Budget, Show

Purpose

To control routine and annual costs of productions.

Policies

The budget for a show is normally managed by the Production Manager of the show. The Director and the Production Manager should not be the same person, nor should they be members of the same household. If either is the case, the Treasurer must oversee all show expenditures. If the Treasurer is either the Director or Production Manager, then the Director for Production must oversee all show expenditures.

A projected budget total will be provided to each director for the upcoming season. A breakdown of expenditures will be provided to each director upon submission of play. If any additional funds are needed beyond the original projected budget, the director will need to justify.

For the remainder of this document, we will use the term Production Manager for the person who initially must sign off on show-related expenses.

Productions which require additional funds are encouraged to appeal to the Board before the annual membership meeting. Appeals may also be made to the private sector.

Each person needing reimbursement for a show-related item must fill out the Production Reimbursement form and get it approved by the show's Production Manager, who must sign it before submitting it to the Treasurer.

A show may not charge an item to the General Production line item in the Corporate budget without the prior approval of the Director of Production. To actually be reimbursed for the item, the previous policy must be followed.

If a show significantly goes over budget, there may be consequences determined by the Board.

Honorariums that are provided for the Director, Musical Director, and Pianist (if applicable) will be paid out of the General Production budget (i.e. Corporate Budget). Show budgets will not be increased to pay for set construction crew lunch. The Show Budget will be responsible for any item not provided by the Board or Director of Production. In general, the following items are paid by the Board and are excluded from the show budget:

Two (2) gallons of flat Latex paint, in addition to any stock in the green room.

Luan (in wood shed)

Advertising including Press Releases and Audition Notices

Set dressing, props, carpeting (as available in furniture shed)

Costumes (owned by Players)

Set construction supplies (in stock)

Audio visual supplies: light supplies, tapes, etc. (in stock)

An initial round of head shots.

Any specific item of equipment not provided by the theater can be rented, bought, or otherwise acquired within the budget of the show. The Production Manager may appeal to the Director of Production for funds for special equipment, although the Director is under no obligation to provide funds or equipment in this request.

Production Managers may ask the Board for additional funds, although the Board is under no obligation to provide funds as a result of the request.

Directors and Production Managers should be notified by the Director of Production (at the annual Directors meeting) that there may be consequences determined by the Board to spending more money than is in the show budget.

Revision Notes

• 03/31/98 -- Established
• 05/01/04 -- Revised as part of a general review of all policies.
• 07/28/14 -- Web revision
• 11/24/24 -- Board revision