MTSoc Committee Handbook
Transcript of MTSoc Committee Handbook
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C o m m i t t e e M e m b e r H a n d b o o k
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 1|P a g e
I M P E R I A L C O L L E G E U N I O N M U S I C A L T H E A T R E S O C I E T Y BeitQuadrangle|PrinceConsortRoad|SW72BB|London,UK
m u s i c a l t h e a t r e @ i m p e r i a l . a c . u k | + 4 4 ( 0 ) 2 0 7 5 9 4 8 0 6 0 m t s o c . c o . u k LastUpdated:Summer2012
C O M M I T T E E M E M B E R HA N D B O O K
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C o m m i t t e e M e m b e r H a n d b o o k
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 2|P a g e
MusicalTheatreSocietyCommitteeHandbookThis handbook acts as a guideline for the committee of Imperial College Unions Musical Theatre
Society.Itcontainsanoutlineofrolesandresponsibilitiesforboththecommitteeasawholeandthe
individualcommitteepositions,bothasstatedinthesocietysconstitutionandbest-practiceguidelines
frompreviousmembersintherespectivepositions.Therearetipsandhintsaboutthethingstodoand
nottodo,andimportanttimesoftheyeartowatchoutfor.
Eachcommitteemembershouldreadthehandbookinitsentiretyinordertogainafeelofwhodoes
whatinthecommitteeasawhole,andnotjusthis/herelectedposition.
ThishandbooksupplementstheClubOfficersTrainingMaterialsmadeavailableonlinebytheImperial
CollegeUnion.Itcanalsoserveasaformofassistanceforthehandoverofonecommitteetothenext
andshouldbeupdatedregularly.
TheMusicalTheatreSocietyisapartof
ImperialCollegeUnion
BeitQuadrangle
PrinceConsortRoad
SW72BB,London
UnitedKingdom
+44(0)2075948060
m t s o c . c o . u k
f a c e b o o k . c o m t w i t t e r . c o m
/ m t s o c / I C T _ M T S o c
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TableofContents
ABriefMTSocHistory................................................................................................................................4
ConstitutionfortheICUMusicalTheatreSociety.............................................................................7
RolesandResponsibilities.....................................................................................................................10
TheCommitteeandMeetings....................................................................................................................................................11
President/Chair............................................................. .................................................................. .................................................12
VicePresident...................................................................................................................................................................................13
Treasurer............................................................................................................................................................................................14
Secretary.............................................................................................................................................................................................16
PublicityOfficer................................................................................................................................................................................17
Webmaster.........................................................................................................................................................................................18
SocialOfficer......................................................................................................................................................................................20
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A Brief MTSocHistory
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 4|P a g e
ABriefMTSocHistoryICU Musical Theatre Society predatesthe unificationof thethree colleges of ImperialCollege.It was
originallypartoftheRoyalCollegeofSciencesDramaticSociety,splittingtobecomeICDramaticSociety
and IC Operatic Society in 1956. Our most recent change came in 2003 when Operatic Society was
renamed Musical Theatre Society tofit with the widerrange ofshows now being performed by the
society.
Small, dashinglyhandsomesociety seeks outgoing, enthusiastic individualswith keeninterestin role
playanddressingup.Mustbepreparedforanexcitingon-stagemixofacting,singinganddancing.No
prior experience needed but GSOH recommended. Previous shows include Grease, Little Shop of
Horrors,Hair,AFunnyThingHappenedOnTheWayToTheForumandReturntotheForbidden
Planet.Keentobedirectedorchoreographedhoweverrolesareavailableforallinterestsanddesires
fromchorustoleadtoevencostumedesigner!Availablenowfortwospecialevents:aCharityRevue(a
collectionoffamoussongsandscenes)performedfortwoeveningsattheendoftheAutumntermand
theSpringShow,afivenightproductionofawell-knownmusical.WillmeetSundaysandtheoccasionalMonday or Tuesday evening, after college. Also organises numerous socials, and a weekly joint Bar
NightwithDramSoconTuesdays,ifrehearsalswerentalreadyfunenough.Drinkingoptional,laughter
mandatory.
