Drafted May 6, 2010 
Last Update: July 28, 2022
Oregon City Children's Theatre is a recognized non-profit corporation in the state of Oregon. OCCT has enacted by-laws in accordance with our corporations mission by which the OCCT Board of Directors must comply. The Board of Directors, the founder, and the majority of OCCT staff are volunteers to the organization. However, liability to both the state and federal governments must be observed and noted. The OCCT Board of Directors has collectively established this list of obligations of both the staff and participants of OCCT by which we expect all to be duly informed and comply. These by-laws apply to all OCCT staff, participants, performers, parents/ guardians and volunteers.

Auditions/ Casting Method:

The majority of OCCT production casting is done with a "cast all" policy. All interested participants must pre-register online to participate. On the posted date and time of auditions all those registered will come forward and have an opportunity to audition for the show.
 

  • Casting Deferral: If by the end of a production's audition none of the registered participants are deemed able to play a particular role, for whatever artistic reason, the role may be offered to an individual who was not previously registered for that show.
     

  • Pre-cast Roles: In the rare circumstance that a role is offered to an individual and accepted prior to the posted audition date and time it will be made known that role is no longer available by the time registration opens to the public. 
     

  • Precast Productions: Since 2009 we have produced 3+ pre-cast productions comprised of either all teenagers, adults or a mixture of the two. The shows we select as "pre-cast" productions classically have small cast sizes ranging from 2-10. These shows are advertised in our season announcement as "pre-cast" and by invitation only. The performers involved are ones from current/ previous OCCT productions OR other known performers in the area. 



     

Building Protocol:

OCCT has been granted use of the Beavercreek Grange for all rehearsals, performances and camps, unless otherwise noted. ALL grounds, buildings and equipment in and around any location OCCT has access to will remain undisturbed.

  • Vandalism: Anyone witnessing any form of vandalism shall report to an OCCT staff member immediately! All reports shall remain confidential. 
     

  • Leaving the building: All participants are expected to remain on the property at all times (this includes going to the Beavercreek store) without being accompanied by a member of their own family 18 years or older
     

  • Saturday Lunch Break: Cast and/ or crew members, regardless of age, are not to leave the premise during the lunch break. Lunches should be delivered by another individual or brought from home. 



     

Code of Conduct:

As of January 2022, OCCT has created a "Code of Conduct" contract that all OCCT participants and their legal guardians will sign during their admittance to any OCCT productions, camps or other activities. This contract is designed to keep all participants safe, accountable and on task for both their actions as a person and a performer/ crew member while on the OCCT premises. 

  • PDA: Any Public Display of Affection between OCCT participants under the age of 18 is strictly prohibited. Individuals, of age, on the premises will be reminded to keep their actions of affection PG.

 

  • Behavior Protocol: Should an individual witness any inappropriate, disrespectful, harmful, dangerous or otherwise concerning behaviors, whether it involves one individual or an exchange between multiple individuals, they should report the behavior and/ or incident to the nearest OCCT staff member immediately. Should an incident within the described parameters occur the following steps will be taken.
     

    • Physical Harm/ Bullying/ Intimidation: Behaviors involving physical harm, bullying, intimidate or any combination of the three will be handled as such:
       

    1. First Offense: The parents/ guardians of all involved participants will be contacted by phone to relay the incident when one has been witnessed or reported to an OCCT staff member. Involved participants and their parents/ guardians will be required to discuss the behavior(s) and the proposed resolution(s) as a group, with an OCCT staff member present, THAT DAY directly following the completion of the current OCCT activity. With the objective to resolve the incident and the expectation that all parties involved must validate and acknowledge the behavior(s) and concerns of discussion. 
       

    2. Second Offense: The individual exhibiting these behaviors will loose their self-management privileges, when not under immediate adult supervision, for the remainder of that OCCT activity, including but not limited to: dressing room privileges, having an adult by their side at all times, having to be separated from their peers and possible expulsion from the activity all together, pending a meeting and decision from the OCCT board of representatives. The individuals participation in future OCCT activities will have to be pre-approved by the board. 
       

    • Other Behaviors: Behaviors that are deemed inappropriate, disrespectful, dangerous or otherwise concerning will be handled as such: 

  1. First Offense: The individual(s) exhibiting the inappropriate, disrespectful, harmful, dangerous (or otherwise concerning) behavior will be pulled aside and given a verbal warning. The incident will also be reported to the individuals parents/guardians by phone following the incident.
     

  2. Second Offense: The parents/ guardians will be called and required to meet with an OCCT staff member and their participant(s) to discuss the behavior(s) and the proposed resolution(s) as a group, THAT DAY directly following the completion of the current OCCT activity. 
     

  3. Third Offense: The individual(s) exhibiting these behaviors will loose their self-management privileges, when not under immediate adult supervision, for the remainder of that OCCT activity, including but not limited to: dressing room privileges, having an adult by their side at all times, having to be separated from their peers and possible expulsion from the activity all together, pending a meeting and decision from the OCCT board of representatives. The individuals participation in future OCCT activities will have to be pre-approved by the board. 


