Stage

Management Handbook

West Virginia University

College of Creative Arts
School of Theatre & Dance

Revisions:
If you would like to propose a revision to this handbook, please email the production
manager. Outline the change you purpose and the reason for this proposal.


Created By: Faculty & Staff of the School of Theatre & Dance 08/2012

Introduction
ServingasastagemanagerisaninvaluableexperienceforastudentattheSchoolofTheatre&
Dance.Notonlyareyoupartofateamtohelpdevelopaproduction,intheendyouaretheindividual
responsiblefortheproductionsfollowthrough.Agoodstagemanagerwillpracticethefollowingtraits:
beproactive,assumeresponsibility,thinkahead,beorganized,anddependable.Witheachproduction
yourconfidenceandskillswillgrow,assistingyouinyourprofessionalcareeraftercollege.

Thestagemanageristhefirstlineofcommunicationandservesasthehubthatholdsthe
differentdisciplinestogether.Youmustlearntocommunicateinaclearandtimelymannerandbeable
toexpresstheideasandvisionofothers.Itisequallyasimportanttotreateveryonewithrespect,as
youwillneedtoformaprofessionalworkingrelationshipwitheveryoneinvolvedintheproduction.

Itiscrucialtodevelopabalanceinlifebetweenyourwork,study,andplay.Timemanagement
isoneofthemostimportantthingsastagemanagercanlearn.Toachievethiswillhelpyoumanage
yourdaytodaystress.Learntoleaveyourpersonalproblemsoutsideofthetheatre,yetdealwiththe
stressesofdailylifequicklysoitwillnotimpactyourworkorstudy.Rememberthattheprimarygoalof
theSchoolofTheatre&Danceisyoureducationwhichincludesclasses.Ifyouarehavingtrouble
balancingyourdutieswithyourclassrequirementstalkwithanadvisor.Youarenotalone.

Thishandbookisnotintendedtoteachyouhowtostagemanage,butrathertoserveasaguide
forhowproductionsareimplementedattheWestVirginiaUniversitysSchoolofTheatre&Dance.

Contents
Introduction...................................................................................................................................................i
Personnel......................................................................................................................................................2
WorkingwiththeProductionManager........................................................................................................3
Heretosupport.........................................................................................................................................3
ProductionCalendar.................................................................................................................................3
Office.............................................................................................................................................................3
Scripts........................................................................................................................................................3
Programs...................................................................................................................................................3
PhotoCopying...........................................................................................................................................4
ExcusedAbsenceLetters...........................................................................................................................4
Safety............................................................................................................................................................4
InappropriateBehavior.............................................................................................................................4
FightCalls..................................................................................................................................................4
Weapons...................................................................................................................................................5
OpenFlame/Pyrotechnics........................................................................................................................5
FoodAllergies............................................................................................................................................5
BarefootinShop.......................................................................................................................................5
Valuables...................................................................................................................................................6
Emergencies..................................................................................................................................................6
FirstAidKitsandminorinjuries................................................................................................................6
Shouldaninjuryoccur..............................................................................................................................6
Shouldaseriousinjuryoccuritisimportantthatyouremaincalm.Call911(9911fromacampus......6
Shouldaninjuryoccurduringaperformance..........................................................................................7
BodilyFluidsCleanup................................................................................................................................7
FireAlarm..................................................................................................................................................7
Meetings.......................................................................................................................................................8
DesignMeetings........................................................................................................................................8
ProductionMeetings.................................................................................................................................8
CallBoards....................................................................................................................................................9
CAC............................................................................................................................................................9
E.MooreHall.............................................................................................................................................9
Auditions.......................................................................................................................................................9
TalkwithDirectororDanceDirector........................................................................................................9
Signupsheets............................................................................................................................................9
Casting/CastList......................................................................................................................................10
Dance......................................................................................................................................................10
ContactSheets............................................................................................................................................11
MasterCalendar..........................................................................................................................................11
CostumeShop.............................................................................................................................................11
ii

ActorsSchedules....................................................................................................................................11
SchedulingFittings..................................................................................................................................12
PostedFittingSchedule...........................................................................................................................12
Missedfittings.........................................................................................................................................12
Rehearsals...................................................................................................................................................12
SchedulingRehearsals.............................................................................................................................12
RespectforSpaces..................................................................................................................................13
Preppingtherehearsalhall.....................................................................................................................13
RehearsalCostumes................................................................................................................................13
RehearsalProps......................................................................................................................................13
TapingOutTheSet..................................................................................................................................14
Pianos......................................................................................................................................................14
Responsibilitiesduringrehearsals..........................................................................................................15
Vocal/Text/DialectCoach.......................................................................................................................15
Blocking...................................................................................................................................................15
LineNotes...............................................................................................................................................15
Breaks......................................................................................................................................................16
Playbackequipment................................................................................................................................16
DanceShowings......................................................................................................................................16
Lockup.....................................................................................................................................................16
RehearsalReports...................................................................................................................................16
Tech.............................................................................................................................................................17
PaperTech..............................................................................................................................................17
Tech/PerformanceSchedule..................................................................................................................17
CrewContact...........................................................................................................................................18
CrewView...............................................................................................................................................18
CrewAttire..............................................................................................................................................18
RunSheets..............................................................................................................................................18
Signin......................................................................................................................................................18
Props.......................................................................................................................................................18
Warmups...............................................................................................................................................19
Headset...................................................................................................................................................19
RunLights................................................................................................................................................20
CallTimes................................................................................................................................................20
Breaksduringtech..................................................................................................................................20
Hold.........................................................................................................................................................20
GlowTape...............................................................................................................................................20
TechNotes..............................................................................................................................................20
QuickChangeBooths..............................................................................................................................21
Sitzprobe.................................................................................................................................................21
DesignerPhotos......................................................................................................................................21
ClearingoutoftheRehearsalHall..........................................................................................................21
LobbyDisplays.............................................................................................................................................21
iii

Bios..........................................................................................................................................................21
Performances..............................................................................................................................................22
HouseManagement................................................................................................................................22
Pre&PostShow......................................................................................................................................22
Intermission............................................................................................................................................22
PerformanceReports..............................................................................................................................23
PhotoCalls..............................................................................................................................................23
TypesofPhotoCalls:...............................................................................................................................23
Strike...........................................................................................................................................................24
CrewEvaluations.....................................................................................................................................24
Misc.............................................................................................................................................................24
Keys.........................................................................................................................................................24
PublicityPhotoCall.................................................................................................................................25
PromptBook...........................................................................................................................................26
Callingashow.........................................................................................................................................26
Appendixes..................................................................................................................................................28
A:ContactSheet......................................................................................................................................29
B:RehearsalCalendar.............................................................................................................................30
C:ProductionMeetingReport................................................................................................................31
D:ActorFittingScheduleForm...............................................................................................................32
E:FittingSignupSheet...........................................................................................................................33
F:RehearsalReport.................................................................................................................................34
G:PerformanceReport...........................................................................................................................35
H:RunSheets..........................................................................................................................................36
I:WeaponsLayout..................................................................................................................................37
J:ScriptExample.....................................................................................................................................38
K:WVUOperatingProceduresforEmergenciesInvolvingStudents......................................................39
L:AuditionTemplate...............................................................................................................................41
M:BioTemplate......................................................................................................................................42
N:DanceCueSheet.................................................................................................................................43
O:BlockingSheetExample......................................................................................................................44

iv

Personnel
JoshuaWilliamson,DirectoroftheSchoolofTheatre&Dance...........................................(304)2932020
Joushua.williamson@mail.wvu.edu

CarolKurcaba,AdministrativeAssociate..............................................................................(304)2932020
Carol.kurcaba@mail.wvu.edu

StevenNeuenschwander,ProductionManager/TechnicalDirector...................................(304)2937088
Steven.neuenschwander@mail.wvu.edu

LauraHitt,Vocal/Text/DialectCoach....................................................................................(304)2936183
Laura.hitt@mail.wvu.edu

YoavKaddar,DirectorofDance............................................................................................(304)2938623
Yoav.kaddar@mail.wvu.edu

BobKlingelhoefer,LobbyDisplayDesigner..........................................................................(304)2936731
Robert.klingelhoefer@mail.wvu.edu

JayMalarcher,FacultyinchargeofPrograms......................................................................(304)2936807
Jay.malarcher@mail.wvu.edu

MaryMcClung,DirectorofCostumes...................................................................................(304)2936914
Mary.mcclung@mail.wvu.edu

AlanMcEwen,Lighting&SoundSupervisor/CADLabAdministrator..................................(304)2936920
Alan.mcewen@mail.wvu.edu

JerryMcGonigle,HouseManagementSupervisor...............................................................(304)2936969
Jerry.mcgonigle@mail.wvu.edu

SharonGoeres,CostumeShopSupervisor...........................................................................(304)2936158
Sharon.goeres@mail.wvu.edu

CailaShields,SceneShopSupervisor....................................................................................(304)2936192
Caila.ruggieri@mail.wvu.edu

UniversityNumbers
CostumeShop.......................................................................................................................(304)2937276
SceneShopLower.................................................................................................................(304)2937364
DavisBooth...........................................................................................................................(304)2937593
CampusPolice.......................................................................................................................(304)2932677

Working with the Production Manager

Here to support
Theproductionmanagerisanimportantlinkinyourchainofcommunicationandishereto
supportyouasastagemanager.Itisimportantthatyoucheckwiththemafewtimesaweek,
increasingthecommunicationasyougetclosertotech.Theproductionmanagerdealswiththe
safetyandschedulingofspacesusedbytheSchoolofTheatre&Dance.Anyquestionsthatyou
mighthavethatarenotoutlinedinthishandbookshouldbedirectedtotheproduction
manager.Ifyoufeeluncomfortableinasituationinvolvingafellowstudent,seekadvicefrom
theproductionmanager.Youwillnotbeaskedtobeinapositionthatisunfairtoyouasa
student.

Production Calendar
Theproductioncalendarcontainsallimportantdatesforaproductionincludingrehearsalspace,
photodates,tech,&performances.Seetheproductionmanagerforacopyoftheproduction
calendar.Thestagemanagershouldusethiscalendartocreatetheirownrehearsalschedule
(AppendixB).

Office
Scripts
Thestagemanagerisresponsibleforpickingupanddistributingallscriptstothecast,crew,and
designers.Anumberedsignoutsheetshouldbecreatedbythestagemanagertotrackscript
distribution.Allscriptswillbecollectedbystagemanagementatthefinalcallbackandre
distributedaftercastingisfinalized,eitheratthefirstreadthroughormadeavailableforpickup
accordingtothedirectorspreference.Thestagemanagerisresponsibleforcoordinatingwith
themainofficetodeterminewhetherscriptswillneedtobecollectedaftertheproductionand
passingthisinformationontocastandproductionpersonnel.Inthecasethatscriptswillbe
returnedtothemainoffice,thestagemanagerisresponsibleforseeingthatallpersonnelhave
removedanymarksmadeinthescripts.Allscriptsshouldbecollectedbytheendofstrikeand
returnedtotheadministrativeassociateinthemainoffice.