Tour:2011:GuysandDolls|2010:TheBoyfriend|2009:SweetCharity|2008:OnTheTown|2007:
WestSideStory|2006:
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A Brief MTSocHistory
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PreviousShows
FreshersRevue Year SpringShow
Charming 2011/2012 TheWeddingSinger
ImperialCollage 2010/2011 ReturntotheForbiddenPlanet
NicestKidsinTown 2009/2010 Hair
DontTellMama 2008/2009 AFunnyThingHappenedontheWaytotheForum
TheRiseandFallofDavidSullivan 2007/2008 HowtoSucceedinBusinessWithoutReallyTrying
SayItLoud 2006/2007 BatBoy
AttheEndoftheDay 2005/2006 ASliceOfSaturdayNight
YouCantStopTheBeat 2004/2005 Chess
AllThatJazz 2003/2004 LittleShopofHorrors
Rock! 2002/2003 Personals
ATubeofGreasePaintandaFollowSpot 2001/2002 Grease
24-HourMusical2011 WeWillRockYou 24-HourMusical2012 BookofMormon
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A Brief MTSocHistory
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2 0 1 1 / 2 0 1 2
2 0 1 0 / 2 0 1 1
2 0 0 9 / 2 0 1 0
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MTSocConstitution
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 7|P a g e
ConstitutionfortheICUMusicalTheatreSocietyLastupdated:January19,2012
1. Name1.1 ThenameoftheclubshallbetheImperialCollegeUnionMusicalTheatreSociety,hereafterreferredtoastheclub.1.2
TheclubshallbeamemberoftheArtsandEntertainmentsManagementGroup.
2. AimsandObjectives2.1 Theclubshallholdthefollowingasitsaimsandobjectives.The clubshallstrivetofulfiltheseaimsandobjectivesin
thecourseoftheacademicyearasitscommitmenttoitsmembership.
2.2 Toputonmusicaltheatreproductions ofgoodquality,andyetremainanenjoyableexperienceforallinvolved.2.3 Thesocietywillaim to putonat least one full scale ticketedmusical productiona year, aswellas participating in
ArtsfestandotherUnionactivities.
2.4 Thesocietyanditscommitteemusthelptocreateafriendlysocialcircleamongourmembers.Wehopetoprovideaplacewhereallofourmembershavethechancetodevelop;tobuildconfidence,tofindnewskillsandtopolishold
ones,regardlessoftheircurrentability.
2.5 WiththecooperationoftheDramaticSociety,andothertheatregroupsinImperialCollege,MusicalTheatreSocietywillstore,maintainandimprovethecurrentcostumestore,providingpermissiontousethisusefulresourcetoanyone
whoshouldaskforit.
2.6 MusicalTheatresocietywill furtherfosterthecloserelationshipwithMusicalTheatreTourSociety.
3. Statementofintent3.1 Theconstitution,regulations,managementandconductoftheclubshallabidebyallImperialCollegeUnionPolicy,and
shallbeboundbytheImperialCollegeUnionConstitutionandRegulations.
3.2 TheclubstressesthatitabidesbytheImperialCollegeUnionEqualOpportunitiesPolicy,andthatclubregulationspertainingtomembershipofthecluborelectiontomanagementoftheclubshallnotcontravenethispolicy.
3.3 The club shall also be governed by the Arts and Entertainments Management Group standing orders, regulationsand/orconstitution.
3.4 TheclubcommitteeshallsupplyaCodeofConducttotheICUDeputyPresident(Clubs&Societies)forapproval,whoshallsignitastheacceptedCodeofConductfortheclub.
4. Membership4.1 ThefollowingshallbeeligibletobecomemembersofICUMusicalTheatreSociety:
4.1.1 ICUFullMembers4.1.2 ICUAssociateMembers4.1.3 ICULifeMembers
4.2 AnyclubmemberwhoisafullmemberofICUshallbeafullmemberoftheclub;allothermembersshallbeassociatemembersoftheclub.
4.3 All members shall pay an annual subscription to join the club;the membership fee shallbe decided bythe clubcommitteebutshallnotbelessthanthatspecifiedbytheICUClubs&SocietiesBoard(CSB).
