Committee Roles

Clitheroe Parish Church Amateur Operatic & Dramatic Society 

Committee Roles

Please note that these are overviews of each role and a more detailed representation can be obtained on request. 

Updated 2026

Contents
Box Office Manager
Chairperson
House Manager
General Committee Members
Programme Co-ordinator
Publicity Officer
Secretary
Treasurer
Wardrobe Manager
Guide to how to become a member of the committee

Box Office Manager

Position Type: Elected by society vote

Overview: Responsible for managing all aspects of ticket sales and bookings for Society productions, ensuring a smooth and professional service for members, the public, and partner organisations. This role requires excellent organisational skills, accuracy in financial handling, and strong communication abilities.

Main Duties and Responsibilities:

1. Ticketing System Management
   • Set up the ticketing system (currently Ticketsource) for each production in accordance with Society procedures.
   • Print and allocate tickets as required, maintaining accurate records of distribution.
2. Priority and Public Booking
   • Oversee priority booking for Society members and ensure eligibility criteria are met.
   • Manage public booking processes, including online and in-person sales.
   • Ensure the Box Office is staffed during agreed opening times and provide a professional service to customers.
3. Financial Responsibilities
   • Collect ticket payments (cash, cheque, or online) and bank funds promptly.
   • Maintain accurate financial records and liaise with the Treasurer regarding pay-in books and expense claims (e.g., mobile phone credit).
4. Block and Group Bookings
   • Process block bookings and group reservations on a first-come, first-served basis.
   • Coordinate with programme advertisers and other priority groups as agreed by the Committee.
5. Complimentary Tickets
   • Allocate complimentary tickets for designated individuals and organisations as authorised by the Committee.
   • Maintain a record of all complimentary bookings and liaise with the Secretary regarding invitations and acceptances.
6. Ticket Hotline
   • Manage the Society mobile phone for ticket enquiries.
   • Ensure the hotline is active, monitored daily during booking periods, and messages are responded to promptly.
7. Show Week Duties
   • Open the venue as required and assist with seating arrangements (e.g., wheelchair access).
   • Perform front-of-house duties, including ticket checks and supporting additional activities such as raffles and refreshments.
8. General Responsibilities
   • Ensure compliance with Society policies and procedures.
   • Provide excellent customer service and maintain confidentiality where required.

Skills and Qualities Required

• Strong organisational and administrative skills.
• Accuracy in handling money and record-keeping.
• Good communication and customer service skills.
• Ability to work under pressure during busy booking and performance periods.

Chairperson

Position Type: Elected by society vote

Overview: To lead the committee in fulfilling its duties, represent the society publicly and internally, and ensure CPCAODS operates in line with the Society Rules, Code of Conduct and its values of creativity, inclusivity, and community spirit.

Key Responsibilities

1. Chairing Meetings

• Lead and facilitate committee meetings
• Contribute to the setting of agendas in collaboration with committee members
• Ensure meetings are inclusive, well-structured, and action-focused
• Follow up on agreed actions and decisions
1. Representing the Society
   • Act as the public face of CPCAODS at events, productions, and external engagements
   • Promote the society’s values and reputation within the local community and beyond
2. Leadership & Oversight
   • Provide guidance and support to committee members and volunteers
   • Ensure the society complies with its constitution and policies
   • Support long-term planning and development of new initiatives
3. Communication & Collaboration
   • Foster open, respectful communication across the committee and wider membership
   • Encourage participation and feedback from society members
   • Mediate and resolve conflicts constructively when needed

5. Expected Behaviours

• Lead with integrity, fairness, and transparency
• Be approachable, respectful, and inclusive
• Promote teamwork, positivity, and shared purpose
• Maintain confidentiality and professionalism
• Be proactive in addressing challenges and celebrating successes

House Manager

Position Type: Elected by society vote

Overview: Responsible for the smooth, safe, and welcoming operation of all audience-facing activities during Society productions. This includes organising Front of House staff, overseeing bar, refreshments, raffles, seating, and customer care, and ensuring compliance with venue safety and evacuation procedures. The role requires strong organisational and communication skills, attention to audience experience, and the ability to manage teams calmly during busy performance periods.

Main Duties and Responsibilities

1. Front of House Staffing and Organisation

• Recruit, allocate, organise, and brief Front of House volunteers for each performance.
• Ensure that a minimum of three Front of House staff are on duty at all times, in line with fire safety requirements.

