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Set Designer Task List

Last Revised on September 11,2012



Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information



The Set Designer designs and executes the stage sets for the show, consistent with the Stage Director's visual concept and with any physical, budgetary, or manpower limitations.

Quick List

Complete? Task Timeframe
Background Info/Resources
Prepare Budget Estimate November
Floor Plan Complete November
Set Plan Complete November
Recruit Construction Crew December
Recruit Paint Crew December
Plan First Construction Session November
Submit Bio for Playbill November
Set Sketches November
Set Inventory Before first work day.
Set Materials Before first work day.
First Shopping Trip Before first work day.
Submit crew names January
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.
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Task Details

Background Info/Resources

Supplies: Find suppliers in the NYNEX Business-to-Business yellow pages, an excellent resource as it contains listing of manufacturers and wholesalers who are often more cooperative than retailers. In most cases, the only requirement for buying from the wholesaler is a sales tax number, which the SUMC has. It is often more effective to indicate the affiliation with the SUMC rather than the Savoyards.
Large cardboard sheets. Current practice is to tape box cardboard together (on back, with duct tape, on front, with masking tape). Glue small pieces across seams on back. Note: leave space to attach 1x3 bracing. Glue boards to cardboard extensively AND staple from front. If hanging, screw eyes go into the edge of the board. Connect all 1x3s with molding (1/4 x 1) and screws, hang by wire at two or more points.
Supplies: Charrette, 44 Brattle St., Cambridge, MA, telephone 617-495-0200. Store hour 8-8:30 M-F, 8:30-5 Sat, 1-5 Sun. For oversize photocopies, photographic enlargements, etc.
Kirks Lane Lamp Parts Co., Box 1073, Bensalem, PA 19020, telephone 215-785-1251. Wholesale supplier of lamp parts and supplies. Very reasonable prices. Write or call for catalogue. $25.00 minimum order.
The Fair, 137 West Boylston St. (Rt. 12), West Boylston, MA. Seedy department store with an excellent close-outs section: Latex paint at $1 per gallon.
Charles H. Stewart - North Andover Ma. - rental agent for backdrops and scrims. Extensive catalog - check out www.charlesstewart.com.
{Also mention Spags and Building 19.}
The cyclorama needs additional weights at some seams to reduce wrinkles.

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Prepare Budget Estimate

Give estimated budgets to the Technical Director for consideration BEFORE the December Board meeting. What will you need to build? Borrow? Rent? Buy?

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Floor Plan Complete

Basic floor plan design should be complete, and reviewed by the Stage Director. Especially note and discuss entrance and exit routes for the cast. Deliver scale plan to Lighting Designer and the Stage Director. This date is important so the Stage Director can begin blocking. Begin to prepare full scale plastic drop sheet of the floor plan to use during rehearsals. Due by the first January rehearsal. PLEASE NOTE: This practice was discontinued after 2001 due to safety concerns. In 2003, only the elevated parts of the set were drawn on plastic, leaving the main floor bare.

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Set Plan Complete

Basic set design should be complete, and reviewed by the Stage Director. Determine transportation limits: maximum sizes. Review all set piece sizes before construction. (Remember the boat in the basement problem.) For large objects, consider component units, ties with 'tongue in box' connections. Flying scenery requires no perpendicular bracing, takes up less stage space. Use when possible. Scenery may also be split: half hung, half free-standing.

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Recruit Construction Crew

Recruit construction crew from the cast - remind them that the set doesn't build itself. If you need people with specific skills, announce this and/or recruit from outside the group.

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Recruit Paint Crew

Recruit paint crew from the cast - remind them that the set can't paint itself and (almost) everyone can paint at some level. If you need people with specific skills, announce this and/or recruit from outside the group.

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Plan 1st Construction Session

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Submit Bio for Playbill

The Playbill Layout Chief will ask for a biography for inclusion in the Playbill. This is generally kept to a single paragraph (6-8 lines).

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Set Sketches

Distribute good quality copies of the set design to Stage Director, Tech Director. Prominently display sketches at construction sessions and rehearsals. Post on the bulletin board.

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Set Inventory

Examine set pieces in storage for usability. This task can be delegated to the Set Construction Chief.

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Set Materials

Plan acquistion of set materials. Assign responsibilities to individuals: set deadlines; check status weekly. This task can be delegated to the Set Construction Chief.

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First Shopping Trip

Lay in supplies of basic set-building materials, such as nails, glue, wood, cloth, and paint. (Inventory existing supplies first.)

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Submit Crew Names

Submit paint and construction crew names to the Tech Director for inclusion in the playbill.

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Attend Debriefing Meeting

The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input, but are the responsibility of others

Task Description Timeframe
Graphic Design Work with the Graphic Designer to produce the show "logo". This is used on all advertising, tee-shirts/sweat shirts, tickets, playbill cover, etc. Graphic should give some indication of the stage director's artistic vision. September, so the graphic can be used in the newsletter to announce the show and auditions.
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Related Documents:

OVERVIEW
The Set Designer designs and executes the stage sets for the show, consistent with the Stage Director's visual concept and with any physical, budgetary, or manpower limitations. The Set Designer also recruits the Set Running Crew, in consultation with the Stage Manager.
Hierarchy CompleteTaskList Calendar of Events Report changes


Task Who Does Who_Checks TaskDate Tied To Offset
Background Info for Set design SetDesigner TechnicalDirector 5/1/2003 FiscalYear 0
Background for Tech Organization TechnicalDirector SetDesigner, LightingDesigner, CostumeDesigner, Producer 5/8/2003 MayBoard 0
Plan organization of technical departments TechnicalDirector Producer, SetDesigner, CostumeDesigner, PropsChief, LightingDesigner, MakeupDesigner, StageManager, SoundDesigner 9/23/2003 SepBoard 0
Prepare Blocking Forms StageDirector CastManager, SetDesigner 10/25/2003 FirstReh -30
Technical staff meeting TechnicalDirector StageDirector, CostumeDesigner, LightingDesigner, MakeupDesigner, StageManager, SetDesigner 11/11/2003 NovBoard 0
Director's First Blocking Rehearsal Cast Notes StageDirector CastManager, SetDesigner 11/24/2003 FirstReh 0
Technical staff meeting TechnicalDirector StageDirector, CostumeDesigner, LightingDesigner, MakeupDesigner, SetDesigner, StageManager 12/11/2003 DecBoard 0
Recruit Set Painting Crew SetDesigner TechnicalDirector 1/13/2004 LastPerf -47
Proof-read biographies for playbill PlaybillLayoutChief StageDirector, MusicDirector, Producer, TechnicalDirector, CostumeDesigner, LightingDesigner, MakeupDesigner, SetDesigner 1/20/2004 LastPerf -40
Plan put-in schedule TechnicalDirector StageManager, SetDesigner, PropsChief 2/8/2004 LastPerf -21
Recruit Set Running Crew StageManager TechnicalDirector, SetDesigner 2/13/2004 LastPerf -16
Finish set details SetDesigner TechnicalDirector 2/15/2004 LastPerf -14
Erect set SetDesigner TechnicalDirector 2/15/2004 LastPerf -14
Supervise put-in TechnicalDirector Producer, StageManager, SetDesigner, LightingDesigner 2/15/2004 LastPerf -14