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VRT'S Policies and Procedures

VR Theatrical (or VRT as we are affectionately known) is an award-winning South African- based Creative Producer and General Manager of live entertainment. We are a full-service creative theatre development hub that divides our theatrical offerings between presenting blockbuster Broadway plays and musicals, and commissioning and developing original, new theatrical productions.

 

We believe that theatre can have a significant impact on individuals, on communities and the world and as a social entrepreneur, we like to collaborate with partners locally and from across the globe. We add value, we entertain, we provoke thought, we think out-of-the-box, we create employment, we develop new audiences, we educate and we believe that the arts enriches the lives of those who partake in it, whether onstage, behind the scenes or as a spectator

Employment Policies

VRT is committed to providing a safe, respectful, and inclusive work environment for all cast members. Therefore we have a few policies that we like to uphold:

 

Anti-Discrimination and Harassment Policy:

  • We are committed to a workplace free of discrimination and harassment.

  • Discrimination or harassment of any kind will not be tolerated.

  • Cast members should report any incidents promptly, and confidentiality will be maintained.

 

Code of Conduct and Ethics (Living Our Values):

  • We expect employees to uphold our values of integrity, respect, and professionalism.

  • Honest and ethical behaviour is fundamental to our culture.

  • Violations of our code of conduct may result in disciplinary action.

 

Substance Abuse Policy:

  • We maintain a drug-free workplace.

  • The use, possession, or distribution of illegal drugs or alcohol during work hours is prohibited.

  • Employees may be subject to drug testing as required by law or company policy.

 

Attendance and Punctuality:

  • Regular and punctual attendance is vital for the success of our team.

  • Cast Members should notify the Stage Manager/WhatsApp Group as soon as possible in case of absence or lateness.

  • Repeated tardiness or unexcused absences may lead to disciplinary action.

Rehearsal Etiquette

The rehearsal period is a special and intimate time where we will get to know each other and during which we will get up close and personal. It is a safe space where we play and discover, where trust is earned, and where creativity is explored. In order to keep this space sacred, we have a few basic rules to ensure that everyone plays nicely and safely:

 

Guidelines:

  • Be prompt: Punctuality is key. Arrive a little early so that you can get ready, get in ‘the zone’ and get comfortable before we dive into the creative work.

  • Listen actively: Pay attention when others are working/talking. The devil is in the details.

  • Mutual respect for fellow cast and crew: It takes a village to put on a show. We are all equal here. Be kind. That’s all. Teamwork makes the dream work!

  • Don’t be a digital distraction: Please don’t make phone calls or be glued to your phone screen in the rehearsal room. You are of course welcome to take some social media photos as long as you are aware of all the goings on.

  • Stay open to learning: Be receptive to suggestions and feedback from the director. He will always have your (and the production’s) best interest at heart.

  • Do not give fellow cast members notes: Please refrain from giving your colleagues notes. If you have a question or if you need something, please ask the director to clarify.

  • Be prepared: Know your lines and cues. Then know them backwards. Then you can start having fun with them.

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TRansportation and logistics 

Transportation:
For productions held outside your home city, VR Theatrical will cover reasonable transportation costs unless otherwise specified during the audition process and contracting stage. If you are contracted as a local artist in the city where the production is held, transportation will be your own responsibility.

We encourage carpooling with fellow cast members as a cost-effective and environmentally friendly option.

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Parking:
Parking is generally available at rehearsal venues and theatres. Specific details, including access instructions and parking permits (if required), will be communicated to you by the company manager or general manager before the start of rehearsals.

PRODUCTION GUIDELINES

Pre-Show Call Times:

  • Call times are 90 minutes before curtain. Notify your Stage Manager immediately if you’re running late.

  • Aim to arrive 15 minutes early to settle in, grab a coffee, and prepare for warm-ups and sound checks.

  • Factor in Cape Town traffic and unexpected delays in your pre-show routine.

  • Check the WhatsApp Group or Performance Schedule for call times and updates, as Maynardville’s schedule and start times vary.

  • Be ready five minutes before the scheduled start to keep rehearsals and performances running on time.


Make-Up & Hair: 

  • You’re responsible for your make-up and hair. Practice your look as specified by the director or wardrobe team, and recreate it consistently throughout the run.

  • Supply your own make-up and hair products suitable for your skin tone and hair.

  • Keep your look close to the opening night design—avoid adding or removing elements without approval.

  • For wigs or hairpieces, handle them with care and seek assistance from the wardrobe team if needed.