5. TheClubCommittee5.1 Thecommitteeshallconsistofthefollowingvotingmembers:
5.1.1 Chair5.1.2 ViceChair5.1.3 Treasurer5.1.4 Secretary5.1.5 PublicityOfficer5.1.6 SocialOfficer
5.2 Thecommitteeshallalsoconsistofthefollowingnon-votingmembers:5.2.1 Webmaster
5.3 Allcommitteemembersmustbemembersoftheclub.5.4 Allvotingcommitteemembersmustbefullmembersoftheclub.5.5 Nocommitteemembershallholdmorethanonepostduringeachacademicyear.5.6
OfficeshallbeheldfromAugust1
st
toJuly31st
ofeachacademicyear.
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MTSocConstitution
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6. ManagementandJobDescriptions6.1 TheresponsibilitiesoftheChairshallbe:
6.1.1 RepresentationoftheclubintheArtsandEntertainmentsManagementGroup.6.1.2 Therunningoftheclubaccordingtotheclubconstitutionandcodeofconduct.6.1.3 Thesupportofcommitteemembersintheirrolesandensuringanyresponsibilitiesareundertakenwhena
committeememberisindisposed.
6.2 The Chair and Treasurer shall sign an ICU Financial Responsibility form, and shall be aware of theICU FinancialRegulations.
6.3 TheViceChair shall support theChair inthe oversightof thesociety, with afocuson projectsand eventsrunningoutsideofthesocietyscoreshows.
6.3.1 IntheeventoftheChairsabsenceinacommitteemeeting,theViceChairwilltakethepositionofchairfor themeeting,withalltheresponsibilitiesthisentails.
6.4 TheTreasurershallcarryoutthedaytodayfinancialdutiesoftheclub.Hisrolesshallinclude:6.4.1 Themonitoringofthesociety'sfinancialsituationbymeansofTransactionPagesontheUnion'swebsite.6.4.2 Theformulationandapprovalofabudgetforanyproductionsduringtheyear.6.4.3 Theadministrationofrevenueandexpenditurethroughtheunionsfinancesystems.6.4.4 Thenotification ofthe committee as to thecurrent financial situation andof any recent changes ofthe
societysaccountsateachcommitteemeeting.
6.5 TheSecretaryshallberesponsibleforkeepingtheclubrecordsingoodorder.Thisshallinclude:6.5.1 Preparationofanagendaandtherecordingofminutesinallsocietycommitteeandgeneralmeetings.Bothof theseitemsshallbemadeavailablebythesecretaryafterthemeeting.
6.5.2 Theupdateofthemembershipregardingtheactivityofthesocietybywayofregularemailupdates.6.5.3 Administration of the society email account. The secretary will maintain a regular observation of the
account'sinboxandinformanycommitteemembersofcommunicationsthatrequiretheirattention.
6.6 ThePublicityOfficeristaskedwithcreatingastrongpublicpresenceforthesociety,andwiththeproductionofanypromotionalmaterials.Amongtheseroles,theofficershall:
6.6.1 Producepostersandflyerstoadvertiseanyshowsoreventsofthesocietyasrequired.Theofficershall ensurethatthesematerialsareproperlydistributedto createagoodpublicawarenesswithincampusand
aroundotherpossiblemarkets.
6.6.2 Producematerialsnecessaryforanyshowthesocietyproducese.g.programmesortickets.6.6.3 CoordinatewiththeWebmasterovertheonlinepromotionofthesociety,providingdigitalfilestofurtherthe
advertisementcampaignofthesociety.
6.7 The SocialOfficeristasked with thesocialeventsof thesociety, and withmaking them accessibletoall members,ratherthanthosecurrentlyparticipatinginaproduction.TheprimarygoalsofSocialOfficershallbe:
6.7.1 Toorganiseeventsthatarenotrehearsalsortheproductionofmusicalshows.6.7.2 Toarrangethepurchaseoffoodanddrinkforcastwhenlatenightrehearsalsarearranged.6.7.3 Toorganiseanylarge-scaletransactionswiththeunionbarwhennecessary.
6.8 TheresponsibilitiesoftheWebmastershallbe:6.8.1 TomaintaintheMusicalTheatreSocietyWebsite(currentlyatthedomainMTSoc.co.uk),thesocietys
Facebookgroup,andtomaintainandupdatetheSocietysTwitterfeed.
