| Stage Managers -- Their Responsibilities
and Duties |
Prior to Auditions
- Acquire the script. Read it.
- Acquire the director's notes. Read them.
- Attend the production conferences and take
minutes. The minutes should be distributed
to the production team within 24 hours of
the conference.
- Read all reference materials, including the
complete contents of this booklet, provided
by the production manager.
- Acquire a production schedule from the production
manager.
- Check out a stage management kit from the
production manager.
- Post announcements for auditions.
- Reserve space for conducting auditions.
- Prepare space for auditions.
- Prepare an adequate number of audition forms.
- Make copies of rehearsal and performance
schedules for everyone auditioning.
- Obtain pencils for everyone auditioning to
fill out forms.
- Acquire a boom box for auditions if necessary
(ask director).
During Auditions
- Assist the director with communication and
logistics.
- Distribute and collect audition forms.
- Field questions from everyone auditioning.
Following Auditions, Prior to First Rehearsal
- Acquire copies of plans and sketches from
the scene designer.
- Acquire copies of costume sketches or renderings
from the costume designer.
- Reduce floor plans for use in your prompt
book.
- Check rehearsal space.
- Paint or tape out floor plan in rehearsal
space.
- Create a contact sheet and distribute to
the production team.
- With the director, create preliminary prop
plot- distribute- to the scene designer,
properties master, technical director, electrics
director, costume director, and costume shop
manager.
- Acquire rehearsal props from the properties
master.
- Create sign-in sheets for rehearsals.
- Make sufficient copies of rehearsal and performance
policies for the Stephens Center. You will
distribute these to the cast at the first
rehearsal.
- Prepare your rehearsal prompt book. It should
include:
- The script
- Completed audition forms from the cast (which
will include conflicts)
- Production schedule
- Rehearsal Schedule
- Contact Sheet (This information is to be shared with the
faculty and staff only.)
- Distribution lists
- Reduced copies of floor plans
- Prop Plot
- Stephens Center policies
- Stage management booklet
- Any other items you deem important
- Post AEA guidelines for actors. Bring them
to the attention of the cast.
 Prior to Each Rehearsal
- Post sign-in sheet.
- Prepare space:
- Bring up rehearsal lighting.
- Sweep floor.
- Mop floor if necessary.
- Set scenery, props, and rehearsal costumes.
- Walk set and check steps, railings, doors,
windows, furnishings, etc… Make note of weak
structures, exposed screw/nail points, quicksand,
and other potential hazards in your rehearsal
report.
- Set boom box if necessary.
- Contact cast members who are late.
- Make announcements (schedule changes, costume
fitting, friendly reminders, important national
holidays, favorite recipes, witty anecdotes,
etc.)
During Each Rehearsal
- Contact cast members who are late.
- Facilitate a punctual start.
- Record starting time, break time, and finish
time for your rehearsal report. Always include
a running time for each act after run-thrus
begin.
- Maintain an orderly rehearsal. (Deal with
distractions and monitor time.)
- Take notes, your own and the directors, for
your rehearsal report. Include any changes
related to scenery, props, costumes, lights,
sound, and special effects.
- Record blocking notes in your rehearsal prompt
book. Use pencil.
- Record script changes n your rehearsal prompt
book.
- Schedule appointments for fittings.
Following each Rehearsal
- Take additional notes for your rehearsal
report.
- Strike rehearsal props and costumes. Lock
up valuable pieces.
- Turn off rehearsal lights.
- Lock up with the director and leave the building
together.
- Type rehearsal report and distribute to production
team by 10:00 the following morning.
Prior to Paper Tech
- Prepare your performance prompt book, which
you will use to call the show in performance.
During Paper Tech (attended by director and necessary designers)
- Record location of cues in your performance
prompt book.
Following Paper Tech
- Place "warnings" and "stand-bys"
in performance prompt book.
Prior to Tech Integration
- Post sign-in sheet.
- Contact crew who are late.
- Introduce yourself to the members of the
running crews.
- Brief the running crew on procedures for
tech integration.
- Stage crew will set scenery and props.
- Light board operator will conduct a light
check and set special effects.
- Sound board operator will conduct a sound
check.
- Conduct Stage Management Check
- Walk stage
- Get report from deck manager. Deck manager
should check scenery, properties, and special
effects.
- Check lighting and special effects with light
boards operator.
- Check on sound with sound board operator.
- Make a note of problems on your rehearsal
report.
