Stage Managing

Stage Manager

The Stage Manager (SM) is responsible for the smooth and efficient running of rehearsals and performances. The SM is the primary person responsible for communication among production staff, cast and crew.

The SM is responsible for keeping the master prompt script, setting up rehearsal space prior to each rehearsal and striking rehearsal furniture and props as necessary, running and calling the show, posting cast/crew sign in sheets, collecting and security valuables during performance, taking and posting Production Meeting Reports, Daily Rehearsal Reports, and coordinating the production running crews. Rehearsal duties, to be negotiated with Director, include recording blocking, prompting, taking line notes, contacting absent or tardy actors/crew members, calling cast/crew members in from breaks, etc. Maintaining an SM kit which includes first aid supplies, taping materials, flashlight, etc. The SM should be aware of the location of telephones and fire extinguishers for use during an emergency and be well-versed in fire evacuation procedures. In case of a life-threatening emergency, the SM notifies Security and takes charge of implementing proper procedures.

Responsibilities

Pre-Production

  • Reads and studies the play; discusses duties and responsibilities with the Director.
  • Attends all production meetings.
  • Assists the Director at auditions. Distributes and collects Audition Forms and Crew Call Forms, emphasizes to auditionees the need to list all conflicts, takes a photo of auditionees if needed, keeps track of the order of auditionees, keeps audition flowing smoothly, ushers auditionees into theatre, and announces them as per the Director's instructions
  • Tapes out the ground plan on floor of stage and/or rehearsal hall as needed.
  • If Director requests, the Stage Manager generates a rehearsal schedule and makes copies for all cast, crew, and the Callboard.

Rehearsal Period

  • Places and spikes furniture, rugs, etc. as established by the Director.
  • Obtains and maintains any rehearsal props called for by the Director by the
  • "Rehearsal Props Due" deadline on the Department Calendar. Rehearsal props are substitutes of comparable size and weight used by actors until the final props are available.
  • The Stage Manager runs weekly Production Meetings and takes Production Meeting Report notes. The Stage Manager will then generate Production Meeting Reports in both written and e-mail form for each Theatre Production meeting. These notes are posted on Callboards and emailed. These reports will be a primary method of communication for the entire Department. They will include updates from each of the faculty and staff, Student Managers, positions of responsibility, et al.
  • At first read through, the Stage Manager obtains the cast's names, addresses, and telephone numbers, and then generates a contact sheet which is distributed to cast and production team.
  • Stage Manager makes sure that every actor receives a rehearsal schedule and keeps cast advised of any changes. The Daily Call Sheet may be useful.
  • Takes Daily Rehearsal Reports at each rehearsal and posts them daily on Call boards and emails them. These reports will include all changes, additions, or deletions that arise during daily rehearsals. These changes could include the addition of a prop, a question to a designer, a change in rehearsal schedule, etc. This will be a written record of such requests and changes to facilitate the timely completion of tasks and to ensure that all members of cast and crew receive notification of schedule changes and so on.  
  • Arrives at least 30 minutes early for every rehearsal to set stage furniture and any rehearsal props. Stage Manager ensures that ALL stage furniture and rehearsal props are struck and stored after each rehearsal.
  • Walks through scenes for any absent actor or assigns a delegate to do so. Attempts to contact any missing or unexcused actors.
  • The Stage Manager ensures that all actors are in place prior to the beginning of each scene.
  • Records in Stage Manager's book all blocking, intentional pauses, stage business, and all light, sound, music, special effects, and curtain cues, etc.
  • Prompts the actors precisely and corrects mistakes to the extent that the Director wishes. It is important for the Stage Manager to keep up with the script during rehearsals and is ready to prompt an actor immediately upon receiving a "Line" request.
  • Takes Line Notes of dropped lines, jumped lines, etc. and distributes to the cast.
  • Taking down blocking OR prompting actors/taking line notes may be delegated to the Assistant Stage Manager at the Stage Manager's discretion.
  • After all rehearsals and performances (both Mainstage and Studio Theatre), the Stage Manager ensures that all doors are properly secured, and lights are turned off, including Makeup Room, Costume Shop, Prop Shop, Light Booth, Mainstage, and Scene Shop (with the exception of the night circuit/ghost light).  • Stage Manager collaborates with the Lighting Designer, Light Board Op (if needed), Sound Designer, Sound Board Op (if needed), Costume Designer (if needed), ASM, Director, Production Manager and Technical Director in holding a Paper Tech prior to Cue to Cue Rehearsal. During Paper Tech, the Stage Manager is responsible for penciling in all light, sound, fly, actor, and scene shift cues.
  • The Stage Manager is responsible for obtaining cue sheets from the Lighting and Sound Designers in enough time to prepare the prompt book.
  • The Stage Manager prepares for Cue to Cue and Tech Rehearsals in order to facilitate the efficient and smooth running of the rehearsal.

