Stage management is an art that is learned through a long process, mentoring, and experience. In the world of professional theater, the stage manager is one of the most important players. Not only providing clues, the role of a stage manager actually begins months before rehearsals and continues up to 110% during performance, to maintain the artistic integrity of an event. Are you ready for this challenging role?
Step
Part 1 of 4: Getting Ready
Step 1. Meet the director and producer
While every production type is different, chances are one of these two will become your new best friend. They definitely have expectations for the production and for you, so start by learning about those expectations!
Are there certain tasks that they prefer to do alone? Some directors like to get things straight. How do they want to run the exercise? Do they have a specific guide that you should know about? And make sure you set a regular schedule for post-workout discussions with them
Step 2. Be the engine of the organization
A few months before practice, start scheduling and coordinating things. A good stage manager can address the scheduling needs of directors, vocal directors, choreographers, battle choreographers, dialect coaches, motion coaches, production managers, costume designers, etc., and address everyone's needs in a timely manner. Generally, stage managers are miracle workers. You must specify the following:
- Contact sheet
- training schedule
- Email address list
- Conflict calendar
- Production calendar
- Daily Report
- List of properties (constantly updated)
- Stage design that has been communicated to the staff (constantly updated)
- List of stage decorations and furniture (continuously updated)
- Costume plot (constantly updated)
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Production team meeting times
These are just files that you have to prepare before you start…
Step 3. Meet the technical director
He may be the one to provide some key guidance. If not, how else can you get the job done right? Talk to him about the biggest bottleneck in the show and what you should know about setting the stage in a specific location.
Walk around the theater and familiarize yourself with all the important locations, from emergency exits to the most accessible trash cans. This theater will be your home for the next few months – the sooner you get to know it, the easier your job will be
Step 4. Prepare the stage manager kit
Since you will be the one who understands the show the most, be prepared. If something goes wrong, everyone will not look for the director, but you. So, prepare all your gear with all the things that may be needed. Here are some ideas to help you get started:
- Plaster
- Battery
- Chalk
- Eraser
- Paperclip
- Ballpoint
- Ruler
- Pin
- Scissors
- Small sewing kit
- Timer
- Tampon
Step 5. Prepare your manual
This book was created by preparing the manuscript in a binder. Make one side and make a hole on the right. This way, on the left you have the script, while on the right you can place the border sheet (the one with the holes on the left). If you have a floor plan for a stage, add this plan to your guide as well.
- You don't need to follow this method exactly, but make sure the method you do is similar. Preparing a book with all the necessary things will help keep management smooth. Also have Post-It stickers or other markers ready for easy access.
- You can find examples of border sheets online. Prepare examples for everything that may be needed.
Step 6. Master the script by heart
This show is your favorite child. You have to know when a "word" particle is removed, when a property has to enter late, when a point has shifted 15 cm, etc. This is indeed stressful, but also makes things easier at the same time. Mastery of the script will help you to:
- Creating the ending of a scene
- Creating plots for properties
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Know all your costume needs
Make sure you finish before or during "prep week" – that is, the week before practice begins
Step 7. Form crew members
Prepare a crew who will take care of the event and clearly communicate the needs of the event to them. Everything is still in its early stages, but the sooner you have people you can rely on, the earlier you can relax.
The assistant stage manager will be your right hand. When you can't be in two places at once, he will do your work. Also determine how many people you need to manage lighting, sound, props, and backstage needs. The size of the show will determine the number of people required
Part 2 of 4: Running Exercises
Step 1. Keep an eye on everything
After practice, you need to be a reviewer. What was the sound that was raised by the director at around 7:45 minutes? Write it down. You'll need to take note of the blocking, choreography, scene duration, rehearsal reports, lighting and sound cues, etc. All of this may seem redundant, but there will come a time when the show needs your notes on something on page 47.
You should have a clear and concise record keeping system, which is especially useful when you are sick. So, in addition to the standard USL and DSR systems, consistently record all the choreographic patterns as well as important blocking and hints. This way, you won't miss a workout
Step 2. Be a timer
Every show involves someone who is always late. Call this person and make sure he doesn't die, then reprimand him for being late (do it in a civilized manner). When everyone and everything is ready, run the show. Keep an eye on the clock, otherwise things will drag on.
