20th Annual BC/EFA Benefit Concert/ 

 
Silent Auction  
MainStage Theatre ​I​ University Theatre 
Production Meeting Report 
 

Date: ​9/18/2019  Start Time: ​4:31pm  End Time: ​5:19pm  Location: ​EO Bull 
Room 108 Design Lab 
 
Agenda:   AIDS Fact of the Week: ​Without treatment with HIV 
Round Table  medicines, HIV infection usually advances to AIDS in 10 
Discussion of Schedule and Deadlines  years or longer, though it may advance faster in some 
Goals before rehearsals start  people. 
https://aidsinfo.nih.gov/understanding-hiv-aids/fact-she
ets/19/45/hiv-aids--the-basics 

Meeting Number: ​4  Days Until Tech: ​73  Days Until Opening: ​78 

 
Present: ​C. Yingling, C. Iannella, J. Waltz, O. DiIorio, G. Sminkey, R. Borczuch, O. Quinones, A. Savage, 
C. McPartland, C. Duffey, E. Powell, K. Kushnir, A. Santos-Castillo (Called in) E. Trapp, B. Smith, M. 
Martin (left early), G. Haines, J. Griffith, L. Ralston, A. Sigerson 

Absent (Excused):   Absent  Late  Late (Unexcused):  

C. Bloomfield, B.H. Smith, S. Sinsel  (Unexcused):   (Excused):   
 
Minutes: 
★ 4:31-4:59 Round Table 
★ 4:59-5:15 Scheduling and Deadlines Discussion 
★ 5:15-5:19 Goals for future meetings before rehearsals start 
★ 5:19 End meeting 

General Notes: 
★ There is a google calendar to see anything and everything regarding the benefit and 
surrounding events! All links will be at the bottom of the report, along with the drive link and 
social media pages. 
★ First rehearsal October 21st, please be there if you can, so introduce yourself to the cast! 
★ From here on out, if you cannot attend a fundraiser for any reason, you MUST contact Josh. 
We are taking this more seriously than in past benefits, as stated in staff contracts, so this is 
an expectation for all production staff members. 
★ Remember to put any and all information, records, or anything else regarding the benefit in 
the drive! 

Report by Rachel Borczuch (Stage Manager)  

Director: 
★ Auditions- staff members will audition either at the end or in any time gaps we have 
○ Staff members will most likely not have solos/featured parts 
★ HSX, Swing, Improv, and Irish dance are confirmed for the benefit!  
★ Chris and Caitlin are meeting with the following people at the following times: 
○ Choreography- Friday 9/20 11-11:50am 
○ Lighting- Friday 9/20 1-1:50pm 
○ Music- Friday 9/20 3-4pm 
■ Chris will take notes for Lighting and Music meetings 
★ Chris will be contacting set and costumes to set up a time to meet later today. 

Producer: 
★ We raised $265 at our first fundraiser, good job guys! 
★ Next Fundraiser is a Grilled Cheese/Mac & Cheese Sale on Saturday, September 28th 
○ If you have bread, cheese, butter, pasta, crock pots, etc. let Josh know! 
○ If you have a conflict with this fundraiser, contact Josh ASAP 
★ Josh wants big big pots! Bring them his way if you have any to offer. 
★ Program content is due ​Saturday, 11/16 
★ Broadway Flea Market is happening Sunday! Josh emailed the people going, please read the 
email thoroughly, and ask him any questions you may have ASAP 

Publicity: 
★ Please put any flyers and information in the drive! 

