2. BEFORE REHEARSALS BEGIN

Timeline of a production

Each production will have specific schedule demands. Here is a typical timeline.

8- 10 weeks before opening

-Production Meetings begin
-Designs are due to Scene Shop & Costume Shop

6- 8 weeks before opening

-Auditions
-Stage is taped for rehearsals
-Rehearsals begin
-Set Construction begins
-Costume construction begins

4-6 weeks before opening

-Poster Design is due
-Set structure is usable
-Rehearsal props available
-Rehearsal costumes available

2-4 weeks before opening

-Runthru rehearsal
-Poster hanging begins
-Publicity Photos are due
-Lighting Design due
-Sound Design due
-Lighting Hang begins
-Program information is due to the Main Office
-Prop List is locked

1-2 weeks before opening

-Book Cues
-Lights & Sound complete
-Production Props complete
-Set Complete
-Costumes Complete
-First Technical Rehearsal
-Dress Rehearsals
-Full Run

Opening Performance, Production Run, Closing Performance

-Preview Night/Media Night
-Opening Performance
-KC/ACTF Response
-Photo Call
-Closing Performance
-Strike

Forms

A number of different forms are used during the production process. These forms will be detailed later in this document.
Form
Location
Audition Form
Production Director/ Department Chair
Registration Action Form (Drop/Add Form)
Department Main Office
Course Contract
Department Main Office
Department Contract.pdf
Rehearsal Report/Performance Report
Rehearsal Report Master.xls
Prop Sign Out Form
Chandler 23B
Costume Fitting Sign Up Sheet
Costume Shop
Costume Fitting Scheduled.pdf


Calendars & Schedules

Production Calendar
The Production Calendar is maintained by the Technical Director and includes event and due dates for production elements including technical rehearsals, design due dates, PR due dates and the like. The Production Calendar is reviewed by the Production Team at one of the first production meetings.

Production Schedule
The Production Schedule is a detailed schedule of activities during Tech Week. The schedule includes dates and times of rehearsal, specific rehearsal activity and a listing of all technical personnel involved in the rehearsal. Call times listed in this schedule apply to production crews. Call times for actors is determined by the director.

Rehearsal Calendar and Rehearsal Schedule
These are assembled by the director with stage manager assistance as needed and includes specific activity for each rehearsal. Generally the Rehearsal Calendar gives the overview of the entire rehearsal process while the Rehearsal Schedule is specific to a shorter time frame (usually week-by-week).

Printing and Duplicating

Duplicating
The printer in the Main Office (CHA 5) is used for copying needs. Each production will have a unique access code. The code will be received from the Department Administrative Secretary. Do not share the number with anyone other than Assistant Stage Managers.
Of note- there is a monthly maximum of copies. Once you have met that number no more copies can be made. If this is a problem (especially on high copy days such as assembling the prompt book) talk to the Department Administrative Secretary to have copy max adjusted.
Printing
Printing will generally be done through the Department Copier in CHA 5. Print drivers may need to be added to your personal computer to allow printing.

Note- Copying and printing is available only during regular office hours

THE DEPARTMENT COPIER IS FOR OFFICIAL DEPARTMENT BUSINESS ONLY.

Office Resources and Computers

A Production Office with computer (set up to print to the Main Office), telephone and office supplies has been set up in CHA 23F. Generally this door is unlocked. If locked you will need to get a key from the Department Administrative Secretary.

Keys

Keys will need to be signed out through the Department Administrative Secretary. Four keys will be issued-
-5637- Exterior key to Burtness Theatre
-5638- Interior key to Burtness Theatre. This will open all interior doors except custodian's closet. It will also open all department padlocks in the building.
-5686- Exterior key to Chandler hall
-5731- Key for all Chandler Prop Rooms

These keys are your responsibility and if lost you will be responsible for replacing them.
Charges for lost keys-
- -Interior keys- $60 for each interior lock (FYI- there are 16+ interior locks in Burtness and 7+ interior locks in Chandler)
- -Exterior keys- $100 for each exterior lock (FYI- there are 2 exterior locks each in Burtness & Chandler)

IMPORTANT- If keys are lost- Contact Marilyn or Loren Immediately
Facilities will not return lost keys to the department unless we ask if they have been found.
DO NOT WAIT FOR A FEW DAYS "JUST IN CASE THEY WILL TURN UP". CONTACT MARILYN OR LOREN AS SOON AS YOU REALIZE THE KEYS ARE MISSING.

Production Meetings

Production meetings are used as a regular forum for discussion of production matters that need to be shared with other members of the production team.

Meetings are held with all the primary members of the Production Team. Attendees are typically-
-Stage Manager
-Assistant Stage Manager(s)
-Director
-Assistant Director
-Dramaturg
-Costume Designer
-Lighting Designer
-Scenic Designer
-Sound Designer
-Video Designer
-Technical Director
-Properties Master
-Publicity Manager
-Department Chair
If doing a musical or dance show-
-Musical Director
-Choreographer
-Conductor


Production Meetings are typically held on weekly on Fridays beginning 8-10 weeks prior to opening a production. Meetings are normally held in the Chandler Conference Room (CHA 20).
The Stage Manager leads production meetings. It is important that, as leader of the meeting, the entire group is kept on task. Time is short and it is possible that there will be back-to-back production meetings scheduled.

Communication

Callboard
The Callboard is the primary communication point for Theatre Arts productions. The callboard will list schedules, fitting calls and other information specific to each production. The primary callboard is located in Chandler hall across from the Main Office. A second callboard, used primarily for technical crews is located just inside the back door of Burtness.

