Procurement for Harvard Theater

Finding Stuff

There are a number of resources you can use to find materials for your show:

Borrowing Stuff

First of all, you may be able to borrow materials from other spaces. If you are borrowing from a residential House theater or the Ag, contact Alan Symonds for the relevant forms. If you are borrowing costumes or props from the Loeb, contact the relevant person in that department (see the Guide to Jobs for more detail). Some of these resources may require deposits or small payments, but are generally a better deal than seeking outside the University.

Buying Stuff on Campus

Both Alan Symonds and Michael Griggs stock some common theater supplies; you can contact them directly for more information.

TDCTP Stock List (e.g. Alan Symonds)
Loeb Stock List (e.g. Michael Griggs)

Buying Stuff Off-Campus

If you don't find what you need, you will need to look off-campus. This gets tricky because you have to pay for stuff from people who don't understand show budgets. Once again, Michael Griggs and Alan Symonds both have resources available, for Loeb shows and "everything else" respectively. If you are working in the Loeb, look at Michael's page for more information.

For all other shows:

Paying for materials has always been the bane of Harvard theater. Vendors won't take student checks, or reimbursements take ages and ages, or receipts simply get lost. Loeb shows under the jurisdiction of the HRDC can and should use the ART billing system, but other shows can't. As a general solution to this problem, the office of the TDCTP (e.g. Alan Symonds) has set up a billing system that any show (except HRDC Loeb regular-season shows) can use to purchase materials. Here's how it works:

Register your show with the TDCTP: Alan Symonds has forms available in his office in the Agassiz shop, or use the on-line versions. Basically, he needs to know three things: who is in charge of paying for the materials (the producer); the name of your show; and who is authorized to purchase materials. Also pick a four-letter show code to identify your show. NOTE: Not all shows are automatically approved to use the system. Make sure you hear confirmation from Alan's office before billing stuff to your show codes.

Check with your vendors; if they have heard of Alan Symonds account, you may not need to do anything further. The account is generally known as "Alan Symonds, TDCTP" or occasionally "Harvard Student Theater". The full information is as follows:

Ship to:
Your Name
Address to which you
want materials sent.
Make sure to reference show code, 
either as PO# or as purchaser

Bill To:
Alan Symonds, TDCTP
Agassiz Theatre
Harvard University
10 Garden Street
Cambridge, MA  02138

Note that any puchases should be tax-exempt.
If you find a vendor who does not have an account with Alan's office, you may suggest they contact Alan at 495-8675. Be aware that this usually takes some time, as establishing tax exempt accounts can involve some red tape.
At the moment Alan's office does not have a petty cash mechanism. The producer of a show should work out a policy for reimbursing expenses which cannot be charged to accounts (this usually involves submitting receipts directly to the producer).
Alan will pay the bill as soon as it arrives, and then bill you. It is your responsibility to pass the bills you receive from Alan to the granting organizations that will be funding your show (you can ask Alan to split bills however you desire). Note that the producer(s) listed on the Show Information Form are ultimately responsible; they will eventually get Alan paid back. Also, bills that arrive before the show is registered with the TDCTP will be ignored, which will likely get you in trouble.

Note the following:

Everyone that will be purchasing materials should be given the above information and a show code.
Make sure that you know your budget and stick to it.
Keep copies of any e-mails, faxes, etc that you send to the vendor.
Turn in credit card receipts directly to the producer. You will not be reimbursed for tax.
Treat your vendors well; you'll probably use them again, and your behavior may affect other shows too.

Now that you know how to pay for stuff, here are further resources you should browse through: