THEATRE UCF

STAGE MANAGEMENT HANDBOOK

UPDATED AUGUST 2011

Revisions to this Handbook

All Departmental Handbooks are reviewed for revisions at the beginning of every
academic year and occasionally during the academic year. If you would like to
propose a revision to this handbook, please compose a letter to the Chair of the
Department and copy it to the Director of Production and the Associate Chair. In
your letter, outline the change you propose and the reason for your proposal.

CONTENTS
Part I. Theatre UCF Policies and Procedures
1. Production Calendar Timeline
2. Copy Machine Guidelines
Part II. Pre-Production
1. Auditions
2. Casting
3. Design Process
4. Schedules
5. Director and the Stage Manager
6. Prompt Book
7. Call Board
8. Program
9. Production Meetings
Part III. Rehearsals
1. Rules
2. Setup
3. Attendance Procedures and Breaks
4. Notations
5. Rehearsal Props
6. Rehearsal Cues
7. Reports
8. Lockup Procedures
Part IV. Onstage Rehearsals and Tech Week
1. Rules
2. Rehearsal Preparations
3. Lockup Procedures
4. Light Levels with Costumes
5. Publicity Photo and Video Call
6. Paper Tech
7. Crew View
8. Crew Expectations
9. Sitzprobe (Musicals Only)
10. Pre-Performance Checklist
11. Dry Tech
12. Cue to Cue
13. Dress Rehearsals
Part V. Performance
1. Front of House
2. Calling the Show
3. Emergency Procedures

4. Intermission
5. Photo Call
Part VI. Post-Production
1. Strike
2. Crew Status Recap
3. Post Mortem
Part VII. Assistant Stage Manager
1. Duties
2. Pre-Production
3. Rehearsals
4. Onstage and Technical Rehearsals
5. Prop Master Relationship
6. Performance
7. Post-Production
Part VIII. Summer Season
Part IX. Paperwork

PART I THEATRE UCF POLICIES AND PROCEDURES

DEPARTMENT PHILOSOPHY (excerpt from the 8/09 undergraduate handbook)
All degree options emphasize excellence in production work as well as excellence in the
classroom and the laboratory. To be an artist, it is necessary to have an understanding of one's
time and place in society as well as something to say about it. We believe this is best
accomplished by combining a strong liberal arts education with intensive practical training in
theatre history, theatre arts, crafts, and skills. In addition, we strive to instill within our students
the importance of process as well as product. A successful theatre product, though ultimately
essential, is of little long-term benefit to the student who does not understand and appreciate
how that success was achieved. Regardless of degree, or career choice, all theatre majors must
demonstrate continued growth and development as theatre artists and practitioners with high
professional standards of competency if they are to successfully complete their course of study.

1. Production Calendar Guidelines

The Production Calendar includes all milestones pertinent to the Production from its
inception to strike.

Reference the Department Production Handbook for further clarification.

2. Copy Machine Guidelines

The copy machine should be used for show related documents only. Using the
department copy machine for any other purposes will result in an incident report
being filed resulting in departmental probation and removal from production
assignments.

To have copies made, contact the Office Manager (Arlene Flores) and she will take
care of it.

PART II PRE-PRODUCTION
1) Auditions

Setting Up for Auditions

First shift Stage Managers should arrive 45 minutes prior to the first audition
time.

o
o
o
o

Ensure the Audition Room is unlocked and the lights are turned on.
Setup tables and chairs for the Directors at the front of the room.
Bring a piano and chair for the accompanist into the room.
Place a spike mark on the floor ten feet from the Directors table. Put one
chair behind this mark for the actors auditioning.

Check-in with the Directors to make sure all their needs are met and go over
the process for the day.

Actors should bring enough copies for each Director of their complete
audition form, headshot, resume and any other paperwork required.

Once auditions are over, put away all tables and chairs, lock up rooms, and
turn off lights.

Audition Roles for the Stage Managers

Receptionist (1 2 Students): Sign-in the auditioning actors and collect their

paperwork for the Directors. Keep records of who is currently with the
Directors, who is next, and who has completed their audition. Monitor the
halls and keep them quiet. Periodically check-in with the Escort to see if they
are on schedule and communicate this information to the actors waiting.

Escort (1 Student): Meet the auditioning actor up next at the Receptionist

desk and escort them to the Audition Room. Once in the room, distribute the
audition packets from the Receptionists to each Director and leave to meet
the next actor. Before entering the room with the actor, explain the rules of
the audition:

Upon entering the Room, go directly to the musical accompanist

to go over the music they will be singing.

Stand on spike mark.

Slate: Name, Title and playwrights of all pieces performed.

Perform song first, then the monologues.

Time Keeper will wave when fifteen seconds are left and say
Thank You when three minutes are complete.

Time Keeper (1 Student): Keeps time for the actors inside the Audition Room.
Each audition lasts three minutes. Raise your hand when the actor has
fifteen seconds left as a warning that their time is almost up. Call time at
three minutes by saying Thank You.

Music Operator (1 Student): Used in Dance Auditions only. Runs music

tapes/CDs for the dancers and Choreographer.

Additions for Dance Auditions

o
o

Clear a dance space sweep the floors.

Set up a piano, chair for the accompanist, CD/cassette player, table and
chairs for the Directors.

Collect audition packets (completed audition forms, headshots, resumes, and

any special paperwork) and distribute copies to the Directors.

Check-in with the Directors and Choreographer to make sure all their needs
are met and go over the process for the day.

Ensure all the actors have necessary clothing and shoes. Also check actors
have sheet music/taped accompaniments.

Callbacks

o
o

Callbacks are handled by each individual shows Stage Management Team.

Prior to Callbacks:

Meet with your Director prior to the Callbacks and discuss how
they want you to assist with this process as well as your
specific duties. Obtain sides (script excerpts) from the
Director, scan and email them to the actors called back. Make
a few copies to keep on hand for cold readings at the
Callbacks.

Check-in with the other Stage Managers to work out any

possible schedule conflicts with the actors called.

Post actors names, Callback time and location on Call Boards.Day of

Callbacks:

Setup a tables and chairs for the Directors.

Check-in with the Directors to make sure all their needs are
met and go over the process for the day.

Make a few extra copies of sides for actors to use before and
during audition.

Keep all information discussed in Callbacks confidential.

Once Callbacks are over, put away all tables and chairs, lock
up rooms, and turn off lights.

Additions for Musical Callbacks

Set up a piano, chair for the accompanist, CD/cassette player, table and
chairs for the Directors.

Ensure all the actors have necessary clothing and shoes.

Also check actors

have sheet music/taped accompaniments.

Once Callbacks are complete, lock up the sound system and piano.

2) Casting

Casting will be done by the Director of each show. A Casting Conference will occur
with all the Directors and the Artistic Director before a cast list is generated to iron
out any actor conflicts.

Once the cast list is finalized, post on the shows Directors door and at the reception
desk of the Arts II building for the actors to reference.

Include the following information on the cast lists:

Actors must initial the cast list to acknowledge that they have accepted this
role.

Actors must not change their appearance (i.e. hair color, length, etc.) without
consulting the Director and Costume Designer.

Email a copy of the cast list to the Costume Shop Manager, Workroom Supervisor,
Costume Designer, Assistant Costume Designer, Scene Shop, and Box Office.
Actors should make an appointment to get measured by the Costume Shop once
they are cast. Stage Management should help coordinate this meeting.

3) Design Process

Design Conferences are for the Director and the Designers to meet and discuss the
show. It is not required for the Stage Manager to attend these meetings as they often

occur before a Stage Manager is assigned and is not part of a professional stage
managers responsibilities.