Email
Email is a standard communication for productions. Everything from rehearsal reports to schedules and announcements are normally shared via emails.

Please use your UND account for production emails. UND policy states that your UND email is the official email for University communication.

Texting
Texting is acceptable for quick announcements. If it will take more than a couple of texts to complete a communication consider either calling or sending an email.

Drop Box
Drop Box (http://www.dropbox.com) is used for sharing production files including ground plans, sounds, scripts, schedules, contact lists and other information that is needed for a production but is either too large to be emailed or is more easily accessible in a common production file. Brad Reissig maintains the Drop Box account for the department.

Before you can access the files the first time you will need to be invited to those files. Invitation is generally made by supervisor of the area most responsible for the area covered by the file- Director, Technical Director, Designers.

As a courtesy, if you put items in Drop Box, please also send an email to anyone that would need the information. Many times the box is not checked unless an item is expected.

Facebook
UND Theatre Arts has a Facebook group that is used for sharing public information including auditions, upcoming productions, special event and general department information. Do not use facebook for production business or for any activity that you don't want everyone to view.

Prompt Book

The prompt book will be used throughout the rehearsal/performance process. Everything from contact information to script changes to blocking notes to lighting & sound cues will be recorded in the book. Depending on the nature of the show, a number of prompt books may be assembled, but the Stage Manager's Prompt Book should have all information for the entire production.

The contents of the SM Prompt Book should include-
  1. Production Team Contact Information (get info from the Production Team at the first Production Meeting)
  2. Cast Contact Information (get info from audition forms)
  3. Crew Contact Information (get from Technical Director as crews are assembled)
  4. Basic ground plan(s) of the production (from the Scenic Designer)
  5. Cast conflict dates (from audition forms)
  6. Crew conflicts (from Technical Director & crew members)
  7. Rehearsal Schedules (from Director)
  8. Production Schedules (from Technical Director)
  9. Script- see below for details.
  10. Copy of each day's rehearsal report
  11. Blank Incident Report Forms, both Injured and Supervisor

About the Script- every prompt script should be prepared as follows- NOTE- THIS HAS CHANGED FROM THE AUGUST 2011 EDITION
  • -All script pages should use 8.5" X 11" white card stock-
- -The Script- On the front, A single page of script centered to the page. Leave enough margin around the script for blocking notes (left margin), lighting, sound and other cues (right margin) and miscellaneous information (top and bottom). The back of the page should be blank. Pages should be 3-hole punched on the Left margin.
- -The Ground plan- On the front, 1-3 thumbnails of the ground plan for the Act/Scene being used. They should be large enough that you can diagram blocking for each page. The back of the page should be blank. Pages should be 3-hole punched on the Right margin
- The prompt script will be assembled with script page and ground plan page placed back-to-back so that when opened a page of script can be viewed on the right side and a page of ground plans viewed on the left side.
- Ground plan pages can be switched or added as needed.

Stage Manager Tool Kit

Each production will have a Stage Manager Tool Kit that will be signed out prior to starting production work. This tool kit contains basic items that may be needed during work as a stage manager. The tool kits include-
1- Scale Rule
1- Eraser
2- Rolls, spike tape, various colors
2- Post-It Note pads
2- Boxes of paper clips
2- Highlight markers
3- Sharpies, Black
2- Boxes, #2 pencils
1- Pencil sharpener
1- Bag, rubber bands
1- Scotch tape
1- Box, push pins
1- Box, thumb tacks
1- Box, Hole Reinforcements
1- Flashlight
1- Stapler, small

If items need to be restocked please work with the Administrative Secretary to order items. If an item is needed immediately you may remove items from Tool Kit #3. Again, let the Administrative Secretary know what items you have taken so that replacements can be ordered. You will be asked to replenish Tool Kit #3 when the replacement items arrive.

Spike Tape Storage

Each tool kit has 2 rolls of spike tape as a permanent stock item. Additional spike tape and glow tape is stored in the "Tape Cubby" located on the South wall (Stage Right) of the Mainstage Theatre. Access should be restricted to Stage Managers, Assistant Stage Managers and select crew members.

Auditions

Auditions are typically held within the first two weeks of fall semester for fall productions and late in fall semester for spring productions. Typically, both the Mainstage and Lab shows for each semester hold initial auditions on the same date. Callbacks are typically held on separate times for each production. Specific audition needs are determined by the Director(s) involved with the auditions.

The stage manager and assistant stage managers for both productions, working with the Technical Director, are responsible for setting up tables and other items needed for the auditions.

Audition forms are available from the Director. Sufficient forms should be copied to accommodate each evening's auditions.

Cast/Crew Discipline Issues

There may be times when conflict develops between company members or ongoing issues with a company member not doing the work that they are assigned. It is expected that, as stage manager, you will work to solve the problem. That said, any problems should be discussed with the faculty/staff supervisor for the area that the problem member is assigned. As a student, the stage manager should not be put in a position of strict discipline of a fellow student, such as, but not limited to, strong verbal discipline and termination of a student in a position. This is a touchy area. If at any time you have a concern please feel free to talk to a faculty or staff member that is involved with the production.

Emergency Conditions

The University of North Dakota has a website that contains information on emergency situations on campus- http://und.edu/emergency-management/
Additionally, there are procedures that are specific to Burtness Theatre regarding emergencies.

Next Chapter- 3. Rehearsals