     

COVID19:

Group gatherings during times of COVID19 come with an inerrant risk of exposure. Although due diligence is a fair expectation we can not guarantee any individuals potential exposure or contraction of the COVID19 virus or any of it's variants. The following protocols are required of all participants, volunteers, visitors, staff and audience members: 
 

  • Face Coverings: All OCCT shows and activities starting May, 2022 masks will be optional complying with the lifted mask mandate in the state of Oregon. However, OCCT reserves the right to re-mandate masks (covering both the nose and mouth) within our premises at any time.

    • Individuals who aren't comfortable complying with the possible reinstation of masks are advised not participate in or attend OCCT activities for the foreseeable future. 
    • In the event of mask reinstation performer's will wear a "clear mask pro" for rehearsals and performances, unless otherwise advertised. 
       
  • Vaccination: Although vaccination is not a requirement for participation, the disclosure of vaccination status is mandatory of all OCCT participants and individuals working on the property either as a volunteer or parent/ guardian fulfilling volunteer requirements. 
     

  • Exposures: It is the expectation of OCCT that all participants, volunteers, visitors, staff and/ or audience members will report any known exposure and/ or positive test result the day of learned exposure and/ or positive test result. OCCT will follow the CDC recommendations, at the time of exposure/ test result occurrence, to determine the safety of continued participation within the OCCT activity. 


     

Damaged/ Lost OCCT Property Protocol: 
In the event an OCCT participant or parent/ guardian volunteer should loose, misplace, break or damage any borrowed items belonging to OCCT such as, but not limited to: makeup tools, hair tools, costume pieces, electronic equipment, microphones etc. That family will be financially responsible for replacing the item(s) that were lost or damaged. Should a family fail to meet this requirement the owed amount will be added to their next registration fees, should they opt to participate again. 
 



 

Drop Off/ Pick Up Protocol:
Our drop off and pick up protocol for both camps and productions are as follows.
 

  • Camps: (As of 2021) We are strictly utilizing a "drive through" procedure for both drop off and pickup of campers. Drivers will be guided by an OCCT staff member to the drop off/ pick up point and sign them in/ out from the comfort of their vehicles. Campers will be accompanied to and from their car's by a staff member or teen counselor. 
     

  • Main Stage Productions: All participants must be accompanied in and out of the building by a parent/ guardian to check them in and out. With initial parental approval, participants 13+ years old are allowed to sign themselves in and out without an adult at the checkout table, HOWEVER their ride must be present and visible to an OCCT staff member before they will be allowed to leave the building. 
     

    • Siblings: Parent/ Guardians of 13+ year old participants can approve their participant of "self transportation" age to sign in/ out for their younger siblings as well under the same condition that their ride must be present and visible to an OCCT staff member before they will be allowed to leave the building. 


 

 

Liability Release:
OCCT is a nonprofit organization here for the benefit of the community. All participants, adult or minor, understand that although every care will be taken to avoid and prevent injuries and/ or an accident, if it should occur, Oregon City Children's Theatre is not held liable or accountable financially or otherwise. 


 

Lost + Found Protocol:
All "lost" items collected during any OCCT activity and/ or event will be kept in a container clearly marked "Lost and Found" for the duration of that event. Unclaimed items will be held for 30 days following the completion of said activity before they are donated, thrown our or kept at OCCT's discretion. 

 


 

 

Media Release:
Any photos and/ or videos taken of OCCT participants, staff, volunteers, visitors or audience members may be used for publicity purposes at our discretion. Online media includes, but is not limited to: Facebook, Flickr, Youtube, TikTok, Instagram and our website.



 

Registration Fees & Fundraiser:

As of (January 2022) all registration fees for any and all OCCT activities must be paid online, in advance at the time of registration to secure a participants enrollment. Our registration fees for OCCT activities are at will to change prior to registration opening. Current prices can be found at the links below. 
 

  • Camp Fees: Click Here
     

  • Mainstage Production Cast Members Click Here
     

  • Mainstage Production Crew Members Click Here

    • Discounts: OCCT does not offer any discounts on registration fees for activities. However, families involved in our mainstage productions can sign up in one of the positions below and receive an exempt from our production fundraiser and partial volunteer hours required of parents/ guardians. These positions are granted on a seniority basis. 
       

      • Hair/ Makeup Show Leads: All Dress Rehearsals, Pre-Shows + a design mtg
        Show leads are exempt from the fundraising cost ($100/ family) and working any of the Saturday Work Parties. The 2-3 parents who take on this position will be the sole hair, makeup and wig team working backstage during dress rehearsals and pre-show (pre-show refers to the time before the show starts when the cast is getting ready). 
        This doesn’t mean these parents will be in charge of designing any elements, but rather applying and maintaining them. 

         

      • Team Leads: Attend all Saturday Work Parties + a pre-production mtg
        Team leads are exempt from the fundraising cost ($100/ family) and working any performances. Folks who take on one of these positions take the reins on guiding the rest of the parent volunteers at our Saturday Work parties within their designated team.

