CUFPPM409A - Organise and facilitate rehearsals

CUFPPM409A
Organise and facilitate rehearsals

This unit describes the performance outcomes, skills and knowledge required to organise and facilitate rehearsals across a range of productions.The core of the job involves setting up the logistics and communication channels to ensure rehearsals run smoothly. It entails preparing essential documentation, liaising with cast and crew, and locating and preparing rehearsal venues.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application

The skills outlined in this unit apply to film, television and live productions or events. Coordinating rehearsals is typically the role of a production manager or stage manager in conjunction with a producer or director. In film and television production, floor managers (television) or first assistant directors (film and television) conduct rehearsals.

Skills associated with the artistic direction of rehearsals are covered in:

CUFDRT501A Direct rehearsals of performers.

Elements and Performance Criteria

ELEMENT	PERFORMANCE CRITERIA
Select and secure rehearsal facilities	1. Determine requirements for rehearsal facilities through liaison with relevant production personnel and analysis of rehearsal documentation 2. Develop accurate and complete specifications for rehearsal venues to facilitate the research process 3. Research potential or nominated rehearsal venues using appropriate information sources and research methods 4. Assess suitability of venues based on comparison of services against specifications 5. Complete a risk assessment on potential venues and integrate findings into selection and planning processes 6. Negotiate and liaise with venue management to ensure requirements can be met, and to address potential problem areas 7. Provide clear and accurate briefings on rehearsal options to relevant production personnel, including recommendations and rationale 8. Book venue and confirm venue arrangements accurately in writing when selection process is finalised
Coordinate physical requirements for rehearsals	9. Measure and mark up rehearsal facilities according to the needs of productions, including design and specifications 10. Organise required physical elements according to rehearsal schedule and daily requirements 11. Arrange appropriate and timely transportation of physical elements at the rehearsal facility according to production specifications 12. Ensure that physical elements are set up, checked by relevant production personnel, and operating according to design specifications 13. Monitor set-ups to ensure that OHS and public safety standards are implemented, with reference to organisational policies and procedures 14. Advise production personnel of the nature and limitations of physical elements
Prepare and distribute rehearsal documentation	15. Ensure required contractual arrangements for venues, production personnel and others are in order, in line with organisational policies and procedures 16. Identify information and documentation required by all production personnel involved in rehearsals 17. Circulate relevant, current and accurate information to production personnel in a timely manner to minimise potential disruptions to rehearsal 18. Develop schedules according to provisions in the relevant award, enterprise agreements and budget 19. Amend schedules and production documentation as necessary to reflect required changes and distribute to appropriate personnel
Facilitate communications during rehearsals	20. Deal with requirements of creative and technical participants in a tactful and sensitive manner, taking into account any cultural or language differences 21. Communicate with creative and technical participants regularly throughout the rehearsal process in an open manner to maintain positive working relations 22. Broker resolution of any technical problems by facilitating discussions between performers and technical crew 23. Take appropriate action to meet creative and technical requirements of participants 24. Process administrative requirements of cast and crew, including extras, as required
Participate in rehearsals	25. Participate in rehearsals, providing technical assistance as required 26. Monitor rehearsals and stage manage, if required, according to production requirements 27. Calculate and record performance timings for use in production documents 28. Participate in production meetings or post-rehearsal note sessions to identify any production problems and resolve with the minimum of disruption to the rehearsal process and budget 29. Organise and confirm arrangements for future rehearsal sessions with relevant production personnel as required

Required Skills

Required skills

communication and literacy skills sufficient to:

interact effectively with people with diverse interests and needs

foster a cooperative team environment

resolve conflicts that arise during rehearsals with various stakeholders

deliver clear briefings to cast and crew during rehearsals

develop complex production documentation

well-developed planning and organisational skills sufficient to:

research and find appropriate rehearsal facilities

coordinate rehearsals

self-management skills sufficient to:

provide appropriate and timely production documentation

meet production deadlines

initiative and flexibility sufficient to:

anticipate and respond to new rehearsal requirements

work with the possibilities and limitations of staging and technical rehearsal elements

numeracy skills sufficient to:

interpret budgets

measure and mark up rehearsal facilities

calculate and record performance timings

Required knowledge

industry knowledge, including:

content and format of production documentation

roles and responsibilities of those involved in the rehearsal process

relevant industrial awards for performers and technicians, particularly in relation to scheduling rehearsal times

different types of rehearsal venue requirement for varying types of productions

information sources for venue information

features and requirement of typical venue contracts

overall understanding of technical and artistic element of productions

differences between elements used during rehearsals and actual production elements

duty of care to colleagues and general public

relevant OHS legislation and regulations, particularly in relation to the set-up and safe operation of a rehearsal area