6.8.2 ToorganiseonlinepublicityofthesocietyincollaborationwiththePublicityOfficer,withtasksincludingbut notlimitedtotheadditionofpublicitymaterialsonMTSoc.co.uk,theupdatingoftheUnionsWhatsOn
calendarandthecreationofFacebookevents.
6.9 Themanagementoftheclubshallbevestedintheclubcommittee.6.10Quorumofthecommitteeshallbetwothirdsofthevotingcommittee.6.11TheCommittee shall meet regularlyto provide updates onthe running ofthesociety,at leastas frequentlyas one
meetingeverytwoweeks.
7. GeneralMeetings:7.1 AgeneralmeetingmaybecalledbytheChair,quorumofthecommitteeorbytenfullmembersoftheclub;thismust
besubmitted to the Chair in writing. The generalmeeting must be held within 10 college days of receipt of the
proposal.
7.2 GeneralMeetingsmayonlybeheldduringundergraduatetermtime.7.3 Atleastfivecollegedaysnoticeofageneralmeetingmustbegiventotheclubmembership.7.4 OnlyfullmembersoftheclubmayvoteatGeneralMeetings.7.5 Quorumofthemeetingshallbehalfofthefullclubmembers.7.6 Decisionshallbereachedbyasimplemajorityofthefullmemberspresent.
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MTSocConstitution
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8. TheAnnualGeneralMeeting8.1 TheAGMshallbeheldduringthesecondtermoftheacademicyear,andshallhaveasitsmainbusiness:
8.1.1 ThepresentationoftheOfficersReportsforthepastyear.8.1.2 TheelectionoftheCommitteeforthenextsession.
8.2 AnagendagivingnoticeoftheAGMmustbecirculatedtoallclubmembersatleasttencollegedaysinadvance.8.3 NominationsforclubofficersmustbepostedatleasttendaysinadvanceoftheAGMandclosedbeforethemeeting.
8.3.1 Eachnominationshallrequireoneproposerand2seconderswhoshallbefullmembersoftheclub.8.3.2. ThequorumoftheAGMshallbehalfofthefullmembersoftheclub.
8.3.3 In the event of there beingnonomination fora post withinthestipulated timethen nominationsmay be
acceptedattheAGM.
8.4 Intheeventthatnopersonisvotedintoapostorofresignationfromaposition,theChairwillundertakethedutiesuntilsuchtimeasthepostisfilled.Electionstofillsuchavacantpostshouldtakeplaceatageneralmeetingandshall
besubjecttothesamerulesasperAGM.
9. Finance9.1 TheclubmayreceiveagrantfromImperialCollegeUnionandshalladministerthisandanyselfgeneratedincomein
accordancewiththeImperialCollegeUnionFinancialRegulations.
9.2 TheTreasurerwillprovidetheTreasureroftheArtsandEntertainmentsManagementGroupwithadetailedbudgetforthefollowingacademicyearduringthefirsthalfofthesecondtermoftheacademicyear.
9.3 Budgets for events shall be taken to the Arts and Entertainments Management Group Treasurer and/or DeputyPresident(Finance&Services)forinspectionandapprovalinaccordancewiththeFinancialRegulations.
10. HealthandSafety10.1TheclubacknowledgesitsdutyofcaretoitsmembersandwillabidebyImperialCollegeUnionsHealthandSafety
policy.
10.2TheclubwillprovidetheICUDeputyPresident(Clubs&Societies)withanAnnualRiskAssessmentforitsactivities.
11. TheConstitution11.1TheConstitution shallonlybe altered byconsentofa two-thirdsmajorityofthe fullmembers presentata general
meeting.TheArtsandEntertainmentsManagementGroupshallapproveanysuchalterations.
11.2TheConstitutionshallbebindingontheclubofficersandmembersfrom19/01/201211.3From19/01/2012allotherMusicalTheatreSocietyclubconstitutionsareherebyrevoked.