If unsure about your character’s look, the creative team is happy to guide you. Allocate enough time before each show to perfect your look and step into the spotlight with confidence!

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Wardrobe:

  • Wardrobe is essential to bringing your character to life. Every piece is carefully selected to enhance the story—treat it with care!

  • Check, by the Half: Ensure costumes are clean and wrinkle-free before the half-hour call. Notify the wardrobe team promptly if repairs are needed.

  • Hang it Up: Always hang your wardrobe items; never leave them on the floor or dressing tables.

  • Washing: Use the provided laundry baskets for items to be washed. Only clothes in baskets will be cleaned according to the schedule.

  • Eating & Smoking: Avoid eating, drinking, or smoking in costume. Wear a gown to protect your outfit.

  • Alterations: Report fitting issues to the wardrobe team immediately.

  • Returns: Return all costumes and accessories at the end of the run for future productions.


Dressing Rooms: 

  • Space is limited, so dressing rooms will be shared based on production needs:

  • Large Dressing Room (backstage): Roomy but farther from the stage.

  • Four Smaller Rooms (stage right): Convenient for quick changes, with priority given to those requiring them.

  • Green Room (stage right): Communal space with shaded seating and a coffee/tea station.

 

Smoking Area:

  • Smoking is only permitted in the designated area approved by the Health & Safety Officer, located rear stage. This outdoor space requires extra caution due to dried leaves and organic materials.

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Getting Sick: The Show Must Go On (Safely!)

  • Early Alert: Notify the Stage Manager ASAP if you’re unwell, so contingency plans can be arranged.

  • Doctor’s Note: If unable to perform, consult a doctor and provide a note for recovery and show adjustments.

  • Hydration: Keep water nearby to stay healthy and hydrated.

  • Recovery: Rest, recover, and keep the team updated on your progress.​

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Opening Nights: Let the Show Begin!

  • Opening night is a celebration! Whether it’s a grand media event or a smaller gathering, we encourage you to join in the excitement.

  • Dress to Impress: Wear something glamorous to mark the occasion.

  • Celebrate: Head to the bar after the show to toast the success with cast and crew.

  • Photos: Take photos and share them on social media. Photographers may also capture special moments in the foyer.

Payment Procedures

You’ve done the work and now you have to be paid! No one likes to wait for money, so here is a clear picture of what you can expect when it comes to finances.

 

New Employee Form:

As a new member of the VRT family, your journey begins with the "New Employee Form." This form is where you provide us with all the essential details we need to ensure that your payments are accurate and timely. We know paperwork can be a bit of a buzzkill, but rest assured, this helps us to ensure that there are no delays in your payments.

 

If you have worked for us recently and your bank details haven’t changed, you don’t need to fill it out again

 

Click here: NEW EMPLOYEE FORM

 

Payment Schedule:

We process payments on Thursdays, so that your payment reflects in your bank account on Fridays. On the odd occasion we may only make payments on Fridays, but will ensure that an immediate payment is effected, so do not fear if your regular bank confirmation doesn’t come through on a Thursday. We will ensure that your money always clear on a Friday.

 

Payslips:

You will receive a weekly payslip in your inbox. Keep this safe for when you need to apply for a home loan or credit card. You will also be able to see what deductions were made. We only deduct compulsory tax amounts as prescribed by SARS.

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Contractual Agreements:

You will be contracted as an Independent Contractor and not as a full-time employee. All payments are based on the agreements outlined in your contract. We value fairness, and we believe in sticking to the script, so if anything is unclear, feel free to refer back to the terms and conditions specified in your contract. Feel free to ask if you don’t understand anything and always (ALWAYS) make sure that you understand your entire agreement before signing it. If you are unsure, ask your agent or a work colleague you trust to clarify.

 

Professional Correspondence:

If you are represented by an agent, any queries should be handled through that channel. If you are not represented by an agent, any queries or questions related to the payments should be raised in writing via email or direct Whatsapp to the VRT Team.

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Contact

The structure at VR Theatrical may differ slightly from other productions you’ve worked on. Please familiarise yourself with the following points of contact:

  • Stage Management:
    For queries related to:

    • Rehearsals and schedules

    • Illness or emergencies

    • Delays, such as traffic, that may affect punctuality

  • Company/Office Manager:
    For administrative and logistical questions, including:

    • Biographies and headshots

    • PR and media interviews

  • Accounts Department:
    For financial matters, such as:

General Queries:

office@vrtheatrical.com

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