The True Cost of a Show: The Power of Volunteers

When we talk about the cost of putting on a theatrical production, we usually focus on the obvious expenses: royalties, sets, costumes, and payroll. Those are the hard numbers, the ones that appear neatly in a budget spreadsheet. But what often goes unseen are the invisible costs: the thousands of hours of time, talent, and dedication donated by volunteers.

At Hamilton Players, we are a mostly volunteer-run organization. So, what does that actually mean in real numbers? Let’s take a closer look at the direct impact volunteers had on our recent production of My Fair Lady.

 The Actors: The Heart of the Show

Our production featured 22 cast members - every one of them a volunteer.

During rehearsals, they met 5 nights a week for 2.5 hours each night over 7 weeks. That alone adds up to 1,925 volunteer hours. Once performances began, cast members arrived 1.5 hours early for each of the nine three-hour performances, contributing an additional 891 hours. Two post-opening brush-up rehearsals added 132 hours more. And that doesn’t include the work done at home. Conservatively estimating just one additional hour per week spent memorizing lines, practicing choreography, or reviewing music (and anyone involved in theater knows the real number is much higher), the cast contributed another 154 hours.

Total volunteer time from actors alone: 3,102 hours.

And that’s only the beginning.

The Team Behind the Curtain

While audiences see the performers onstage, an entire volunteer team works behind-the-scenes to make the magic possible.

Stage Manager

• Rehearsal prep and attendance: 30 hours
• Performances and show prep: 45 hours
• Production meetings: 4 hours

Stage Manager Total: 79 volunteer hours

Technical Crew (Lighting and sound designers and board operators)

• Tech setup: 20 hours
• Running performances: 36 hours

Tech Crew Total: 56 volunteer hours

Set Crew

• Core build team: 112 hours
• Construction volunteers: 84 hours
• Set painters: 40 hours

Set Crew Total: 236 volunteer hours

Costumers (Two primary costume volunteers handled everything from fittings to final repairs)

• Shop work: 120 hours
• Rehearsal fittings and preparation: 20 hours
• At-home projects and maintenance: 20 hours

Costume Team Total: 160 volunteer hours

House Staff (The friendly faces who welcome audiences each night)

• Ushers and ticket support: 60.75 hours
• Concessions: 22.5 hours
• House management: 45 hours

House Staff Total: 128.25 volunteer hours

The Big Picture

For My Fair Lady, volunteers contributed a combined total of 3,761.25 volunteer hours.  And remember that all of this happened outside of their regular jobs, family responsibilities, and daily lives.

According to the Independent Sector’s 2025 report, volunteer time is nationally valued at $34.79 per hour. Montana’s estimated rate is $32.15 per hour.

When we apply Montana’s rate: 3,761.25 hours × $32.15 = $120,924.18

That means the volunteer contribution for just ONE SHOW represents more than half of Hamilton Players’ 2026 annual operating budget of $241,675!

Putting That into Perspective

If we attempted to replace volunteer labor with paid staff:

• We would need approximately 10.5 full-time employees to accomplish the same work during a nine-week production period.
• To cover volunteer labor costs alone, we would need to sell out every performance and charge about $80 per ticket.
• At a more typical 65% attendance rate for a musical, ticket prices would need to rise to roughly $123 per seat just to break even, before paying a single dollar toward sets, costumes, royalties, or utilities.

In other words, community theater as we know it simply would not exist without volunteers.

The Real Value of Volunteerism

These numbers capture only the hours we can easily measure. They do not include planning conversations, design work, late-night problem-solving, supply runs, or the countless small acts of care that bring a production to life. While volunteer time may be assigned a dollar value nationally, its true worth is nearly impossible to calculate. 

Volunteers are the unsung heroes of Hamilton Players. They are the builders, artists, organizers, storytellers, and welcoming faces who make live theater possible in our community. Quite simply, Hamilton Players would not survive without them.

Want to Make an Impact?

If you are looking for a meaningful way to connect with your community, learn new skills, meet new people, and help create something truly special, consider volunteering. You don’t have to stand in the spotlight to help the show go on.

 

The Audition Process: A Friendly Guide to What to Expect

 The Audition Process: A Friendly Guide to What to Expect

Every community theater approaches auditions a little differently. Some require prepared monologues or songs; others rely on cold readings or group activities. While I can’t speak for every theater, I can share a few universal truths about auditions and what you can expect at Hamilton Players.

 Universal Audition Tips

 1. The audition begins the moment you arrive

From the waiting room onward, you are being observed. Directors and staff notice how you treat others, how you handle stress, and whether you contribute positively to the environment. Talent matters, but so does attitude. Theater is collaborative, and directors want people who are kind, respectful, and easy to work with. Given the choice, most directors will choose a supportive team player over a difficult star every time. Skills can be coached; professionalism and kindness are harder to teach.

