1. The Society

1.1. The Society shall be known as The University of York Drama Society (DramaSoc) and shall hereinafter be referred to as the Society.

1.2. The Aims of the Society are:

1.2.1. To give students the opportunity to participate in all aspects of amateur dramatics

1.2.2. Putting on quality shows that students and non-students, members and non-members, can watch on campus and off campus.

1.2.3. Allowing as many people as possible to get involved and bring new ideas to the Society.

1.2.4. Maintain links with the community and provide entertainment and education to different groups of people.

1.3. The Society shall be open to any member of the University, and any associate member, as defined in the Union's Constitution. Membership may also be offered to people who are not connected to the University at the discretion of the committee.

1.4 Membership:

1.4.1. The annual subscription shall be £6.00 per member, a reduced rate of £5.00 shall be payable during the first week of Autumn term.

1.4.2. Associate membership of the Society shall be available at the reduced rate of £4.00. This membership will only be valid for the length of one single production.

1.4.3. Associate Members will not have the right to vote as members of the society, or be eligible to receive member ticket prices.

1.4.4. Associate Members can upgrade their status to full membership by paying the additional £4.00 in the same academic term as they joined as an associate.

2. Officers

2.1. There shall be a committee, made up of members, all of whom must be bona fide members of the University, which shall consist of:

2.1.1. Chairperson

2.1.2. Secretary

2.1.3. Treasurer

2.1.4. Vice Chairperson

2.1.5. Technical Manager

2.1.6. Technical Manager

2.1.7. Drama Barn Manager

2.1.8. Drama Barn Manager

2.1.9. Wardrobe Manager

2.1.10. Open Drama Representative (single or shared post)

2.1.11. Press and Publicity Officer

2.1.12. Outreach Representative

2.2. Officers are answerable to the members of the Society. An officer can be subject to a vote of no confidence at a meeting of the Society. This must be passed by a two thirds majority of those present and voting. Abstentions shall count towards quoracy but shall not count for or against.

2.3. Every member of the committee shall be responsible for:

2.3.1. Providing advice and support to any member on any aspect related to their involvement with the Society.

2.3.2. Attending all open and committee meetings.

2.3.3. Actively promoting the Society and its activities.

2.3.4. Regularly acting as Front of House Manager for productions (‘Doors’).

2.3.5. The maintenance of the Drama Barn

2.3.6. The running of Freshers’ Week activities.

2.3.7. Sitting on the Play Applications panel, as set out in section 6.3.

2.3.8. Being involved in at least one main production per term in any capacity (excluding mentoring).

2.3.8 Co-ordinating fundraising cabarets.

2.4. Non-executive officers shall act as Mentor to one production a term. Mentors shall:

2.4.1. Maintain good communication between the production team and committee and act as first point of call.

2.5. Chairperson shall be responsible for:

2.5.1. The management and overall co-ordination of the Society.

2.5.2. Representing the Society where necessary.

2.5.3. Chair all Society committee and open meetings.

2.5.4. Liaising with the Students' Union and its various committees and the University and its various departments and bodies.

2.5.5. The Chairperson also holds the post of Chairperson of Central Hall Musical Society.

2.5.6. Liaising with York Theatre Royal to secure slots for the Society in the Theatre Royal Studio.

2.6. Secretary shall be responsible for:

2.6.1. Minuting account of all meetings of the Society including AGMs and elections.

2.6.2. Compiling membership lists and ensuring all of those involved with the Society are full members under the terms set out by the Union.

2.6.3. Keeping members informed of society activities, jointly with the Press and Publicity Officer.

2.6.4. Dealing with all Society correspondence, including managing the Society email account.

2.6.5. Block booking meeting rooms and Vanbrugh stalls at the beginning of each term and as necessary.

2.7. Treasurer shall be responsible for:

2.7.1. Carrying out the financial decisions of the committee.

2.7.2. Assisting any member of the Society with finance related problems/practice pertaining to the activities covered in the aims of the Society.

2.7.3. Ensuring that the annual budget and accounts are prepared and presented at the AGM in January of every year.

2.7.4. Overseeing the allocation of the Society's funds to dramatic productions; the departments of the Society: Technical, Barn Management, Wardrobe, Experimental Theatre, Press and Publicity; and any other area as decided by the committee.

2.7.5. Collecting suitable deposit and security cheques in exchange for any money given to any individual, including directors/producers. Deposit and security cheques must be written by the individual to the value of the budget given to them in denominations no greater than specified by the cheque guarantee card.

2.8. Vice-Chairperson shall be responsible for:

2.8.1. Performing the duties of the Chairperson, Secretary or Treasurer at any Society meeting they are unable to attend.

2.8.2. Maintaining a Key List of those permitted to access the Barn, DramaSoc noticeboard and photocopy card.

2.8.3. Gathering historic information for the yearbook, to be compiled in the summer term of each year with the help of the Secretary.

