PUBLICIST: PRODUCTION TEAM JOB DESCRIPTION
Live Theatre is for Audiences, High School Theatre is Primarily for High School Students
by Tom McLaughlin
September 17, 2005
The publicist is responsible for planning and executing a poster and publicity campaign to promote the production. The publicity agent is responsible for composing press releases and sending it to local and city press and media. The following is a list of specific items which need to be done and a time-frame for accomplishing your tasks.
Before Rehearsals Begin
Begun Done
� ____ ____ Read the play.
� ____ ____ Meet with the director to discuss publicity ideas especially suited for this production. Ask if there is a district or local public relations agent with whom you can arrange a meeting. Such a meeting will be helpful as you perform your duties.
� ____ ____ Become familiar with your school's purchase order procedures so you will know what to do when your crew needs to spend money for their ideas.
� ____ ____ Read some sample press releases.
� ____ ____ Together with the director, make a list of everything your crew needs to do. Make a production time line establishing deadline dates.
During The First Weeks Of The Rehearsal Period
� ____ ____ Post signs. Organize a publicity crew. Make a list of all crew names and phone numbers.
� ____ ____ Meet with your crew. Brainstorm on publicity ideas.
� ____ ____ Agree on a design for the show poster. Present the idea to the director for approval.
� ____ ____ Find an artist to draw or sketch the design or have it created by a computer, or order the poster from a theatrical company.
� ____ ____ Take the mock-up of the poster to several local printers to determine the best price for the posters. Make an appointment to meet with the program editor. You may want to visit printers together since you have the same printing concerns. Determine whether the poster design will be used as the program cover.
� ____ ____ When you have decided on a printer, obtain a school purchase order.
� ____ ____ Meet with the director to determine bow many posters you will need.
� ____ ____ Take the poster (CAMERA-READY) to the printer with the purchase order.
� ____ ____ With your crew compose a press release. You may wish to consult the play catalog for a play synopsis.
� ____ ____ Meet with the stage manager. Get a list of the cast and crew heads. You may want to include some names in the press release for local newspapers.
� ____ ____ Type your press release. Have someone edit the press release for spelling, punctuation, and grammar. Revise it and have it approved by the director.
� ____ ____ Type the final press release.
� ____ ____ Compose a cover letter which you can tailor to the organization, radio station, newspaper, etc., where you will send the press release.
� ____ ____ Compile a list of addresses and phone numbers for city and local area newspapers, radio stations, cable stations (community access hook-ups), and school/ parent newsletters. Many of these addresses are in front of the newspaper version of the TV guide.
� ____ ____ Call all the above to check for deadlines for accepting your press release. Make note of the deadline.
During The Mid-Rehearsal Period
� ____ ____ Meet with the director to determine a date to mail the press releases.
� ____ ____ Address the envelopes, include the press release and the cover letter, and have them ready to mail.
� ____ ____ Meet with your crew to determine where show posters will be placed in the school and community. Assign specific people to each place. It will be their job to get the poster to the destination. Include cast and crew members in the distribution process.
� ____ ____ Mail the press releases.
� ____ ____ Call the printer to establish the day and time to pick up the posters.
� ____ ____ Distribute the posters.
� ____ ____ Compliment and thank your crew.
During Technical Week
� ____ ____ BLITZ THE SCHOOL AND COMMUNITY WITH NEWS OF YOUR PLAY. Employ the ideas listed on the attached sheet or invent new ones of your own. Be creative on ways to inform the public of your wonderful production.
� ____ ____ Listen to the radio stations, read the papers, etc., to learn if they showcase your play. If they do, you may want to call and thank them. If they don't, you may want to learn why.
� ____ ____ Check the location of the posters to make sure they are still posted.
� ____ ____ Compliment and thank your crew.
During The Run Of The Show
� ____ ____ CONTINUE TO BLITZ THE SCHOOL AND COMMUNITY WITH NEWS OF YOUR PLAY. Be creative and energetic. Involve the cast and crews in your publicity efforts.
� ____ ____ Check to see if the posters are still posted.
� ____ ____ Before closing night write a letter to the person who will have your position for the next show. Give that person advice based on your experience. File the letter in your 3-ring binder behind your job description.
� ____ ____ Compliment and thank your crew.
During Strike
� ____ ____ Remove all posters. If they are still in good condition you may want to give them to cast members as a souvenir.
� ____ ____ Compliment and thank your crew.
