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.
