Stage ManagementP1

STAGE MANAGEMENT STAGE ONE : PREPARATION

1) Script familiarity

a) - Read it

- Read again after getting to know design and cast

- Read it again – making notes / lists about the use of PROPS, LQ, SQ, SFX, SET, COSTUME incl. quick-changes and set changes, and in what act, scene, and on what page they occur. Note repeated use of the same 'item'.

- Sometimes you need to go thru script “7” times, once for the story, and the other times for each list or chart.

- Create individual PRE-PRODUCTION LISTS PER SCRIPT of the content for each area using the prescribed format.

- Examples here FIND WHAT IS WRONG WITH WHICH EXAMPLE LIST!

b)- Scene Breakdown: Discuss with director as to which scene breakdown style they will use.

- If the director is not available, break the play into French scenes and group them into major units.

Class discussion to define: FRENCH SCENES.

- Assume that the initial Sc. Breakdown may change and you will have to redo it, but by then you’ll know the play well and it will be easy.

- Examples here

2) Production Management aspects

A) Meet with the P.M. and find out about the following:

SM Job Description - At this theatre

- E.g. Who calls Production Meetings? Who takes, types and distributes the Meeting notes?

Get copies of or at least examine the:

- Set Design including Ground plans, elevations, furniture sketches

- Costume Design including Renderings, Sketches, swatches, colours etc

- Theatre floor plan with and without the set on the stage area.

Find out about:

Production schedule - Dates of Rehearsal, rehearsal overview

- Tech schedule – dates for tech, previews, opening etc.

- Day 1 schedule – meet and greet

- Performance schedule, Matinee times, School Shows?

Rehearsal hall info - Location, address, keys

- Floor plans

- Supplies on hand, and what is needed?

Theatre Info - Communication – head-sets, cue lights?

- Wing space & layout, Dressing rooms

Petty cash - Get actual money or account card or procedure.

- Forms to submit receipts

- What is budget and procedure and expectations for spending?

- Where do they have charge accounts? What is their procedure.

Production department distribution list

- Who gets copies of what? on paper or by e-mail? , or what posted where?

- E.g. notes from rehearsal, schedules, lists

Crew list - Names, addresses, phone numbers, E-mail

A.S.M information - Who, job description at this theatre, experience

Coffee routine - Cost, location, preparation, supplies, regular routine.

Photocopying rules - Access code etc.

Communication Access – Mail, Fax, E-mail, computer access, ALSO: for actors?

Wardrobe - Does wardrobe already have measurements & photos of cast?

- If not, schedule them for the 1^st or 2^nd day as wardrobe wants.

Scripts - Does cast have scripts?

- Are they numbered? Who has which ones?; keep a list

- Do designers and tech have scripts, numbers?

- Get SM script(s) – do I mark this up or copy it again?

- Get A.S.M and spare scripts

SAFETY: AGAIN!

First aid equipment and supplies.

- Who restocks supplies?

- Who is the designated First Aider for the various sites you will use.

- Get fire exit tour and emergency routine - 911 or not?

- Emergency Procedures.Examples here

B) Meet with P.M. and designers re:

Set - Discuss furniture and props

- Refer to plans, elevations and model to learn design details

Costumes - Refer to design renderings, swatches

- Discuss quick changes

Lighting - Learn lighting concept

Sound and FX - Discuss these elements of the show per text and how they are used in this production

3) General Manager aspects

Meet with the G.M. and discuss, get, find out about:

(Keep a chart to track what info you have obtained from the cast and later who needs which documents, especially for large cast)

Cast Info: - Names, perm address, local address, phone numbers, & E-mail

- Local accommodation, who picks them up at train, bus etc

- Arrival dates

- Casting agent information and phone numbers if needed

- Theatre permanent record forms for tax receipts for Feb next year

- Do they have scripts, the correct edition? If not, get scripts for whoever may need them.

Company Information FOR the cast:

- 1^st day schedule – meet and greet, who is invited, board of directors

- tradition of day’s schedule, food?, location

- Complementary ticket policy

- T.D.1 forms

- Contracts – who not yet signed?

- Lobby and other photos handed in

- Public Relations (P.R.) and bio info required

- Local information sheet See examplehere.