Programs
Oncethecastlistisposted,thestagemanagerwillneedtogiveacopyofthecastlisttothe
facultymemberinchargeofprograms.Duringtechnicalrehearsalsthestagemanagershould
assisttheproductionmanagerindistributingaprogramcopytoverifythatallinformationis
correct.Headshotsandbiosshouldalsobecollectedtwoweekspriortocrewview.

Fordance,thestagemanagerisresponsibleforcollectingthefollowinginformationfromthe
choreographers:Titleofdance,musicby(composer,nameofspecificpiece),performers,
costumesby,lightingby,sceneryby,propsby,andanyprogramnotes.Thedanceconcert
directorwillsupplytheshowordertothestagemanager.Allofthisinformationshouldbe
collectedandsenttothefacultymemberinchargeofprogramsoneweekpriortotech.

Photo Copying
Asastagemanagerofaproductionyouwillbegivenacodetotheschoolscopier.Thisisfor
productionpurposesonlyandisnottobeusedasyourpersonalcopier.Donothandthiscode
outtootherstudentstouse.PleaseseetheadministrativeassociateinthemainofficeCAC
305Aforacode.

Excused Absence Letters

AllWVUSchoolofTheatre&Dancemainstageproductionsareviewedasauniversity
sanctionedevent,thereforeExcusedAbsenceLettersareavailabletocastandcrewwhenthey
haveanacademicconflictasaresultofaproduction.Thestudentcanseetheadministrative
associateinthemainofficeforthisletter.Itisthestagemanagersresponsibilitytogivethe
administrativeassociateacopyofthecastlistonceposted.Theofficewillreceiveacopyofthe
crewandproductionstafffromtheproductionmanager.

Safety
Inappropriate Behavior
Asastudentstagemanageritcanbedifficulttoadviseortakechargeoffellowstudents;
howeveritisthejobofthestagemanagertoinsurethesafetyofthemembersofthe
productionandtheefficiencyoftheproductionschedule.Ifinappropriatebehaviorisobserved
suchasintoxication,violencetoothers,ordisruptiveverbalabuse:
o Addressthesituationwithacalmprofessionaldemeanor.Perhapsaskingthepersonor
personstoleaverehearsalortheperformance.
o Reportthesituationtothedirectorandproductionmanager.
o Ifitissomethingthatyoudonotfeelcomfortableaddressingyourselfcallthe
productionmanager.

Fight Calls
Thepurposeofthefightcallisfortheactorstorunthesequenceaswellasforthefightdirector
togivenotes(distance,speed,etc.).Flightcallsmusthappenbeforeeveryperformanceand
shouldbeimplementedduringthetechprocess,withactorcallssetaccordingly.Thestage
managershouldmakesurethatfightcallhappensandthestageisreadyontime.Thisincludes
havingthestageweaponsready,necessarysetplaced,etc.Alothappensbeforeaproduction
andyoudonothavetimetowastewaitingforthese.Thestageshouldbedrybeforefightcall
sothecrewmayneedtobecalledearlier.Donotattemptfightcallonadampstageitisnot
safe.

Actorsshouldperformtheblockingandchoreographyaminimumoftwotimes,onceat
speed,thenatorshowspeed.Duringfightcallthestageshouldbeclearedandquietinthe
houseforsafetyreasons.Fightcallsmayberunbythefightdirectororpersonneldesignatedby
thefightdirector(fightcaptain,stagemanager).

Iffightcallisrequiredforaproduction,workwiththeproductionmanagertomakesurethereis
atimelistedonthetech/performanceschedule.

Weapons
Whenweaponsareinvolved,stagemanagementsprimaryresponsibilityissafety.Iftheyfeelat
anypointsomethingisunsafeandtheirconcernsarebeingdismissed,involvetheproduction
manager.Atnopointshouldarealgunorsharpbladebeusedinaproduction,ever.When
weaponsareusedinaproductiontheymustbeapprovedbytheproductionmanager.

Thestagemanagershouldpreparealistofwhatweaponswillbeused,whoisusingthe
weapon,wherepeopleareinrelationshiptotheweaponwhenitisonstage,andtheblocking
involvedshouldbedetailedout.Theproductionmanagerwillneedthisinformationtowork
withuniversitypolicetoapprovetheuseofaweapononstage.SeeappendixIforweapon
layoutexample.

Stagemanagementshouldcoordinatewiththeproductionmanagerandfightdirectortoset
guidelinesandrulesfortheproductionssafety.Unlessspecifiedbythefightdirector,the
weaponsshouldonlybehandledbyonlytwopeople:
One(andonlyone)designated,qualifiedcrewperson
Theactorwhousestheweapononstage
Allweaponsshouldbeinspectedbyaqualifiedpersonaspartofthepreshowsetup,every
showbeforetheiruseonstage.Workwiththefightdirectortoselectoneindividualresponsible
forweaponshandling&maintenance.

Eachpersonwhoistohandleanyweaponmustbetrainedbythefightdirectorand/orweapons
handleronthehandlingandstorageofeachweapon.Stagemanagementmustmakethefull
companyawareoftheofflimitsruleofweapons.

Iftheproductioncallsforthefiringofanyweapon,warningsignsshouldbeposted,orawarning
includedintheprogramforaudiencemembers.

Open Flame/ Pyrotechnics

Openflameorpyrotechnicsmustbeapprovedthroughtheproductionmanager,withthesame
documentationasaweapononstage.Thisincludesmatches&lighters.Anyflameorpyro
requiresadesignatedcrewpersontobeonfirewatch,ie.readyandwaitingjustoffstagewith
afireextinguisher.

Food Allergies
Ifaproductionrequiresrealfoodonstagethestagemanagershouldidentifywhatfoodsare
needed,andthenmakesurenocastmembersareallergictotheitemsbeingused.Many
peoplecanhavereactionstothesmellofafoodproduct,somakesurethewholecastisasked
notjustthecastmemberseatingtheproducts.

Barefoot in Shop
Nooneisallowedtobebarefootinthesceneshopduringarehearsalorperformance.Ifashow
requiresthecastoranactortobebarefootthenthestagemanagershouldmakethetechnical
director&productionmanageraware.Theactorshouldnotbebarefootintheshopuntiltech
becauseofsafetyconcerns.Theshopwillmakeeveryefforttoremoveanypiecesfromthe
floor,butitisuptostagemanagementtomakesuretheshopflooriscleanfortheiractors
5

safety.Carpetscanbetapedtotheshopfloortodesignateasafepathforthebarefootcast
member.Seethesceneshopsupervisorforcarpet.

Valuables
Thecastshouldmakeeveryattempttoleaveanyvaluablesathome.Howeverstage
managementwillbegivenabinwithzipperpouchbagstocollectanyvaluablesfromthecast
priortotheshow.Oncetheshowhasconcludedvaluableswillbereturnedtothecast.Thecast
shouldbenotifiedthatwhilestagemanagementwillcollectandholdvaluables,theyarenot
heldresponsibleforthem.Collectionofvaluablesbeginswhenactorsmoveintodressing
rooms.

Emergencies
StageManagementshouldfamiliarizethemselveswithWVUOperatingProceduresfor
EmergenciesInvolvingStudents,acopyofwhichisincluded.(AppendixK)

Neverplaydoctor.Ifthereisanydoubtcall911(9911fromacampusphone).Thestage
manageristoremainatthesceneoftheincident,useanASMandhousemanagementtoassist
you.Wheneverpossibleuseacampusphonetomakethecallbecauselocationinformationwill
bedisplayedonthedispatchersscreen.Ifthereisnotacampusphonenear,orstage
managementwouldneedtoleavetheinjuredperson,useacellphone.

First Aid Kits and minor injuries

StageManagementshouldbeissuedastandardFirstAidKitfortheentirerehearsalperiodand
throughperformances.FirstAidkitsarealsolocatedonthewallsintheupperandlowerscene
shops.Thesewillcoveranyminorscrapesorcutsonly.Ifaproductionusesitemsfromthefirst
aidkitpleaseinformthesceneshopsupervisorsomorecanbeordered.Therefrigeratorinthe
propshophasicepacks.

ThereisafirstaidkitinthecabinettotheleftofthemensdressingroominE.MooreDance
Studio.

Should an injury occur

Determinetheseverityoftheinjury.Iftheinjuryisaminorcutorscrapethestagemanagercan
proceedwithfirstaid.Ifthereisanydoubtastotheseverityoftheinjurycall911.

Shouldaseriousinjuryoccuritisimportantthatyouremaincalm.Call911(9911fromacampus
phone).Calmlystate:
Nameofcaller
Locationandaddressofbuilding(CreativeArtsCenter,Davismainfloor,Falbo
1stfloor)HaveanassistantmeetEMS
Natureofinjury
Phonenumberatscene
o Listentothedispatcherforfurtherinstructionsonhowtoproceed.Iftherearepeople
availablesendonetotheloadingdockandonetothefrontparkinglottohelpguide
EMSthroughtheCACtotheinjuredperson.
6

o
o

After911hasbeennotifiedcontactthedirectoroftheschool.
AnInjuryReportformmustbefilledoutwithin24hoursoftheincident.Thisisnotan
option.Formsareavailablefromtheadministrativeassociateinthemainoffice.Inform
theproductionmanagerifaninjuryoccurs.

Should an injury occur during a performance

o
o
o
o

o
o
o
o
o

Remaincalm.
Informthecrewtosuspendallstageelements(i.e.lights,sound,shifts.)
Bringthehouseandstagelightstofull
Iftheincidenthashappenedbackstagehavethehousemanagermakean
announcementtotheaudiencethatWehaveexperiencedatechnicaldifficulty
backstageandtopleaseremaininyourseats,thankyou.Thehousemanagershould
stayouttheretohelpwiththeaudience.Theydonotneedtobeinvolvedwith
whateverishappeningbackstage.
Iftheincidenthashappenedonstagehavethehousemanagerasktheaudienceto
Pleasestayinyourseatsandremainquietwhilewewillattendtothismatter,thank
you.
Removeanyunnecessarypersonnelfromtheequationlikeextracastorcrew.
Ifafacultymemberisinthebuildinghavesomeonegogetthem.
If911needstobenotifieddoso.(9911campusphone)
If911hasbeennotifiedhavecrewateachlocaletomeettheparamedicsandhave
themclearapathofanyscenerythatwouldimpedethepathtotheinjuredperson.
Contactthedirectoroftheschoolandproductionmanager.

Bodily Fluids Cleanup

Allbodilyfluidsshouldbetreatedasinfectiousandshouldonlybecleanedupbytrained
personnel.Findacustodialstaffmembertocleanuptheincident.Theyhavebeentrainedby
EnvironmentalHealthandSafetyintheproperprocedures.Ifstagemanagementcannotfind
thecustodialstaffcall293HELP(4357)(universityphone34357)andtheywilldispatchtrained
personneltocleanuptheincident.

