings Theatre via Sandra Smith.
• Consider mode of travel: own way, shared cars etc.
• Prepare letters etc as for London trip.
Job Description
Co-ordinator of HDYT use of venues for rehearsal and performances

Roles and responsibilities
• To liaise with The Spring Arts Centre in respect of our contract with them, including attendance at liaison meetings after each show run to discuss any problems that have arisen
• To book rehearsal and performance space as required by artistic director or production manager
• To build up details of facilities and costs at venues that might be appropriate for HDYT

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Job description
Maintain the HYDT email addresses and website.
Roles and responsibilities
Website
• Manage website hosting, access, passwords etc.
• Edit/post website content; occasionally creating content.

E-mail
• Create mailboxes  (xxxx@dyt.org.uk)  as agreed
• Allocate mailboxes to specific users
• Receive and forward as appropriate, e-mails not addressed to specific users

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This team springs to life in the weeks/months leading up to a DYT production.
It deals with all aspects of putting on a Production both creative and logistical.
A Production Meeting is held several months before a production when the Production Manager, Stage & Back-Stage Manager and Heads of Department are established. Planning, design and sourcing starts as soon as possible after.

There is much to do in order to put on a production. Each role/department will require at least one or two volunteers (or conscripts) to fulfil it. During some productions, certain roles will be surplus to requirements. A few roles require most work to be done up front in the weeks preceding the show but many can only be done or require most work during the week of the show including the Get-In, the Tech & Dress Rehearsals, and of course the performances. Schedules and rotas will be drawn up by the Production Secretary, Production Manager and Heads of Department to ensure that each role/department is fully covered for all of these.

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Back Stage Manager
The Back Stage Manager will coordinate all back-stage crew (chaperones, costume, hair, make-up, props) and ensure discipline is maintained back-stage during performances.
This is a new role for DYT.
Chaperones
Chaperones will be responsible for groups of cast-members back-stage to ensure that they present themselves for costume, hair and make-up, are quiet, focused, and ready for their cues during the performance.
This is a new role for DYT and would be a gentle introduction into seeing how it all works.
Choreographer
The Choreographer is responsible for arranging and coordinating any dance numbers in a show.
Recently DYT has utilised its own members for this role.
Costume Department
The Costume Department is responsible for all aspects of clothing and footwear, including design, sourcing, repairing and ensuring that costumes are worn correctly, for a production.
You do not need to be able to sew to be involved in this team – handy with a safety pin or a tube of glue or even just the ability to shout “Tuck your pants in!” are valuable skills.
Directors
The Director is responsible for the artistic side of the production.
Within DYT, Directors tend to be Upper-Six Members with much support from the Artistic Director and other resident Directors.
Assistant Directors assist the Directors and take responsibility for particular aspects or scenes within the production.
Within DYT, Assistant Directors tend to be Lower-Six and occasionally Year 11 members.
Front-Of-House
Front-Of-House is responsible for the Public’s practical experience of the performance. This includes Tickets Sales, Refreshments, Amenities and Access.
Hair & Make Up
The Hair & Make-up department is responsible for all aspects of Hair and Make-up including design, sourcing, as well as “doing” hair and applying make-up. Again, you do not need to be an expert in these areas, the ability to tie simple plaits and bunches, or slap on some moisturiser or foundation are valid skills. However, experts are always welcome.
Health & Safety
The Health & Safety Advisor is responsible for all aspects of H&S and risk assessment relating to the Production.
Musical Director
The Musical Director is responsible for the direction of any singing, the music that accompanies the singing and any instrumental solos.
Photographer
The photographer is responsible for both publicity and cast photographs.
Production Manager
The Production Manager is responsible for ensuring that the non-artistic side of the production runs smoothly. This is primarily an organisational role that ensures that the job gets done, safely, on time and to budget, by coordinating and delegating (but definitely not by doing it themselves).
HYDT would also like to encourage someone to be an Assistant Production Manager.

The role starts as soon as a production is agreed and scheduled but is at its most intense a month or so before the performances until the last night!
Production Secretary
The Production Secretary provides administration assistance to the Production Team. They are responsible for drawing up the rehearsal schedule and documenting any script changes.
Production Treasurer
The Production Treasurer will produce a budget and manage expenses for all aspects of a Production. Department Heads must stick to the budgets set or gain approval from the Treasurer before spending more. A receipt should back all expenses, when it is not possible please the Production Treasurer should be given a signed itemised list.
Programme
The Programme Team will coordinate, design and produce the programme – including cast list, crew list, adverts etc. Heads of department should ensure they pass on lists of helpers in good time.
Props
The Properties department is responsible for all aspects of objects used on stage by the performers. This includes design, sourcing and ensuring all hand-props and stage-decorations are available as required during a performance.
Publicity
The Publicity Department is responsible for ensuring that the public get to hear about the production. This includes photos, posters, press-coverage and mail shots etc.
Set
The Set teams are responsible for creating the scenery for the production including Design, Construction, and Painting as well as dismantling and storage post-production. Depending on the production and its location, the Set teams may be involved with creating staging and seating.
Construction skills needed are average DIY skills; for painting both “artists” and those with average home decorating skills are needed.
Stage
This department includes the Stage Manager and Crew (and any assistants) they are responsible for the smooth running of the performance once rehearsals are over. This includes coordination with the various technical departments, Front-Of-House and all Back-Stage departments.
Technical Department
This department oversees all aspects of Lighting and Sound.