4) Prep Week

Prep Week starts starts 2 weeks prior to first rehearsal. At this time a meeting should
be scheduled with the Production Manager to obtain all necessary information and
review procedures.

Follow the attached Prep week task list for all responsibilities and tasks for Prep Week.

Begin a Master Contact Sheet by collecting the Designers, actors, and remaining
Production Teams contact information. This sheet is confidential and only Stage
Management, the Director, and the Costume Shop should have a copy. Create a
Performer Contact Sheet with only information of the Stage Management Team, actors,
and Costume Shop. Lastly, create a Production Team Contact Sheet with the
information of the Designers, Stage Management, Director, and remaining Production
Team.

Generate a French Scene Breakdown and/or a Scene Breakdown depending on the

needs of the show and the Director. Offer this to the Director/Designers but they may
not need it.

Setup a meeting with the Director, Props Master, and Scenic Designer to discuss all
props found on the Master Script Reference and any other items the Team would like to
add. This meeting will also help the Stage Manager figure out which rehearsal props are
needed.

Arrange a meeting with the Costume Shop to determine the mode and frequency of
communication with Stage Management.

Organize a meeting with the Scenic Designer to discuss the floor plan of the set and
acquire a ground plan. Get clarification for any questions as your next step is taping the
set out on the floor of the rehearsal hall.

Begin a template of the Master Calendar/Schedule for the rehearsal and performance
process. Details of this schedule will get filled in after meeting with the Director.

Create a wallet card with the important phone numbers the cast and crew should have at
hand. Include contact information of Stage Management as well as phone numbers of
the Scene Shop, Costume Shop, Box Office, and Campus Police.

Send out an email to the Production Team inviting them to the first rehearsal. Be sure to
include the date, time, and location.

Setup an email account with Gmail to send out show related correspondences.
Addresses are typically [email protected].

Attend the TPA Participation Meeting at the beginning of each semester. This typically
occurs in the Scene Shop and is an opportunity to meet and gather all contact
information from your run crew.

5) Schedules

The overview of each shows rehearsal and performance schedule is on the UCF
Theatres website: http://theatre.ucf.edu/dept_manuals.php

The details of the rehearsal schedule will be planned with the Director. Once created, a
full detailed calendar is due to the Department Chair and Production Manager before
publishing.

Rehearsal Scheduling Rules: Any deviation from the list below must be approved by the
Director, Department Chair and Production Manager.

From the first rehearsal until the first technical rehearsal, a show can
rehearse a maximum of 23 hours per week and must have one complete 24
hour period off. In total, a musical will rehearse 138 hours over a six week
period and non-musicals will rehearse 92 hours over a four week period
excluding tech week. Any deviations not previously approved should be noted
in the report and the Stage Manager should notify the Production Manager

Weeknight rehearsals are three hours long and run from 7:00p 10:00p.
Actors can be called at 6:40p to participate in vocal and physical warm-ups.
Weekend rehearsals are held on one day and consist of two, four hour blocks
with an hour meal break between them. Any deviations from this schedule
should be discussed with the Production Manager.

All students participating in a production must sign up for the credit bearing
course. Since rehearsal and performances are a University class, all dates
and times must be posted in advance and scheduled during the time frame
allotted on the calendar.

Rehearsals must begin and end on time to give students the opportunity to
eat dinner, do homework, attend other responsibilities, etc.

Weekend technical rehearsals use Saturday and Sunday. One day is

scheduled as a 12 hour day however only ten of those hours are working
times. This is typically the Saturday of tech weekend. The other weekend
day is scheduled as an eight hour call with a meal break in the middle of the
day. Usually this is scheduled for Sunday but can be reversed depending on
the show.

Costume Fittings will also be scheduled over the course of the rehearsal process. The
Costume Shop will let Stage Management know during their daily check-in which actors
need to be seen. Typical fittings last 30 minutes. Stage Management should give the
actors at least 24 hours notice for a fitting and contact them by email and phone if
necessary. A member of the Stage Management Team is required to physically stop by
the Costume Shop daily for any updates. This will also keep the lines of communication
open.

6) Director and the Stage Manager

The Stage Manager works side by side with the Director handling all the logistical details
as the artistic vision is created and developed.

A meeting should be setup before the schedule is created establishing how each specific
Director likes to have their working environment as well as their own personal policies
and procedures. It is the Stage Managers job to make sure the atmosphere in
rehearsals is run according to the Directors preferences. Also in this meeting elements
of discussion should be:

o
o
o
o
o
o

How and when required breaks should be taken.

How does the Director prefer to be interrupted?
What are their pet-peeves?
What should actors be doing when not called in a specific scene?
How would they like to begin and end each rehearsal?
Setting up daily/weekly/as needed meetings to discuss progress and update
the Production Schedule.

o
o
7) Prompt Book
10

What props/set pieces are essential for rehearsal?

What should the setup and orientation be of the rehearsal room?

The Prompt Book is the encyclopedia of all things having to do with each specific
production.

All paperwork should be completed before the first Production Meeting.

It should be arranged in a three ring binder for easy additions to the Book.

Once the show closes, the Prompt Book becomes the official record of the production.

It must be clean, neat, and organized so that any other Stage Manager can pick up the
Book at any point and continue with the run of the show.

The Prompt Book should include but is not limited to the following items. Paperwork
should be started before rehearsals begin even if only as a blank template.

o
o
o
o
o
o

Cast List
Stage Managers Script with Breakdown for Master Script Reference
Run Notes
Blocking and Cue Scripts
Cast Audition Information Sheets
Production Contact Sheet, Performer Contact Sheet, Production Team
Contact Sheet

o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o

11

Cast Personal Information Sheets

Emergency Contact Forms
Cast/Crew Sign-In Sheets/Attendance Logs
Pre-Rehearsal/Pre-Performance Checklists
Master Calendar, Rehearsal Schedule, Performance Schedule
Prop List and Tracking Plot
Costume Plot
French Scene Breakdown
Production Meeting Notes
Rehearsal Reports/Performance Reports
Emergency Announcements
Ground Plan
Light Plots, Sound Plots, Instrument Schedules
Wallet Cards
First Rehearsal Welcome Speech
Company Rules

Production Logo

8) Call Boards

This is a bulletin board used by Stage Management to post important information

regarding each individual show. There should be a Call Board in the rehearsal space
and in the theatre.

Call Boards should be neat, organized, and easy to read. It should NOT be cluttered,
overly decorated, or chaotic.

Call Boards should include:

o
o
o
o
o
o

Rehearsal Rules
Sign-In Sheets
Production Schedule
Emergency Contact Information
Fittings Schedule
Cast List

Only tacks should be used on the Call Boards as tape and glue ruin the surfaces.

9) Program

Stage Management is responsible for collecting information for the Program. Bios are
not printed in the Program but instead on a poster in the lobby.

Pick-up a Playbill Copy Form from the faculty member in charge of the Program as soon
as the show has been cast, even before rehearsals have begun. Pass this around at
your first Production Meeting. It is due on the day after your second Production Meeting.
Pass around at your second Production Meeting to make sure all information is correct.

Collect bios from Cast, Crew, and Production Team. They must be turned in to the
Director of Production at least one week before opening.

The Director is responsible for turning in their notes for the Program.

Guidelines for Bios:

o
o

There is a 75 word count limit.

Bios should list the actors name, followed by their character or production
position, as well as a short paragraph detailing their training and/or
experience. No dedications, religious references, or emotional language
such as thrilled, proud, etc. will be accepted.

12

All bios should be submitted in a Word Document format. Before turning

them in, the Stage Manager should reformat all the bios so that they are in
the same font style and size with the name of the actor first, followed by their
role in parenthesis, and all show names in italics.