Fire Alarm
Intheeventofabuildingwidefirealarm,STOPtheperformance/rehearsal.Stagemanagement
isresponsiblefortheactorsandcrew,whilehousemanagementwillattendtotheaudience.
UseASMstohelproundupallactorsandcrew.Haveeveryonemeetoutsidetheloadingdock
awayfromthebuilding.Stagemanagementshouldcounttheactorsandhaveanassistantstage
managercountthecrewtomakesureeveryoneispresent.Ifsomeoneismissingcheckthe
outsideofthebuildingtoseeiftheyhavegonesomewhereelse.NOONEISTOREENTERTHE
BUILDINGFORJUSTONETHING.Waitforanallclearfromaqualifiedperson(police,
operations,supervisingfaculty).Aftertheallclearthecastmayreenterthebuildingand
resumetheshow/rehearsal.

Afalsealarmshouldbetreatedthesameasanactualfire.Intheeventofanactualvisible
buildingfire:1)pullthefirealarm;2)evacuatethecast,crew,&patrons;3)callthedirectorofthe
schoolandtheproductionmanager.

WVUhasanEmergencyResponseFlipchartthatiskeptinthehousemanagementcloset.The
followingtopicsareaddressedweather,fireandsmoke,andbuildingevacuations.

Meetings
Design Meetings
Thedesignmeetingsareforthedirectoranddesignerstodiscussdifferentideasforthe
production.Thestagemanagerneedstobeatthesemeetingssotheycangetafeelforwhere
theproductionisgoing.Whilethestagemanagerdoesnotneedtotakenotesatthispointthe
directormayneedpaperworkgeneratedfortheproductionteam.

Production Meetings
Thestagemanagerneedstoattendallproductionmeetingstypicallyheldonceaweek.Ifthe
stagemanagerhasaconflictwithattendingtheproductionmeeting,anASMshouldbesentin
theirplace.Thisistoensurethatalltechnicalelementsthatariseinrehearsalsareaddressed
andsolved.Thestagemanageristhelineofcommunicationbetweenthedesignersand
rehearsals.

Whiletheproductionmanagerwillsetthetimeoftheproductionmeeting,thestagemanager
shouldsendoutaweeklyremindertotheproductionstaffoftheupcomingmeeting.Typically
productionmeetingsareheldonFridaysbetween121pm.

Duringtheproductionmeetingstagemanagementwilltakedetailednotesofwhathas
transpired.Aproductionmeetingreportshouldbeemailedtotheproductionstaffwithin24
hoursofthemeetinglistingbydepartmentwhatwasdiscussedaswellasitemsthatstillneedto
beexamined.SeeappendixCforanexampleofaproductionmeetingreport.

Thefollowingpeopleshouldattendeveryproductionmeeting:
o Director
o StageManager
o ScenicDesigner
o CostumeDesigner
o LightDesigner
o SoundDesigners
o TechnicalDirector
o PropsMaster
o ProductionManager
o MusicDirector

Dependingontheproductiontheremaybemorepersonnelthatneedtoattendtheweekly
productionmeetingi.e.movementcoach,dramatrug,vocalcoach,claystaff.Ifastudentis
designingmakesuretoincludetheirfacultymentor.

Foradanceproductionthestagemanagerwillworkwiththeproductionmanagertosetatime
forproductionmeetings.Allchoreographersarerequiredtoattendandifthereisaconflicta
representativeshouldbepresent.

Call Boards
CAC
Eachproductionhasasectionofthecallboardlocatedoutsideoftheuppersceneshopinthe
hallway.Thestagemanagerisresponsibleforcheckingthecallboarddailyandkeepingitupto
date.Schedulesandnoticesshouldbedisplayedforeveryonetosee.Thecallboardisthestage
managersmainformofcommunicationtothecast.Thecastshouldbeinformedthatthey
needtochecktheboarddaily.Whileacastlistwithnamesofactorsandcharactersisokayto
post,stagemanagementshouldNEVERpostadocumentlikeacontactsheetthatcontains
peoplespersonalinformationsuchasphonenumbersoraddresses.

Thesecallboardsrotatefromshowtoshowsobecourteoustothenextstagemanagerandonly
usepushpinstohangitemsonthecallboard.Ifmorepushpinsareneededseethe
administrativeassociateinthemainoffice.

Postingyourowncontactinformationisatthestagemanagersdiscretion.

E. Moore Hall
Fordance,thestagemanagershouldusethemaincallboardoutsidetheE.Mooredancestudio
aswellasthedepartmentalcallboardoutsidetheuppersceneshop.

Auditions
Talk with Director or Dance Director
Thestagemanagerisinchargeofrunningtheauditions.TheyshoulddiscusswiththeDirector
howtheywouldliketoformattheauditions,ie.groups,timeslots,breaks,requestedmaterials,
openvs.closed,inroomsetup,specialcircumstances,auditionforms,anticipatedcallbacks,etc.

Signup sheets
Afterdiscussingwiththedirector,stagemanagementshouldpostsignupsheetsonthe
callboard.Thisshouldinclude:
o ProductionTitle
o NameofDirector
o Productiondates
o Auditiontimeslots
o Locationofauditions(RoomorTheatre)
o Performancematerialsrequested(1classic/1contemporarymonologue,3mintotal,16
barsofasong,headshot/resume,etc)
o Reminderforactorstopleasetoarriveatleast20minbeforeauditiontimeslot
o WVUsCastingPolicy(FoundontheSchoolswebsiteunderCurrentStudents)
Duringtheauditionsthestagemanageractsasamonitor,checkingactorsin,collecting
headshot/resumesifapplicable,distributingandcollectingauditionforms,makingactorsaware
oftheirplacementinscheduleandwhetherauditionsarerunningaheadorbehindschedule.
Auditionformsshouldincludeanyinformationthedirectorrequests,buttypicallycovers:
o Name
o Auditionnumber
o Degreeandyearinprogram(BA,BFA,MFA/FreshmanGrad)
9

o Experience
o SpecialSkills
o CONFLICTS**
**Anoteshouldbeincludedandallauditionersinformedthatanyconflictsnotlistedonthe
auditionformwillNOTbehonored.

Whiletheinformationonanauditionformcanbespecifictoaproductionandthedirectors
request,seeAppendixLforanexampleofanauditionsheetform.

Afterthegeneralauditionsdirectorswilloftenrequirecallbacks.Coordinatewiththedirector
forpostingthecallbacklistwithallnecessaryinformation.Ifcallbacksinvolvesectionsof
materialfromthescript,sidesorscriptsshouldbemadeavailabletotheactorsassoonas
possible,andinformationabouthowtofindthematerialsincludedinthecallbackposting.

Casting/Cast List
Thedirectorsforeachofthesemestersshowswillmeetanddiscusstheauditionstoworkout
anyconflictsincasting.Atthispointthedirectormaytypeoraskthestagemanagertotypeand
postthecastlistforaproduction.Castingisoneofthemostimportantpartsofaproduction
andcanbestressfulforadirector.Givethemthesupporttheyaskforanddonotgiveyour
opinionunlessasked.Duringtheauditionprocessastagemanagermaybecomeawareof
choicesthedirectorismaking,orhearthingsdiscussedaboutfellowclassmates.This
informationisconfidentialandshouldneverberepeated.Ifthisinformationisshareditwillbe
veryhardforthedirectortoformaworkingrelationshipwiththestagemanagerandcould
resultinthembeingreplaced.
Thepostedcastlistshouldinclude:
o Titleoftheproduction
o Directorsname
o StageManagersname
o Characterwithactorname
o Requestforactorstoinitialbytheirnametoaccepttherole
o Schedulinginfo(firstrehearsalinfo)
o Availabilityofscripts
o Thankyoufromthedirector(atthediscretionofthedirector)

TheCastListshouldbedistributedtoproductionmanager,costumedesigner,costumeshop
supervisor,administrativeassociate,schoolsdirector,facultymemberinchargeofprogram,
lobbydisplaydesigner,vocalcoach,andpostedoncallboard.Allbutthepostingonthecall
boardcanbeemailedifpreferred.

Dance
Thestagemanagerandassistantshouldbepresentatthedanceauditions.Theyshouldmeet
withthedanceconcertdirectorpriortotheauditionstomakesureallnecessarypreparations
aredone.Thestagemanagerandassistantwillbeinchargeofregistration,andshouldobtain
clothnumbersforthedancersauditioningwithsafetypins(2perperson).Asdancersregister
fortheauditionthefollowinginformationshouldbetakendown,thedancersnameandcontact
info(emailandphonenumber)andprepareanelectroniclistofthosedancerswhoare
auditioninginnumericalorder.Aftertheauditionthelistshouldbesentelectronicallytoevery
10

choreographerwhowillthencontactthedancerstheywouldliketoworkwith.Acopyshould
alsobesenttothedanceconcertdirector.

Thestagemanagerorassistantwillbetheonesrunningthesoundsystemduringtheauditions.
Thechoreographerswhohavebeendesignatedbythedanceconcertdirectortoteachatthe
auditionwillprovidemusic.

Thestagemanagerand/orassistantSMwillhelpstrikeandcleanupaftertheaudition,
collectingtheclothnumbersandpinsfromeachdancerandrestoringthespacetoitsdayto
dayworkingcondition.

Contact Sheets
Acontactsheetshouldbecreatedfortheproductionstaffafterthefirstdesignmeeting.During
thefirstcastrehearsalaformshouldbesentaroundtocollectcastcontactinfo.Anewcontact
sheetincludingproductionandcastshouldbegeneratedthenextdayanddistributedtoall
parties.Afterthestagemanagerhasreceivedthecrewlistfromtheproductionmanagerthe
contactsheetshouldberevisedanddistributedtothecrew.Anewcontactsheetdoesnotneed
tobegiventothecastatthispoint.Anyupdatetocontactinformationistheresponsibilityof
thestagemanager.

Itisnotuncommoninthestagemanagementpositiontohavefacultymemberspersonalcell
phonenumbers.Thestagemanagerhasbeengiventhisfortheirpersonaluse.Thephone
numberonthecontactsheetshouldbethefacultysofficenumberunlessotherwisestated.

Master Calendar
AmastercalendarshouldbecreatedbyStageManagementtohaveavailableatcastingandto
handoutatfirstrehearsal.ThecalendarshouldincludeallrehearsalsincludingTechwithtimes.
Remembertoincludeitemslikepublicityphotosandwhenbiosaredue.Anypotential
rehearsalsshouldbelistasTBD.TheproductionManagerwillmakeeveryefforttogetalltech
schedulesontheWebsiteatthestartofeachacademicyear.RemembertoincludetheLine
SubjecttoChangeasthingswillshiftduringtherehearsalprocess.Anexampleofarehearsal
calendarcanbefoundinAppendixB.