2. Refreshments, Bar, and Raffles

• Order ice creams and approximately organise the collection of raffle prizes and raffle books in advance of the production, encouraging cast members to donate prizes during rehearsals.
• Arrange for the bar to be fully stocked prior to performances, liaising with the relevant Society member where appropriate.

3. Audience Experience and Hospitality

• Arrange seating and hospitality for invited guests, patrons with special requirements, and VIPs.
• Ensure programmes, refreshments, and raffle tickets are available and sold efficiently.
• Maintain a friendly, welcoming atmosphere for audiences at all times.

4. Safety, Fire, and Evacuation Responsibilities

• Be fully familiar with the Mary’s Centre evacuation and fire procedures.
• Ensure all Front of House staff are briefed on emergency procedures before performances begin.
• Allocate one trained Front of House staff member to each of the three emergency exits.
• Check that all fire exits are unobstructed and functioning correctly, and that emergency exit lighting is switched on where necessary.
• Be able to use the intercom system to communicate with backstage, stage management, or lighting during performances.

5. End-of-Evening Responsibilities

• At the end of each performance, ensure:
  • All fire exits are closed; all Front of House and public lighting is switched off; the building is clear of all audience members and staff, both upstairs and downstairs
• Liaise with the designated key holder to secure and lock the building.

6. Skills and Qualities Required

• Ability to lead and motivate volunteer teams.
• Excellent communication and interpersonal skills.
• Calm, confident manner when dealing with the public and unexpected issues.
• Good awareness of health and safety responsibilities.
• Ability to work under pressure during busy performance periods.

General Committee Member

Position Type: Elected by society members

Overview: To actively support the running and development of CPCAODS by representing the views, interests, and wellbeing of the wider membership.

 Key Responsibilities

1. Represent the Membership: Act as a voice for society members, sharing their ideas, concerns, and feedback with the committee to help shape decisions that reflect the needs and values of the group.
2. Support Committee Decisions: Contribute to discussions and decision-making at meetings, offering thoughtful input and helping to maintain a balanced, inclusive approach.
3. Promote Communication & Inclusion: Help ensure all members feel welcomed, heard, and involved—especially those who may be new or less confident in speaking up.
4. Assist with Events & Activities: Provide practical support for productions, fundraising, and social events, helping to create a positive and well-organised experience for all.
5. Uphold Society Values: Champion CPCAODS’s commitment to creativity, respect, and community spirit in all interactions.
6. Stay Engaged & Informed: Keep up to date with society news and activities and maintain regular communication with fellow members and the committee.

 Working With Others

General Committee Members work collaboratively with the Chairperson, Officers, and other committee members. While not responsible for a specific portfolio, they should be willing to support other members with their responsibilities as needed.  They play a vital role in ensuring the committee remains connected to the wider membership and responsive to its needs.

Programme Co-Ordinator

Position Type: Elected by society members

Overview: Produce a programme for each production, working within a budget and liaising with advertisers and sponsors.

Key Responsibilities

1. Planning and Preparation

• Review previous year’s programme and assess advertiser suitability.
• Agree programme format, artwork responsibilities, printing, and advert pricing with Chair/Committee.
• Confirm agents assisting with advertising and identify new contacts.
• Obtain licensing requirements for contractual content.

2. Advertising Coordination

• Provide agents with rate cards, letters, invoices, and booking info.
• Manage advertiser sign‑ups and maintain organised records.
• Keep Treasurer updated on expected payments.
• Ensure advertisers receive complimentary copies and booking details.

3. Gathering Programme Content

• Request Director’s Notes, Chairman’s Welcome, cast profiles.
• Compile cast lists and production team details.
• Arrange cast photography and gather synopses.
• Update historical programme elements.

4. Programme Layout and Production

• Collate and send all content to designer/printer.
• Ensure balanced advert placement and update from previous year.
• Proofread drafts and approve final version.

5. Financial and Administrative Oversight

• Monitor advertising payments and follow up outstanding balances.
• Provide Treasurer with final payment lists.
• Ensure printed programmes arrive before show week.

6. Relationship Management

• Maintain professional relationships with advertisers, printers, and members.

Publicity Officer

Position Type: Elected by society members

Overview:  Responsible for promoting CPCAODS events and activities across social media, local press, and within the community. This includes publicity for the musical, play, and show choir throughout the year. The role involves maintaining an active and engaging online presence, supporting ticket sales, and helping to raise the profile of the society.

