Thank you for taking on this important job. The resources provided below give you anytime access to materials developed over the years to bring consistency to our productions and to answer frequently asked questions.

Here is (nearly) everything (non artistic) that a director and team will need during the process of producing a Pentacle Theatre show.

Pentacle Theatre’s guidance

2020 Policy Acknowledgement Form

Audition information, photo-release and parent/guardian acknowledgment, must be returned to the office for every person cast in a Pentacle Theatre production. For minors, directors must ensure that a parent or guardian signs this release for any minor cast in a Pentacle Theatre production. The business office will provide copies of this form, Casting Best Practices, Minors at Pentacle Theatre in the audition packet, along with scripts, deposits, name tags and pens.

Accident & incident Report Form 2.20.19 to be completed in the event of an accident or near miss at the theater: falls, trips, bumps on the head, electrical shock, etc. anywhere on the theater grounds.

Bio Form (Google form) to be completed by the production team and members of the cast for the program.

BoardLiaison-CheatSheet 8.30.19 rev, what to expect from your board liaison.

Casting Best Practices, developed in 2017 to address community questions about casting at Pentacle Theatre.

Directors Handbook (2020) 2.06.2020, includes administrative guidance, key contacts, preshow announcement guidelines, safety guidance and ticketing policies. In development: Draft Technical Director Timeline 3.15.19, which identifies key milestones for set design and build and other technical elements of a production.

Facilities concerns reporting form, posted in the green room to let facilities maintenance coordinator know of issues with the building and grounds.

Minors at Pentacle, guidelines for success in Pentacle Theatre productions when shows include minors. For minors, their parents and directors. Cast party Permission Slip.

Sexual harassment statement, expresses the board’s lack of tolerance for sexual harassment and encourages the reporting of incidents of alleged harassment.

Reimbursement request, submit receipts for costumes, props and other supplies using this excel spreadsheet. PLEASE SUBMIT IN EXCEL.

Stipend Agreement, must be completed for every person receiving a stipend and returned to the office.

Thank you for protecting our investment in our sound equipment, poster to hang to advise musical casts of the costs of sound equipment.

Workplace Harassment identifies unacceptable behaviors and addresses what to do in cases of bullying or other problem behaviors at Pentacle Theatre.


Other key Pentacle Theatre policies

Cancellation of a Performance Policy

Drug and Alcohol Policy 6.22.15

Loaning Props Furniture Equip

Qualifications of a Director Policy Final 10.23.17

Season Selection Policy 10.23.17 clean

Theatre key policy 11.23.15

Guidance from the American Association of Community Theatres

Laws govern many aspects of producing a play. Please review these requirements to avoid any missteps.


Photocopying dos and don’ts from AACT

Videotaping dos and donts from AACT

2021 musical proposal guidelines

Please complete these documents in their native format and return them to me in that format. I will also post them to the “resources for directors” page on the website, in the event you lose this email.

A complete proposal packet includes

  • a narrative (please indicate preferred slot listed below and on the “big calendar” attached to this email)
  • a budget – created in consultation with the technical director and executive director
  • your theatrical resume


The 2021 season slots are:

  1. Jan. 15 to Feb. 6
  2. Feb. 26 to March 20
  3. April 9 to May 1
  4. May 21 to June 12
  5. July 23 to Aug. 14
  6. Sept. 3 to Sept. 25
  7. Oct. 15 to Nov. 6
  8. Nov. 26 to Dec. 18

This announcement is not a call for fundraiser proposals.

Stipend policy

The music director/contractor/conductor is a single position, eligible for one stipend.


No maximum for individuals filling multiple roles.

Director of a musical: $500

Non-musical director: $450

Music director/conductor/contractor: $500

Vocal director: $150 to $350

Choreographer (depending on complexity): $150 to $350

Rehearsal pianist (up to): $150 to $350

Each musician – Maximum of 10: $500

The director will consult the music director/conductor/contractor on all aspects of the production, including the configuration of the pit. The music director/conductor/contractor will participate in presentation of musical proposals to the board.

Adopted January 28, 2019, by the Pentacle Theatre board.

Important Dates

Musical proposals are due on February 17. Musical presentations will be heard on March 1. The time will be set after proposals have been received after we know how many proposals will be presented and which board members will be proposing or a part of a production team.

Please feel free to contact me or Chris Benham if you have any questions. We are happy to help.

Teamwork Projects video introduction

Pentacle Theatre’s office and technical director use Teamwork Projects to manage workflows, keep information in one place and communicate with all team members. There are two ways to use the tool, online and with an app.