Once all information is collected it should be sent to the Director of Production.

10) Production Meetings

The Production Meeting is a forum to discuss the progress of the design, creation, and
rehearsal of a particular show.

Production Meetings for Black Box Productions typically happen on Mondays at 5:00p
and Mainstage Productions at 5:30p.

Unless otherwise discussed, the Production Manager runs these meetings.

Prior to the Meeting:

Place a reminder in the rehearsal report the day before the meeting
reminding team members of the time and location.

Before the initial Production Meeting, create packets for the Team that
includes a Contact Sheet, Production Schedule, and Wallet Info Card.

During the Meeting:

o
o
o

Arrive early to ensure the room is setup properly.

Take detailed notes of all that is being discussed.
Bring the published report from the previous Production Meeting and review
any items that were unanswered.

After the Meeting:

Type up and distribute the notes in a Production Meeting Report. This should
contain facts only without any commentary or emotion. If referencing an
opinion, be sure to include who made the statement.

Reports should be distributed by 8:30a the next morning to all members of

the Production Team by email.

13


11) Evaluations

The stage management team will meet with the Production Manager and Stage
Management mentor (when available) for evaluations and performance reviews in order
to improve team communication and dynamics as well as to address areas of
improvement throughout the process.

It is the stage managers responsibility to schedule this meeting at the times noted on
the production flow chart.

Stage managers should fill out the self-evaluation rubric for themselves and each
member of their team and turn these in to the production manager.

Stage managers should bring their prompt books with them to the meeting.

PART III REHEARSALS

1) Rules

Rehearsal Rules should adhere to department guidelines as well as be discussed in the

initial meeting with the Director.

They should be addressed at the first rehearsal and posted on the Call Boards.

Attendance policies including excused and non-excused absences and tardiness should
be discussed.

Explanation of the Stage Managers purpose and what services you will be supplying the
actors. For example, line notes, backup notation of blocking notes (as the cast should
be taking notes as well,) scheduling, fittings, etc.

Smoking, food, and beverage policies.

Acceptable behavior when not rehearsing in a scene (discuss with the Director prior).

Explanation and clarification of who is permitted in rehearsals.

2) Setup

Prepare the rehearsal space by clearing of trash, sweeping floors, organizing furniture,
etc. This should also be done before each rehearsal.

Tape out the Ground Plan on the rehearsal room floor that was obtained by the Scenic
Designer. Use spike tape to do this which is obtained from the Technical Director. Do
not use photocopies to tape out the floor as the scale can be altered.

14

Ensure that all actors have received a copy of the script or will receive one at the first
rehearsal.

Arrive at least a half hour before rehearsal begins to turn on the lights, clean and setup
the room, and preset any furniture and props.

Additions for Musicals:

Consult with the Director, Choreographer, and Vocal Director on how they
would like multiple rehearsals to be managed. Do they prefer a member of
Stage Management to be in the vocal and/or dance rehearsals if they are
happening simultaneously with the scene rehearsals?

Discuss with the Choreographer if they would like dance marks in the
rehearsal space and in what spacing and format they prefer. Use a different
color tape and mark these on the downstage edge of the stage.

3) Attendance Procedures and Breaks

Attendance procedures should follow department guidelines. It is the Stage Managers

responsibility to document and report anyone absent or tardy but the Stage Manager
does not have the authority to excuse someone.

Phone calls should be made to late performers or crew members not present at their call
time. This will be documented in the Rehearsal/Performance Report as well as on the
Stage Managers Attendance Sheet. Once the production has closed, attendance will be
reported to the Director for grading purposes.

Overall, rehearsal breaks should follow as close to the Actors Equity Union as possible.
Breaks should either be five minutes after 55 minutes of work, or ten minutes after 80
minutes of work. Fifteen minutes should be given after a run-through.

On Musicals, orchestra members should be held to the same standards as the actors
regarding being absent or tardy. These instances should be documented in the Reports
and told to the Musical Director and/or Conductor.

4) Notations

Blocking notations should be taken by the Stage Management Team in pencil. These
notes will be helpful when rehearsing understudies, creating lighting cues, timing quick
changes, etc. Every movement, entrance, and interaction with scenery or props should
be documented.

15

Include any blocking that may affect the costumes or set in the Rehearsal Report. For
example, splashing, bleeding, falling, crawling, dancing, using liquids, eating food, etc.
Also include any reference to a coat, purse or any other accessory that is developed in
rehearsals. Be sure to also discuss this in the Production Meetings.

Also note any information that would be valuable to Front of House in your notations and
Rehearsal Reports. For example, strong language or content, smoking, pyrotechnics,
entrances or exits through the house, flashing lights, fog, gunshots, special effects, etc.

5) Rehearsal Props

It is the props Masters & Assistant stage managers responsibility to gather, maintain,
store, and return any rehearsal props used in rehearsals. Consult with the Director as to
what items are necessary.

Tracking rehearsal props will aid in creating locations and pre-sets for props once in the
theatre.

Items should be locked up at the end of each rehearsal.

6) Rehearsal Cues

Rehearsal cues are verbal indications of sounds, lights changing, or set pieces moving,
that actors depend on with their movements.

Establish with the Director which cues they would like used during rehearsal.

Call out what is happening, i.e. lights up, phone ringing, or if possible, create a
reproduction of the sound or turn on the lights during rehearsal.

Cues will help with the actors timing as well as their placement during technical
rehearsals.

7) Reports

Reports are detailed notes that are distributed to the Production Team. Reports should
be generated during each individual rehearsal, production meeting, and performance.

The distribution list should include: Stage Management, Director, Department Chair,
Designers, Costume Shop Manager, Workroom Supervisor, Technical Director, Scene
Shop Staff, Box Office, Marketing, and the Dramaturg.

16

Reports must be emailed out by 8:30a the next morning.

They should include a section for Schedule, Lighting, Sound, Costumes, Props, Stage
Management, Front of House, and Miscellaneous.

Be sure to include the timing of any run and performances in the Reports. Also note
how many hours have been rehearsed up to that point in the process.

It is highly recommended that reports are only one page long. This will save paper in
printing and keep the file size of the report to a minimum.

When sending out the report, a long explanation is not necessary in the body of the
email. Include the report number in the subject of the email and any important
information in the body (ie meetings coming up or change in rehearsal times.) There is
no need for lengthy details like Please see attached report from todays rehearsal or I
hope everyone has a great weekend. The less to read, the better.

When creating a Prompt Book, include a template for an Incident Report. If something
occurs during rehearsal or performance, fill our this form and send to the Chair of the
Department, Director of Production, Stage Management Professor, Stage Management
Mentor, and Director of the specific show.

8) Lockup Procedures

At the end of each rehearsal, the furniture in each room should be restored to the state it
was found.

Once the rehearsal process moves into the theatre, the tape should be pulled up off the
rehearsal room floor and the space cleared out of all show related props/furniture.

17

PART IV ONSTAGE REHEARSALS AND TECH WEEK

1) Rules

Rules from the rehearsal room still apply to the theatre and should be posted and
repeated.

Additional rules for the theatre:

Backstage Areas

No smoking in the building.

No smoking, eating, or drinking in costume. The actor must

completely remove his or her costume or must wear a Costume Shop
approved smoking robe which will be full length and long sleeved
(covering the entire costume including shirts, pants, dresses, ties,
etc). Actors caught smoking, eating, or drinking in costume will be
documented in the Report and their final grade can be affected.

Those actors who are not needed on stage during a specific scene
are to stay in the GDM area (Green Room, Dressing Room, and
Makeup Alleys.) Technicians should be at places, in the shop, or in
the hallway.