         

        • Costume team

        • Set Construction team

        • Publicity/ Social Media/ Financing team 

        • Painting/ prop team
           

They will be working under their assigned “Designers” who are OCCT staff members or artistic designers brought in for the production. Team lead positions are given on a seniority basis if multiple candidates show interest. New members to OCCT will need to meet with the staff coordinator prior (virtual or otherwise) to make sure it’s the right fit beforehand.
 

  • Fundraiser: (As of Jan, 2022) Our fundraiser requirement of $100 per family is now deemed an "opt-in-opt-out" fundraiser. Families can choose to pay the amount out of pocket the evening of the parent/ cast meeting OR participate by selling a business card size add in our program (a personal add or from a local business). Families who chose to participate will be asked to write a check OCCT staff will hold until we've received your completed fundraiser fee and business card. Should a family fail to complete the fundraiser requirement they will not be able to purchase tickets to the production.

     

Refund Policies:
Our refund policies for all OCCT events and activities are as follows.

  • Tickets: OCCT does not offer refunds or exchanges for tickets purchased to any OCCT activities. The only exception being if the event is cancelled, for any extenuating circumstance, in that instance all ticket holder will be fully refunded. 
     

  • OCCT Camp Refunds: Participants are subject to a refund up until 9:00am Monday, the week prior to a camps advertised start date. The full amount will be refunded to the families (minus a $55.00 processing and shipping fee). Refund requests submitted past the deadline will not be applicable. 
     

  • MCT Camp Refunds:  Participants in our Missoula Children's Theatre camps are not subject to a refund. All sales are final. ​​

     

  • Cast Production Refunds: We do not offer refunds for crew members.
     

    • 50% Back: Participants are eligible for a 50% refund (minus a $45 processing fee) if they give notice of their intent to withdraw, at least, 24 hours prior to the start of auditions. Participants must contact us prior to the stated deadline to receive the refund offer.
       

    • 0% Back: Participants who choose to withdraw from the production after 5pm the day before auditions or anytime that follows, for whatever reason, will not be eligible for any kind of refund. 

 


 

Production Protocols:
At least, one member of the OCCT Board of Directors will be present at all OCCT events to assist: participants, parents, volunteers and the artistic staff. Once the initial check in period of an activity has concluded the director, should the director also be a member of the OCCT Board of Directors, is not be considered the liaison. All questions, comments and concerns should be addressed to the OCCT staff liaison (production administrator). That individual will answer and resolve all matters brought forward or make a note to pass on to the director and/ or Board of Directors. 

  • Closed Rehearsals: Non-Cast members are not permitted to sit in on rehearsals. Parents who don't want to drop off and come back for pick-up are welcome to stay and hang out in a designated area (the dinning hall at the grange) for the duration of rehearsal. Many performer's, especially novice onces are easily distracted when their parents/ siblings/ friends etc. are watching during the early production stages of the process. 
     

  • Illness/ COVID19: Participants who become ill during the initial rehearsal phases of production need to be kept home until they've asymptomatic for a minimum of 48 hours without the use of OTC (over the counter) medications. Following recovery the artistic staff will bring them up to speed either during a scheduled rehearsal or make arrangements to work on a non-rehearsal day. In the event a participant misses a choreography rehearsal it will be left up to the production's choreographer to determine if the performer can be worked back into the number or not. In the circumstance it's possible it will be up to the participant to learn the choreography on their own time using the online resources, videos and ask specific questions on moves they're struggling with. The participant will need to be solid on their movements and knowledge of the number to perform it with the other participants. 
     

    • Pre-Tech through Performances: This protocol is in place to keep the cast and all other individuals working on the production, as a whole safe in the circumstance anyone comes down with an illness once we hit our pre-technical rehearsals and performance phase of the production. We are following CDC Guidelines and RegulationsIf you're exhibiting any of these symptoms but not limited to101+ fever, chills, sore throat, shortness of breath, vomiting or diarrhea, please refer to one of the two options below. 

      • Individuals with a Negative COVID19 Test Result can return to the production site once they are symptom free without the use of OTC (over the counter) medications, for a minimum of 48 hours. 
         

      • Individuals Not Tested and/ or with a Positive Test Result can return to the production site after 7 days from onset of symptoms under the circumstance they are symptom free without the use of OTC (over the counter) medication for a minimum of 48 hours prior to Day 7. Individuals will need to wear an N95 mask for the next 7 days following their return to the production site. (Mask not provided by OCCT). 


Following their recovery, regardless of a test result or lack there of, the participant and their parent/ guardians must speak with the director of the current production to be deemed "performance capable/ ready". Depending on the amount of rehearsal missed the performer may require additional rehearsals before they will be approved to perform during any given performance. The director reserves the right to decide if a performer's health, following the illness, is up to the physical, mental and emotional demand of performing in front of a live audience. 

  • Volunteer Hour Requirements: We do require a certain number of parent/ guardian volunteer hours from each family involved in the production to be fulfilled. Should a family fail to complete the required volunteer hours they will not be able to purchase tickets to the production. In addition their future participation in OCCT activities will hinge on approval from the OCCT board of directors. The requirements do vary from show to show, click here
    to see the current to date requirements. 

 
 
 
 
 
 
 
 
 
 
 

policies