Costume Shop
ThestagemanagershouldstopbytheCostumeShoponadailybasistoexchangeanynotesand
receiveanyrequestsforfittings.Additionalfittingrequestsmayalsobesentviaemailtothe
stagemanager.Ifthestagemanagercannotcheckinwiththeshopanassistantshouldbesent.
Ifatallpossiblearegularcheckintimeshouldbeestablished.

Actors Schedules
Thestagemanagershouldgeteachactorsscheduleassoonaspossibleinordertocoordinate
rehearsaltimesandschedulefittings.Thisshouldbedonenolaterthanthefirstmeetingwith
theactors.Acopyoftheactorsscheduleshouldbegiventothecostumeshopassoonas
possible.AsampledocumentforcollectingschedulescanbefoundinAppendixD.

11

Scheduling Fittings
Stagemanagementisresponsibleforschedulingactorsforfittingsrequestedbythecostume
shop.Manytimestheserequestwillbegiventoyoudailywhenyouvisitthecostumeshop.The
stagemanagershouldrequestaschedulefromthecostumedesignerofavailablefittingtimes.
Allscheduledfittingsshouldbeaddedtotherehearsalreportwhichhasbeenemailedoutby
8:00AMthenextday.Fittingsshouldbescheduledwithactorsviaphoneoremail.Actorsmust
verifywiththestagemanagerthattheappointedtimeisacceptable,ifthetimeisnot
acceptablethenschedulethenextavailabletime.

**Fittingsshouldnotbescheduledduringclassesorweeklyproductionmeetings.Afitting
scheduledocumentcanbefoundinAppendixE.

Posted Fitting Schedule

Acopyofthescheduledfittingsshouldbepostedtothecallboardforactorinformationaswell
asincludedintherehearsalreport.

Missed fittings
Ifanactormissesorismorethanfiveminuteslateforafitting,thentheactormustmakeupthe
missedfittingbydonating1hourofworktotheshoptomakeamendsforwastingtheshops
time.Stagemanagementisresponsibleforremindingactorsoftheshoppolicyandinforming
themiftheyvemissedanappointment.Fittingsmayberescheduled,oracallmaybeplacedby
theactorbeforethefittingtimetoalerttheshop.Thekeyistonotwastetheshopstimewith
waitingforappointments.Ifthecostumeshopmissesafittingthenatangiblerecompensewill
bearrangedwiththepartiesinvolved.

Rehearsals
Scheduling Rehearsals
Rehearsalspacesarescheduledbytheproductionmanagerattheendofthespringsemester
duringthepreviousyear.Thelocationoftheproductionsrehearsalspaceislistedonthe
productioncalendar.TypicalrehearsalsareMF6:30PM10:30PM.Thesetimesandlocations
shouldbereviewedwiththedirectorbeforearehearsalscheduleiscreatedforthecast.The
bestpracticeistostayatorunder28hoursaweekwith54hrrehearsalsMFandtheoptionof
a6hror8hrononedayoftheweekend.

Iftheproductionneedsadditionaltime,spaceforweekendrehearsals,oraccesstoanother
room,seetheproductionmanagertoschedulethisrequest.Amasterspacecalendarisusedto
scheduletheroomsandwhoseversnameispresenthasthespacereservednomatterhow
smallorlargetheirneedis.Sodonotassumeaspaceisavailablewithoutcheckingwiththe
productionmanager.Verifyallrehearsalvenuelocationsanddateswiththeproduction
managerbeforepublishingtherehearsalcalendar.

Fordance,uptothefinalshowing,itistheresponsibilityofeachchoreographertoschedulehis
orherrehearsalswiththeDancefacultywhooverseesthestudioschedule.Spaceavailability
willbeworkedoutpriortotherehearsalprocessanddistributedevenlyincoordinationwiththe
danceconcertdirector.

12

Afterthefinalshowingandoncetheprogramindetermined,thestagemanagershouldmake
surethateachchoreographergetsrehearsaltimeandspace.Dryrunsoftheprograminthe
studiowillalsobescheduledincoordinationbetweenthestagemanagerandthedanceconcert
director.

Respect for Spaces

Rehearsalhallsserveasclassroomsduringtheday.Itisstagemanagementsjobtomakesure
theroomsarecleanattheendofrehearsal.Thespaceshouldbecleanandreadyforstage
managementatthestartofyourrehearsal.Ifthestagemanagerishavingaproblemwiththe
spacenotbeingcleanseetheproductionmanager.Multiplepartiesusetheroomsoplease
respectthespaceandkeepitclean.Ifthingsarebroughtinremovethemattheend,cleanup
thetrash,andifsomethinggetsdamagedreportit.

Thestagemanagerisresponsibletomakesurethechoreographerscleanthedancestudiospace
afterrehearsals.

Prepping the rehearsal hall

Thedirectorshouldbeabletoentertherehearsalhallatthetimescheduledforrehearsaland
startrightway.Thismeansthatthestagemanagementteamshouldarriveearlyenoughto
performthefollowingduties.
o Sweepormopthespaceifneeded
o Prepthestageforwarmupsorthefirstscenetoberehearsed
o Setprops
o Settablefordirector
o Setanytablesfordesigners
o Setupaudio/visualequipmentifrequestedbyamemberoftheproductionteam

Rehearsal Costumes
Throughouttherehearsalprocessproductionsmayneedspecializeditemstohelptheactorwith
characterandperiodstance.Iftheactordoesnothavetheirownitemsasapartoftheiractor
kit,thensuchitemslikecorsets,hats,shoes,etc.canberequestedfromtheshop.These
requestscanbeputontherehearsalreportormadeinperson.Thestagemanagermustsignfor
eachitemandisresponsiblefortheitemsloaned.Costumesandaccessoriescaneitherbe
storedinthecostumeshopatnight(inthiscasethestagemanagerneedstogetaccesstothe
shopcardlocks),oroneoftherehearsalcabinetscanbeusedforstorage.Noactualproduction
costumepiecesareguaranteedtheSaturdaytechbeforedressastheshopcouldbefinishing
itemsforthedressrehearsal.Pleasetalkwiththecostumedirectortocoordinatethatrehearsal
andinformthedirectorandactorofanyitemsthatwillnotbepresent,soaccommodationscan
bemade.
****Theseitemsmustbereturnedoncedressrehearsalsbegin.

Rehearsal Props
Talkwiththedirectortofindoutwhentheywouldlikepropstostartbeingincorporatedinthe
rehearsalprocess.Workwiththepropsmastertopullnecessaryrehearsalprops.Manytimes
thestagemanagerwillnothavetherealpropuntiltechsotherehearsalpropisusuallya
facsimiletojustgetthefeelorweight.Therearerollinglockablepropscabinetsintheprop
13

shopthatcanbetakentotherehearsalhalls.Theseareforproductionssoitemscanbelocked
intherehearsalhallduringtheday.Eachshowwillhaveadedicatedrehearsalproptablethat
canbetapedoutduringtherehearsalprocess.Thistableliveswiththepropcabinet.

Itishelpfultogooverrehearsalpropswiththeappropriateactorswhenintroducedinto
rehearsalsforthefirsttime,sotheyknowwhatitemisstandinginfortheirprop.Besure
propsarereturnedattheendofeachrehearsal.Sometimestherealpropwillbeusedinthe
rehearsalprocess.Obviouslypropercaremustbetakenwiththepropforittomakeittothe
run.Beawareifusingrealfurnitureorprops,thepropmastermayremovetheitemtoworkon
it,butstagemanagementshouldbeinformedifthepropwillnotbereturnedbeforethenext
rehearsal.Ifapropneedsrepairduringtherehearsalprocesscoordinatewiththepropsmaster
tohavetherepairscompleted.Communicationwillhelpalleviatepotentialissues.

Duringtherehearsalprocessanassistantstagemanagershouldbetrackingtheprops.This
includeswhichsideofthestagethepropentersfrom,whichsceneitisusedinandwhereit
exitsthestage.Thisinformationwillbeusedtocreateapropstrackinglistfortheshow.

Taping Out The Set

Tohelpeveryoneunderstandthespaceassociatedwiththesetduringtherehearsalprocess,the
stagemanagementteamwilltapeoutthestageintherehearsalhall.Askthedirectorwhich
directiontheywouldlikedownstageduringtherehearsalprocess,andobtainacopyofthe
groundplanfromthescenicdesignerortechnicaldirector.Onlyusecoloredspiketapethatcan
befoundinthestagemanagementcabinetintheuppersceneshop.Ifarolloftapeisusedup
makesurethesceneshopsupervisorisawaresomorecanbeordered.Ifstagemanagement
needshelptapingoutthesetasktheproductionstechnicaldirectorforhelp.

Whentapingoutasetdifferentcolorsshouldbeusedtorepresentdifferentlevels.Tapeeach
levelinadifferentcolorsoactorscaneasilytellthatthereisachangeinheight.Thatdoesnot
meantodoeachstairofastaircaseindifferentcolors.Makesuretolisttheheightoneach
levelsotheyunderstandhowfartheyarefromthefloor.Markanyitemsthatwillaffectthe
blockingoftheactorsonstagei.e.countersandcouches.Makesuretomarkthemasking
offstagesotheactorscanplantheirentrances&exits.Oncethesetistapedout,itsagoodidea
towalktheactorsthroughthesettoexplainwhatswhatandansweranyquestions.

Fordancethestagemanagerwillworkwiththedanceconcertdirectortotapeoutthedance
studiowiththerelevantspikemarksastheywillappearonthetheatrefloorfortheconcert.

Pianos
Someproductionsmayrequireapianoforrehearsals.Discusswiththemusicaldirectortofind
outwhenapianoisrequiredforrehearsals.ArequestshouldthenbesenttotheSchoolof
Musicspianotechnicianbytheproductionsmusicaldirectorforapianotobeusedin
rehearsals.Coordinatewiththeproductionmanagerintermsofothersusingthespaceduring
thedaytodeterminewherethepianoshouldbestoredpostrehearsal.

14

Responsibilities during rehearsals

Astagemanagerisresponsibleformakingsureeverythingrunssmoothly.Theassistantstage
managersaretheretoassistthestagemanagerandshouldbekeptbusy.Theassistantsshould
bereadyforallscenechangesduringrehearsalstokeepthingsrunningsmoothly.Theyshould
notbewaitingforthescenetoendandthengetup.

Fordancethestagemanagerandassistantdonotneedtobepresentforthedurationofeach
rehearsal.Oncethedancesthataretobeinthespringconcertaredetermined,thestage
managershouldbepresentatrehearsalstowatchandlearnthedancesforcallingcues.

Vocal/Text/ Dialect Coach

Avocal/text/dialectcoachmaybeassignedtotheproductiontohelptheactorswiththeir
process.Thestagemanagershouldmeetwiththevocalcoachanddirectortodetermine
rehearsalneedsandtimes.Coachingsessionsbetweentheactorandvocalcoachcouldhappen
outsideofthenormalrehearsaltimeframeandcanbescheduledusingtheactorsschedules
collectedatthebeginningoftherehearsalprocess.

