Check List for Duty Managers 2008
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Introduce yourself to the staff on duty e.g. the Technician/s; Box
Office/Front of House staff; Ushers; and Stage Manager, cast and crew
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Ensure that you are familiar with the running times of the performance,
interval; the capacity of the performance; and whether there are any
wheelchair users expected etc.
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Check whether there is anything else you need to be aware of i.e. what
time they want the audience let in, if the performer/s will be starting on
stage etc. You may need to check this with the company.
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Ensure that all the Fire Exits are unlocked and free from obstruction both
inside and outside of the space including the exit routes
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Check that all wires are gaffa taped down securely and that aisles and exit
routes are kept clear. You should ask the technician to tape any wires
down.
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Ensure that there is room allocated for wheelchairs should this be required.
This should be in the front row and may require the removal of 2 chairs.
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Ensure that 4 seats (2 seats in the front row on either end nearest the side
fire exits) are reserved for the Ushers
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Ensure that the Box Office/Front of House staff and Ushers are all familiar
with the building; the location of the Fire exits and toilets;
emergency/evacuation procedures; seating capacity and licensing and
health and safety requirements. Brief the Ushers thoroughly and check
whether they understand all you have outlined and have any queries.
(More information on Ushers attached)
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Before letting the audience into the space, make sure that anyone who is
not in the cast or crew leave the space and join the audience in the foyer
and check with the technician as to when the house is open.
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Box Office – No Tickets - If you do not already have one get the Guest
list from the company.
Capacity
 Deduct any missing seats for a camera/wheelchair and markers
from the capacity. This will give you the number of people you can
let in.
 Check names off the guest list. This may require you to make an
announcement for all people on the guest list to form a line for you
to check off.
 Stamp each persons hand as you check them off the list. 2 Ushers
should then check each person’s hand on entry to the space when
the house is open and only let in those with stamped hands. Those
without a stamp should be asked to see you or whoever is on the
box office.

The Ushers on the door should also do a headcount as people
enter.
Box office – With tickets
Whether manning the box office yourself or otherwise you must ensure
that it is managed correctly and that Box Office staff are aware and uphold
the procedures.
 Get the tickets and box office float (£50) from the technicians.
 Get the Guest list from the company if you do not already have it.
 Deduct the number of people on the guest list, any missing seats
for a camera/wheelchair and markers from the capacity. This will
give you the number of tickets you can sell.
Selling Tickets –
 You must make a note of the number of tickets you sell on the
appropriate box office sheet.
 After the performance this must tally with the amount taken minus
the float and the appropriate form must be completed.
 The float, box office sheets and ticket stubs should be returned to
the technician after the performance.
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Guest list – Check off names and stamp hands as previously outlined.
House open
 As previously mentioned check with the technician as to when the
house is open.
 Make an announcement to the audience that the ‘House is Now
Open’
 Guest list people should enter first with 2 ushers checking their
stamps and counting them in.
 Ticketed audience enters next with 2 ushers collecting their tickets
upon entry and counting them in.
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Once the audience is seated do a headcount of the audience or allocate 1
usher to do so. Ensure that ‘No Entry Performance in Progress’ signs are
displayed clearly on the entrance to the space.
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The Duty Manager must remain outside of the performance space but
within the building at all times when an audience is present
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In case of emergency follow the procedures outlined on the ‘Duty Manager
Roles and Responsibilities’ document.
Ushers

It is not always possible to have Box Office staff and so in this instance the
DM should either allocate the role to 1 Usher or take that responsibility
upon them self.

Ushers should take their seats once everyone else has been seated and
must remain in the space throughout the performance

The Ushers are there to help you. They should be allocated tasks related
to Box Office and audience management. It is up to you to ensure that
the audience enjoy their experience and so Ushers should be briefed
thoroughly and have a good understanding of all the aspects of the
performance and related front of house procedures. Please remember that
Ushers are usually voluntary and so may not be familiar with the space
and procedures prior to your briefing.

You must ensure that the Ushers understand fully their responsibilities.
Whilst briefing the Ushers prior to the performance, allocate tasks and
responsibilities to each Usher individually.
Allocation of duties for Ushers

If you are managing the Box Office, appoint 1 Usher to liaise with you and
the technicians. This includes informing you when the ‘House is Open’;
informing the Technicians when the audience are seated and the
performance can begin; any problems which may arise and liaison
throughout an emergency evacuation.

Appoint 2 Ushers to collect tickets and carry out a head-count upon entry.
These Ushers should hold the doors open for the Audience on entry and
exit. The DM must be aware of the number of audience present in the
space at all times.

Appoint 1 Usher to remain in the performance space as the audience enter
to ensure that the Audience are seated safely and to complete a
headcount once the audience are seated.

Appoint 1 Usher to be responsible for any audience members with
disabilities, be they wheelchair bound, partially sighted etc. This Usher
should ensure that the audience member is assisted to their seat (or
allocated space for a wheelchair) and exits the building safely after the
performance or during the intermission if appropriate. In the case of an
emergency evacuation please see ‘Duty Manager Roles and
Responsibilities’ document.

Appoint 1 Usher to lead the audience from the space in the case of an
emergency evacuation. This Usher should also take responsibility for
leading the Audience to the Muster Point and completing a head count.
Illuminous vests and torches will be provided for the Ushers in the case of
an emergency.

Appoint 1 Usher to help evacuate the audience from the space in the case
of an emergency. This Usher should bring up the rear of the exiting
audience ensuring that the audience remain calm and that all members of
the audience and front of house staff evacuate safely.

The remaining Ushers should assist with the calm and safe evacuation of
the audience and liaison with the DM.

The number of jobs required may mean that Ushers have varied
responsibilities.

For emergency evacuation procedures please see ‘Duty Manager
Roles and Responsibilities’ document for more information.
Useful Numbers
Site Security 7666 (Main Campus) or 7667 (West Downs)
Emergency Services dial 9999
Technicians: 7527 7684
Arts Administrator: 7092
For calls from mobile or external phones put 01962 82 in
front of the extension numbers listed.
First Aid
The Duty Technicians and Security staff are qualified First Aiders. In the
case of an emergency inform the Duty Technician in the first instance.
First Aid Boxes are stored in the following places:
Performance Gym – Sports Desk
The Arts Centre – TBC with technicians
The technician will have access to a master key if required.