You also have the right to determine the time off. Make sure there is no authority blocking the entire training time. You are the one who has to run everything, the time and its own marker
Step 3. Be aware that you may be given more responsibility online
. For some theaters (and if you're not in charge of dance performances), you'll have to supervise rehearsals. This means if an actor forgets a part, you have to reprimand him. You have to stay focused and pay attention to the practice. When an actor forgets lines and you don't rebuke him, you will lose precious seconds and fall behind schedule.
"On book" means that you hold the script in front of you. Everyone else may be off book (not holding the script), but you'll be the only one ready with this script. Also, be aware that actors often forget the parts
Step 4. Set up the exercise properties or properties
Coordinate things for practice with the property manager. This property may not be a real property that will be worn later, but you need something similar to what the actors would use during the actual performance. You will get a lot of requests during practice and will have to fulfill them in no time. So, make sure you master everything well so as not to cause problems.
Step 5. Spike the stage
Spike is marking the areas that will be the property. If you can be in the theater that will be hosting the show and know the actual designs and properties that will be used, do this spike. Glue the shiny tape on the stage, on the areas where the property will be. What colors would you like to use?
Make sure you also mark each piece of furniture on top. Don't let the tape spread across the front, or the audience may notice this
Step 6. Tell team members if something isn't possible or isn't right
Sometimes, the director might want Sheila to leave the stage from the right, change clothes quickly, and come back in from the left fifteen seconds later. Another case might be when the director tried to design a danger symbol from his memory, but the result was like a flower. Your job is to wake him up – you have to contribute to the success of the show. If something doesn't make sense or doesn't make sense, speak up.
However, you are not entitled to offer artistic views. The only time your opinion is allowed is when the director (or someone else's equivalent) asks. You are the logistics staff here. Make arrangements about what works and what doesn't – not about the vision you want the show director to have
Step 7. Delegate tasks
You will certainly be very busy, therefore, delegate tasks as needed. This is why you have crew members! Think of the assistant stage manager as your personal assistant. Make a decision. Don't worry if you think you're overreacting – just make sure the show keeps going. You can't do it alone.
- An example of an easily delegated task is making sure the practice space is safe. Sweep (and mop if needed) the stage before practice and make sure everything is clean afterwards too, especially if you're renting!
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Restore the stage state between each scene. Every night, there would probably be some rehearsed scenes; be prepared to reposition the stage instead of watching actors trip over things that shouldn't be there.
Always be alert and ready to do anything. In the world of show, there is no “just your job” or exclusive job. Show that you are not afraid of manual labor and ensure job success
Step 8. Submit an exercise report
After each exercise, you must submit the necessary reports to the authorities (eg producer, director, etc.). If you already have an example, make a similar one and talk about all the obstacles, things to overcome and change the next day, timing, things accomplished, notes for each department, etc. Then, email it to all the addresses on the list you created six months ago.
If there is an injury or one of the actors is admitted to the ER, prepare replacement exercises. Your schedule might get messy, but you can definitely handle it
Step 9. Keep production meetings running
You must not only schedule them, but also record them. This means discussing budgets, security, publicity, time for each department to talk, and making sure the calendar is ready for the next meeting. You may also have to record the results (depending on the team's condition).
- Sometimes, some departments will not attend. You are the eyes and ears of the rehearsal hall, and so must communicate clearly and effectively to all production departments about what happens during rehearsal and what the director wants. Don't let there be any surprises next week. Everyone should be aware of what is happening and how it can affect them.
- Usually, the company meeting will start at the beginning of the meeting week. This is a good time for you to ask final questions or concerns, discuss tickets, emergencies, etc. Discuss all theater procedures and policies and let each department add notes if they wish.
Step 10. Prepare other files
Exhausting, isn't it? Now, you have to create activity sheets for the crew, technical meeting schedules, block scripts, question scripts, and production scripts. The good news is, this is the only extra filing you have to do, in addition to your daily activities.
- The activity sheet for the crew is the one that explains what the crew members are to do. Keep this sheet as simple as possible but clear to everyone who has never been involved before. Write down instructions, equipment positions, etc.
- You will often be setting up and giving hints about light, sound, wind, property, stage, so create your own codes.