Blocking
Eachpageofthescriptshouldhaveacopyofthegroundplanontheback.Whenthestage
managerspromptbookisopeneditwillallowforthepictureofthesettobeacrossfromapage
fordialogue.Thestagemanagercannowrecordtheblockingofthecastonthesetimage.All
ofthesenotationsshouldbedoneinpencilasadirectormaychangetheoriginalblockingasthe
processcontinues.Toobtainan81/2x11copyofthegroundplanseethescenicdesigneror
technicaldirector.

Itisimportanttotakeaccurateblockingnotes.Thiswillservethedirectorandactorduringthe
rehearsalprocess.Itisalsoanessentialpieceofinformationforthelightdesigner.Itisnot
uncommonforthelightdesignertoneedblockinginformationfromthestagemanagertoset
theircuesbeforetech.Ifblockinghaschangedafterthelightdesignerhasseenarunthrough
informthemofthechanges.AnexampleofablockingsheetcanbefoundinappendixO.

Allblockingandspacing,includingcounts,shouldbenotatedfordancenumbers.Theblocking
assistantstagemanagercanworkcloselywiththechoreographerand/ordancecaptaininthis
regard.

Line Notes
OnceanactorisoffbookanASMshouldbefollowingalonginthescriptincasealineis
missedortheactorcallsforaprompt.Adirectorwillbecomeupsetifrehearsalispaused
becausethestagemanagementteamisflippingthroughthescripttryingtofindtheactorsline,
sostayonbook.

Adirectormayaskthestagemanagertocreatealinebook.Thisbookhasacopyofthescriptin
sheetprotectors.DuringtherehearsaltheASMusesadryerasemarkertoindicatelinesmissed
orwrong.Thenextdaytheactorscancheckthescriptfortheirmistakesanderasetheirmarks.
Ideallybeforethenextrehearsalallofthenotationshavebeenremoved.Someproductions
maysendlinenotestoeachactorviaemail.

15

Breaks
Seethedirectorforhowtheywouldliketorunbreaksduringrehearsals.Thedirectormayask
stagemanagementtocallabreakwhentheyreachapredeterminedtimeortogivethem
warningswhenbreaksapproachsotheycanfindastoppingpoint.Ifthedirectorisworking
sceneswheredifferentactorsarecomingandgoingtheymaynotstopforabreakbecausethe
actorshavenotbeenthereconsistently.RotatetheASMsoutsotheyhaveabreak.Generallya
10minutebreakevery80minutesisstandard.

Playback equipment
Dependingontheproductionsoundcuesmaystarttobeincorporatedduringtherehearsal
process.IneachpropcabinetisarehearsalCDplayerforthispurpose.Likeeverythingelsethis
equipmentmustbelockedupattheconclusionofrehearsal.

Dance Showings
Thestagemanagerandassistantstagemanagerneedtobepresentatall3showings.In
coordinationwiththedanceconcertdirector,thefollowingneedstobeprepared:
o Thespace/floorcleaned
o Makesurethefloorhasallappropriatespikemarks
o Have4chairsforfaculty/adjudicatorsready
o Checksoundequipment
o Makesuretohaveallmusicfromchoreographersready
o Videoforrecording/filmingof(finalshowing)
o Stopwatchtorecordtime/lengthofeachpiece(finalshowing)

Lockup
Itisthestagemangersresponsibilitytomakesureanyspacetheyhaveusedissecureatthe
endoftherehearsalorperformance.Ifroomsarerepeatedlyleftunsecureitcouldresultinthe
lossofkeyswhichcouldmakethestagemanagersjobincreasinglydifficult.TheSLABandVDM
areleftunlocked,butbesuretolockthepropscabinet.IfusingtheDavisremembertocheck
thesceneshopdoorsattheendofthenight.Allboothsshouldbelockedattheendof
rehearsal.

Rehearsal Reports
Attheendofeachrehearsalarehearsalreportshouldbesenttotheproductionstaff,
preferablythenightofthatrehearsal,nolaterthan8:00AMthenextmorning.Thisisbecause
theshopsstartat8:30AM,andneedtoknowifthedaysprioritiesneedtobeadjustedto
addresssomethinginthereport.Reportsshouldbesentin.pdfformattoensureclarity.Thisis
thestagemanagerslineofcommunicationwiththeproductionteam.Thisreportwilladdress
anyquestionsthatcomeupinrehearsal,anyitemsthatneedtobeaddedi.e.props,fitting
schedules,whowaslate,runningtimes,etc.Thereshouldbeasectionforeachdepartment,
costumes,sets,lighting,sound,technicaldirector,frontofhouse,rehearsalsummary,andmisc.
Atthebottomofthereportshouldbealistofnamesthatthereporthasbeendistributedto.If
nothingneedstobeaddressedsimpleputNonotestoday.AppendixFcontainsanexampleof
arehearsalreport.

16

*Anoteonreportentries:Onlynotesgivendirectlybythedirectorconcerningcostumes,props,
orscenicconcernsshouldbeaddedtothereport.Donotaddrandomnotesorrequestsgiven
byactorsunlessyoucheckwiththedirectorfirst.Thestagemanagerisconsideredtobea
diplomaticliaisonbetweenthedirector,shopheads,actors,anddesigners.Anyinappropriateor
cattyremarksshouldneverbeaddedtothereportorcarriedtoothersverbally.Toalleviate
stress,andpromotegoodmoralethestagemanagershouldmaintainaprofessionalandupbeat
relationshipwitheveryoneinvolved.

Thefollowingpeopleshouldbesentarehearsalreport:scenedesigner,costumedesigner,
sounddesigner,lightdesigner,technicaldirector,director,housemanager,ASM,dramaturg,
vocalcoach,sceneshopsupervisor,andcostumeshopsupervisor.Ifastudentfillsoneofthe
positionslistedabovetheirfacultymentorshouldbeaddedtothelist.

Reportsaretobeemailedoutby8:00AMthefollowingmorning.

Noteonprops.Propswillmostlikelycontainthemajorityofnotesthroughthecourseofa
productionwithitemsbeingcutandadded.Eachpropshouldbeassignedanumberwhetherit
is2.5(Scene,numberofpropinscene)orastraightrunningtotalofprops#73.Thiswill
improvecommunicationtosaywehaveaddedaprop#55or#32hasbeencut.Asthese
numbersaccumulateitisimportantforthestagemanagertoupdatethepropslistand
redistributeanewcopyformtimetotime.

Fordance,rehearsalreportsareonlygeneratedafterthefinalshowingatthedancestudioand
fullconcertrehearsalsareunderway.

Tech
Paper Tech
PaperTechisameetingthatshouldinvolvethedirector,lightdesigner,sounddesigner,and
stagemanager.Ifthesethasmultiplelocationsandlotsofmovingsceneryitmayinvolvethe
scenedesignerandtechnicaldirector.Thepurposeofthismeetingistotalkthrougheverycue
anditsplacementinthescript.Thismeetingshouldtakeplacetheweekpriorto1sttech.Cues
willchangesouseapencil.

Tech/ Performance Schedule

Thetechscheduleisgeneratedfromtheproductionmanagersoffice.Thestagemanager
shouldworkwiththeproductionmanagertomakesurealloftheshowsrequirementsarebeing
met,i.e.doestheshowhaveafightcall?Thiswillallowallcalltimesforeverydepartmenttobe
ononesheettoeliminateconflictsfromdifferentschedules.Theofficialproductionschedule
comesfromtheproductionmanagersoffice,somakesureitisrightbeforeitisdistributed.

Forthedanceconcertthestagemanagershouldworkwiththeproductionmanageranddance
concertdirectortohelpformthetechschedule.Theproductionmanagerwillprovidethetimes
thatthevenueisavailable.Thedanceconcertdirectorwillworkwiththestagemanagerto
assigntheindividualrehearsalslotswithinthevenuetimesassignedbytheproduction
manager.

17

Crew Contact
Thefirstofficialmeetingforthecrewiscrewviewheldthedaybeforetech.Allcreware
requiredtoattendthisrehearsalsotheygetanideaofwhattheproductionislike.Thecrew
shouldbeemailedareminderfromthestagemanageratleast1weekpriortocrewview.
Typicallythecostumeshopmeetsbeforecrewviewsocheckwiththeproductionmanagerand
costumeshopsupervisorforthecalltimes.Atthispointatechscheduleshouldalsobe
electronicallydistributedtothecrewsotheycanplantheirschedules.Thestagemanager
shouldgetallcontactinformationfromtheproductionmanager.Allemailssenttothecrew
shouldcctheproductionmanager.

Crew View
Thisshouldbetreatedlikeanormalrehearsalthecrewisinattendancetowatch.Arunthrough
oftheproductionshouldbedoneatcrewview.Introductionsofeveryoneinvolvedinthe
productionwillbedoneatcrewview.Thisisagoodopportunityforthecasttolearnwhotheir
dressersare,andwhoisbackstage.Attheendofthenightremindthecrewoftheirnextcall.

Crew Attire
Thecrewdoesnothavetowearblacksuntildressrehearsals.Properblackattireincludesblack
pants,blackshoes,andblackshirtfreefromlogos.Itisuptothedirectoriftheyrequirelongor
shortsleeveshirts.Tanktopsarenotpermitted.Forsafetyreasonslongpantsandclosedtoed
shoesarerequired.Allcrewshouldcarryasmallflashlight.Fordeckcrewamultitoolis
recommendedbutnotrequired.Theboardopsinthebootharerequiredtowearblacksaswell,
butdonothavetowearlongsleeveregardlessofdeckcrew.

Run Sheets
Runsheetsshouldbegeneratedforthedeckandflycrewdetailingeverythingthatmustmove.
Thesheetsshouldbedividedbyscenechangeandlistthescenicunit,whattheactionis,where,
spikecolor,andwhomovesit.Thestagemanagershouldhavethesesheetsreadyforthefirst
techwiththecrewmemberspreassigned.Itislesstimeconsumingtoshiftapersonaround
afterthenitistostoptechateveryscenechangeandplanwhomwilldowhat.Everythingthe
crewdoesshouldbelistedincaseacrewmemberissickorneedstobereplaced.The
advantageisthatanewsheetcanbehandedtothereplacementandinformthemthattheyare
todoeverythingassignedtothisname.AnexampleofarunsheetcanbefoundinAppendixH.

Signin
Postedbackstageshouldbeasigninsheetforcastandcrew.Theirnamesshouldbelisted
downonsideofthepageandthedateacrossthetop.Thestagemanagerwillcheckthissheet
atcalltomakesureeveryoneispresent.Ifamemberofthecastorcrewislate,calltofindout
whentheywillarrive,iffurtherassistanceisneedcontactthedirectororproductionmanager.
Anypartyarrivinglateshouldbelistedintheperformancereport.

