Parent Meeting Outline
Companion document to Launch Day. The Parent Meeting is a critical component of Launch Day where we establish the foundation for a successful production experience. This meeting ensures that all families understand expectations, policies, and the support systems available throughout the production.
Young Artist Contracts and Expectations
Contract Review
- Both young artists and parents/guardians sign production contracts
- Contracts outline attendance requirements and punctuality expectations
- Performance commitment and scheduling obligations
- Behavioral expectations and professional conduct standards
- Communication protocols between families and production team
Attendance Policy
- Mandatory attendance at all scheduled rehearsals unless excused in advance
- Procedure for reporting absences or conflicts
- Consequences of excessive absences
- Understanding that consistent attendance affects casting and production quality
Punctuality Requirements
- Expectation to arrive 10–15 minutes before call time
- Ready to work at scheduled start time
- Consequences of repeated tardiness
Work Ethic and Professionalism
- Expected behavior during rehearsals and performances
- Respect for directors, staff, fellow cast members, and venue
- Phone-free rehearsal policy and rationale (see Phone Free)
- Preparedness expectations (bringing scripts, water bottles, appropriate clothing)
Volunteer Opportunities
How Families Can Support
- Backstage crew during performances
- Costume assistance and quick-change support
- Props management and organization
- Set construction and painting
- Load-in and strike support
- Front of house assistance (ushers, box office, hospitality)
- Cast party planning and execution
- Marketing support (photography, social media sharing)
Volunteer Coordination
- How to sign up for volunteer opportunities
- Introduction to Volunteer Coordinator
- Explanation of volunteer scheduling system
- Recognition that volunteer support makes productions possible
Ticketing Information
Complimentary Tickets
- Number of complimentary tickets provided per cast member
- How to reserve complimentary tickets
- Deadlines for complimentary ticket requests
- Policies regarding complimentary ticket transfers or exchanges
Discount Tickets
- Cast family discount structure for additional tickets
- How to access discount codes
- Purchasing process for discounted tickets
- Limitations or blackout dates for discounted tickets
General Ticket Sales
- Box office contact information and hours
- Online ticketing platform information
- Group sales opportunities for extended family
- Performance schedule and any special performances
General Housekeeping
Communication Channels
- Primary contact information for production team
- Expected response times for inquiries
- Emergency contact procedures
- Rehearsal report distribution system
Venue and Rehearsal Space Information
- Rehearsal location address and parking information
- Drop-off and pick-up procedures
- Waiting areas for parents during rehearsals
- Venue rules and expectations
Important Dates Reminder
- Rehearsal schedule overview
- Tech week expectations
- Performance dates and call times
- Strike participation expectations
Young Artist Care
- Supervision policies during rehearsals
- Snack and meal break information
- What to bring to rehearsals (water bottle, script, pencil, appropriate clothing)
- Injury or illness reporting procedures
Photo and Video Policies
- Professional photography and videography schedule
- Family photo and video policies during performances
- Social media guidelines and privacy considerations
- How production photos will be shared with families
Financial Matters
- Any outstanding fees or costume deposits
- Reimbursement procedures if applicable
- Fundraising expectations or opportunities
- Scholarship information if available
Questions and Answers
- Open forum for family questions
- Clarification of any concerns
- Introduction of key production team members families should know
Related
Status: Working · Portal: Public · Last reviewed: 2026-05-11 · Owner: Rhett