Part 3 of 4: Running Events
Step 1. Make sure everything and everyone is safe and ready
Are all the actors and crew present? If not, call them. Now, make sure everything is swept and mopped, in the best condition possible, and ready to display. If there is an obstacle, people will come to you. The problem will be different every night, but you will almost certainly be bullied.
Step 2. Watch the time
You are still the clock, even when there are no more training sessions. Make sure everyone knows the countdown. Tell them half an hour in advance that the building is open. Let them know when 20, 10, 5, and 0 seconds are left. Also make sure they respond before you assume they've heard.
You may also have to let everyone know when the stage will open and close, when it's time for physical and vocal warm-ups, etc. Whatever happens, tell all team members
Step 3. Run the headset protocol
If your crew is filled with veterans, this will be easy. But, chances are your team will have beginners! Remind everyone about this protocol. Here's an example of how it works:
- Say "warning" with the clue number and crew member position ("warning on deck cue 16" for example). The person on deck with number 16 should then say "Thank you, warning".
- After the alert, you'll say "standby," for example "standby deck cue 16." The person called then must answer "stage left" or "lights", or whatever based on their department name. When the word standby is spoken, it means that no one else is allowed to speak.
- When the time comes, say "GO". You will not get a response, you are the only person who has the right to determine this "go" moment.
- Headset jokes are a natural part of working backstage. This is fun, just make sure you know when the time is right and not to throw it out.
Step 4. Work with the venue manager
Every night, you must fill out the ticket sales sheet. The venue manager will determine the system with you. However, for her sake, keep your routine consistent. Try showing up at the same time and place every night so he knows how you are doing.
Coordinate with this manager about when it is a good time to open the building (usually half an hour in advance) and start the show. Did you delay it for 5 minutes because of the long queue? Is parking difficult? Rain? The manager will let you know if something odd is happening outside the building – it's just as important as what's going on behind the scenes
Step 5. Start the show
Use the headset protocol we just talked about. So, on the countdown of 5, head to the instruction station and assemble the team. You've spoken to the building manager up front, your headsets on, the audience is ready, so it's time to count down. Open the curtains and start the show!
Step 6. Type the performance report
This report is useful for letting you know the course of the show, the length of the show, the guest count, as well as any issues or anything that needs to be addressed before the next show. Chances are this report will just keep repeating itself every night and you can make it while closing one eye and resting one arm.
Part 4 of 4: Having the Qualities of a Good Stage Manager
Step 1. Work with experienced stage managers
You might think that years of being a technical expert are the right preparation, but what really helps is working with a great stage manager. As you can see, a stage manager must have the ability to influence people, technical expertise, see problems, and be able to keep things tidy. This position requires a very specific type of person!
While a good stage manager can quickly locate screwdrivers and fix damaged properties, he is also able to coordinate directors and actors – who are two very different types of people – and predict their problems. Good stage managers have several types of intelligence
Step 2. Be a preferred leader
You need to be likable but able to maintain authority in order for show members and crew to listen and respect you. If you don't like it, no one will want to work with you again. If not respected, as an authority you will not be able to ensure the safety of the cast and crew. You are an integral part of the show machine. If you can't lead, things will fall apart.
Instill control from the very first audition. While the stage manager doesn't have to be a figure to be feared, he or she should still be respected. You don't have to scare people into obeying, but on the other hand, don't be afraid to act decisively when necessary. Expect respect early in the process and respect for those around you as well
Step 3. Prioritize the choice of directors
You must have the ability to maintain the artistic and technical integrity of the event. Your job as a stage manager is to maintain the director's vision as the show goes on, either 5 or 500 times. If things change, correct them.
Even if you don't agree, your job must still be done. Did the director want the light so dim that you could barely see the actors? If so, do what he wants. This is your job – even when the director is not present
Step 4. Stay calm
If you're not doing anything else, stay calm at all times. When you panic, everyone else will panic too. Remember, the event must go on and everything will be fine. So, set a good example and stay calm. You have help in the form of crew members to solve problems.
- Come on, one more time: keep calm. Yes, you do have to take care of a lot of things. You will not get admiration and praise. You will not be appreciated by people for your abilities. However, when something goes wrong, they will still be looking for you. So, take a breath, keep some distance, and do something. You can!
- When practicing, always set the atmosphere to remain professional and in control. Play quiet music, minimize loud talking, and, if possible, try to give the director time to think as he walks into the theater. If you start with a calming atmosphere, you won't have to tell everyone on your team to calm down.