- Start tech integration on time unless instructed
to delay the start by a member of the faculty
or staff. Keep production tam apprised of
any delays.
During Tech Integration
- Tech integration may be a "cue-to-cue"
rehearsal in order to finish at a reasonable
time. The production team will be setting
the look and timing of all scene shifts,
light cues, sound cues, and special effects.
You and the production team will run these
shifts and cues until everyone is confident
the shift or cue is ready for first tech.
The placement of some cues, established during
the paper tech, will be altered during tech
integration and/ or tech/ dress rehearsals.
- Record changes to cues and shifts in your
performance prompt book.
- Take notes for your rehearsal report.
Following Tech Integration, Prior to Dress/Tech
- Post sign-in sheet.
- Post announcements.
- Stage crew should sweep and mop floor.
- Stage crew will set scenery and props.
- Light board director will conduct a light
check and set special effects.
- Sound board director will conduct a sound
check.
- Contact actors and crew who are late.
- Conduct Stage Management Check:
- Walk Stage.
- Get Report from deck manager. Deck manager
should check scenery and properties
- Check on costumes with wardrobe crew
- Check on lighting and special effects with
light board operator
- Check on sound with sound board operator
- Check on orchestra with music director if
applicable
- Make a note of problems on your rehearsal
report
- Collect valuables from cast.
- Give calls at 30 minutes, 15 minutes, 5 minutes,
and places.
- Start rehearsal on time unless instructed
to delay the start by a member of the faculty
or staff. Keep production team apprised of
any delays.
During Each Dress/Tech
- Record start time of part one.
- Call cues.
- Respond to distractions backstage or in the
house.
- Maintain decorum over the communication system.
- Take notes for your rehearsal report.
- Stop rehearsal if necessary. If it is necessary
to stop the rehearsal, you or another member
of the production team will say "stop."
The cast and running crews should hold quietly
in place while you and the productions team
address the reason for stopping. As stage
manager, you are responsible for restarting
the rehearsal at a place in the script you
select. Inform the cast and crew where the
rehearsal will restart (a line or cue) on
your command. Restart the rehearsal by simply
saying "Go please."
- During intermission:
- Record finish time of part one.
- Give call for 10 minutes.
- Call a five minute break for running crews.
- Coordinate time with the technical director.
- Check for crew in places.
- Give call for 5 minutes.
- Call places for cast.
- Get "house closed" call from the
technical director.
- Start part two.
- Record start time of part two.
- Check in with the production team at conclusion
of run. The production team may elect to
run portions of the rehearsal again.
Following Each Dress/Tech
- Ask the cast to get out of costume.
- Ask the running crews to perform post tech/
dress duties.
- Meet at the tech table for a note session
with the production team.
- Take additional notes for your rehearsal
report.
- Attend the director's note session with the
cast if the director elects to hold one.
- Tale notes for your rehearsal report and
give your notes to the cast.
- Check all dressing rooms and greenroom with
the assistant stage manager/ deck manager.
PLEASE DO NOT DO THIS ALONE.
- Turn off lights in dressing rooms, greenroom,
scene shop, and theatre.
- Be sure the cast crew, and production team
are all out of the building, make sure the
building is locked down, and leave the building
through the stage door with the director
or a member of the faculty and staff designated
by the director.
- Type you rehearsal report and distribute
it to the production team by 10:00 the following
morning.
Following Final Dress/Tech, Prior to First
Preview/Performance
- Clean up cues in your performance prompt
book.
- Review cues.
Prior to Each Performance
- Post sign-in sheet.
- Post announcements and notes from previous
performance for cast and crew.
- Stage crew should sweep and mop floor.
- Stage crew will set scenery and props.
- Light board director will conduct a light
check and set special effects.
- Sound board operator will conduct a sound
check.
- Contact actors and crew who are late.
- Collect valuables from cast. (Valuables should
be stowed away in the control booth.)
- Conduct Stage Management Check
- Walk stage
- Get report from deck manager. Deck manager
should check scenery and properties.
- Check on costumes with wardrobe crew.
- Check lighting and special effects with light
board operator.
- Check on sound with sound board operator.
- Check orchestra with music director if applicable.
- Make note of problems on your rehearsal report.
- Check house.
- Check in with house manager-synchronize watches.
- Give the house to the house manager at 30
minutes (7:00 for evening performances, 1:30
for matinees) and inform the cast and crew
that the house is open.
- Give calls for 30 minutes, 15 minutes, 5
minutes, and places.