Props
o

CheckList
Stagemanagementshouldcreateasignin/outsheetforalloftheprops.Thiswillmake
surethatpropsarenotlostandhelptomakesureeverythingispresetforthenext
18

performance.Downonesideofthepageshouldbeeverypropthattheproductionis
using.Alongthetopshouldbethedatewithaninandoutcolumn.Haveacrew
memberresponsibleforpropsandoncecompleteanASMshoulddoublecheckthatthe
listhasbeencompleted.

Tables
Oneachsideofthestageshouldbeaproptableforactors.Thesetablesareintheprop
shopandneedtobecoveredwithbrownbutcherpaper.Onceallofthepropshave
beendistributedtoeachtablethebutcherpapershouldbeoutlinedandeachprop
localelabeled.Thisiscommonlyreferredtoasacrimescene.Onceagainthisis
anothermethodofcheckingifallpropsarepresetfortheproduction.Ifanoutlineis
emptyapropismissing.Seethepropmasterortechnicaldirectorforassistance.

Warmups
Formainstagetheatricalormusicalproductionsthestageisreservedforactorwarmupsthe
hourbeforehouseopens.

Fordanceproductions45minuteswillbeallottedforwarmupsasclosetohouseopeningas
possible.Theseshouldbecoordinatedwiththedanceconcertdirectorandlistedonthetech
schedulefromtheproductionmanager.

Headset
Thestagemanageristheultimateauthorityonheadset,andhasthefinalwordwhentheshow
isinproduction.Thebestsituationistokeepthecommunicationonheadsetasbusinesslikeas
possible.Itisalsonotuncommonforallkindsofinterestingconversationstohappenon
headsetbutafewpointsshouldbekeptinmind.
o Thereshouldbenoonebutthestagemanagertalkingfromstandbytogo.
o IfthereistoomuchtalkingQuietonheadsetisallthestagemanagershouldhaveto
say.
o NoonebutthestagemanagershouldusethewordGOonheadset.Ifsomeoneon
headsetneedstousethatwordtheyshouldspellitoutGO.
o Ifpeopledonotneedtotalktheyshouldkeeptheirmicsoff.Thisisacurtseyto
everyoneelseonheadset.
o Ifsomeoneneedstogetoffheadsettheyshouldalertthestagemanager.Rememberto
turnoffthemicbeforeremovingheadset.
o Peoplecanpickupaheadsetbackstagewithoutthestagemanagerknowingandlisten
in,sobeverymindfulaboutwhatissaid.Gossiportalkingillaboutanyoneshouldbe
avoided.
o Beforetheshowandattheendofintermissionaheadsetcheckinshouldbeperformed
tomakesureallpartiesarepresentandreadytostart.

Thestagemanagershouldworkwiththesoundengineerbeforetechtomakesuretherequired
numberofheadsetsarepositionedaroundthesetwhererequired.Headsetsareexpensive
carefuluseandstorageaftereveryshowwillensuretheycontinuetooperateasneeded.

19

Run Lights
Runlightsshouldbesetbythemasterelectricianpriortotech.Safetyisthecoreconcern,but
overusewillcreateabluehazedetractingfromblackouts.Findtheminimumneeded.Before
techtellthemasterelectricianwhererunlightswillbeneeded(proptables,quickchangearea,
etc).

Call Times
Oncedressrehearsalsbeginitisthestagemanagersresponsibilitytoinformthecast&crew
howlongtheyhaveuntilplaces.Remembertocheckbackstage,theloadingdock,costume
shop,anddressingrooms.Thefollowingtimesneedtobecalled:
o 30minutesbeforecurtainHouseopen
o 17minutesbeforecurtain15toplaces
o 12minutesbeforecurtain10toplaces
o 7minutesbeforecurtain5toplaces
o 2minutesbeforecurtainPlaces

Breaks during tech

Typicallyduringtecha10minutebreakistakenevery80minutes.Findastoppingpointaround
thetwohourmarksothemiddleofamonologueisnotinterrupted.Astheproductiongets
closertoopeningnightintermissioncanserveasthebreaktime,unlessthetechisnotgoing
well.Ifduringtechwearefiveminutesfromintermissiondonotstop,gettointermission.This
willhelpthedirectorgetafeelfortheact.

Hold
AnymemberoftheproductionteamhastherighttocallHoldduringarehearsal.Each
individualislookingatdifferentaspectsi.e.safetyandaccuracy.Onceholdiscalleditisthe
stagemanagersjobtotakecontrolofthesituationanddeterminewhatneedstobecorrected.
Keeptheroomcalm,informed,andontask.Oncethesituationisresolvedgivetheactorsaline
thatyouwouldlikethemtobeginfromandtellthemwhentobegin.

Glow Tape
Glowtapeiskeptinthestagemanagementcabinetintheuppersceneshoporintheshop
managersoffice.Stagemanagementshouldplacesmallpiecesonthesetafterthesetis
paintedfortheactorssafety.Edges,steps,itemsatheadheightshouldbeidentifiedbyasmall
pieceofglowtape.Remembertoonlyusewhatisneeded.Iftoomuchglowtapeisappliedto
thesetitwilllooklikeanairportrunwaywhenthelightsgoout.Glowtaperequireslightto
charge,soanytapeputdownbackstageinthepermanentdarkwillrequirecrewtohitit
(repeatedly)withaflashlight.ForDanceconcertspleaseseetheDanceDirectorforglowtape
spikemarksaswellasforstagespikemarks(usuallyinyellow).

Tech Notes
Eachnightaftertechthedirector,stagemanagement,andproductionstaffwillgatherinthe
housefortechnotes.Thesenotestakeplacefiveminutesaftertechendswhilethecastis
gettingoutofcostume.Duringnoteseachpersonwilldiscussanythingthatneedstobedone
beforethenextdaythatneedsclarificationorinvolvesmultipledepartments.Thedirectorwill
20

beginwiththeirnotesandthenwewillproceedbydepartment.Attheendofnotesthe
theatresschedulewillbediscussedforthenextday.Sincetheproductionstaffisattechyou
donothavetosendoutrehearsalreportsduringtech.Anythingthatwouldhavebeenincluded
intherehearsalreportshouldbediscussedatnotes.Individualcallingnotes(thatdontrequire
alldepartments)happenbetweenthedesignersandthestagemanageratamutuallyagreed
upontime,oftenaftertechnotes.

Quick Change Booths

IfquickchangeboothsarerequiredforaproductionintheClayorMetinformthetechnical
director.Thisrequestshouldbemadepriortoloadinandinformthetechnicaldirectorasto
wheretheboothswillbeneeded.

Sitzprobe
Asitzprobeisamusicalrehearsaltointegratetheorchestraandthecast.Thisrehearsalisasing
throughoftheshowwithoutblocking.Chairsorbenchesshouldbesetnearthefrontofthe
stageforthecast.Whilethemajorityofthecrewisnotrequiredthesoundoperator,crew,and
designershouldbepresentatthisrehearsal.Itisimportantfortheorchestratohearthecastas
itwillsoundinaproduction.Coordinatewiththecostumeshoptogetanymicpacksholdersfor
thisrehearsal.

Designer Photos
DesignersmayopttotakephotosduringaDressrehearsal.Aflashshouldneverbeused.Ifthe
stagemanagerordirectorfindsthephototakingtobedisruptivethedesignershouldbeasked
tostop.

Clearing out of the Rehearsal Hall

Oncetheproductionhasmovedintothetheatreitisuptothestagemanagementteamtoclear
everythingoutoftherehearsalhall.Thisincludesallpropsandanyitembroughtintothespace
forrehearsalpurposes.Thetapeonthefloorshouldalsobestruckatthistime.

Lobby Displays
Bios
Duringtherehearsalprocess,thestagemanagerwillcollectaheadshotandbiofromeachcast
memberanddeliverthemtothelobbydisplaydesigneroneweekpriorto1sttech.Atthefirst
rehearsalabioexamplewithacollectiondeadlineonitshouldbehandedouttothecast.In
orderforthestagemanagertomeetthedeliverydeadlinetheyshouldmakethecastdeadlinea
fewdaysbeforetheirs.Deliveryispreferreddigitallywithheadshotsas.jpgformatandbioasa
worddocument.

Actorsshouldbeinformedthatheadshotsshouldbe8x10inportraitformat,ifpossible,andwill
beusedinblackandwhitewhethersuppliedassuchorincolor.Biosshouldnotexceed100
words.Anybioorheadshotnotdeliveredontimemaybeomittedfromthelobbydisplay

21

Stagemanagementshouldcommunicatewithdanceconcertdirectorastotheinformationand
imagesforthedisplay.Headshotsofstudentchoreographersandguestartistswillbetheonly
onesdisplayed.Policyforcollectingallthisshouldbesimilartothatstatedabove.

Forprofessionalcontinuityandpresentation,pleasegivecastanddesignteamahardcopyof
theBiographytemplatelocatedinAppendixMofthishandbook.Onecanalsobefoundonthe
schoolswebsiteundercurrentstudents.

Performances
House Management
Housemanagementistheretobethelineofcommunicationbetweenthepatronsandthe
production.Itisthestagemanagersresponsibilitytostayintouchwithhousemanagementso
productionscanbeginontime.Thehousewillopenwhenstagemanagementhasgivenastage
cleartothehousemanager.Oncethestagemanagerisreadytobegintheshowcheckwiththe
housemanagertomakesurethepatronsarein,oriftheproductionneedstowait.Thehouse
managershouldcheckwiththeboxofficetomakesurewearenotwaitingonalargegroupof
patrons.Atintermissionthestagemanagershouldgivecalltimestohousemanagementso
theyareawarewhenstagemanagementwouldliketobeginthesecondact.Checkwithhouse
managementbeforeyoubegineachacttomakesurethehouseisclosed.

Makesurethatthedirector,housemanager,andstagemanagerhavealldiscussedthelate
seatingpolicyfortheproduction.

Pre & Post Show

Lighting/SoundoperatorsandcrewwillhaveaPreandPostshowchecklist,muchlikedeck
crew.Thestagemanagershouldhaveacopyofthechecklist,andinsurethatitiscompleted
everyperformance.Preshowthemasterelectricianwillusethescheduledtimetosetupall
lighting/effectsanddoadimmercheck.Dependingonthevenueifenoughproblemsdevelop
thestagemanagermayneedtotellthehousemanagertoholdopeningofthehouseforthe
electricianstoclearthegrid/flythebattens/etc.TheM.E.shouldalwaystellthestagemanager
afterdimmercheckthatlightingisreadytogo,likewiseforsound.Thenatthestagemanagers
gobothsoundandlightswillgointopreset/preshowcuesbeforehouseopens.