Step 5. Get to know your crew members as best you can to anticipate problems
Trust them. There will come a time when your female crew, who are small in stature, will be the only ones capable of setting the stage properly. However, sometimes you may have to help him, for example when turning a Trojan horse. Things like this are what will help you to find a solution.
- In addition, some people will also be incompatible and unreliable. Find out a few things, for example, who's great with saws and who's good at untangling pom poms? Who can't pay attention for more than five minutes and who would you trust to drive your car? Make sure you know the answers to things like this.
- In the event of an emergency or fire alarm, it is your responsibility to ensure the safety of the cast and crew. Review theater policies in emergency situations.
Step 6. Be the chief sergeant and cheerleader
You have to be firm but still likable. Make sure everyone does their job on time and let them know when they're underperforming. However, you should also support the show and be positive. Remember, everyone is stressed too.
Show week is where a positive attitude is most needed. The directors will be curious to guess whether their show will succeed. Actors want to know if they're going to look silly or not. Be aware of these things and provide support. Enter the theater with a smile and a good attitude, no matter what you think
Step 7. Apologize when you are wrong and get on with your work
Since you are doing several things at once, you will make mistakes. This error will occur several times. Apologize and forget immediately. Don't soak in it or get grumpy. Everyone makes mistakes. This task is difficult. You will learn from it, and now, it's all gone.
Everyone in theater generally has expectations of how things work. They all think a little differently. Since you won't be able to fulfill all their wishes, do what feels right to you. Take their advice if it's better and ignore it if it's not. However, know that you will have to make mistakes to find what is right for you. This is natural! Just make sure you can bounce back, because the event depends on your abilities
Tips
- Don't be intimidated by the actors. Ignore their star status, age, or behavior that may be intimidating. Be sweet, professional, friendly, and assertive. If you open a gap, things will quickly fall apart. No one will appreciate you for giving in.
- Dress safely and comfortably. While the revealing sandals you bought yesterday are nicer, be aware that the decision to wear them may not be the right one, especially if you drop the bulky wardrobe needed for the second scene on your big toe.
- Always carry a stack of papers or your laptop with you. These two items will be useful for writing instructions and notes for yourself. Memories never work. Bring a notebook, cell phone, or whatever else you can use to take notes all the time, and make the most of it.
- Set priority. Make a list of things that need to be done as early as possible and do them in order. Do not ignore this list, except for emergency reasons. Otherwise, you will forget something or not have time to finish it.
- Read the script at least 10 times from start to finish. Master your material.
- Do some background research on eras, characters, or historical references. You may never be contacted for this information (and never volunteer unless asked), but knowing more about a show will help in the work.
- When you are hired to run an event, do a script analysis. Diagram the entrances and exits and which characters are in a scene.
- Remember, if you can be nice to other people, they will be nice to you too.
- Start thinking about the equipment you will need and the areas that need attention.
- When you walk into the theater, start right away. Otherwise, your work will pile up and get delayed.
- Start thinking about clues to the position of the lighting. A lighting designer will help, but make sure you master everything just in case something goes wrong.
- Always ask the director before making big decisions about the stage, lighting, etc.
Warning
- Always say please. Just because you're in power doesn't mean you can be rude and forget your manners.
- Don't be afraid to say "I don't know". However, quickly add, "I'll find out about that information and let you know as soon as I can". Don't forget to follow up.
- A show can create a toxic atmosphere because of gossip. Gossip can arise, whether in high school or professional level shows. Never allow harmful gossip, whether in person, over the phone, text message, or online. Define firm policies and implement them.
- If you don't know the answer to a question, find out immediately. Never answer a question without the correct answer.
- Remember that this is not a game. Even if you only manage the stage in high school, take this task seriously. When you consider stage management as a career, know that every job you do will be the foundation on which to build your future success.
- Actors will sometimes ask you to do impossible things. Say "no" respectfully. Offer other solutions to help their problem, or have someone else involved with the production crew to help them.
- Remember, you work for the production department. You are responsible to the production manager.
- Don't get too close to the actors or date anyone from the cast/crew team when you're managing an event. You are part of the management team and should have the ability to make decisions based on production needs, not personal relationships.