12. This constitution has been approved in accordance with 11.1 above, and accepted as the constitution for the MusicalTheatreSociety,signed,
FelixMillne ChandanaShankar
MusicalTheatreSocietyChair ArtsandEntertainmentsChair
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PreviousFreshers Revues Musical Numbers
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PreviousRevuesMusicalNumbersInordertominimiserepetitionofmusicalnumbersintheFreshersRevueduringAutumnTerm,the
Committeeshouldmakesurethatareasonableamountoftimehaspassedbeforereusingamusical
numberinanygivenyear.Thecurrentcommitteeistodecidewhatisreasonable,howeveratleast
threeandideallyfiveyearsshouldhavepassedbeforeamusicalnumbershouldreappearinarevue.
Belowisalistofpreviousrevuesandmusicalnumbersinthem.Thislistshouldbeupdatedannually.
Charming(2011) ImperialCollage(2010)
1. WaitingShaminiBundell2. HardKnockLifeAnnie3. KissTheGirlLittleMermaid4. JellicalCatsCats5. JustCantWaittobeKingTheLionKing6. LaVieBohmeRent7. SomeonetoFallBackonJasonRobertBrown8. GiantsintheSkyIntotheWoods9. ComfortandJoyBatboy10. GuyLoveScrubs11. ThankGoodnessWicked12. BadGuyBugsyMalone13. DrownedTimMinchin14. IRememberWellGigi15.Mr.BlueSkyElectricLightOrchestra
1. WhatdoyoudowithaBAinEnglish?AvenueQ2. AnythingGoes-AnythingGoes3. IWannaBeAProducerTheProducers4. AmericaWestSideStory5. TheMalajustedJesterTheCourtJester6. BePreparedLionKing7. Money,Money,MoneyMammaMia8. MajorGeneralThePiratesofPenzance9. AnythingYouCanDo AnnieGetYourGun10. PhantomoftheOperaPhantomoftheOpera11. TraditionFiddlerontheRoof12. ThePolicemanPiratesofPenzance13. WhyCanttheEnglishMyFairLady14. TheCreationofManTheScarletPimpernel15. IDreamedaDreamLesMiserables16. TitWillowTheMikado17. DontPutYourDaughterontheStageNolCoward18. CarefullyonTiptoeH.M.SPinafore19. NevermindtheWhyH.M.SPinafore
NicestKidsinTown(2009) DontTellMama(2008)
1. NicestKidsinTownHairspray2. Dammit,JanetRockyHorrorShow3. TheKiteYoureaGoodMan,CharlieBrown!4. WhenImByYourSideSideShow5. GeeOfficerKrupkeWestSideStory6. DoesYourMotherKnowMammaMia7. ISpeakSixLanguagesThe25thAnnualPutnam
CountySpellingBee
8. Sing!AChorusLine9. TheBitchofLivingSpringAwakening10. IAmWhatIAmLaCageAuxFolles11. BroadwayBaby-Follies12.ALittleMoreHomework13
1.
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RolesandResponsibi l it ies: TheCommittee andMeetings
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RolesandResponsibilities
T h e C o m m i t t e e a n d M e e t i n g s The committee is a representative body of the society and is the point of call for all members. The
committeemeetsregularlyto discusscurrent mattersofthe societythathavebeencome toattention
andhavebeenoutlinedinanagendabythesecretary.Thesecretaryrecordsthediscussionofthese
mattersinasetofminutes.
RecommendedThingstoDo:
Setupanemaillistorgroupinyouremailaccountforallthemembersofthecommittee(whichmakessendingemailstoeverybodymucheasier)
Makeorbuyafoldertokeepallthecommitteedocumentstogether(suchasagendaandminutesprintoutorothermiscellaneoussheets)
Writeaminiself-descriptionfortheMTSocwebsitecommitteepage(http://mtsoc.co.uk/about/committee/)andsendittothewebmastertoupdate.
Formoreinformation,visittheImperialCollegeUnionWebsitesClubOfficerTrainingpage:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
Youcanfindvideosandpodcasts(UndereLearning)andpdfdocuments(UnderTraining
Materials)tohelptrainyouforbeingaclubofficer.Dontforgettotakethenecessarytests
requiredforyourpositionbyclickingValidateLearning.
Remember:Any necessaryfilesand documents canbe found electronically
ontheMTSocBox,towhichthecurrentpresidentwillgiveyouaccess.This
includesmeeting agendas,minutes, posters,flyers, programmes, letterhead
templatesandthishandbook.IfyoudonotknowhowtouseDropBox,pleaseaskthesocietyWebmasterorvisitwww.dropbox.com.