Intermission
Thestagemanagerhasafewitemstoaddressduringintermission.Ifthereisascenechangein
frontoftheaudiencethestagemanagershouldwaittocallthisuntilaftertheaudienceisup
movingaround.Itemsbackstageshouldbeaddressedfirstsotheaudiencedoesnotsitthere
duringintermissionandstareatthecrewchangingtheset.

Ifintermissionisfifteenminutesthecasthastenminutessoadjustthecalltimesaccordingly.
Checkwiththehousemanagerbeforeplacesarecalled.Ifintermissionisgoingtobeextend5
10minutesduetoalineatthebathroomgivetheactorsalongerbreak.

22

Performance Reports
Performancereportsarealmostidenticaltorehearsalreports.Includedintheperformance
reportiswhentheproductionstarted,stopped,intermission,wasanyonelate,andanynotes
foreachdepartment.Doessomethingneedtoberepairedbeforethennextperformance,or
doestheproductionneedmoreconsumables?Performancereportsshouldbedistributedby
8:00AMthefollowingmorning.Ifthereisamatineeandeveningperformanceaphonecall
shouldbemadeinbetweenperformancesifanythingneedstobeaddressed.Donotassume
theproductionstaffissittingbytheircomputerintentlyawaitingtheperformancereport.An
exampleofaperformancereportcanbefoundinAppendixG.

Photo Calls
PhotoCallsarelistedontheproductioncalendarandthetech/performanceschedule.Typical
photocallsare10shotsin1hour.Productionphotocallsarenottoexceed1hour.The
productionmanagerwillattendphotocallstohelpfacilitatethequickprocessrequired.The
directoristosubmitalistofshots(generatedfromthemandthedesignteam)tothestage
manageratleastonedaypriortophotocall.

Thestagemanagerwilltakethelistandplacetheshotsinorderthatmakesthemostsenseto
accomplishitin1hour.Thingstoconsiderarecostumechanges,sceneryneeds,blood,etc.
Moreoftenthannotitmakesthemostsensetostartattheendoftheshowandworkbackto
thestart.Writethelightcueandlinebyeachmomentsotimeisnotbeingwastedsearching
thescriptduringphotocall.

Makesuretheassistantstagemanagersandcrewarestandingbyinthewingstoquicklymake
anyscenechangesrequired.Allcostumesneededforthecallshouldbebroughttothetheatre
soactorsdonothavetoreturntothedressingrooms.Peoplecanbedismissedoncetheyare
finishedwiththeirshotsi.e.soundoperatorisnotneededforphotocall.

Postthephotocalllistintheorderinwhichtheshotswilltakeplacebackstagefortheactors/
crew.GiveacopytotheASMs,wardrobesupervisor,andproductionmanager.

Types of Photo Calls:

o

FinalDress:(TypicalDanceConcert)thefirstthreerowsofthehouseareclearedforthe
photographertomovebackandforthtotakeshotsduringthefinaldress.

Inactionshots:Thedirectormayselecttostartataparticularlineinthesceneand
runasmallamountofthescript.Sometimesthiswillinvolvemultiplelightcuessothe
promptbookwillneedtobehandytocallthesequencelikeduringaproduction.

Posedshots:Thedirectormayselecttosetupastagedshotorhavetheactorspose
ataparticularpointforshotstobetaken.

Anyoneinvolvedintheproductionfromdirectordowntocarpenterisallowedtotakephotos
duringthephotocall.Makesurethattheyarenotdisruptingthepaidphotographer.Ifa
studentisusingaflashtotakephotosaskthemtowaituntilafterthephotographerhasshot
theirssotheschoolsarchivephotoshavethecorrectcolor.Randomlightsshouldnotbeadded

23

intothecuesduringphotocalltocreatelooksthatwerenotintheproduction.Allshotsshould
betruetothedesignersvision.

Strike
Allruncrewincludingstagemanagementarerequiredtoattendstrikefortheproductionthey
areassigned.Itisstagemanagementsresponsibilitytomakesureallcrewmembersareaware
ofthetimethatstrikewillbegin.Striketypicallyhappensat5pmfollowingthefinal
performance.Adinnerbreakwillbeallowedforthedeckcrewoftheproduction.Checkwith
theproductionmanagertoconfirmthetimebeforeannouncing.

Studentsaredismissedfromstrikeiftheyhaveaclassduringthestriketime.Thestage
managerisresponsibleforgettingalistofcrewmembersthatcannotattendstrikeandwhy.If
strikestartsat1PMandacrewmemberhasclassfrom1PM2:50PMtheyarerequiredtobeat
strikeat3PM.

TheStageManagerisresponsibleforthefollowingdutiesduringstrike:
o Removeanypaperwork,signinsheets,etc.postedaroundthetheatre&backstage
o CleanthecontrolBoothofanythingfromcurrentproduction,remembertoemptythe
trash
o Removeallitemsfromthecallboard
o Checkthatallspiketapehasbeenremovedfromtherehearsalhallandmakesureall
rehearsalitemshavebeenreturned
o Makesurethecabinetsarecleanandthatallrehearsalitemsi.e.costumes,props,etc.
havebeenreturned
o Assistpropswiththeirstrike
o Returnkeystoproductionmanager

Crew Evaluations
Thestagemanagersareaskedtoevaluatethecrewaftertheproductionhasconcluded.Seethe
costumeshopsupervisorfortheformthattheyuse,andtheproductionmanagerforaformon
theruncrew,ASMs,housemanagement,andboardops.Theseformsaretobecompleted
within35daysofthestrike.Thisismerelytohelpevaluate.THESTAGEMANAGERDOESNOT
CONTROLTHEGRADEOFANYSTUDENTINVOLVEDINAPRODUCTION.

*Rememberafterstrikethereisstillonefinalperformancereporttosendout.

Misc.
Keys

CAC
KeysfortheCreativeArtsCentercanbecheckedoutthroughtheproductionmanager.The
stagemanagerisresponsibleforthesekeyswhiletheyareintheirpossession.Ifthekeysare
lost,informtheproductionmanagerrightaway.Ifthestagemanagerunlocksanareafor
anotherstudent,thestagemanagerisresponsibleforwhateverthatstudentdoesinthespace,
sodonot.Abuseofkeyprivilegeswillresultinthekeysbeingtakenawayfromthestage
manager,makingtheirjobmoredifficult.
24


Seetheproductionmanagerforaccesstoaspacethatisnotprovidedonthekeyring.The
followingkeysareincludedonthestagemanagementkeyring:
o DavisMainDoors
o DavisHouseManagementCloset
o DavisDressingRooms
o LoadDoorsDavistoSceneShop
o SceneShopDoors
o SceneShopProps,Paints,Tools,&SMDrawer
o PropsCabinet
o LightingCage

Ifthekeysarelostthecollegewillassesalostkeychargeof$45perkey.StageManagersare
prohibitedfrommakingcopiesofanyofthekeysprovidedtothem.Keysfortheupstairs
dressingroomsareinthepossessionofthewardrobesupervisor.

StageManagersshouldalsohavetheirstudentIDcardscodedforaccesstoappropriaterooms.
Thisrequestshouldgothroughtheadministrativeassociateinthemainoffice.Roomsrequested
shouldinclude:
o CADLab
o DavisBooth
o DesignRoom
o CostumeShop
o MovementRoom
o CopyRoom
o VDMBooth

E.MooreHall
E.MooreHallkeysshouldbeobtainedfromthedirectorofdanceandthesamerulesapplyas
withkeysfromtheCAC.Thestagemanagerorassistantstagemanagerisresponsibletoopen
andcloseE.Moorestudio(andE.Moorebuildingonweekends)forstudentchoreographers.Do
notpassonthekeystochoreographers.
o KeytomaindoorofE.MooreHall
o KeytotheDanceStudio

Publicity Photo Call

Publicityphotos(PR)isoneofthetoolsusedtoadvertisetheschoolsproductions.Thissetof
photosisusuallyscheduleat4:30PMonWednesdaysafewweeksbeforeopening.Checkthe
productioncalendarforthedateofyourPRshoot.WhatactorsaretobeincludedinPRshots
willbedeterminedinaproductionmeetingseveralweeksbeforePRsotheshophastimeto
workoncostumesfortheshoot.Actorsmustbenotifiedandscheduled(dependingonthe
complexityoftheircostumes)atleastonehourpriortotheshoot.Thestagemanagerwillemail
allactingfacultywhoisinvolvedinthePRshootandwhenitwilltakeplace.Thisisforstudio
purposes.

25

Prompt Book
o

SuggestiononCueLabeling
Typicallylightingcuesarenumbersandsoundcuesareletters.Thisissothroughthe
courseofashowtheyareeasytodistinguishfromeachother.Scenechangestendto
belettersbutcanbenumbersiftherearetoomanyinstanceswheretheylineupwith
thesoundcues.Theimportantthingistospeakconfidentlyandclearlyoverthe
headsetandthereshouldnotbeanyconfusionaboutwhatisbeingcalled.

Calling a show
o

SuggestionsonCueCalling
Thekeytocallingcuescorrectlyisconsistency.Ascuesarecalledduringthetech
processdesignersanddirectorswillgivethatstagemanagernoteslikecallthatcuea
bumplater.Ifthestagemanagerisnotconsistentwiththeircallsthenthesenoteswill
continuebecausethecuestimingwillalwaysbechanging.

Thestagemanagershouldgooverwithallpersonnelonheadsethowtheywillbe
callingcues.Eachstagemanagerhasalittledifferentfeelforthewaytheyliketodo
things,sodonotassumeeveryoneautomaticallyknowshowthingsarerun.

Somestagemanagerscallawarningapagebeforethecue.Awarningisalsousedto
makesureeveryoneisawakeonheadset,oriftherehasbeenalongtimebetween
cues.Itisidealtoalwaysgivewarningsforscenechanges.Thecrewisoftenspreadout
backstagesoawarningwillgivetheASMplentyoftimetomakesurethecrewisin
place.

Nextisastandbycommonly3linesbeforethecue.Astandbyshouldalwaysbe
called.Bedescriptiveinastandbybysayinglightcue11standby.Thiswillallowthe
boardopstocheckwhichcueisnext.Ifanumberofcuesareclumpedtogethergivea
standbyfortheentiresectionofcuesLightcue1115standby.Itisthestage
managersdecisioniftheywouldliketheboardopstorespondornottostandbys.Some
wantconstantsilenceandsomewantaresponse.Onceinastandbynooneshouldtalk
onheadsetunlessitisanabsoluteemergency.Ifthereisexcessivechatteronheadset
thestagemanagershouldonlyhavetosayquietonheadsetforallconversationsto
end.

