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Casts & Cast Members

Casts​

A Cast represents a specific group of performers contracted for a Show Instance. A Show Instance can have multiple Casts over its lifetime — Cast 1 opens, Cast 2 in April, Cast 3 in September.

A Cast holds:

  • Reference to its Show Instance
  • Name or identifier (Cast 1, Spring 2025 Company, etc.)
  • Overall contract window (start and end dates)
  • Status: Upcoming / Rehearsing / Performing / Completed
  • Roster of Cast Members

At any time, a Show Instance has:

  • One Performing Cast (doing live shows)
  • Optionally one Rehearsing Cast (in the overlap/changeover window)

This overlap is intentional and expected.

Cast Members​

A Cast Member is a specific performer in a specific Cast, assigned to a Role. They hold:

  • Performer name and contact details
  • Role Assignment — which Role Instance they fill
  • Contract start and end dates within this cast
  • Performance Status (Active / Restricted / Signed Off / On Leave / Contract Ended)
  • Notes

Cast Members are not VenueTrack users. They are people managed within the platform, not people who log in. The same performer may appear across multiple Casts, and that history is queryable.

Cast Transfers​

A Cast is created on one Show Instance and can be transferred to another (e.g., from a shoreside rehearsal instance to the ship's Performance Instance).

On transfer:

  • Cast detaches from the source instance.
  • Cast attaches to the destination instance with Rehearsing status.
  • Source instance can be archived if no remaining active casts.
  • A transfer record is logged with date and context.

Asset handling on transfer is always manual — never automatic. The system surfaces costume assets flagged as "traveling with the cast member" as to-do items on the transfer checklist. Everything else requires no automatic action.

Transfer Scenarios​

There are three scenarios for asset handling during a cast transfer:

  • Costume travels with cast member — flagged as traveling, appears as a transfer to-do, confirmed manually.
  • Costume is waiting on the ship — no transfer action; assigned fresh during changeover.
  • No costume assignment — nothing to track.