 2. Be prepared

If the audition notice asks for a one-minute monologue or 16 bars of music, prepare exactly that. Following instructions shows directors you can take direction, which is an essential skill in the rehearsal process. If scripts or sides are available beforehand, read them. Understanding the story and characters demonstrates commitment and helps you make stronger choices in the room.

 3. Dress simply and comfortably

Keep your audition outfit clean, neat, and easy to move in. Avoid overly flashy or distracting clothing unless specifically requested. You may hint at a character’s style, but don’t arrive in full costume. Directors want to imagine you in the role themselves. Let your performance stand out…not your neon leggings.

 We’ll be sharing a future blog post that dives deeper into audition attire and what works best, but when in doubt, aim for comfortable, polished, and authentic to you.

The Hamilton Players Audition Process

 Audition formats vary by director, but Hamilton Players’ auditions are open to the public and require no prepared material. You can simply arrive at the scheduled time (though coming 10–15 minutes early is helpful).  You’ll complete an audition form including:

• Contact information
• Role preferences
• Experience (if any)
• Schedule conflicts

Honesty here is essential. If you will only accept a specific role, say so. Directors spend hours building a balanced cast, and declined roles can disrupt the entire production. Your conflict schedule is equally important. Rehearsal planning depends on accurate information, and unexpected absences can slow progress for everyone involved.

 Cold Readings

Most Hamilton Players directors use cold readings, where auditioners read scenes together with little or no preparation.

Keys to success:

• Be familiar with the show and characters, if possible.
• Connect with your scene partner: listen and respond, don’t just wait for your lines.
• Stay engaged the entire time you’re on stage.
• If you make a mistake, keep going. Stay in character and move forward.

Directors are less interested in perfection than in presence, listening, and adaptability.

 Directed Activities (Another Approach)

Some directors, myself included, prefer “directed activity over cold readings. Actors may repeat introductions, nursery rhymes, or short improvised scenes using different emotions or instructions.

This approach reveals:

• Range and creativity
• Ability to take direction
• Willingness to take risks
• Comfort outside a script

Helpful tips:

• Listen carefully and follow instructions fully.
• Make bold, specific choices.
• Don’t apologize. There are only choices, not mistakes.
• Most importantly, have fun. Enthusiasm is contagious.

 The Music Audition (for Musicals)

For musicals, auditioners typically learn a song together before singing in smaller groups and sometimes solo. The music director may also check vocal range or harmony skills.

Remember:

• Casting is about balance, not just volume or power.
• The strongest singer is not always the best fit for every role.
• Blending with the ensemble matters just as much as vocal strength.

Tips for vocal auditions:

• Familiarize yourself with the show’s music.
• Warm up beforehand.
• Stay hydrated.
• Consider voice training if you're new to singing.
• Don’t be shy. Everyone is doing the same thing.

 The Choreography Audition

Our dance auditions are usually taught as a group. You will be taught a section of dance to a song from the show. It is sometimes very easy and sometimes it will be extremely challenging.  It all depends on what the show requires. The choreographer is not expecting perfection, especially in community theater. 

They are looking for:

• Willingness to try
• Improvement as you practice
• Ability to follow rhythm and direction

This portion helps identify featured dancers, ensemble movers, and non-dancing roles. Not every performer needs to excel at acting, singing, and dancing. Casting is about placing people where they will succeed. So, a show may require complicated choreograhpy, but it doesn't necessarily require it of everyone int show. Just remember: when the choreography feels intimidating, effort and attitude matter far more than flawless steps.

Final Thought

Auditions are not about proving you’re perfect. They’re about showing directors who you are, how you collaborate, and how you respond to direction. Come prepared. Be kind. Take risks. And most importantly: enjoy the process! Theater is supposed to be fun, and auditions are simply the first step in creating something wonderful together.

 

Backstage Series: Behind the Scenes #1

Hamilton Players’ Backstage Series

This post begins our ongoing Backstage Series, where we pull back the curtain on how community theatre really works behind the scenes.

Behind the Scenes #1 - Royalties and Licensing

One of the largest behind-the-scenes expenses in live theatre is something many patrons rarely think about: royalties and licensing.

When Hamilton Players produces a show, we are not simply choosing a title and putting actors on stage. We are legally licensing the right to perform someone else’s work. Every musical and most plays are protected by copyright, which means we must receive permission and pay for that right before the curtain ever rises. Licensing is handled by theatrical agencies such as Music Theatre International, Concord Theatricals, and Dramatists Play Service. These organizations represent writers and composers, ensuring artists are compensated when their original, copyrighted works are performed.

How Are Royalties Calculated?