Callthegojustbeforethecueistohappen.Humanstaketimetoreactsolearnhow
longittakesfortheoperatortoexecutethecue.Beingasplitsecondaheadofwhatis
happeningonstageisreferredtoastiming.Therearetwomethodstocallingthego.
FirstistocallsoundcueDgoandthesecondissoundgo.Thepreferenceisupto
thestagemanager.Iftheyarenotgoingtousethenumberorletterinthegoitshould
appearinthestandbysotheboardopsareonthesamepage.Atypicalcalling
sequenceisbelow.

o StageManager:Warninglightcue11
o StageManager:Standbylightcue11
26

o
o

LightBoardOp:Lights
Stagemanager:LightCue11...Go

ForsomecuesitmaybebeneficialfortheboardoporASMtogivethestagemanagera
completeoncethecueisfinished.Thestagemanagermayneedthisinformationto
knowwhenatransitioniscompleteforthelightstocomeuponthenextscene.

Techisthetimeforthestagemanagertogetthetimingdownforacue.Ifthestage
managerneedsmorepracticethensayso.Adesigneranddirectorwouldprefertorun
thesequenceonemoretimeandthestagemanagertogettheirtimingrightthentosee
thesamemistakenightafternight.Itcouldbebeneficialtorunadifficultsequence
withthecrewaspartofthepreshowroutine.

Duringthedayinbetweentechsmostlikelythelightandsounddesignerwillworkon
cuenotes.Thestagemanagershouldmakeapointtomeetwiththedesignerseachday
beforetechtogetanyupdatesornewcuesthathavebeenadded.Designersmaybe
resistanttogiveuptimethecloseritgetstogotheeveningoftech,butthestage
managermustinsistthatthishappens.Techcancometoastandstillifcuesarecalled
thatnolongerexistorthenumbersgetoffbecausecueshavebeenadded.

27

Appendixes

28

A: Contact Sheet

29

B: Rehearsal Calendar

30

C: Production Meeting Report

31

D: Actor Fitting Schedule Form

Name:
Character
Phone Number
Monday

Tuesday

Wednesday Thursday

Friday

8:00
8:30
9:00
9:30
10:00
10:30
11:00
11:30
12:00
12:30
1:00
1:30
2:00
2:30
3:00
3:30
4:00
4:30
5:00
5:30
Please fill in your class and work schedules, and highlight free time
blocks that would be best fitting times for you.
Thanks and love from your costume staff.

32

E: Fitting Signup Sheet

FITTINGSIGNUPSHEET
SHOW:DATEISSUED:

1.

4.

2.

5.

3.

6.

Time
8:00
8:30
9:00
9:30
10:00
10:30
11:00
11:30
12:00
12:30
1:00
1:30
2:00
2:30
3:00
3:30
4:00
4:30
5:00

Monday

Tuesday

Wednesday

Thursday

Friday

33

F: Rehearsal Report

34

G: Performance Report

35

H: Run Sheets

36

I: Weapons Layout

37

J: Script Example

38

K: WVU Operating Procedures for Emergencies Involving Students

I. OBJECTIVES
To help those involved by
responding in the most
humane and compassionate
manner possible.
To support that part of the
academic community directly
affected by the emergency.
II. PROCEDURES
When a serious accident,
injury, or death to a
student
occurs, the first University
representative to be called by
the professional who has
responded to the emergency
(i.e., Director of Residential
Education, WVU Hospital
personnel, University Police
Department officer, etc.)
should be:
Dr. Thomas Sloane
Student Affairs
Office: (304) 293-5611
Home: (304) 296-3560
Cell: (304) 276-1661
If unavailable, please call:
Kimberly Mosby
Sr. Associate Dean of
Student Life
Office: (304) 293-5611
Home: (304) 296-3129
Cell: (304) 216-8227
In case of death or serious
injury involving University
student staff/faculty (i.e.
work-studies and graduate
students while at work),
the WVU Hospital personnel,
University Police Department
officer, or other agency
handling the emergency are
advised to call immediately:

Margaret R. Phillips
V-P, Human Resources
Office: (304) 293-2545
Cell: (304) 290-7569
Cell: (304) 290-4728
and
John Principe
Director, Environmental
Health & Safety
Office: (304) 293-3792
Cell: (304) 680-1262
If unavailable, please call:
Tom Sloane (see phone
numbers above).
It is expected that the initial
call to the next of kin will be
made by the agency involved,
i.e., at the hospital the
attending physician will call, or
the police will contact the
police in the home city, who
will call personally at the home.
In any case, after Dr. Sloane is
assured that the family has
been notified, he will call to
offer the support and help of
the University.
Dr. Sloane will notify Kenneth
Gray, Vice-President of Student
Affairs, and Mr. Corey Farris,
Interim Dean of Students. V-P
Gray will be responsible for
notifying the President. If V-P
Gray and Mr. Farris are
unavailable, Dr. Sloane will
make the decision as to
whether the President should
be called and when to do so.
If the student is a resident
in University-owned
housing and the incident
occurred elsewhere,
between the initial call from
the hospital, police, etc., and

the follow-up call to the

student's family, Dr. Sloane will
call:
Trish Cendana
Director of Residential
Education
Office: (304) 293-4686
Home: (304) 594-1356
Cell: (304) 376-4306
If the accident or death
occurred in Universityowned or leased housing or
residence halls, Director
Cendana will inform VicePresident Gray and Dr.
Sloane.
If the student resides
elsewhere, an attempt will be
made to contact roommates,
landlord, or the appropriate
person to:

Inform them of the

situation
Help them deal with it
Gain information about the
student's background

If warranted by the
seriousness of the accident or
emergency, someone
representing the University
(i.e., Dr. Sloane, Mr. Farris,
Carruth Counseling Center
Staff), will go to the residence
to meet with the appropriate
friends.
If a situation occurs
involving the safety or
security of University
property, calls to other
University officials may be
warranted. Dr. Sloane will work
with the University Police
Department officers to assure
that these calls are made
properly.

39

Either Dr. Sloane or a specific

designee will continue to be in
touch with the family in the
days following.
In cases of the death or
serious and incapacitating
injury of a student,
Admissions and Records,
Advising, Financial Aid,
Assistant Vice-President of
Well WVU, and the
chairperson of the
department and/or the
dean of the college wherein
the student is studying will
be notified by someone from
the Office of Student Life on
the following school day.
Withdrawal forms, if necessary,
will be completed and the
student's copy will remain on
file in that office. Refunds will
be processed by the Office of
Student Accounts.

School of Nursing, call:

Misti Michael, Assistant
Dean for Student and
Alumni Affairs
Office: (304) 293-8325
Cell: (304) 534-0121
School of Pharmacy, call:
Clarke Ridgway, Asst. Dean
of Student Services
Office: (304) 293-7806
Home: (304) 599-4942
Jennifer Clutter, Program
Manager
Office: (304) 293-1552
Cell: (304) 216-4081
College of Law, call:
Dean Joyce McConnell
Office: (304) 293-3199
Home: (304) 284-9551
Cell: (304) 282-1032

Academic Contacts
If a student is enrolled in:
School of Medicine, call:

John Taylor,
Associate Dean of
Academic Affairs
Office: (304) 293-3380
Home: (304) 599-8864

Dr. Norman Ferrari

Office: (304) 293-2408
Pager: (304) 598-4789
Pager #0673

Assistant Dean Janet

Armistead
Office: (304) 293-7320
Home: (304) 296-3880

Dr. Anne Cather

Office: (304) 293-2408
Pager: (304) 598-4789
Pager #1515

If the incident were part of

a University group activity,
i.e. fraternities, sororities,
campus organizations, call:

School of Dentistry, call:

Ron Justice, Director of

Student Organizations
Office: (304) 293-4605
Home: (304) 292-8044
Cell: (304) 216-6849

Dr. Robert Wanker

Office: (304) 293-4301
Home: (304) 842-6467

If the incident involves

and/or occurs on
University property, call the
Director of Environmental
Health and Safety,
Office: (304) 293-3792,
Cell: (304) 680-1262.
In the case of death, letters
of condolence will be sent by
the appropriate University
officials. Dr. Sloane will
provide names and home
addresses.
WVU News and
Information Services will
be contacted by the
appropriate individual.
III. WITHDRAWAL
PROCEDURE TO BE
FOLLOWED IN SERIOUS
EMERGENCIES
When a serious accident or
injury occurs which results
in the death of a student,
Dr. Sloane will proceed
with the withdrawal. If Dr.
Sloane is unavailable, the Sr.
Associate Dean of Student Life
shall proceed with the
withdrawal.
Upon notification, the Office of
Admissions and Records shall
complete the deceased student
withdrawal form and process it.
A COPY OF THE WITHDRAWAL
FORM WILL NOT BE SENT TO
THE PARENTS OR SPOUSE OF
THE STUDENT.
-- Revised 7/15/11 --

40

L: Audition Template
LENDMEATENORAuditionSheet

Name:______________________________ Height_________Weight__________

Phone:_____________________________Hair_________Eyes_____________

Email:_______________________________Sing? Yes/VocalPart_____________

Lastthreetheatreproductionsinvolvedwith(asactor/tech/etc.)
orincluderesumewiththissheet
PLAY/
YOURROLE/JOB
THEATRE/
MUSICAL
COMPANY

SCHEDULEJUSTBLOCKOUT
CLASSESORCONFLICTS
Morethan1conflict(andtheextentof
thatconflict)willaffectcasting.
RehearsalMF7:0011:00

M T W R F SA SU
89

910

1011

1112

121

12

23

34

45

56

67

78

89

910

1011

*Ontheback,identifyanyspecific
conflictsduringthereh.orperf.
schedule(9/1010/28,2012).

DirectorsNotes:

41


M: Bio Template
PUBLICITY/BIOGRAPHYTEMPLATE:Theinformationonthisformwillbeusedforpublicity/marketingpurposesas
wellasfortheconstructionofabiographyforprogramorpublicityuse.

NAME(asyouwishittoappearinprogram/publicity):____________________________________________

ROLE(S)/CHARACTER(S)/POSITIONINPRODUCTION:______________________________________________

CURRENTSTATUS/POSITIONWITHTHESCHOOLOFTHEATER&DANCE:______________________________

_________________________________________________________________________________________

PRODUCTIONSOFINTERESTYOUHAVEBEENINVOLVEDWITHANDHOW(IFAPPLICABLE):

SPECIALTHANKS/ACKNOWLEDGEMENTS/DEDICATIONS:

HOMETOWNNEWSPAPER/CITY:__________________________________________________________________

Pleasetaketheinformationaboveandconstructasimpleconcisebiography(fewerthan100words):

EXAMPLE:GREGHOLT(Man#1)isarecentMFAActinggraduatefromtheSchoolofTheatreandDance.WVU
creditsincludeTHECRUCIBLE(Proctor),ANDTHEWORLDGOESROUND(Man#1),andJULIUSCAESAR(Brutus).
Professionally,GregisamemberofActorsEquityAssociationandappearedinthenationaltourofLES
MISERABLES.AnativeofTexas,GregdedicateshisperformanceinPUTTINGITTOGETHERtohisvocalcoach,
RobertSmith.ThankstoLeeandthecastforawonderfulexperience!(Thisbioisaround80words)

42

N: Dance Cue Sheet

43

O: Blocking Sheet Example

44