Music: 
★ Meeting with Direction Friday @3pm to discuss arrangement concepts 
★ Vocal arrangements for staff numbers are due ​Sunday, 10/13 
★ Band arrangements for staff numbers are due ​Friday, 11/1 
★ Band arrangements for all other numbers (class numbers, anything else) are due ​Monday, 
11/18 
★ Band members’ names are due ​Saturday, 11/16 
★ Connor started thinking about arrangements 
★ Auditions- think about any special voice audition material we may need, talk with Chris and 
Caitlin about it on Friday 
★ Send Cristina and Connor any arrangements of songs you can find! 
★ Cristina’s Office Hours- Wed. 2-3 Fri. 12-1 

Choreography: 
★ Meeting with Direction Friday @11am to discuss choreography concepts 
★ Choreography for staff numbers should be in a solid enough place to start teaching by 
Friday, 11/1 
★ Liz is willing to have a seperate audition for people who cannot make the 29th! 
○ Please send Rachel dates and times of when you want to do that. 
★ Dance call will be for Footloose (keep this confidential within production staff) 
★ Kelsey’s Office Hours- Mon./Wed. 1-2pm 

Report by Rachel Borczuch (Stage Manager)  

 Set: 
★ Designs approved by Direction are due ​Wednesday, 10/9 
★ Ground Plan is due ​Wednesday , 10/23 
★ Alondra’s pinterest board! ​https://pin.it/pxavi6p2z56s4q 
★ Talk with direction about making a meeting happen 
★ Try to get in a meeting with direction AND lights to elaborate on what is doable 

Props: ​Nothing, at this time, thank you! 

Light: 
★ Meeting with Direction @1pm to discuss lighting concepts 
★ Light Plot is due ​Wednesday, 11/6 
○ Try to also have an idea of when production calls will be by this point 
★ Becs and Myles met about distributing who designs what number 
★ Becs is working on a pinterest board 
★ Talk with direction and set  

Sound: 
★ The following deadlines should be discussed with Rachel and Chris to confirm, but right now 
are: 
○ Mic plot is due ​Wednesday, 11/13 
○ Talk with Tom and Martin about requesting microphones for ​Wednesday, 11/20 

Costumes: 
★ Talk with direction about making a meeting happen 
★ Costume Concepts due ​Wednesday, 10/30 

Stage Management:  
★ Rachel will be at the meeting with Choreography to take notes, Chris will keep record at the 
other meetings he has on Friday 
★ Set should be taped out by ​Tuesday, 10/29 

University Theatre: 
★ Olivia started reposting our stuff on UT accounts, so thank you! 
★ Always feel free to let UT know if you need anything 
★ Anyone who wants to be in the loop regarding production calls should chat with Ashley ASAP 

Faculty: ​Nothing at this time, thank you! 

 
Google Drive 
https://drive.google.com/drive/folders/1htBEWl7Aka7Jwt7GX5U1ejQaGWo8szbD?usp=sharing  
 
AIDS Benefit social media! 
Instagram- @aidsbenefitwcu 
Twitter- @aidsbenefitwcu 
Snapchat @ wcuaidsbenefit 
Facebook- West Chester University AIDS Benefit 

Report by Rachel Borczuch (Stage Manager)  

 Calendars 
AIDS Benefit UT (Rehearsals, Shows, Misc.) 
https://calendar.google.com/calendar/b/2?cid=YWlkc2JlbmVmaXR3Y3VAZ21haWwuY29t  
UT/Department Events 
https://calendar.google.com/calendar/b/2?cid=YmFmNDM0OXRmN3ZkOHJhMWUzZm9uZTZidTBAZ3J
vdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ  
Deadlines 
https://calendar.google.com/calendar/b/2?cid=aWRtZXI1M2dyOHE5NGZvZWxqcXRjaDVrcWdAZ3JvdX
AuY2FsZW5kYXIuZ29vZ2xlLmNvbQ  
Fundraisers/Publicity 
https://calendar.google.com/calendar/b/2?cid=bnVvNWU2OHZvNzIxZTNsMzBocjI2cDRtbnNAZ3JvdXA
uY2FsZW5kYXIuZ29vZ2xlLmNvbQ  
Production Information 
https://calendar.google.com/calendar/b/2?cid=M2VhYXU3aWdiNWMyamlnbjYycGkxdWdjbTRAZ3JvdX
AuY2FsZW5kYXIuZ29vZ2xlLmNvbQ  
 

Report by Rachel Borczuch (Stage Manager)