- Wait to begin the performance until you are
told the house is closed by the house manager.
Keep the production team and cast apprised
of any delays. If possible, keep the house
manager on headset until after the cue which
begins the performance. Since you can't see
the orchestra seating in the Sirote Theatre
form the booth, the house manager can guarantee
you won't strand patrons on a dark set of
steps.
During Each Performance
- Record start time of part one.
- Call cues
- Respond to distractions backstage. (House
management should attend to this.)
- Maintain the decorum over the communication
system
- Take notes for your performance report.
- Stop the performance if necessary. Unless
a situation places the cast, crew, or audience
in immediate danger, this should only be
done when you have been instructed to do
so by the faculty member overseeing the performance.
If it is necessary to stop the performance,
initiate the following procedures:
- Unless it is necessary to stop the performance
immediately, attempt to identify a logical
moment to stop the performance- i.e. a scene
break.
- Stop the performance by calmly saying, "Stop
please" over the PA system.
- Actors should hold on stage in character.
- House lights should be brought up to sixty
percent on a three count. This can be done
by raising a prerecorded sub-master which will be familiar
to the light board operator (usually sub-master
#1 or #24.)
- If it is not necessary to evacuate the theatre,
read the following statement over the PA
system:
- "Ladies and Gentlemen- we have a problem
backstage. Please accept our apologies for
this delay. We will resume the performance
shortly. Thank you."
- If the theatre must be evacuated, read the
following statement over the PA system
- "Ladies and Gentlemen- we have a problem
backstage. We don't think it is anything
to worry about, but for your safety and our
peace of mind, we would like you to evacuate
the theatre. Thank you."
- To resume the performance, initiate the following
procedures:
- Make a following announcement:
- "Ladies and Gentlemen- the performance
will resume in two minutes. Thank you for
your patience."
- When you are ready to resume the performance,
you may elect to resume the performance at
the point it was stopped, or you may prefer
to start at an earlier, more logical point
in the performance. Use your best judgement.
- Call the actors and crew to places.
- Check house with the house manager.
- Take out house lights in a four count.
- Actors should be instructed by the assistant
stage manager/ deck manager to resume the
performance on a particular line you have
chosen
- During intermission:
- Record finish time of part one.
- Give call for 10 minutes
- Call a five minute break for the running
crews.
- Coordinate time with the house manager.
- Check for crew in places.
- Give call for 5 minutes.
- Call places for cast.
- Get "house closed" call from the
house manager.
- Start part two.
- Record start time of part two.
- Record finish time of part two.
Following Each Performance
- Ask the cast to get out of costume.
- Ask the running crews to perform post performance
duties- do not allow the crew to take the
stage or turn on work lights until you are
given a "clear house" by the house
manager.
- Remind the cast and crew of their calls for
the next performance.
- Take additional notes for your performance
report.
- Check all dressing rooms and greenroom with
the assistant stage manager/ deck manager.
PLEASE DO NOT DO THIS ALONE.
- Turn off lights in dressing rooms, greenroom,
scene shop, and theatre.
- Be sure the cast, crew, and production team
are all out of the building through the stage
door with the member of the faculty and staff
responsible for overseeing the performance.
- Type your performance report and distribute
it to the production team by 10:00 the following
morning.
At Strike
- Ask the cast to get out of costume.
General
- Check in with each of the studios every day
prior to the day tech/dress rehearsals begin.
If you can't visit in person, call.
- Deliver schedules for fittings to the costume
studio, ASAP.
- Attend the production meetings and take minutes.
Distribute production meeting minutes to
the production team within 24 hours.
- Always note the location of fire extinguishers,
first aid kits, and telephones in rehearsal
and performance venues. Make note of fire
extinguishers which are not fully charged
and first aid kits which need to be restocked
in your rehearsal report.
- The deadline for program information will
be given to you by one of the department's
administrative assistants.
- Publicity photo shoots will be coordinated
through a representative in the Arts and
Humanities PR office. As stage manager, you
will oversee preparation for these shoots.
- Archival photo call is typically scheduled
for the hour following the Thursday night
performance. You will be expected to run
this photo call. The director will provide
you with up to 24 hour set-ups. Prior to
photo call, announce the first set-up and
appropriate light cue and the set up and
light cue which is on deck. This will enable
the cast and crew to prepare for each successive
set-up in advance. Unless you have a good
reason to do otherwise, the sequence of set-ups
should be from the end of the play to the
beginning.
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