Noise is to be kept to a minimum in the GDM area during rehearsals

and performances.

All trash is to be taken out to the gray garbage cans every night. DO
NOT PUT TRASH IN THE SHOP DUMPSTER. You may find it more
convenient to place a large trash can in the house for all to use and
empty that at the end of the night.

No visitors are allowed in ANY backstage area unless approved in

advance by the Director and the Director of Production.

Do not block the fire hoses, alarms, or extinguishers and keep all
items out of the spaces marked keep clear.

Green Room

The microwave and refrigerator are there for technical rehearsals and
performances.

The door to the Green Room will remain unlocked during technical
rehearsals and performances.

o
18

Make-Up Alleys

The door to the make-up closet should always be kept closed and
locked.

Each night the Make-Up Alleys should be cleared out and actors
should either take home their supplies and belongings or store them
underneath the counters. This area is used as a classroom during the
day.

Scene Shop & Costume Shop

There is to be no eating, drinking, or smoking in the Scene Shop and

Costume Shop. Smoking is also not permitted on the loading dock, or
outside the fire exit off the Mainstage (DSR) because of the gas main
right next to the door.

No student is permitted in the shop office areas without faculty or staff

present, unless specifically requested to do so. Anyone found in
these areas will be reported in the Reports.

No personal phone calls are to be made from any phone in the Shop
or the shop office.

The Shop is not to be used as a cross over unless the performance

necessitates otherwise and is previously approved by the TD. In these
cases, the SM should ensure that a process is in place to keep these
areas clean and safe.

Closed-toed (with backs) shoes must be worn at all times in the Shop.

No students should be in the Costume Shop unless given permission

by the Workroom Supervisor.

2) Rehearsal Preparations

Arrive at least half hour early to rehearsal (60 minutes on the first day in the theatre.)

The following tasks should be accomplished before the cast arrives:

Checkout spike tape, glow tape, and keys to the dressing rooms and theatre
from the Scene Shop Technical Director.

o
o

Find all of the light switches and get accustomed to the space.
Find where to unplug the Scene Shop phone bell, turn off the air compressor,
and turn on the running lights for safety. At hour before rehearsal/show
begins, turn off the compressor and telephone ringer.

19

o
o

Set up a table and chairs for the Director and Stage Management.
Walk the stage and discuss with the TD any safety concerns, as well as
procedures to clean the floor before rehearsal starts.

o
o

Sweep/mop the stage if appropriate.

Preset the rehearsal furniture and the prop tables. Provide a CD/Tape player
or piano if needed.

Once rehearsal begins, go over the rehearsal rules with the additions for the theatre
space.

Give the actors a brief tour of the set and allow them time to get acclimated.

Remind the actors that headshots are due the Monday before opening or they will not be
displayed. Make sure all headshots are given to the Box Office. Bios are due one week
prior to opening.

At the last Production Meeting before moving in the theatre, go over the schedule and
discuss timing of Light Level, Crew View, Paper Tech and Dry Tech.

3) Lockup Procedures

Lockup Procedures

Crew Tasks

Sound Board Operator shuts down all equipment.

Light Board Operator shuts down all equipment and turns off all house
and stage lights (including Spot Bays) except the grid and ghost
lights.

The Run Crew secures all props and resets the stage.

The Wardrobe Crew completes paperwork, gives it to the Stage

Manager and makes sure all laundry is in the dryer.

Upper Lobby

Lock all four Upper Lobby glass doors using small Allen wrench.
(The House Manager has a wrench which works better on these
doors. Coordinate with them for them for assistance with locking up.)

Lock all four Mainstage doors using small Allen wrench.

Turn off all lobby lights, with the exception of the exterior lights.

Turn off lights in Lighting Booth and follow spot bays and lock the
door.

20

Lower Lobby

Check door to Electrics/Sound Room. (SM does not have a key to this
room. If it is unlocked, trip the latch on the side of the door.)

Lock the double glass doors using large Allen wrench. (Insert wrench
underneath the left side of each handle.)

Lock the Mainstage side door using small Allen wrench.Turn off all the
lights.

Black Box

Lock both sets of double doors.

Lock the outside door to the Black Box.

Turn off the booth lights and lock the booth door.

Turn off all lights except the entry lights and the ghost light.

Green Room, Dressing Rooms, and Make-Up Alleys

Enter Mens/Womens Dressing Rooms from Hallway and lock door to

makeup alley by turning deadbolt. Turn off lights. Exit through
Mens/Womens rest room and lock door behind you. Lock Hallway door.

Turn off lights in dressing rooms, Make-Up Alleys, and the Green
Room.

Lock the refrigerator.

Lock the Green Room door to the Mainstage as well as the door to
the hallway.

Scene Shop and Costume Shop

Lock the Scene Shop door to the outside and to the hallway.

Turn off all lights in the Scene Shop except the hallway lights under
the loft.

Lock the Tool Room.

Arrange with the Costume Shop Manager and the Costume Crew the
procedures for laundry after a performance.

Lock the Costume Shop and Craft Room doors and turn off all the
lights.

Office and Hallway

Lock exterior door in office hallway using Allen wrench on windowsill

of Donnas office.

21

Turn off all the lights and make sure the door you exit from locks
behind you.

4) Light Levels with Costumes

Light Level night is an opportunity for the Director, Costume Designer, and Lighting
Designer to see costumes under specific lighting looks before dress rehearsal.

Prior to the date in the Production Calendar, arrange a meeting with the Lighting
Designer, Director, Costume Shop Manager and Costume Designer to establish which
looks will be viewed at Light Levels and which costumes are needed. There is not time
to see everything.

Post a list in multiple locations including the GDM and backstage, as to who is involved
and in what order actors are needed. Actors should not wear make-up unless
specifically instructed by the Costume Designer or Director.

Arrange with the Sound Designer in advance that a VOG (voice of god) microphone will
be necessary for this rehearsal. Use this microphone to announce in the theatre and the
GDM which scene will be looked at.

Clear the house of any extraneous personnel. The Director, Design Team, SM Team,
Wardrobe Crew and Department Chair should be present.

Actors should remain backstage from the time they arrive at the theatre until the end of
Light Levels except when they are called to the stage by Stage Management.

Actors should come on stage silently, in character, and move through the space as they
do in their blocking.

See the Costume Shop Manager for a list of needed fittings and/or notes and schedule
these with the actors before they leave rehearsal that evening.

5) Publicity Photo and Video Call

Sometimes there is a short photo call or video call associated with Light Levels or Crew
View.

This event should be discussed in the last Production Meeting before moving into the
theatre. Coordinate with the Director of Production the Costume Shop, and the Director
on what will be required of this call at that meeting.

22

The media representative may give you a form to fill out. Be sure the Director has
chosen in advance four still shots with no more than four people in a shot and one two
minute section of the play to make a video clip.

Call all actors in the Photo Call at an appropriate time to allow for preparation of hair,
make-up, and costume.

6) Paper Tech

This meeting happens between Stage Management, Director, Lighting Designer, Sound
Designer, and Technical Director/Scenic Designer when moving scenery is called.

It is a forum to go over every cue that will be called by the Stage Manager in the show.
The Stage Manager should write the cues in the Prompt Script using pencil where the
Team has decided the action should happen.

After the Paper Tech and before the Dry Tech/Cue to Cue weekend, the Stage Manager
should accomplish the following:

o
o

Fill in Warnings/Standbys in the Prompt Script.

Prepare a Master Checklist of all backstage activities in the order that they
should occur and who does each item. On this list should be reminders to get
confirmation from each of the crew that their individual checklist is complete.