MakesureyoucompletetherequiredeLearningandvalidation
tests required for your elected committee position. All
committee members (club officers) must complete the Key
InformationeLearningwhichisfollowedbyavalidationtest.
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RolesandResponsibi l it ies: Vice President/Chair
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RolesandResponsibilities
P r e s i d e n t / C h a i r Constitution:
SignificantTasks:
ImportantDeadlines:
Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion
WebsitesTrainingpagesforPrincipalOfficers:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
TheresponsibilitiesoftheChairshallbe:
RepresentationoftheclubintheArtsandEntertainmentsManagementGroup.
Therunningoftheclubaccordingtotheclubconstitutionandcodeofconduct.
Thesupportofcommitteemembersintheirrolesandensuringanyresponsibilitiesare
undertakenwhenacommitteememberisindisposed.
RequiredeLearning:
KeyInformationeLearning+ValidationTest
PrincipalOfficerseLearning+ValidationTest
FinanceOvervieweLearning+ValidationTest
(FinanceOperationseLearningisusefulbutnotrequired)
RequiredDocuments:
FinancialResponsibilityForm(SignwithTreasurer)
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RolesandResponsibi l it ies: Vice President/Chair
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RolesandResponsibilities
V i c e P r e s i d e n t Constitution:
SignificantTasks:
ImportantDeadlines:
Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion
WebsitesTrainingpagesforClubOfficers:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
TheViceChairshallsupporttheChairintheoversightofthesociety,withafocusonprojectsand
eventsrunningoutsideofthesocietyscoreshows.
IntheeventoftheChairsabsenceinacommitteemeeting,theViceChairwilltakethe
positionofchairforthemeeting,withalltheresponsibilitiesthisentails.
RequiredeLearning:
KeyInformationeLearning+ValidationTest
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RolesandResponsibi l it ies: Treasurer
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RolesandResponsibilities
T r e a s u r e r Thetreasureristheonlyothermemberofthesocietyotherthanthepresidentwho signsa financial
responsibilitydeclaration,givinghim/herthepositiontoapproveclaims.
Constitution:
SignificantTasks:
Givethecommitteeanupdateonthefinancialsituationofthesocietyonaregularbasis(eg.UsetheFinancialReporttemplatewhichcanbefoundontheMTSocBox).Iflittlehashappened
financially,thenonereporteachmeetingmaybesuperfluous.
Approveclaimssubmittedbyordinarymembers. CreateabudgetfortheSpringShow(usingtheUnionsTemplatewhichcanbefoundonlineor
onMTSocBox)andhaveitapprovedbytheArtsandEntertainmentBoard(AEB)Treasurerand
UnionDeputyPresidentforFinanceandServices(DPFS).
o ThismayrequiretheretrievaloftheUnionCredit/Debitcard,forwhichaformmustbefilledoutafterwhichalengthyauthorisationprocessensues.
o Attend the production meetings for the show to make sure the respective partiesinvolvedinproducingtheshowknowhowmuchmoneytheyhaveandwhattheycan
spend it on. Keep an overview on spending behaviour and make sure it is within
budget.
Create a budget and apply for union grant for the society in the upcoming year (using thetemplatewhichcanbefoundonMTSocBox).PreviousbudgetscanbefoundonMTSocBoxand
oneActivitiesunderBudgetsandPreviousBudgets.
Beincontrolof allthingsfinancialforthespringshowwhichincludesmakingsuretheticketdoorsalesgetplacedintothesafeaftertheshowandtakentothebanktobepaidinonthe
nextworkingday.
AssistinorganisingandmanagingthefinancesoftheSpringShow WriteaTreasurersReportfortheAnnualGeneralMeeting(AGM)attheendofspringterm
andpresentonthecurrentfinancialsituationandanyissuesthathaveoccurredthroughout
theyear.
ImportantDeadlines:
Applyfortheperformancerightstothespringshowassoonaspossible(middleofautumnterms)sotohavethematerialsbeforetheChristmasbreak
TheTreasurershallcarryouttheday-to-dayfinancialdutiesoftheclub.Hisrolesshallinclude:
Themonitoringofthesociety'sfinancialsituationbymeansofTransactionPagesonthe
Union'swebsite.
