Communication With Societies: Who to Contact and When

Understanding roles and respecting volunteer time.

Communication With Societies: Who to Contact and When

Good communication makes everything easier—for you, for the society, and for your child. This guide helps you know who to contact, when, and how.

Understanding Society Structures

Common Roles in Amateur Societies

Committee/Leadership

  • Chair/President: Overall society leadership
  • Secretary: Administration and communication
  • Treasurer: Financial matters
  • Membership Secretary: Member records
  • Safeguarding Lead: Welfare and protection

Production-Specific Roles

  • Producer: Overall production oversight
  • Director: Artistic leadership
  • Stage Manager: Practical rehearsal and show management
  • Musical Director: All things musical
  • Choreographer: Dance and movement

Youth-Specific

  • Youth Leader/Coordinator: Primary youth contact
  • Chaperones: Supervision during rehearsals and shows

Who Does What

Youth Leader/Coordinator:

  • First point of contact for most things
  • Schedules and attendance
  • General welfare
  • Day-to-day questions

Director/Producer:

  • Artistic decisions
  • Casting queries (with sensitivity)
  • Concerns about rehearsal content

Safeguarding Lead:

  • Welfare concerns
  • Bullying issues
  • Safety matters

Treasurer/Admin:

  • Fee payments
  • Financial support requests
  • Billing queries

Committee:

  • Formal complaints
  • Policies and procedures
  • Suggestions for improvement

When to Communicate

Communicate Early

Before Joining:

  • Any medical conditions or additional needs
  • Important dates you know about (holidays, exams)
  • Dietary requirements for any catered events

At the Start of a Production:

  • Rehearsal date conflicts
  • Changes to contact details
  • Any concerns about your child's readiness

As Soon as You Know:

  • Illness preventing attendance
  • Family emergencies
  • Changes to pick-up arrangements
  • Any concerns about what your child is experiencing

Don't Wait

Waiting makes things harder:

  • Problems become bigger
  • Solutions become fewer
  • Relationships become strained
  • Your child may suffer unnecessarily

How to Communicate Well

General Principles

Be Clear

  • State what you're asking or telling
  • Don't assume they know background
  • Give specific details (dates, names, situations)

Be Concise

  • Volunteers are busy
  • Long emails may not get fully read
  • Get to the point kindly

Be Respectful

  • Remember you're speaking to volunteers
  • Even if frustrated, stay polite
  • Avoid ALL CAPS and multiple punctuation!!!

Be Patient

  • Allow reasonable time for responses
  • Don't expect immediate answers
  • Don't send multiple follow-ups immediately

Use the Right Channel

Email:

  • Best for: Non-urgent matters, things needing a record
  • Good for: Scheduling, fee queries, general questions
  • Allow 48-72 hours for response

Phone/Text:

  • Best for: Urgent same-day matters
  • Good for: Running late, sudden illness
  • Use sparingly; respect personal numbers

In Person:

  • Best for: Complex conversations, sensitive matters
  • Good for: Quick practical matters at pick-up
  • Don't trap volunteers for long conversations at busy times

Not Appropriate:

  • Public social media posts about concerns
  • Messages during rehearsals unless urgent
  • Through your child (for important matters)

What to Communicate

Always Tell Them

Health and Safety:

  • Allergies
  • Medical conditions
  • Medication needs
  • Injuries affecting participation
  • Mental health concerns that affect them at theatre

Attendance:

  • Any absence as early as possible
  • Late arrivals or early pick-ups
  • Who is collecting if not usual person

Changes:

  • Contact details
  • Emergency contacts
  • Anything affecting your child's wellbeing

Consider Telling Them

Context That Helps:

  • Family situations affecting emotions (bereavement, divorce)
  • School stress during production periods
  • Friendship difficulties in the group

Feedback:

  • Positive experiences (this really helps volunteers!)
  • Constructive observations
  • Appreciation for specific things

Handling Problems

Start With the Right Person

For rehearsal/production issues: Start with the director or stage manager.

For welfare/wellbeing issues: Start with youth leader or safeguarding lead.

For administrative issues: Start with secretary or admin contact.

For serious concerns: Go directly to safeguarding lead or committee.

Have the Conversation

Choose the Right Time:

  • Not at pick-up with other parents around
  • Not when they're clearly stressed
  • Request a specific conversation if needed

Be Specific:

  • "My child said X happened on Y date"
  • "I've noticed Z pattern"
  • "This is what I'm concerned about"

Be Open:

  • There may be context you don't have
  • The situation may look different from other angles
  • Solutions may not be what you expected

Agree Next Steps:

  • What will happen next?
  • When will you follow up?
  • Who is doing what?

If You're Not Satisfied

Escalate Appropriately:

  • Individual leader → Senior leader
  • Senior leader → Committee member
  • Committee member → Full committee/Chair
  • Ultimate concern → Safeguarding contacts outside the society

Keep Records:

  • Note what was said and when
  • Keep emails
  • Write down conversations after they happen

Stay Calm:

  • Anger makes resolution harder
  • You may need to continue working with these people
  • Your child picks up on your attitude

Respecting Volunteer Time

Remember

They're Giving Their Time:

  • This is not their job
  • They're not paid
  • They have their own families and commitments

They Care:

  • No one volunteers in theatre for the glory
  • They're doing this because they love it
  • They want your child to succeed

They're Doing Their Best:

  • Volunteers aren't professionally trained
  • They're learning too
  • Mistakes are made with good intentions

Practical Respect

Be On Time:

  • For drop-off and pick-up
  • Every late pick-up keeps volunteers from their lives

Respond Promptly:

  • When they ask for information
  • When reply is requested by a date
  • Chasing takes their time

Help Where You Can:

  • Even small offers are valued
  • Don't expect perfection in return for help

Say Thank You:

  • It matters more than you know
  • Public appreciation (at shows, in groups) is especially meaningful
  • A card or small gift at show's end is lovely but not expected

Remember

Good communication is a partnership. Societies want to hear from you, and they want to get information to you. When communication flows well, everyone benefits—especially your child.

Approach every interaction with the assumption that everyone wants the same thing: a great experience for the young performers. That shared goal can get you through most difficulties.