- Maps of city, to rehearsal hall

- Events in community, other show in the theatre

- Theatre rules – smoking, parking etc.

- Pay day info

- Transit information

- Dressing room, washrooms/showers etc

- Day off

- Performance schedule

- Mail received at theatre for company members?

Once you have notes of all the answers to all these questions, you can get some paper-work done.

Start stage management paperwork as follows:

4) Prompt book - Dividers for Contact info, Daily schedules, Notes, all other Schedules, and all production departments

Prompt Script - Punch holes (reverse holes and text pages for right-handed S.M.’s

- Dividers for acts, scenes

- Scene tabs (once scene breakdown is approved by Director)

- Divide pages – cues, props, blocking.

- Number lines

- Highlight stage directions and character names

- Pencil in LX, sound and other cues

- Rough indication of 5 min to end of each act

2 suitable latecomers calls

5) Other lists, forms and plans

Distribution List See an example

Lists Per Script - Props list

Examples - Set list

- Costume list

- Lighting list

- Sound list

- Other FX

Preliminary Props Preset Example

Prepare 8 x 11 floor plans for props preset (CAD)

Measure blueprint to tape out floor, or use CAD plan

Make mini plans for blocking (CAD)

For documents that will be regularly used *, create a blank format that is ready to use daily or as needed.

Make Rehearsal Schedule Daily*. (Rotate pdf to view) Example

Make Rehearsal Schedule Overview Example

Make Performance Schedule (Sample included in Overview samples above)

Make Rehearsal Notes* Example

Make Production Notes* Example

Make Preliminary Props and Set Change tracking sheets, and Running List forms Example 1, 2, 3, 4

Make Show Report* Example

Type up - Company List (w/o private info) (see next example)

- Cast and Company Contact Sheet Example

- Company Local Info Sheet as required Example

- Scene Breakdown

- Rehearsal Schedule Overview

- Performance Schedule

Prep callboard documents on this list of things to post on a call board: Example (This also included Rehearsal Hall prep.)

- Daily Rehearsal Schedule

- Rehearsal overview

- Phone list or Company list if the Call board is public.

- Emergency numbers

- Tech schedule

- Performance Schedule

- Sign in chart

- Map

- Bus info

- EQUITY (C.A.E.A.) notices as required by Equity - Extraordinary Risk, No Harassment.

- Message area

6) Prepare for rehearsal / do the following more active jobs:

Work with ASMs, props staff, costume staff and others to do these jobs.

- Pull rehearsal props and clean them for use

- Pull rehearsal costumes

- Visit rehearsal hall and clean it for use Example

- Go shopping – get all supplies not at theater or rehearsal hall (check with P.M before spending money)

- Prep callboard. Example

7) Meet with A.S.M. (& AASM).

- Orient them to the show in general.

- Give them scripts or resources to develop scripts. (Check if Left-handed)

- Learn their strengths.

- Give them notes on here to use as a starting point for developing a team approach to the work at hand.

- Involve them in as many of the above jobs as possible as soon as you have them available.

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8) Make up packages for actors with:

- Scene breakdown Example

- Phone list Example

- Maps

- Company info sheet - pay day. comp policy, etc. (See example in class exercise.)

- Local info sheet Example

- Rehearsal schedule (See schedules)

- Rehearsal hall info

- T.D.1 if required

- Theatre perm record form Example

- Equity travel expense form

- Equity voluntary medical form and envelope Example

- Performance schedule (See schedules)

- Bio to be checked

- List of info needed from them

Use 9 x 12 manila envelopes or Theatre info / media folders

Phone / email actors

Confirm - Rehearsal dates

- Day 1 schedule

- Location of day 1 meeting

Tell - Day off

Get - Their address in town

Ask - Allergies or medication / condition (bee-stings, epilepsy, food allergies, carry kit/pen?)

- Special needs

- Any thing else we should know

Post day 1 schedule and meet and greet invitation in theatre, at the rehearsal hall and possibly in Admin offices.

Prepare list of the following info to tell actors day 1:

- Location of rehearsal hall – yes tell them again

- Day off

- Pay day

- Mail

- Comp. Ticket Policy

- Schedule overview

- Other shows in the theatre

- Rehearsal hall info (i.e. fridge, near café, etc)

- Coffee routine