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STAGE MANAGER/TICKET SELLER

TRAINING MANUAL

JOB DESCRIPTION

The job performs two (2) functions: stage manager and ticket seller for School of
Music concerts in Brechemin Auditorium and occasionally Kane Hall.

Stage manager: Oversee the production of student and guest artist recitals. Arrange
stage setups, operate simple lights. Time intermissions, monitor seating capacity,
secure auditorium and equipment after performance, evacuate theatre in an
emergency. Employee is often the sole School of Music representative at these
events.

Box office/ticket seller: Sell tickets, handle cash and checks. Reconcile cash drawer
and complete box office reconciliation form. Secure cash and checks after box office
closes.

Requirements: Requires evening and weekend work. Must be able to move a 9-foot
Steinway piano. Must be responsible and reliable, personable, have good
communication skills, be able to resolve any problems with ticketing in a patron-friendly
manner and handle multiple tasks simultaneously. Accountable for box office proceeds
and the monitoring/caretaking of expensive musical instruments.


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STAGE MANAGER RESPONSIBILITIES

WORK HOURS
Arrive one (1) hour prior to concert start time. Stay until the concert is over and youve
locked the hall -- usually 3 hours. (i.e. work hours for a 7:30 pm concert are 6:30 pm to
approximately 9:30 pm.)

PRIOR TO RECITAL
Unlock the hall for performers (front doors and backstage).
Check the hall condition. If there are excess papers and trash, please do the best
you can by tossing the trash in the 2 garbage cans that are located in the foyer in
Brechemin Auditorium.
Prop the backstage restroom door open.
8 music stands should be in the backstage bathroom. Get a copy of the program
and ask faculty or guest artist how you should set the stage, when will intermission
take place and any detail information that will be helpful to you and them.
If the big Steinway is needed, push it to the stage and unlock it. Store the small
Steinway in the piano closet.
Push the lectern, audio case and overhead projectors backstage.
Extra music stands are downstairs in Room 35, in closet A. Extra chairs are in
Room 114, Room 35, or wherever you can find them around the building. Please
return the extra chairs and stands after the recital.
Set the lights: ask 1
st
faculty or guest artist if it is okay to turn on all 8 spotlights and
all overhead stage lights or what their preference is. Put the house lights on full.
For the piano, ask if the performer wants tall/short/no stick, and if the music rack
should be up, down, or taken off.
Set out a chair for the page-turner if needed.
For concerts with lots of chairs and stands to be moved around between pieces, its
best to have the chairs and stands already on stage, in a corner, so you dont have
to bumble them through the door during the concert.
Offer our guest artists a bottle of water before the concert. The bottles are on my
office shelf.
Be available to assist with last minute problems.
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Open Brechemins front doors after you get the okay from the performer, ideally 15-
20 minutes before the recital.
For performances that may sell out (Jazz Combos), stand at the door as people
enter and keep track of audience size with the clicker (hall capacity is 219).
Right before the recital starts, close the Brechemin front doors and make sure
theyre unlocked.
Tape the Performance In Progress sign on the Brechemin front doors.
When the performer is ready to go onstage, turn the house lights off and open the
door for them.

DURING THE RECITAL
Between pieces, move chairs, stands, piano, etc. as required.
Open the door for performers each time they go out and when they come off stage.
At intermission, turn house lights on. After about 10-12 minutes, shoo the audience
back (use the chime if you want to).
Close the Brechemin doors again before the concert resumes. Once backstage,
turn off the house lights and open the door for the performer.

AFTER THE RECITAL
Open the door for the performer when they come offstage, and immediately turn on
the house lights.
Return the extra season brochures and concert programs to my office.
Remove the Performance In Progress signs from the Brechemin front doors.
Re-set the stage for the morning (signs are backstage with instructions) -
1. Lock and cover the big Steinway and move it into the closet
2. Place the small Steinway on center stage.
3. Set out and plug in the lectern and grey audio case, stage right of the piano.
4. Set out and plug in the overhead projector, stage left of the piano.
If there's a reception in the Fishbowl, remind the performer that youre closing
Brechemin. Make sure they have everything out before you leave, and lock the hall.


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TICKET SELLER RESPONSIBILITIES
WORK HOURS
Arrive one (1) hour prior to concert start time to begin setting up. Stay until youve
completed the box office reconciliation - generally 2 hours. (i.e. work hours for a 7:30
pm concert are 6:30 pm to approximately 8:30 pm.)
TICKET CATEGORIES
People who pay -
1. General Admission: For most concerts, everyone pays the same ticket price
(general public, students, seniors, alumni, UW employees outside the School of
Music, etc.). No discounts for anyone.

People who do not pay -
1. School of Music students, IF they have a pass: They should show you their
Student Performance Pass. If they dont have one, they pay the regular
General Admission price.
2. School of Music Faculty and Staff: They should show you their
Performance Pass. They can bring one guest for free. (Give them the PINK
ticket same as Notecard holders (public)
3. Notecard holders: (public) are pre-paid season tickets. Dont take it from
them; they keep it.
4. Comps: The guest artist can have 8 complimentary tickets. They may give you
a list of names. Aside from these guests of the performer, THERE ARE NO
COMP TICKETS FOR ANYONE (this includes parents and students attending
the recital as a class requirement). But also, use your discretion, and do not
engage in an argument over this matter and offer a COMP ticket if need be.
5. Babies in arms are free.