Evidence Required


The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.
Overview of assessment
Critical aspects for assessment and evidence required to demonstrate competency in this unit	Evidence of the following is essential: ability to source and oversee the set-up of rehearsal facilities that meet production needs ability to communicate effectively and resolve conflicts in production rehearsals knowledge of technical aspects of the rehearsal process collaborative approach to work.
Context of and specific resources for assessment	Assessment must ensure: access to potential and actual venues where rehearsals could realistically take place access to physical production elements access to relevant industrial awards access to relevant OHS regulations access to appropriate learning and assessment support when required use of culturally appropriate processes and techniques appropriate to the language and literacy capacity of learners and the work being performed. The assessment context must provide for: practical demonstration of skills through the sourcing and set-up of a rehearsal facility for an actual production, plus the facilitation of the rehearsal process interaction with and involvement of a production and performance team involved in the rehearsal process.
Method of assessment	A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: direct questioning combined with review of portfolios of evidence and third-party workplace reports of on-the-job performance observation of the candidate working in a rehearsal context to assess candidate's ability to interact with other personnel review of schedules and other production documentation prepared by the candidate written or oral questioning to test knowledge as listed in the required skills and knowledge section of this unit discussion with the candidate about the management of rehearsals, challenges faced and how these were overcome.
Guidance information for assessment	Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: BSBCRT402A Collaborate in a creative process CUESMT11B Create, update and use production reference documents CUESMT12B Analyse performance outline/script CUFPPM405A Floor manage studio shoots.

Range Statement


The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.
Rehearsal facilities may include:	green room make-up room venues: located at actual production or event venue located off-site from venue in-house facility hired facility theatres, studios interior or exterior locations wardrobe area.
Production personnel may include:	artistic directors assistant stage managers audience camera personnel choreographers designers floor managers lighting personnel non-regular performers, e.g.: understudies replacements second cast swings supernumeraries extras performers, e.g.: regular cast members musicians masters of ceremony special guests public speakers conference speakers panel members, e.g. debating team singers actors extras production coordinators production designers production managers safety officers sound personnel stage managers staging assistants staging personnel technical directors and producers technicians, e.g. sound and lighting venue management other technical/specialists staff.
Rehearsal documentation may include:	accident report forms agent lists artists call sheet, e.g. publicity call sheets bump-in schedules cast and crew call sheets company or organisation lists contact lists contracts distribution lists dressing-room lists front-of-house information ground plans memos petty cash forms preliminary cue synopses production meeting agenda production meeting minutes production plans production schedules props lists rehearsal reports rehearsal schedules scene breakdown and working division scenery lists technical plots, e.g. fly plots and dome plots texts tour itineraries understudy and covers lists venue information wardrobe lists.
Briefings may include:	announcements briefing papers and reports briefing with production staff public relations venue plans verbal and written instructions.
Productions may include:	animations commercials documentaries feature films filmed events interactive media productions live events live or pre-recorded productions of any type: music drama comedy variety sport news and current affairs game shows forums or special events music videos short films theatre productions.
Physical elements may include:	cameras costumes flooring lights make-up mirrors musical instruments noticeboard production desk props resin box secure storage of such things as personal property and valuable props sets tables and chairs technical equipment waiting area warm-up area.
Requirements of creative and technical participants may include:	organisation of publicity materials and events organisation of all types of calls, including: costume fitting make-up action technical cast and crew publicity and photos training specialist, e.g. voice, music and dance.
Administrative requirements may include:	accommodation contracts, such as for venue hire and extras insurance payroll petty cash time sheets transport.

Sectors

Unit sector

Competency Field

Media and entertainment production - production planning and management

Employability Skills

This unit contains employability skills.

Licensing Information

Not applicable.