The SM or ASM should prepare individual checklists for each backstage

position. Keep a copy of each of these sheets in the production book.

7) Crew View

Crew View is the crews only opportunity to see the show as an audience member.

Check the Production Calendar for the date of Crew View.

At one week prior to Crew View, post on the Call Boards the crews call time which
should be enough time before the run starts to meet with them. Stage Management
should also call each of the crew members to confirm their call time and crew position.

Have a short meeting with your crew prior to the run and discuss the following:

o
o
o
o

General Responsibilities
Specific Positions
Sign-In and Lateness Procedures
Dress Code Backstage
Clothing - Black long sleeved shirt and long pants, no shorts, short
sleeved shirts or tank tops.

23

 Shoes - Black Closed Toed, Rubber Soled (gaff tape non black areas of
shoes)
No jewelry and long hair must be tied back.

Booth dress code can be the same as backstage or the same as the audience
(nice clothes).

Get detailed contact information to include in the master Contact Sheet and hand
out wallet cards.

Be sure that all their names are on the sign-in sheet.

Run the rehearsal and call out loud all internal cues including sound cues, blackouts,
transitions, etc. This will help the crew understand their roles. Confirm with the Director
if additional cues will be called that werent during rehearsals.

After the run is complete, answer any questions from the Crew and remind them of their
call for the next day.

Once the cast is released, follow lockup procedures.

8) Crew Expectations

Refer to Department Production Handbook for description of responsibilities for every

member of the Production Team. Stage Management cannot reassign a crew member
for duties outside those to which they are pre-assigned without approval from the TD
and notification of department area head.

Crew should sign in on the Call Board prior to the announced call time.

All persons are required to remain at the theatre until released by the Stage Manager.

All persons are required to be neat and well groomed. T-shirts must have sleeves and
be in a non-mutilated condition. Any clothes that could be distracting or offensive to cast
or crew (i.e. midriff bearing outfits, excessively tight or low cut apparel, etc.) will not be
acceptable. During both the rehearsals and the run of the show, all crew must be in long
sleeve, long leg blacks which must carry no phrases or graphics. For safety reasons,
there is to be no jewelry, long hair must be tied back, and rubber soled black shoes are
to be worn at all times.

All persons are required to arrive at work calls with adequate tools to perform assigned
jobs. For run crew these tools are recommended, but are not limited to:

o
o

24

Flashlight
Utility Knife or Multi-Tool (not required for wardrobe crew)

Pencil and Paper

Transportation to the job site is the responsibility of each individual. If there is an issue
with transportation, this is to be discussed with the Stage Manager and TD prior to the
rehearsals.

The crew may occasionally be released for a break between the completion of their preshow duties and the start of the show. Tardiness returning from this break is not
tolerated and will be reported.

Consumption of alcohol or controlled substance before or during work will not be

tolerated. If you have signed in, you are considered to be at work.

If a crew member is suspected of being under the influence of either drugs or alcohol
upon arrival to the theatre, Stage Management will notify an appropriate Faculty Advisor.

All Safety Rules will be followed at all times.

Minor crew issues may be resolved by Stage Management. If the issue is cause for
raised concern or if disciplinary action is needed, Stage Management will discuss the
matter with the Technical Director, Costume Shop Manager, or Director before speaking
with the crew member. Stage Management is never to make disciplinary threats to crew
members. Simply report the facts to the appropriate authority.

9) Sitzprobe

Sitzprobe occurs during Musicals only and is a rehearsal devoted to integrating vocal
and instrumental elements.

This rehearsal usually features a sing-through of the score without blocking or other
technical elements. Sound personnel should be consulted as to equipment needs well in
advance of this day, as they are often necessary or at least in attendance.

If microphones are being used, speak with the Costume Shop Manager about getting the
mic pack holders made for each specific actor.

10) Pre-Performance Checklist

This is the Stage Managers final check before the performance begins. It should at
least include the following:

Checking the shop phone is unplugged, compressor is turned off, and work lights
turned on. Unless otherwise needed, the sound door should be closed. Tool
room must be closed but unlocked in case of emergency.

25

Posting and checking the sign-in sheet is complete and all

performers/technicians have arrived.

o
o

All props and scenery are in their designated locations.

Walking the stage to make sure it is clean and clear of hazards.

Insure that the Tech Crew has done the following:

1. Focus/Dimmer Check
2. Blackout Check
3. Clear-com Check
4. Sound Check
5. Effects Check

A check-in procedure should be discussed and setup with Front of House. Items should
include:

o
o
o
o

What time the actors are in places.

What time the Stage Manager goes to the booth.
After discussing with the Director, when is a good time to seat late patrons.
Checking in with the Box Office for any issues and getting the head count for the
night.

11) Dry Tech

Some productions cancel Dry Tech and go right to Cue to Cue. Check with your
Production Team as to this schedule before tech weekend during the Production
Meeting.

Dry Tech is a rehearsal that takes place onstage with the run crew but without the
actors. It is an opportunity for the Director to see and hear all the cues as well as give
the Stage Manager the correct placement.

Also during this rehearsal, the Stage Management team will teach the run crew their
assignments, setup and clean all backstage areas, glow tape challenging backstage and
onstage areas, install running lights where necessary, carpet/tape down all cables
backstage and Clear-Com setup.

Special effects should be tested and scenic and prop shifts rehearsed.

Coordinate with the Director as to the schedule of the day and the best time they should
arrive. Stage Management should arrive at least 30 minutes early.

26

Coordinate with the ASM, the TD, Costume Shop Manager, and the Prop Master the
placement and set up of props tables, and the assignment of backstage space for tech
positions (props, set changes, quick costume changes, effects, etc.).

Prop check-in occurs with Stage Management and the Props Master. Detailed notes
should be taken as to what props are for what purpose and which props are still missing.
Publish the missing props in the Rehearsal Report.

Once the director has arrived and the rehearsal has begun, start at the top of the show
and become the liaison between the Director and the Designers.

Adjust Prompt Book as needed and make note of the changes so that the same
adjustments can be made to the Cue Sheets.

Production Meetings take place after every Technical Rehearsal before any actor notes
are given (if applicable).

12) Cue to Cue

This is the Stage Managers opportunity to rehearse the placement and correct calling of
all cues. This is the only chance the Stage Manager will have to get comfortable with
the calling of the show and has the chance to go back and redo whatever is not correct.

This rehearsal takes place onstage with actors and the full run crew.

Stage Management should arrive 30 minutes before the crew. The crew should arrive
an hour before the cast.

Follow all pre-performance procedures and check-lists.

Once the entire company has arrived and before rehearsal has began, address the
following:

o
o
o
o
o
o

Where actors stay when not on the set.

Where technicians stay when not on the set.
Proper use and respect of all props and/or firearms.
Safety and silence backstage.
Attentiveness and cooperation during runs.
Proper use and respect of costumes, including no eating, no drinking, no
smoking (except in approved smoking ensemble.)

o
o

27

Hang all costume pieces up when not in use.

Do a brief tour with the actors and crew of the set.

Go over all dangerous areas, operation of practical props, and other potential
trouble areas.

Discuss emergency procedures (see the emergency procedure section for proper
calls).

Once rehearsal begins, move from cue to cue having the actors give only the lines you
need to hear and the blocking you need to see to call and execute all cues. Skip any
large sections of dialogue between cue sequences. If necessary, run any trouble spot
areas which require different cue calls.

Discuss with the Director prior to rehearsal the schedule for the day. Occasionally the
Director will give the actors notes while the Stage Manager is working with other
departments but this should not hold up the rehearsal.