Main Duties and Responsibilities:

1. Promotion of Key Events
   1. Publicise enrolment night, play readings, and the first show choir rehearsal via Facebook, Instagram, and (where appropriate) through local newspapers and radio (Ribble FM).
   2. Ensure information is shared in a timely and engaging manner to encourage participation and attendance.

2. Social Media Content
   1. Share regular updates for the musical, play, and show choir, including rehearsal photos, sneak peeks, behind-the-scenes content, ‘Meet the Cast’ posts, and publication of cast lists.
   2. Keep social media pages active and positive, especially leading up to performances and tickets going on sale.
   3. Encourage cast and society members to share and repost content, helping to build community and excitement.
3. Show Week Activity
   1. Maintain an active online presence during show/play week with daily posts and ticket reminders.
   2. Share reviews from local press and NODA as soon as they are available.

4. Printed and Physical Publicity
   1. Arrange banners and posters around local towns for all productions and the show choir, liaising with venues or businesses as needed.
   2. Liaise with local business to agree theatre and dinner (or similar) deals during show week.

5. Parish Church Magazine
   1. Provide information and posters to laainsworth@hotmail.co.uk by the following deadlines: before
      1. 10th January (Musical),
      2. before 10th April (Play)

• and before 10th June (Show Choir).

6. Community & Relationships
   1. Share posts promoting the St Mary’s Centre and, where appropriate, share other societies’ performances to build mutual support and media relationships.
7. Communications Management
   1. Monitor and respond to Meta Business Suite messages and social media comments, or forward them to the appropriate committee or production team member.

Secretary

Position Type: Elected by society members

Overview: Responsible for the efficient administration of the Society, ensuring effective communication within the Committee and between the Society and external organisations. The role requires strong organisational skills, attention to detail, and adherence to the Society’s rules and policies.

Main Duties and Responsibilities

1. Meeting Administration
   • Liaise with the Chairperson to prepare agendas, including follow-up items from previous meetings.
   • Arrange all meeting logistics
   • Confirm that a quorum is present for meetings to be valid.
2. Minutes and Records
   • Take accurate minutes at all meetings, recording attendance and decisions.
   • Maintain copies of all minutes for future reference.
3. Communication
   • Act as the primary point of contact for members and external organisations via the official email address: secretary@thopera.co.uk.
   • Handle all Committee correspondence, filing incoming letters and copies of replies.
   • Issue communications on behalf of the Committee, ensuring no commitments are made without Committee approval.
4. Membership and Data Management
   • Maintain and update the Society membership book, ensuring compliance with Data Protection regulations.
   • Collect member subscriptions and weekly rehearsal fees in conjunction with the Treasurer.
5. Information Sharing
   • Provide regular updates to the website administrator (e.g., dates, cast lists, posters).
   • Send notifications to members regarding:
     • Annual General Meetings.
     • Start of rehearsals.
     • Ticket booking arrangements (in collaboration with the Box Office Manager).

6. Production and Rehearsal Arrangements
   • Secure performance licenses as early as possible for each production.
   • Book rehearsal spaces for all productions.
7. Society Engagement
   • Attend rehearsals regularly to address current business.
   • Be familiar with the Society’s Rules and policies.

Skills and Qualities Required

• Excellent organisational and communication skills.
• Ability to maintain accurate records and manage confidential information.
• Familiarity with data protection requirements.
• Commitment to the Society’s aims and objectives.

Treasurer

Position Type: Elected by society members

Overview:  The role of the Treasurer is a key role in maintaining the functionality of the society. As one of the 3 Honorary positions on the society, you will have a good handle on the society operation and be supportive of the Chair and Secretary. The role can be busy at times however this can be narrowed down to 4 key points in the year – February, April, May and July. This is around times of society productions and the financial year end. As many payments are now electronic a key role is the reconciliation of payments. This is achieved through reconciliation of the Society Bank and Building Society accounts. This is largely an administrative role.