Dress Rehearsal/Performance Period

  • Once performances begin, the prompt book containing blocking notes, lighting cues and sound cues should be locked in the booth or another safe place so that it is accessible in the event that the Stage Manager cannot run a performance. The Stage Manager should create a second book to be kept with him/her that contains any information that may be needed during the day, such as contact lists, schedules etc.
  • The Stage Manager must be familiar with all Emergency Policies such as fire, smoke, etc. The Stage Manager will contact the Technical Director or Production Manager for any emergency situations (equipment failure, smell of smoke, severe weather). In the case of life-threatening emergency, the Stage Manager notifies Security and takes charge of implementing proper procedures.
  • The Stage Manager generates a list of all cast and crew members who are eligible to receive Lecture/Performance credit for their work on the production and the number of performances in which those cast and crew members were involved.  
  • The Stage Manager should generate a Run List for crew members that lists specific duties before, during and after each performance similar to the Run List example found in Stage Manager Checklist Examples.
  • Stage Manager should hold scene Shift Rehearsals with Running Crew.
  • Takes note of any problems, unfinished details, painting touch ups, and/or changes and communicates these to the proper crew chief, Production Manager or Technical Director.
  • Stage Manager (or delegate such as ASM or Run Crew) ensures the safety and sanitation of all props and consumables.
  • Stage Manager or Assistant Stage Manager is responsible for setting up and labeling any and all prop tables necessary for a production. Non- or semivaluable props may be stored in the locked, rolling Props Road Box. The Stage Manager should be responsible for locking and unlocking the Road Box before and after rehearsals and performances.
  • Extremely valuable or delicate props, or weapons (especially firearms) should be stored in Production Manager or Technical Director's office.
  • The Stage Manager or ASM should generate a Prop Cue Sheet and diagrams for Running Crew members. These should indicate where every prop is preset on stage (a photo is often helpful) and/or where every prop is moved on or off stage during the run of the show.
  • Stage Manager is responsible for presetting all props both on and backstage prior to each Technical and Dress Rehearsal, and every Performance. These duties may be delegated to the Assistant Stage Manager or a member of the Running Crew, but the Stage Manager is ultimately responsible to see that all props and furniture are correctly preset.
  • Performers should pick up props from the props table(s) or designated area backstage and return them there, and are responsible for presetting any personal props in pockets, etc. If an actor wants to assume responsibility for keeping such personal props between rehearsals and performances, this should be negotiated with the Stage Manager or ASM.
  • Performers are responsible for bringing to the attention of the Stage Manager or ASM any items needing repair.
  • The Stage Manager posts and checks the Cast/Crew Sign-in sheet and attempts to contact any absent or tardy cast or crew member(s). Any member of the cast/crew deemed tardy will receive a warning slip (see Professionalism section of the Handbook).
  • Stage Managers ensure that all equipment and personnel are ready for performance. The Stage Manager should establish a check off list of duties including those that must be accomplished prior to opening the house and those that must be accomplished prior to curtain
  • If the stage is to be swept and/or mopped, the Stage Manager assigns this task to a Running Crew member and ensures that all work lights are turned off
  • The Stage Manager has the ultimate responsibility that the stage is set correctly and that all elements and members of the production team are ready for the performance. This typically requires a walkthrough of the entire stage and backstage area prior to the house opening. The Stage Manager should generate a checklist to help ensure that everything is ready for house to open.
  • The Stage Manager gives the following calls to cast and crew: one hour; half hour; house open (after House Manager notifies SM); fifteen minutes; ten minutes; five minutes; and places (at two minutes). The Stage Manager cannot give the "places" call until given the goahead by the House Manager at three minutes
  • During Dry Tech, Cue to Cue and Tech/Run Rehearsals, the Stage Manager may stop rehearsal if necessary. The Stage Manager merely says "stop." The cast and running crews should hold quietly in place while the Stage Manager and the production team address the reason for stopping. The Stage Manager is responsible for choosing an appropriate restarting point in the script and restarting the rehearsal.
  • The Stage Manager will inform the cast and crew where the rehearsal will restart (a line or cue) on the Stage Manager's command. The Stage Manager restarts the rehearsal by simply saying "Go please."
  • At intermission, the Stage Manager ensures that no visitors are allowed backstage, and that any set changes are accomplished.
  • During intermission, the Stage Manager informs the House Manager to signal the patrons back into the theatre for the next act five minute prior to the end of the intermission as determined by the Director. The SM follows the calling procedure from the top of the show including the following calls: ten minutes; five minutes; places (at two minutes). The Stage Manager cannot give the "places" call until given the goahead by the House Manager at three minutes.
  • The Stage Manager is responsible for keeping any times requested by the Director which could include total running time, running time of each act, and running time of scene changes on the Running Notes form.

After Final Perfomance

  • Ensures that the booth is clean and restored.
  • Collects all SM “blue lights”, kits and other stage management property and returns them to their proper place.

Assistant Stage Manager

The Assistant Stage Manager (ASM) has a twofold responsibility. During the rehearsal period, the ASM operates as the Stage Manager’s assistant, helping set up and strike rehearsal furniture and props, taking down line notes, prompting actors, etc. as per the SM’s instructions.

During tech and dress rehearsals and performances, the ASM operates as Deck Captain, and is responsible for the smooth and efficient running of the backstage area. The ASM is stationed backstage and supervises and/or participates in all scenery changes and any props and/or costume changes as needed.