Production Meetings should take place after every Technical Rehearsal before any actor
notes are given (if applicable).

13) Dress Rehearsals

These rehearsals usually occur the Monday, Tuesday, and Wednesday before opening
with a full cast and crew. It is run as close to show quality as possible.

Double check

with the Costume Designer and Director to clarify which rehearsals should have the cast
in hair and makeup.Arrive 30 minutes before the crews call time and prepare the theatre
for rehearsal by turning on lights, unlocking doors, posting sign-in sheets, etc.

Double check with the TD, crew members, ASMs and crew heads to insure that all of
the previous rehearsals technical issues have been taken care of prior to the start of
rehearsal.

Follow the pre-performance checklist.

Once the cast and crew have arrived, go over any adjustments or changes that they
need to be aware of.

No visitors are permitted to watch tech and dress rehearsals unless specifically invited
by the Director. No visitors are permitted backstage at tech and dress rehearsals unless
specifically approved by the Director and the Director of Production. Occasionally the
Director and the Department will decide to invite visitors to these rehearsals. Be sure to
communicate this information to the cast and crew when applicable.

Give the cast and crew warnings as to the time left until curtain. Make sure Stage
Management has walked the entire backstage area including the loading dock and

28

Costume Shop to make these announcements. Continue making these announcements

through the run of the show:

o
o
o
o
o

30 Minutes Before Curtain HOUSE OPEN

17 Minutes Before Curtain 15 MINUTES UNTIL PLACES
12 Minutes Before Curtain 10 MINUTES UNTIL PLACES
7 Minutes Before Curtain 5 MINUTES UNTIL PLACES/TECHS TO PLACES
2 Minutes Before Curtain ACTORS TO PLACES

Lockers are available backstage at the theatre, and actors should secure their own
valuables at hour.

Run the show as though it was a performance.

Time each Act as well as the full length of the show as Front of House will need this
information and it should also be recorded in the Report. Performances should be timed
as well.

After rehearsal, tech notes happen first while actors are getting out of costumes. After
tech notes the Director gives actor notes.

Check that the Wardrobe Crew and actors have completed their check-in procedures
and all items are accounted for. Actors and Crew cannot leave until all pieces are
accounted for.

29

Follow the lockup procedures.

PART V PERFORMANCE
1) Front of House

Stage Management and the House Manager/Box Office should work together closely
during performances.

Check-in and synchronize times with the House Manager one hour prior to the show
beginning.

Pick up a walkie-talkie from the Box Office to aid communication with the House
Manager.

At half hour before the show begins, check-in with the House Manager to open the doors
to the theatre.

Speak with the House Manager/Box Office before giving the actors their five minute call
to see if the start time needs to be held due to late patrons.

Once all checks are complete and actors are in places, speak with the House Manager
before starting the show to make sure doors are closed and the lobby is clear.

2) Calling the Show

Call the show cues as was rehearsed in Dress Rehearsal.

Be sure to speak clearly and consistently so the crew understands the rhythm is which
you call the cues.

Before beginning performances, explain to the crew exactly how they will be hearing
cues called and in what terminology.

Non-show related headset chatter should be kept to a minimum so that Stage

Management and the crew can concentrate on the show and there is no confusion when
cues are called.

3) Emergency Procedures

The Stage Manager should have a script for a variety of different scenarios in which they
would need to hold or stop the show and announce it on the VOG mic.

If an emergency does occur, remain calm as the cast and crew will look to you for a plan
of action.

The Stage Manager decides (or if theres time with the Staff representative in the
building) whether or not the actors should hold or leave the stage.

30

Rules for an emergency:

Contact the House Manager and Staff representative by walkie talkie or other
pre-arranged method.

The House Manager and their staff have their own protocol for emergencies:

House Manager will call 911, allowing the Stage Manager to focus on
emergency announcements and the actors.

When calling 911, the call must be made from a Campus Land Line
(LAN:Local Area Network.) It is asked that you do not place the call from
your cell phone as the LAN line dials straight to campus security and they
then call for EMT or fire department. Campus security must escort any
emergency vehicles on campus since the Theatre is hard to find. If no
other phone is available, and you have no choice but to call from a cell,
dial 407-823-5555. This calls straight to campus security.

Ushers will escort out any guests if an evacuation of the Theatre is called
for.

Any patrons sitting immediately around the emergency will be asked

to please give room for the medics and house ushers to treat the patron.

If an actor has a medical emergency onstage or otherwise, if safe they

will be escorted backstage by the ASM, who then turns him/her over to
FOH staff. FOH will stay with the actor until medical help arrives, and in
some cases, may even travel with the ailing actor.

The House Manager and will assess the situation with the SM.

Be sure to document each emergency situation in the Performance Report and any
other emergency documentation that is requested.

4) Intermission

Once Intermission begins, wait two minutes and then begin the scene change (if
applicable.)

31

Check that all Intermission presets have been completed.

Give actors a 5-minute warning and call technicians to places.

Coordinate the start of the second half with House Manager.

Call places and begin the show.

5) Photo Call

The archival Photo Call usually takes place after the show on the first Sunday
performance.

At the final dress rehearsal remind the Designers and Directors to send you a list of
photos they would like taken.

Share with the Director and have them decide on 24 shots. Publish the list once it is
approved by emailing it to the Production Team and posting it on the Call Boards.

Find those places in the script for each photo and create a worksheet noting the light cue
number that is onstage, which characters are involved, and what costume are needed.
Work the list in reverse order beginning at the end of the show since the actors will
already be in these costumes.

The Lighting Designer or Assistant Lighting Designer should be present to adjust light
levels if necessary for the photographer. Be sure the board op knows how to provide
more light if necessary.

Allow the photo to be taken under correct show light by the Designers first. If the
photographer needs more light, ask the Lighting Designer for more light. When all
photos are complete, move to the next shot. Be sure that all changes have been cleared
from the board.

As one shot is being prepared, look to the next shot. Have any actors and crew not
involved the current shot prepare for the next shot by preparing the set, props or getting
into the appropriate costume.

32

PART VI POST-PRODUCTION
1) Strike

Prior to strike, the Technical Director will arrange a meeting with Stage Management in
attendance.

Actors must clean up and remove all belongings from GDM and vacate the premises as
soon as possible. Actors are not required to stay for strike. Strike will be attended by
students in Technical Theatre Production and Stagecraft. If an actor would like to
volunteer for strike, they must do so prior to the strike meeting.

Prior to the call the Master Carpenter, Master Electrician, Technical Director, and
Assistant Technical Director gather in the Shop to organize tools and personnel.

Stage Management strikes and cleans the booth and generates the final Performance
Report. They also should make sure the refrigerator and trash have been emptied in the
GDM.

The Technical Director and Costume Shop Manager release their designated strike
crews.

Stage Management must check to ensure the green room and makeup alleys are clean.

2) Crew Status Recap

Once the last performance is over, prepare a short recap of the crews attendance and
email it to the Technical Director. Include any absence or tardiness. This should also
appear in the Reports as instances occur.

If there were any challenges with the crew during the production, let the Technical
Director know the facts (not opinions) in this recap.

3) Post Mortem

The Post Mortem is a forum to discuss the successes and challenges with the
Production Team as well as the Production Staff of the department for each show.

The Stage Manager should work in cooperation with the Department Chair and Director
of Production to schedule the Post Mortem. Add this meetings date, place and time to
the final Performance Report as a reminder.

Attend the Post Mortem with the entire Stage Management team. Come with a list of
items you would like to discuss.