It may surprise you to learn that royalties are not a flat fee, and are not based on how many tickets we actually sell. They are typically calculated using what is called Gross Potential Box Office. This figure is determined by:

•  Our highest ticket price
• The number of seats in the theatre
• The number of performances

In other words, royalties are based on the maximum amount we could earn if every seat were sold at full price, not on what we actually make. From there, the licensing house applies a percentage set by the show's creators. For musicals, this often ranges from 10 to 15 percent of the potential gross. Most contracts also include a minimum royalty per performance, which guarantees the authors' compensation even if attendance is low.

Why Do Some Shows Cost More Than Others?

Not all titles are priced equally.

Large, in-demand musicals such as Hamilton or Wicked, which are not currently available to amateur or community theatres, would command significantly higher royalties than smaller or older titles. A classic like My Fair Lady carries a different rate structure than a contemporary one-person play such as White Rabbit Red Rabbit. Demand, cast size, orchestration requirements, and the specific contractual agreements negotiated by the authors all influence pricing.

And That Is Not All

Royalties are only part of the licensing expense. Theaters also pay for: 

• Script and score rentals. We are required to purchase or rent a minimum number of scripts and librettos. We cannot purchase one and photocopy it.
•  Orchestra parts. Musical scores are rented and must be returned after the production closes.
• Performance or rehearsal tracks. These are professionally recorded orchestrations used in place of, or sometimes in addition to, live musicians.
•  Logo packages. These are officially branded marketing materials required for advertising the show.
• Streaming permissions, when available. It is generally illegal to record or stream a licensed production without explicit permission. Streaming rights must be separately licensed and are not available for all titles.
• Archival video rights, if permitted. This allows the production to be recorded for internal purposes only. It does not allow public posting or sales. In some cases, contracts allow cast members to receive a personal copy.

All of these expenses and restrictions are clearly outlined in the licensing contract we sign.

Speaking of Contracts

In addition to securing a licensing contract to perform a show, we must have that contract approved and paid in full before we can announce a season or hold auditions. For Hamilton Players, royalties typically range from $2,500 to $7,200 per production. That amount must be paid before a single ticket is sold.

Why Royalties Matter

Royalties ensure that playwrights, composers, and lyricists are paid for their work, just as authors are compensated when someone purchases their book. When you buy a ticket, a portion of that purchase goes directly back to the creators who made the story possible.

It is one of the many invisible investments that allows community theatres to legally and ethically bring Broadway and beyond to the Hamilton Playhouse.

Royalties may secure the rights to perform a show, but the contract determines how it must be performed. In our next Backstage Series post, we will pull back the curtain on the creative boundaries that come with licensing a production.

Welcome back and Happy Anniversary!

 Greetings Friends!

In celebration of Hamilton Players’ 30th Anniversary, we’re thrilled to be reviving the blog!  You can look forward to at least two posts each month featuring theater updates, future plans, behind-the-scenes stories, reflections on the arts, educational content, artist profiles, interviews, and guest voices from our theater community. We’ll be sharing more stories, more photos, and more of what makes the Playhouse special. Thank you for joining us here; we can’t wait to welcome you back to the theater. First up: a sneak peek at what’s ahead this year!

ALL THE WORLD’S A STAGE GALA FUNDRAISER
Bitterroot River Inn

January 17, 2026 

MY FAIR LADY

February 13-15, 20-22, 27-28, and March 1, 2026

INTERNATIONAL WOMEN’S DAY READER’S THEATER (& Bake Sale!)

March 8, 2026

VOLUNTEER APPRECIATION
City Hall Community Room - March 14 at 7 PM

WHITE RABBIT RED RABBIT
An unpredictable, thought-provoking theatrical experience – Adults only
March 27 & 28, April 3 & 4, 2026

READER’S THEATER (& Bake Sale!)

Romeo & Juliet

April 18, 2026

DIRTY ROTTEN SCOUNDRELS

June 12-14, 19-21, and 26-28, 2026

ADULT SUMMER THEATER CAMP

Session 1: July 6-10, 2026 - Theater 101+

YOUTH SUMMER THEATER CAMPS
Session 2: July 20-24, 2026 - Musical Theater Production
Session 3 & 4: July 27-31, 2026 - Character Development & Improv

I LOVE YOU, YOU’RE PERFECT, NOW CHANGE IN CONCERT
July 17-19, 2026

GREATER TUNA

August 21-23 & 28-30, 2026 

COSTUME & VINTAGE SALE
September 11-13, 2026

DALY MANSION MURDER MYSTERY
October 15-17, 2026
Daly Mansion

READER’S THEATER (& Bake Sale!)

October 30, 2026

RODGERS & HAMMERSTEIN'S CINDERELLA (YOUTH EDITION)

November 13-15 & 20-22, 2026

READER’S THEATER (& Bake Sale!)
A Christmas Carol 
December 19, 2026

As you can see, it’s an exciting season already, with plenty more to come as we celebrate 30 incredible years of Hamilton Players. Thank you for your support, your enthusiasm, and for being part of our journey. We’ll see you at the Playhouse soon!