Theformulationandapprovalofabudgetforanyproductionsduringtheyear.
Theadministrationofrevenueandexpenditurethroughtheunionsfinancesystems.
Thenotificationofthecommitteeastothecurrentfinancialsituationandofanyrecent
changesofthesocietysaccountsateachcommitteemeeting.
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RolesandResponsibi l it ies: Treasurer
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Makesurespringshowmaterialsaresentbacktothehirecompanybythedeadlinetheyhavestatedsotoavoidanyfurthercosts
KeyHandoverPoints:
MakesurethatthenewtreasurerhasthePay-Inbookandknowshowtousethem MakesurethatthenewisfamiliarwithusingeActivities
PreviousTreasurerOpinions
JulianPhatarfod:
Importantfinancialmatterswillalwaysappearthroughouttheyear,whichwillneedattention(especiallyonesthatarenotnecessarilyplannedfor),examplesinclude:
o Foodpurchasedforcastduringshows,whichthesocietygenerallypaysfor/subsidiseso Anyunexpectedequipmentdamage(includingmicrophonecapsulesduringshows)o
Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion
WebsitesTrainingpagesforTreasurersandFinance:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
RequiredeLearning:
KeyInformationeLearning+ValidationTest
FinanceOvervieweLearning+ValidationTest
FinanceOperationseLearning+ValidationTest
RequiredDocuments:
FinancialResponsibilityForm(SignwithPresident/Chair)
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C o m m i t t e e M e m b e r H a n d b o o k
RolesandResponsibi l it ies: Publ ic ity Off icer
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 16|P a g e
RolesandResponsibilities
S e c r e t a r y Constitution:
SignificantTasks:
ImportantDeadlines:
Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion
WebsitesTrainingpagesforClubOfficers:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
TheSecretaryshallberesponsibleforkeepingtheclubrecordsingoodorder.Thisshallinclude:
Preparation of an agenda and the recording of minutes in all society committee and general
meetings.Bothoftheseitemsshallbemadeavailablebythesecretaryafterthemeeting.
Theupdateofthemembershipregardingtheactivityofthesocietybywayofregularemailupdates.
Administrationofthesocietyemailaccount.Thesecretarywillmaintainaregularobservationofthe
account'sinboxandinformanycommitteemembersofcommunicationsthatrequiretheirattention.
RequiredeLearning:
KeyInformationeLearning+ValidationTest
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C o m m i t t e e M e m b e r H a n d b o o k
RolesandResponsibi l it ies: Publ ic ity Off icer
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 17|P a g e
RolesandResponsibilities
P u b l i c i t y O f f i c e r Constitution:
SignificantTasks:
ImportantDeadlines:
Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion
WebsitesTrainingpagesforClubOfficers:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
The Publicity Officer is tasked with creating a strong public presence for the society, and with the
productionofanypromotionalmaterials.Amongtheseroles,theofficershall:
Producepostersandflyerstoadvertiseanyshowsoreventsofthesocietyasrequired.Theofficer
shall ensure that these materials are properly distributed to create a good public awareness
withincampusandaroundotherpossiblemarkets.
Producematerialsnecessaryforanyshowthesocietyproducese.g.programmesortickets.
CoordinatewiththeWebmasterovertheonlinepromotionofthesociety,providingdigitalfilesto
furthertheadvertisementcampaignofthesociety.