33

Take notes at the Post Mortem and distribute them to all in attendance.PART VII
ASSISTANT STAGE MANAGER

The responsibilities of the Assistant Stage Manager will vary depending on the nature of the
show and the Stage Manager. Always communicate with your Stage Manager on what tasks
are expected.

1) Duties

Setting up the space for rehearsal including taping the floor and acquiring furniture.

Supervising and coordinating all paperwork and tracking for props, costumes &
scenery.

Getting rehearsal props and costumes.

Acting as an additional line of communication for the actors and Production Team

Acting as a liaison to the Costume Shop and/or Prop Master.

Check-in with the Stage Manager and keep them updated on any and all show
related information.

Be prepared to step up and fill the shoes of the Stage Manager if/when necessary.

Function as the Stage Managers eyes backstage, during rehearsals and

performances.

Never send out any publicized information without the authorization of the Stage
Manager.

2) Pre-Production

Meet with Stage Manager and discuss their expectations.

Create a Production Script that has the same information as the Stage Managers
book.

Track and coordinate all aspects of props, scenery & costumes.

Cross reference all gathered information and paperwork with the Stage Manager to
insure accuracy and consistency.

3) Rehearsals

34

Arrive at least one hour before rehearsal (unless otherwise instructed.)

Maintain tracking plots of any props, costumes & scenery

Create run notes, deck run notes, prop plots & costume plote

Take timings in run notes and use to create costume plots.

Send out weekly prop updates.

Document and take responsibility for storage and setup of rehearsal props and rehearsal
costumes.

Document any notes and challenges and report them to the Stage Manager.

After each rehearsal, restore the space to its accepted classroom set up (consult with
Stage Manager about what this setup should be.)

4) Onstage and Technical Rehearsals

Props are due for check-in on Dry Tech day. The Props Master checks in the props to
the ASM. The ASM signs them out from the Prop Master and they become the ASMs
responsibility.

During Dry Tech the ASM leads the Props Run Crew in the check-in of the props,
oversees their nightly storage assignment, and directs the crew in the creation and
placement of the props tables.

During Dress Rehearsals and throughout the run, the ASM will work closely with the
Crew Chief and Wardrobe Head to see that the needs of the actors, the Scene Shop,
Costume Shop and Stage Management are all met with regards to scenery and props.

5) Prop Master Relationship

At props check-in, the Assistant Stage Manager takes over control of the props and is
then responsible to look after them as well as communicate when they need to be
replaced or repaired.

The Prop Master, not Stage Management, is responsible for purchasing and delivering
perishables throughout the run of the show.

Prop Master is responsible for the maintenance of the props during the run of the show.

During Cue to Cue the props master should be present at the beginning to introduce
props, including all consumables, to the cast and then at the end for the notes. Cue to
Cue is when the actors get acclimated to the props.

Stage Management should document in the Report when a prop needs fixing or
replacing.

6) Performance

35

The ASM is responsible for operation of the backstage area (including overseeing scene
shift crew, fly crew, props run crew and wardrobe crew).

Keep the Stage Manager informed.

Review pre-show and post-show checklist completion for each performance,

Document and maintain inventory of props.

Check-in props before and after each performance.

Stay on headset at all times unless otherwise instructed. Let the Stage Manager know if
you need to go off headset.

Non-show chatter should be kept to a minimum. Never interrupt between a Standby and
GO.

Enforce the rules of no eating, drinking, and smoking in costume.

7) Post-Performance

Check props back in with the Prop Master.

Clean up all areas backstage.

Assist and supervise the cleaning of the actor areas (dressing rooms, green room &
make-up alley.)

36

Report to Technical Director for further assignments.

Turn in any keys that were checked out.

PART VIII SUMMER SEASON

Each summer season has a different set of procedures. Meet with the Department Chair or
Production/Company Manager to discuss any new or different operating procedures.

The summer season operates like a summer stock company. Rehearsals take place over a
nine week period. The Stage Managers day will vary depending on the show.

Auditions often take place before the Stage Management assignments take place. Every
Stage Manager should contribute to these auditions.

The summer season is structured in such a way that pre-production for the first show must
be completed before rehearsals begin which is before the summer season starts.

Production Meetings for all three show start before summer season begins. The week
before a show goes into technical rehearsals, that show no longer has production meetings.

Due to time constraints in the summer season, changes, additions and corrections may
need to be communicated to the Production Team before the Report is sent to allow them
the maximum time to facilitate the desired change.

Every attempt is made to keep the hours worked by all individuals equal (both tech and
actors). To that end, everyone should have a minimum of five days of eight hours work, one
day of five hours work, and one full day off per week.

Consult with the Director of

Production for exceptions.

37

The production process remains the same as the rest of the season except it is truncated

PART IX PAPERWORK & FORMATS

Please see the production manager for electronic copies of the following paper work
-Prep Week To Do List
-Production Flow Chart
-Prop Plot : Updates should go out on a weekly basis.
-Run Notes/Deck Run Notes
-Costume Plot

38

University Of Central Florida

Prep Week To Do List

Page 39 of 47
Printed 08/21/11; 9:50 AM

SHOW TITLE
Done By:
Artist Information Packets
Compiled for the following people:
Cast
Director
Designers
Understudies
Production Staff
SM

Paperwork for Packets:

Contact Sheet
Scene Breakdown
Rehearsal Calendar
Wallet Cards
Company Info (Guidelines)
Personal Info Sheet
Playbill Copy Form

SM

Script Work:
Obtain copies for cast
Script Check out Log
Line Change Record
Create Blocking Key
Create Slip Sheets

ASM

Scenery/Properties
Obtain Ground Plans (large, Mini & PDF)
Measure Ground Plans
Plan direction to rehearsal in rehearsal studio
Check Spike Tape Supply
Pull Rehearsal Props and Furniture
Preliminary Props List
Props Change Cover Letter
Props Preset Sheet
Spike Plot with Dimensions
Preliminary Running Notes
Obtain crew info (assignments & contact info)
Obtain drawings or photos for display in rehearsal studio

39

ASM

Costumes
Make Rehearsal Costume Request List
Meet with Shop Manager to discuss Rehearsal Costumes
Follow up on Delivery of Rehearsal Costumes
Preliminary Costume Plot
Obtain drawings or photos for display in rehearsal studio

SM

Paperwork:
Contact Sheets: Master, Actor, Production
Scene Breakdown
Rehearsal Calendar
Sign In Sheets (when in Theatre)
Wallet Card
Company Guidelines
Rehearsal Report
Performance Report
Daily or Weekly Schedule
Distribution List
Set up Computer Files
Set up Email account
First Day Invitations
Blocking Slip Sheets
Blocking Key
Rehearsal Room Class Schedule
First Day Agenda
Line Note Form
Preliminary Tech/Performance Schedule
Extra Paperwork in Accordion File

ASM

Call Board Signs:

Show Title
Daily or Weekly Schedule
Sign In (for Theatre only)
Rehearsal Calendar
Scene Breakdown
Tech/Performance Schedule (for Theatre only)
Contact Information
General Information
Look for additional headings needed

40

ASM

Rehearsal Room Signs:

Quiet Please Rehearsal/Performance in Progress
Directions to Rehearsal Room
4 Designer place-cards
Post All Signage

BOTH

Rehearsal Hall Supplies:

Pens
Sharpies
Pencils Sharpened
2 Pencil Cups
Pencil Sharpener
Hi Liters
Stapler with staples
3 hole punch
Tissues
Post it Pads
Legal Pads
Scotch Tape in dispenser
Tape Measures
Scissors
Spike Tape
White Out
Paper Clips
Rubber Bands
CD/Player
Brooms and Dust Pans
Mop and Bucket
Paper Towels
Spray Cleaner
2 Water Pitchers & Cups
Phone Book
Handi Wipes
Hand Disinfectant
Extension Cords
Mints (Altoids)
Knee Pads
Rehearsal Handkerchiefs
First Aid Kit