Key responsibilities:

1. Should be familiar with the rules of the society
2. Shall be responsible for maintaining good order the finances of the society as specified within the society rules
3. Shall submit a report at each committee meeting detailing the financial position, highlighting any key changes.
4. Shall chair the Finance sub-committee and ensuring that this committee remain compliant within the terms of reference
5. Shall be responsible for proactively forecasting and budgeting for each society production with the aim of maintaining or enhancing the society’s financial position
6. Must prepare a statement of accounts for audit as soon as possible after the end of the financial year in preparation for the AGM
7. Shall submit a report to the membership at the AGM
8. Shall be responsible for maintaining the Bank and Building Society accounts alongside 2 further account signatories
9. Shall work closely with the Chair and Secretary and committee members to proactively support maintaining and enhancing society funds
10. Shall ensure any payments are made in a timely fashion for suppliers

Job requirements:

1. Methodical and organised
2. Confident in using MS excel and basic formulae to maintain the society master reconciliation spreadsheet
3. Confidence around forecasting and budget management
4. Confident at presenting the society financial position to a large group of people

Wardrobe Manager

Position Type: Elected by society members

Overview:  Responsible for sourcing, organising, and maintaining costumes for all Society productions. This includes liaising with the Director and suppliers, managing fittings, and ensuring costumes are ready and in good condition throughout rehearsals and performances. The role requires excellent organisational skills, basic sewing and repair skills, attention to detail, and the ability to work under pressure during show week.

Main Duties and Responsibilities:

1. Pre-Production Planning
   • Consult with the Director (and Choreographer if relevant) regarding costume requirements and creative vision.
   • Contact costume suppliers to confirm availability for production dates and arrange visits to view costumes.
   • Prepare a detailed budget, including hire costs, transport, and any additional requirements (e.g., orchestra costumes).
   • Confirm collection and return arrangements with suppliers (delivery, hire van, or personal collection).

2. Measurements and Costume Allocation
   • Measure all cast members personally after auditions—do not accept self-measurements.
   • Organise and book a venue for Costume Night (usually the Tuesday before show week).
   • Sort costumes into individual sets for each cast member and supervise fittings.
   • Identify and arrange alterations or replacements as needed.

3. Footwear and Accessories
   • Advise cast on footwear and accessory requirements and liaise with the Choreographer for dancers’ needs.

4. Quick Changes and Dressers
   • Identify quick changes and plan accordingly.
   • Recruit and organise dressers, prioritising experienced volunteers from previous shows.

5. Costume Night and Rehearsals
   • Supervise Costume Night fittings and ensure all cast members attend.
   • Provide guidance on costume care and accessories (e.g., old shirts for makeup).
   • Liaise with the Stage Manager to set up dressing rooms before dress rehearsal.

6. Show Week Responsibilities
   • Ensure costumes are properly stored and maintained throughout the run.
   • Monitor for repairs and perform minor fixes as needed.
   • Enforce backstage costume care rules and assist with quick changes.

7. Post-Production
   • Collect and check all costumes after the final performance.
   • Arrange return to suppliers or transport as agreed.

How to Become a Committee Member with CPCAODS

1. Ensure You Are a Member of the Society

Before you can stand for committee roles or vote at the Annual General Meeting (AGM), you must:

• Have been a paid up member of the society within the last 12 months

2. Attend the Annual General Meeting (AGM)

Committee elections take place at the AGM, and attendance is essential if you wish to:

• Put yourself forward formally,
• Be nominated,
• Speak about your interest in a role (if required), or
• Vote if elections are contested.

The AGM date is usually announced well in advance via email/letter and, social media

3. Review the Committee Roles

Before standing for a position, it’s helpful to understand what each role involves. CPCAODS provides overviews of all job roles of the committee on its website: thopera.co.uk

Committee positions voted for at the AGM include:

• Chair
• Secretary
• Treasurer
• Publicity Officer
• Programme co-ordinator
• Wardrobe Manager
• Box Office Manager
• House Manager
• General Committee Members

Reading these summaries helps you choose a role that matches your interests and availability.

4. Nominate Yourself (or Be Nominated by Someone Else)

At the AGM you may:

• Nominate yourself for a committee role, or
• Ask another member to nominate you.

5. Be Prepared for an Election if Roles Are Contested

If more than one person is nominated for the same position:

• An election will be held during the AGM.
• Members attending the AGM will cast votes.
• Results are usually announced immediately.

This ensures fairness and transparency, in line with NODA governance principles.

6. Commit to Attending Committee Meetings

Committee members are expected to:

• Attend regular meetings (bi‑monthly),
• Read minutes and agendas in advance,
• Participate actively in discussions and decisions,
• Contribute to tasks between meetings when necessary.

Reliability is important to maintaining a functional and effective committee.

7. Abide by the Society’s Code of Conduct

As a committee member, you must:

• Follow the society’s code of conduct,
• Uphold the values of CPCAODS,
• Model respectful behaviour,
• Support inclusion, fairness, and transparency,
• Maintain confidentiality where required.