RequiredeLearning:
KeyInformationeLearning+ValidationTest
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C o m m i t t e e M e m b e r H a n d b o o k
RolesandResponsibi l it ies: Webmaster
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 18|P a g e
RolesandResponsibilities
W e b m a s t e r Constitution:
SignificantTasks:
Updatethemtsoc.co.ukwebpageatthestartoftheyearwithinformationforfreshers,andthroughouttheyearwithnews,showsandevents
Updatethemtsoc.co.ukcommitteepage(http://mtsoc.co.uk/wp-admin/.php?page=committees2 ) Settleaccountsforthemtsoc.co.ukdomainwith1&1andclaimfromthesocietyaccount Providetechnicalsupportforsocialmediaandmailinglistsassociatedwiththesociety Evaluatingandimplementingtechnologysolutionsforusebythesociety
Updatingthecurrentshow
http://mtsoc.co.uk/wp-admin/Username:administrator Media=>Addnew.Addtheposterforthisshow. Posts=>AddNew. Writetheshowdescription.Setthecategorytocurrentshow. Changethepreviousshowscategorytopastshow. Calendar=>manageCalendar=>AddEvent WinSCPontodougal.union.ic.ac.uk Edit/home/www/htdocs/arts/mtsoc/wp-content/themes/enfotext_mtsoc/index.php
MailingLists
https://mailman.ic.ac.uk/mailman/listinfo ICU-MTSoc-BackStage;ICU-MTSoc-BandTalk;ICU-MusicalTheatre-Cast;MusicalTheatre-TalkUseMassSubscriptiontoaddnewmembers Everyonesmoderationbitshouldbesetexceptforcommitteemembersandproductionteams. Emailsfromotherpeopletothemailinglistneedtobemoderatedbeforetheyaredistributed.
MTSocBox(DropBox)
[email protected]. Therearethreeparentfolders.Oneforthecommittee,oneforsocietymembers/friendsandonepublic Bydefaulteverythingshouldbeaspublicaspossibleasthismakespeoplesliveseasier Copyrightedmaterialshouldneverbepublic Allsocietymembersshouldbeinvited
TheresponsibilitiesoftheWebmastershallbe:
To maintain the Musical Theatre Society Website (currently at the domain MTSoc.co.uk), the
societysFacebookgroup,andtomaintainandupdatetheSocietysTwitterfeed.
To organise onlinepublicityof the society in collaboration withthe Publicity Officer, withtasks
includingbutnotlimitedtotheadditionofpublicitymaterialsonMTSoc.co.uk,theupdatingofthe
UnionsWhatsOncalendarandthecreationofFacebookevents.
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C o m m i t t e e M e m b e r H a n d b o o k
RolesandResponsibi l it ies: Webmaster
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 19|P a g e
GoogleCalendar
[email protected] Shows,meetingsandsocialeventsshouldgohereMostthingsshouldbepublicunlessthereisagoodreasonforthemtobeprivate Thereshouldbeaseparatecalendarforeachshowwithrehearsals ShowsdatesshouldgoherestraightaftertheCHUG Allsocietymembersshouldbeinvitedtousethecalendar
PreviousWebmasterOpinions
MarkWainwright:
Webmastershoulddoaslittleworkaspossible Toachievethistheyshouldmakeiteasyforproductionteammemberstodistributecontent MTSocshouldendeavourtousetoolsthatitscommunityalreadyusewhereverpossible WebresourcesshouldbesharedwithMTsoctour
Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion
WebsitesTrainingpagesforClubOfficers:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
RequiredeLearning:
KeyInformationeLearning+ValidationTest
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C o m m i t t e e M e m b e r H a n d b o o k
RolesandResponsibi l it ies: Social Off icer
I m p e r i a l C o l l e g e U n i o n | M u s i c a l T h e a t r e S o c i e t y 20|P a g e
RolesandResponsibilities
S o c i a l O f f i c e r Constitution:
SignificantTasks:
ImportantDeadlines:
Formoreinformation,includingtrainingandvalidationtests,visittheImperialCollegeUnion
WebsitesTrainingpagesforClubOfficers:
i m p e r i a l c o l l e g e u n i o n . o r g / r e s o u r c e s / t r a i n i n g
The SocialOfficer istasked with the socialeventsof thesociety,andwithmakingthemaccessibleto all
members, ratherthanthose currently participating ina production. The primary goals ofSocial Officer
shallbe:
Toorganiseeventsthatarenotrehearsalsortheproductionofmusicalshows.
Toarrangethepurchaseoffoodanddrinkforcastwhenlatenightrehearsalsarearranged.
Toorganiseanylarge-scaletransactionswiththeunionbarwhennecessary.
RequiredeLearning:
KeyInformationeLearning+ValidationTest
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m t s o c . c o . u k
f a c e b o o k . c o m t w i t t e r . c o m / m t s o c / I C T _ M T S o c
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IMPERIALCOLLEGEUNION|MUSICALTHEATRESOCIETY|COMMITTEEMEMBERHANDBOOK
Originally Compiled in Spring 2012