BOTH

Set Up Rehearsal Studio:

Tape out Floor
Tape out Dance Marks
Arrange Cast Tables (in a circle)

41

SM

42

Arrange Stage Managers Table

Arrange Designers Tables (4 tables)
Arrange Chairs at tables
Arrange Chairs for visitors
Arrange Prop Tables (2 usually, SR and SL)
Check lights in studio
Check Phone
Post any drawings, ground plans, etc.
Arrange for Costume Rack
Obtain Model Stand and clip lights
Obtain Model for first day

Miscellaneous
Call Actors
Introduce yourself
First day Schedule
Call Director
First Day Schedule
What do you want read in first read-thru
Rehearsal Room Choice
Rehearsal Room Layout
Review schedule and scheduling procedure
Scene Breakdown Check
Review Prop list and rehearsal needs
Any additional rehearsal needs
Contact Costume Shop Mgr.
Facilitate Measurements
Fittings schedule
Contact Designers
Confirm contact info
Review first day schedule

Theatre UCF
Stage Management Team
Responsibilities Flow Chart - Musical
Week

Stage Manager Responsibilites

Assistant Stage Manager

Responsibilities

General Responsibilities

Prep Week starts 2 weeks prior to first rehearsal.

Stage managers should not be involved in the production prior to this time.

2 Weeks
Prep

Prep Week To Do List

Prep Week To Do List

Pre-Show Meeting with Molly

Submit paperwork by end of week
1 to Molly

1
Rehearsal

Distribute Prod. Mtg Notes by

Tues. 8:30a

Daily Shop Walks

Weekly Prop Update
Evaluation Check in

Coordinate & Schedule Fittings

2
Rehearsal

Distribute Prod. Mtg Notes by

Tues. 8:30a
Weekly Prop Update

Daily Shop Walks

Schedule & communicate

Designer Run if possible
Distribute Prod. Mtg Notes by
Tues. 8:30a

3
Rehearsal

Daily Shop Walks

Coordinate & Schedule Fittings

Weekly Prop Update

Evaluation Check In

Schedule & communicate

Designer Run if possible
Distribute Prod. Mtg Notes by
Tues. 8:30a
Coordinate & Schedule Fittings
4
Rehearsal

Schedule & communicate

Designer Run if possible
Submit prelim Tech Schedule to
Molly

43

Weekly Prop Update

Daily Shop Walks

Distribute Prod. Mtg Notes by

Tues. 8:30a
Schedule & communicate
Designer Run if possible
Submit Prelim Tech Schedule to
Prod. Mtg
5
Rehearsal

Contact Crew Confirm Crew

Review & Meeting
Schedule Paper Tech

Weekly Prop Update

Run Note Timings
Get updates Piece list from Shop

Daily Shop Walks

Submit costume plot, Preset List &

Run Notes to Molly

Submit preliminary Tech Requests

to Molly by Monday
Confirm Zitsprobe

Distribute Prod. Mtg Notes by

Tues. 8:30a
Schedule & communicate
Designer Run
Submit Final Tech Schedule to
Prod Mtg.
6 Rehearsal

Submit Cue light, Headset,

Microphone, Prop table, QC Booth
requests at Mtg.Tech Talk with
Cast
Set Up Fire Drill & Make
Emergency Evacuation Packets

Theatre Move:
Move Callboard
Set up Prop Tables
Prop Walk Through
Post Dressing Room Signs
Weekly Prop Update
Run Notes & Costume Plot for
Crew Review

Scenic Walk Through with TD

Performance space keys
Clean Green Room
Evaluation Check In

Collect Headshots & Bios from

Cast & Crew

Daily Shop Walks

Preset Checklist

Show Hold ScriptsCrew Review &

Meeting

Determine Late Patron seating

Tech

Backstage Tour with Cast

FOH Check in

Perf

Collect backstage notes for

inclusion in report.
File all notes.

44

Return all rehearsal costumes &

props
Turn in costume, Props & scenic
notes to SM after each
performance

Photo Call First Sunday

Shop walks as needed

Strike Mtg. with TD

Perf

Collect backstage notes for

inclusion in report.
File all notes.

Turn in costume, Props & scenic

notes to SM after each
performance

Shop walks as needed

Strike: Clean Green Room, Booth,
Back stage & Callboard

Cast Attendance
Post Run

Prop Check in

Return Keys

Submit Final Book to Molly

Post show meeting with Molly

Submit final Book to Molly

Crew Status Recap

Theatre UCF Stage Management TeamResponsibilities Flow Chart - Staight Play

Week

Stage Manager Responsibilites

Assistant Stage Manager

Responsibilities

General Responsibilities

Prep Week starts 2 weeks prior to first rehearsal.

Stage managers should not be involved in the production prior to this time.

2 Weeks
Prep

Prep Week To Do List

Prep Week To Do List

Pre-Show Meeting with Molly

Submit paperwork by end of week
1 to Molly

1
Rehearsal

Distribute Prod. Mtg Notes by

Tues. 8:30a

Daily Shop Walks

Weekly Prop Update
Evaluation Check in

Coordinate & Schedule Fittings

Distribute Prod. Mtg Notes by
Tues. 8:30a
Coordinate & Schedule Fittings
2
Rehearsal

Schedule & communicate

Designer Run if possible
Submit prelim Tech Schedule to
Molly

45

Weekly Prop Update

Daily Shop Walks

Distribute Prod. Mtg Notes by

Tues. 8:30a
Schedule & communicate
Designer Run if possible

3
Rehearsal

Submit Prelim Tech Schedule to

Prod. Mtg
Contact Crew Confirm Crew
Review & Meeting

Weekly Prop Update

Run Note Timings
Get updates Piece list from Shop

Daily Shop Walks

Submit costume plot, Preset List &

Run Notes to Molly

Schedule Paper Tech

Submit preliminary Tech Requests
to Molly by Monday

Distribute Prod. Mtg Notes by

Tues. 8:30a
Schedule & communicate
Designer Run
Submit Final Tech Schedule to
Prod Mtg

Theatre Move:
Move Callboard
Set up Prop Tables
Prop Walk Through
Post Dressing Room Signs

Scenic Walk Through with TD

Performance space keys

4 Rehearsal

.Submit Cue light, Headset,

Microphone, Prop table, QC Booth
requests at Mtg.

Make Valuable BagsWeekly Prop

Clean Green Room
UpdateRun Notes & Costume Plot
for Crew Review

Evaluation Check In

Tech Talk with Cast

Set Up Fire Drill & Make
Emergency Evacuation Packets

Collect Headshots & Bios from

Cast & Crew

Daily Shop Walks

Preset Checklist
Show Hold Scripts
Crew Review & Meeting

Determine Late Patron seating

Tech

Backstage Tour with Cast

FOH Check in

Perf

Collect backstage notes for

inclusion in report.
File all notes.

46

Return all rehearsal costumes &

props
Turn in costume, Props & scenic
notes to SM after each
performance

Photo Call First Sunday

Shop walks as needed

Strike Mtg. with TD

Perf

Collect backstage notes for

inclusion in report.
File all notes.

Turn in costume, Props & scenic

notes to SM after each
performance

Shop walks as needed

Strike: Clean Green Room, Booth,
Back stage & Callboard

Cast Attendance
Post Run

Crew Status Recap

47

Prop Check in

Return Keys

Submit Final Book to Molly

Post show meeting with Molly

Submit final Book to Molly