2.8.4. The obtaining and payment of amateur performance rights for productions.

2.8.5. Producing play application forms.

2.8.6. Organise the maintenance of the Society website.

2.9. Technical Managers shall be responsible for:

2.9.1. Ensuring technicians for productions are adequately trained/have relevant training to work safely and productively.

2.9.2. Ensuring that all technical equipment is tested and working correctly and arranging repair where necessary.

2.9.3. Ensuring adequate supplies are available, as defined in the Barn Bible.

2.9.4. Collecting a suitable technical deposit cheque in exchange for access to any Society-owned technical equipment.

2.9.5. Maintaining a mailing list of members interested in technical backstage and encourage their involvement by liaising with directors in order to find suitable members to help with their production.

2.9.6. Performing a ‘Technical Check’ after each production in the Drama Barn to ensure that the Tech Box, cupboard and equipment are in good working condition. This is done according to the checklist available in the Barn Bible. If the conditions of the check are not met the deposit cheque placed for the use of the Drama Barn may be cashed, in whole or in part, at the discretion of the committee.

2.9.7. The allocation of the Technical budget to provide the Society adequate technical equipment to meet its aims.

2.9.8. Keeping an inventory of Technical Equipment in the barn.

2.10. Drama Barn Managers shall be responsible for:

2.10.1. General upkeep and tidiness of the Drama Barn, including large items of set, flats, props, painting equipment, and all fire extinguishers together with the Technical Managers.

2.10.2. Performing a "Get-out Check" after each production in the Drama Barn to ensure that a clean and safe working environment is maintained. This is done according to the checklist available in the Barn Bible. If the conditions of the check are not met the deposit cheque placed for the use of the Drama Barn may be cashed, in whole or in part, at the discretion of the committee.

2.10.3. Ensuring the Drama Barn is stocked with all basic items required for all productions.

2.10.4. Ensure that backstage crew are aware of health and safety procedures.

2.10.5. Co-ordinating the Drama Barn’s inventories.

2.10.6. Maintaining a list of members interested in non-technical backstage work and liaising with directors in order to find suitable members to help with their production.

2.10.7. Collecting a suitable deposit cheque in exchange for access to any Society-owned properties.

2.11. Wardrobe Manager shall be responsible for:

2.11.1. Organising and caring for costumes for the Society, and maintaining the props jointly with the Barn Managers.

2.11.2. Checking that productions leave the wardrobe area in a clean and safe state. The Wardrobe Manager may ask for the Drama Barn Deposit cheque to be fined if the wardrobe has been left in a state deemed to be unsuitable.

2.11.3. Maintaining a mailing list of members interested in costume/make-up work and liaising with directors in order to find suitable members to help with their production.

2.11.4. The allocation of the Wardrobe budget to provide the Society adequate costumes and props to meet its aims.

2.11.5. Co-ordinating the ordering of DramaSoc merchandise for members.

2.11.6. Collecting a suitable deposit cheque in exchange for access to any Society-owned costume.

2.12. Open Drama Representative shall be responsible for:

2.12.1. The use of the Drama Barn on Monday Open Drama Night slot. Providing a line up that meets members’ requirements.

2.12.2. Encouraging members to think/learn more about the theory behind theatre and applying it to their productions.

2.12.3. Encouraging and helping members to experiment with theatre through their productions.

2.12.4. Providing opportunities for members to experiment with theatre outside of a production environment.

2.13. Press and Publicity Officer shall:

2.13.1. Be responsible for maintaining the Society notice board containing a list of current plays and other society information and ensuring that all displayed information is up to date.

2.13.2. Take a key role in organising Freshers’ Fair stall, and social/publicity events.

2.13.3. Liaise with the Campus Media groups to give maximum publicity for the Society.

2.13.4. Co-ordinate publicity material for all society wide events (excluding individual productions).

2.13.5. Assist individual productions with advice on publicity

2.13.6. The allocation of the Press and Publicity budget to provide the Society adequate publicity to meet its aims.

2.14. Outreach Representative shall:

2.14.1. Co-ordinate Theatre in the community projects.

2.14.2. Liaise with external groups that seek support from Dramasoc.

2.14.3. Act as an access point for new and existing society members, ensuring their queries are dealt with and their suggestions are considered.

2.14.4. Familiarise themselves with the administration procedures for external events such as, the NSDF and Edinburgh Fringe, and support members considering attending.

2.14.5. Liaise with YSCA.

3. Elections and General Meetings

3.1. Elections will occur twice yearly with half of the committee posts being appointed in each case. Seven days notice will be given to the entire membership of the Society for each election.

3.2. The first elections shall take place in the first week of the Spring term, the posts to be elected will be:

3.2.1. Vice-Chairperson

3.2.2. Treasurer

3.2.3. Technical Manager

3.2.4. Drama Barn Manager

3.2.5. Open Drama Representative(s)

3.2.6. Wardrobe Manager

3.3. The second elections will take place in the first week of the Summer term, the posts to be elected will be:

3.3.1. Chairperson

3.3.2. Secretary

3.3.3. Technical Manager

3.3.4. Drama Barn Manager

3.3.5. Press and Publicity Officer

3.3.6. Outreach Representative

3.4. The election shall be chaired by the Chairperson unless the post is being elected, in which case the Vice-Chairperson chairs the entire meeting. They shall also act as returning officer.