The black BANKERS BOX on the shelf contains everything you need:
Cashbox with $100.00
5 rolls of colored tickets
Concert programs and season brochures
A comp ticket list, if applicable
Ticket price sign (check season brochure for the correct price to display!)
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Paper and pens
Calculator
Box office reconciliation sheet

RECORD YOUR STARTING TICKET NUMBERS BEFORE SELLING ANYTHING!
PRIOR TO RECITAL
Count the cash to confirm that you're starting with $100.00.
Set up a ticket-selling table (table in foyer & chair) in front of the display case.
Place the season brochures, concert programs, and ticket price sign on the table.
Season brochures and guest artist programs are in the ticket box.
* Start selling tickets 30 minutes prior to concert start time.
Keep the main doors closed at first. Check with the stage manager to find out when
you can open the doors (ideally 15-20 minutes before the concert). If theres no
stage manager, check with the performer.
Give the patron a ticket. No need to tear it in half.
Never leave the cashbox unattended. If you must leave the table, take the
cashbox with you.
For performances that may sell out (Jazz Combos, mostly), the stage manager
stands at door as people enter and keeps track of audience size with the clicker.
(only do this if you are NOT TOO BUSY backstage. You can usually tell when the
house is packed. For fire purposes, we CANNOT have more than 210 people
in attendance.
Remain at the table for 15-30 minutes after the recital begins, for latecomers. (its
your call, depending on how busy it is).
After selling tickets, return to the office and begin the box office reconciliation
process. Shut the door while youre counting money.
Count the cash and checks (endorse check with Deposit Only stamp)
Fill out the reconciliation form.
When finished, put the cash in an envelope and seal (write your initials on
envelope)it.
Put the envelope inside the cashbox.
Put the cashbox back in the BLACK bankers box.
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MISCELLANEOUS
PIANOS
Please keep an eye out for any problems or abuse of the pianos.
Please see the Piano Usage signs posted in the piano closet, which tells users
how to handle the instruments.:
- Do not place objects on the piano (drinks, books, keys, etc.)
- The cover must be ON the piano while moving it to avoid scratches.
- Be careful not to hit the doorframe. Its a narrow fit - only 2 inches on either side.
- When not in use, fold the covers so the insides dont collect dirt.
- Place the folded piano cover backstage or in the piano closet (not on the floor).

NOTE: Before moving the pianos, unplug the humidity regulators. Plug
them back in when the pianos are in place.

NOTE: Both pianos will fit in the closet if necessary. A sign in the piano closet
explains how to arrange them.

ATTIRE
Be comfortable yet neat, as you may be visible to the audience at some point, and
you are representing the School of Music. Dark clothing is best.

SCHEDULE CHANGES
If you cannot work your shift, email or call Alison Loerke (loerka@uw.edu or 206-
543-2145 or cell- 206-525-2425). Please give a few days notice if you can.
If youre scheduled as the stage manager and the ticket seller does not show
up, please sell tickets instead. Its more important for us to have a ticket
seller than a stage manager. However, its also possible to do double duty to
be stage manager after youre done selling tickets (assuming you can stay the extra
hour). This is not required, though.

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RECORDING BOOTH
Students are responsible for recording their own recitals. You may be asked to help
set up the equipment if you know how, but its not required. You are NOT
responsible for recording any event, and should not do it.
The switch on the wall operates the motorized wooden screen. If theres trouble
getting the screen to go down, you must make it go all the way UP first, before it will
come back down again.
If a recital is being recorded, turn the ventilation system off, or itll be audible on the
tape.
VENTILATION
Theres no air conditioning in the hall - ventilation is by fans only. The on/off switch
is inside the front doors of the hall, to the right. NOTE: sometimes its loud, and/or
the fans cause the performers sheet music onstage to blow around. If this is
happening, turn it off.
LIGHTS
Aside from the lighting panel backstage, theres a light switch in the foyer that
operates the house lights only. As you walk in the door, its on the right, beside the
garbage can.
LOCKOUTS
Keep the KEY to the Main Office (102) and the stage manager keyring with you at
all times. If you lock yourself out of my office, you will need to call campus security
(UW Police at 911). Theyll ask to see your student ID, so keep it with you.
HALL SPECS
Take a look at the attached Brechemin Hall specification sheet. It shows the hall l
layout and available equipment. (You dont need to memorize it.)

DRUMMING
If you hear drumming during a recital, its coming from the percussion rehearsal
room, outside Room 35. Go into Room 35 downstairs, then exit the opposite door.
Theres a room to the left where folks are practicing. Ask them to stop until the
recital is over.


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EMERGENCY PROCEDURES
Earthquake:
1. Remember to stay calm and take quick action.
2. Stay where you are located. Do not run outside while quake is in progress due to
danger from falling debris.
3. When the earthquake has stopped, everyone must leave the building. The
building will not be checked by seismic engineers for up to 24 hours. Urge
patrons to leave. You are not required to stay.
Fire: If the fire alarm sounds during an event, tell patrons they must leave the hall.
Our official gathering point is in the quad at the bottom of the steps. You may return
when its deemed safe by the fire department. They arrive pretty quickly. See the
attached Emergency Procedures information.

BUILDING HOURS
The main doors to the School of Music are unlocked during the following times:
Monday Friday: 7:00 am - 10:00 pm
Saturday: 8:00 am - 10:00 pm
Sunday & Holidays: 10:00 am - 10:00 pm

PAY PERIODS
Hourly employees: timesheets are due on the 15th and 30th of each month.
Paychecks are available on the 25th and 10
th


Workstudy employees: please see the current payroll schedule for due dates.

PAYROLL procedures have changed please see at the SOM Main Office, Claire
Peterson (Claire@uw.edu), Room 102 for information. Direct Deposit is available also.
Notify Claire which one you prefer.

LAST BUT NOT LEAST
Please be proactive. If you see keys or other items left backstage, please bring
them to my office.
If you have suggestions or ideas on how to improve something, let me know!

Thank you for all your hard work & your support for the School of Music!