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Stage Manager Task List

Last Revised on: May 8, 2009



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 Stage Manager controls the production under performance conditions and is responsible for safety and scheduling within the theater, including calling cues and managing the running crews. The Stage Director may also request that the Stage Manager take blocking notes during rehearsals.

Quick List

Complete? Task Timeframe
Prepare Budget Estimate November
Headset Check mid-January
Attend Work Days January
Arrange Theater Cleaning Time late January
Attend Rehearsals early February
Recruit Set Running Crew early February
Check Supplies Tech Week
Inform Cast of Parking Rules before Monster Sunday
Cast Notes Tech Week
Check signals with Music Director Tech Week
Get Light Cues Tech Week
Check Back Stage Lights Tech Week
Backstage Monitors Tech Week
Check Signals with Assistant Stage Manager Tech Week
Arrange Janitor Contact Tech Week
Performance Check Tech Week/Performances
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

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?
The Stage Manager should include flashlights and penlights, batteries for headsets and flashlights, gaffer's tape, duct tape, glow-tape, pencils, markers for signs, paper for signs, first-aid kit, etc

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Headset Check

Where are they? Do they work?

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Attend Work Days

It is helpful for the Stage Manager to attend a few work days o understand use of set pieces in the show and any involved set changes that will be necessary. It's important to understand this to help in planning for stage crew.

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Arrange Theater Cleaning Time

The performing space traditionally needs serious cleaning and possibly painting before sets can be moved into the theater. A good time may be during the lighting put-in days. Check with the Theater Liaison for accessibility.

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Attend Rehearsals

It is helpful for the Stage Manager to attend a few rehearsals before the production moves to the school. This should provide a better understanding of entrances/exits, traffic patterns and timing of the numbers. If possible, obtain a copy of the blocking forms from the Stage Director. It is also very helpful for the cast to learn who the Stage Manager is.

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Recruit Set Running Crew

Consider how many people you will need based on set considerations and covering call/orchestra calls.

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Check Supplies

Inventory the following supplies and replace where necessary: flashlights and penlights, batteries for headsets and flashlights, gaffer's tape, duct tape, glow-tape, pencils, markers for signs, paper for signs, first-aid kit.

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Inform Cast of Parking Rules

Announce the locations of proper parking at the performance site. Enforcement and towing by police will be stricter on performance dates. Make sure that this announcement gets to cast, orchestra, and crew.

A list of backstage parking places should be posted by the Back Stage Doors with the caution that If you are not on the list, Park somewhere else. This should be shared with the cast, orchestra, and crew.


Backstage Parking Only Allowed for:

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Cast Notes

The Stage Manager should inform the cast of the rules of the theater. Discuss management, theater, sign in sheets, cast behavior, audience behavior (no flash photography), permission for children backstage, security (or lack thereof). Post rules if necessary.

Issue "back stage conduct" notes to cast and crew: safety without compromise; prompt arrival and sign in. The title "Mr."/"Ms." is traditionally used for the Stage Manager at least while on stage, as a reminder that s/he has primary responsibility for safety, and must be obeyed immediately and without fail. Seriously. This includes assistant Stage Managers.

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Check Signals with Music Director

It's quite possible for the Music Director and the Stage manager to wait for each other to be ready to start or resume the rehearsal. Consult with the Music Director and agree on methods (such as hand signals) to avoid such deadlocks. Consult with other staff members on similar subjects, as appropriate.

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Get Light Cues

Get cues from the Lighting Designer

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Check Back Stage Lights

All backstage work lights should be adjusted NOT to spill onto the stage, possibly by using gel or low-wattage bulbs. Backstage doors should be taped so they can close quietly and not latch.

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Backstage Monitors

The Assistant Stage Manager should get a sound monitor.
Stage Manager should get a video monitor connected to a camera aimed at the Music Director.

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Check Signals with Assistant Stage Manager

Make sure that the Assistant Stage Manager knows how to call cues from the stage manager's score.

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Arrange Janitor Contact

A way of getting in touch with the janitors quickly must be established - ideally this is done by radio. Being able to locate the janitors is critical during performances and highly desirable during all of tech week.

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Performance Check

Check that all of these people are ready before the start of each act: House Manager, Video Chief, Light Board Operator, Sound Liaison, Music Director and the Concert Master.

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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. The Stage Director should plan on attending this meeting to contribute input and hear feedback.

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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
Tech Week Rehearsal Schedule The Stage Director is responsible for creating the master rehearsal schedule for tech week. This will determine which rehearsals will have orchestra vs piano, which will be considered tech or cue-to-cue and which are under complete show conditions. Will be determined in November.
Put-In Schedule The Tech Director is responsible for creating putin schedule and space use plan for tech week. early February
Makeup Crew The Makeup Designer is responsible for recruiting the makeup crew. Make sure you know who these people are to add to the crew list for sign-in. early February
Costume Running Crew The Costume Construction Chief is responsible for recruiting the costume running and strike crew. Make sure you know who these people are to add to the crew list for sign-in. early February
Props Crew The Props Chief is responsible for recruiting the props running crew. Make sure you know who these people are to add to the crew list for sign-in. early February
Sign in Sheets The Cast Manager is responsible for creating the cast sign in sheets at the school. The Stage Manager creates the crew sign in sheets. Tech Week
Back Stage Monitors The Video Chief is responsible for setting up a backstage monitor so the cast may watch the shows (and consequently not be in the wings except for entrances.) Tech Week
Strike Plan The Tech Director is responsible for creating the strike plan and communicating it to the appropriate personnel Tech Week
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