3.5. Only Members of the Society are permitted to vote and stand for election. Only Members of the Society and of the Union are permitted to stand for election for executive posts.

3.6. Posts shall be elected by a simple majority of those present and voting. Abstentions shall count towards quoracy but shall not count for or against.

3.7. All committee members are elected for a term of office lasting one year.

3.8. The Spring term elections, where the treasurer is elected, shall also function as the Society Annual General Meeting (AGM). Before re-election the out-going Treasurer will present the Society accounts. This meeting will function within the terms set out by the Union and as a forum for Society-wide financial discussion.

3.9. At the AGM ticket prices will be set, and may only be changed by a majority vote, abstentions count against, at a society meeting.

3.10. Extra-ordinary General Meetings (EGMs) will take place on the request of ten ordinary members, and with at least three days notice.

3.11. The Society will hold weekly meetings which are open to all members of the society where issues pertaining to the running of the Society will be discussed, encouraging involvement of the membership in the running of the Society. Extra-constitutional decisions will also be made at these meetings. Weekly meetings will be advertised at the beginning of each term and all decisions made in the meetings will be made available to the Society membership by email.

4. Finance

4.1. The Society's funds will be lodged with the Union. The Chairperson, Secretary, Vice-Chair and Treasurer shall be signatories to this account. Two of these signatories shall be required for any financial or contractual undertaking by the Society. The Society's accounts, including justification for any financial decision made by the committee, shall be available for inspection at any reasonable time by any member of the Society, or by the Union's Finance Committee.

4.2. Every officer of the Society shall be indemnified out of the assets of the Society against all losses or liability which he or she may sustain or incur in or about the execution of his or her office or otherwise in relation thereto and no officer of the Society shall be liable for any loss, damage or misfortune which might happen to or be incurred by the Society in the execution of the duties of his or her office in relation thereto. Providing that nothing in this clause shall affect their liability for the consequences of any negligent act on their part.

5. Access

5.1. The Society will endeavour to encourage everybody to participate in Society activities, regardless of disability or impairment.

5.2. The Society, whenever possible, will make arrangements which allow for people with disabilities or impairments to participate fully in Society activities.

5.3. All Society productions must hold open auditions, advertised to all members. Pre-casting is not acceptable.

6. Play applications

6.1. Selection of the Society’s productions for a given term shall be carried out in the previous term where possible.

6.2. A deadline for applications shall be set and announced to the entire Society membership at least two weeks in advance. Application forms and details of the application procedure shall be made available at this time.

6.3. The selection panel for the Drama Barn slots shall comprise of committee members who are not applying themselves.

6.4. Committee members who apply cannot sit on the selection panel.

6.5. Plays will be selected by the panel following interviews with prospective applicants, subject to the requirements agreed by the committee prior to interviews.

6.6. Plays for the Theatre Royal Studio shall be selected by a panel of committee members who are not applying themselves, in communication with the Theatre Royal, following interviews with prospective applications, subject to the requirements agreed by the committee prior to interviews.

7. Central Hall Musical Society

7.1. Central Hall Musical Society is a joint venture between the society and Music Society.

7.2. Selection of a show for the spring term Central Hall Musical shall be carried out in the summer term of the previous academic year.

7.3. A deadline for applications will be set and announced to the entire Society membership, at least two weeks in advance. Application forms and details of the application procedure will be made available at this time.

7.4. The selection process shall include interviews with prospective applicants and the decisions shall be made by the panel.

7.5. The panel shall comprise of:

7.5.1. The previous chairperson of the Society (Chair of panel)

7.5.2. The current chairperson of the Society

7.5.3. The treasurer of the Society

7.5.4. The chair of Music Society

7.5.5. The treasurer of Music Society

7.5.6. The director of the previous musical

7.5.7. The producer/musical director of the previous musical.

8. Festival Funds

8.1. The committee may choose to make available a number of monetary funds (e.g. the Festival Fund) for specified purposes, for which any member of the Society may apply.

8.2. A deadline for applications shall be set and announced to the entire Society membership, at least two weeks in advance.

8.3. Application forms and details of the application procedure will be made available at this time. The selection process shall include interviews with prospective directors/producers and the decisions shall be made by the committee using guidelines decided by the committee at application time.

9. Constitution

9.1. This constitution can only be amended by a two-thirds majority of those present and voting (abstentions shall count towards quoracy but shall not count for or against) at a meeting of the Society. Any amendment must be notified to the members seven days before a meeting. Any amendment must be presented to the Union Executive for ratification.

9.2. The Society shall function according to the Constitution of the University of York Students' Union.