Expanded Job Descriptions (including approximate time commitment)
The Vice President works in tandem with the President to assure that projects of the organization are running smoothly, presides over meetings when the President is not available, and organizes the Performing Arts Banquet in April and May. Ideally, the Vice President would accept the position with the expectation that (s)he would eventually assume the Presidency. Time commitment 4-6 hours/month.
Organize and maintain the POPS website. Work closely with the POPS Board (especially Publicity Chair) to keep website current. Time commitment is relatively constant throughout the year, about 10-30 minutes daily, with a "peak" time in late August/early September as content and calendar are being updated for the coming school year. Knowledge of html editing software like MS Frontpage or Dreamweaver is necessary, as is the ability to deal with information in multiple formats. Access to photo processing software (like Photoshop) and software which will create pdf output from many sources (like Adobe Acrobat) is useful. Attention to detail in this job is very important, as is the need to respond to email and post new content as quickly as possible.
The POPS representative for the WHS bands (Concert Band, Wind Ensemble) and Jazz Bands (1:00 Jazz Band, 2:00 Jazz Band, Combos) is responsible for several small jobs. It requires a minimal time commitment. Briefly, the Band Rep(s) should: attend POPS board meetings, help coordinate the distribution of red band blazers in the fall and help collect them in the spring (if needed), coordinate volunteers to assist at concerts (set up outside auditorium, handout programs, or assist with any other needs that may arise) and serve proactively as the POPS liaison to the band director, offering to be of help at any time (though typically, the WHS band director asks for very little help). S/he should also be available to help with the POPS banquet and help to solicit additional volunteers for that event if necessary.
- Support the Orchestra Director
- Coordinate ordering, distribution and collection of concert attire, including fitting boys for tux jackets and collecting tux jackets following the final concert, and distributing concert attire for girls.
- Coordinate with POPS representative responsible for Yearbook photo,
- Assist as needed with concerts, arriving with students to attend to last minute details.
- Organize orchestra breakfasts the morning after concerts
- Assist with MICCA
- T-Shirts - Design the t-shirt using the play logo. Order forms are given to and distributed by the stage managers. The t-shirts are printed by a local vendor.
- Posters - Create 11” x 17” posters using the logo.
- Sandwich Boards - Adapt poster design to use on sandwich boards which are placed in locations around town to promote the musical, winter and spring plays.
- Programs - Design programs for the winter and spring plays.
- This is a year-long job, but the bulk of the time is spent on the musical.
Preparation for the fall musical starts in September. By the first week of October the ticket coordinator is in full swing. The Ticket Coordinator is in charge of all tickets for all shows, sending out an invite to VIP's and all WPS employees, checking the email each day and reserving orders for all VIP's and employees. Once ticket sales start, the Ticket Coordinator is responsible for filling all orders, getting money to the POPS Treasurer, resolving any issues that arise with the tickets, and is also responsible for ticket sales at the high school to the students and for a couple of evenings to the general public. This job is very busy for about one month and then it is finished for the year.
The program book is primarily a revenue source from commercial and family advertising that helps finance POPS’ support of the WPS Performing Arts Department. This job involves design and layout of advertisements and copy; working closely with the musical director and students directors to obtain all information regarding the cast, crew and pit orchestra, publisher’s information and scene sequence; requesting and editing director’s, performing arts director’s and principal’s notes; and working with a student artist to create the logo and artwork.
The time commitment for this job is 2-3 hours a day beginning mid to late September until opening night of the musical (generally the second week of November). The time line is as follows:
- August: revise letter to prime advertisers (four), revise order form.
- September: Follow up with any prime advertisers who have not yet responded. Revise letter to previous advertisers (60 or so); include copy of each business's ad from last year. Identify new potential advertisers, revise letter to new potential advertisers, and mail, or for better results, hand deliver. Keep track of incoming ads and checks in excel database, pass ads on to the person making the program book, pass checks on to POPS treasurer. Respond to email and phone calls with questions about ads, prices, etc.
- October: Follow up with past advertisers who have not responded - in person gets best results. Revise "Friends of POPS" letter and identify new families to join this category; send letter. (Friends of POPS are families whose children participated in Performing Arts of some sort, not necessarily drama, at WHS, but have all graduated). Continue dealing with incoming ads and checks. Revise and prepare the business thank you notes, and take them to a rehearsal to get cast to personalize and sign. Keep track of family ads in excel spreadsheet.
- November: Hand-write thank-you notes to all Friends of POPS contributors.
Middle School Orchestra Rep's role is to support the Middle School Orchestra director by doing the following:
- Organize volunteers to oversee the kids backstage during concerts. This entails sending out emails and recruiting 4-6 volunteers. Given the ease of the duty and the willingness of parents, it was easy to find volunteers.
- Organize/recruit volunteers to chaperone the 7th and 8th grade orchestra trip to the State House in December.
- Attend the POPS board meetings.
The Drama Rep coordinates the parent volunteers during the time it takes to produce the shows and serves as the liaison between the drama director and the parents. This job can be done from the home or office and does not require many phone calls or meetings. The Drama Reps meet with the drama director before auditions to gain an understanding of timing and the particular needs of the show. An organized person can manage the process without crunch times if he or she starts early and engages the parents with specific jobs at the onset of the production process. The time of year depends on the schedule of productions. There are productions throughout the year, but they don't always involve all grades and typically, the drama Reps of the grades involved in the show work on the show.