General Notes
Rehearsals are the responsibility of the director, stage manager & assistant stage managers. The stage manager & assistants will need to be at the rehearsal site early enough to prep for the day's work so that the rehearsal can start on time.

Contact Lists

Contact lists should be prepared prior to the first rehearsal. One list should be prepared for Production Staff and a second for the Cast. Additional contact lists will be received as the production progresses for Running Crews, Musicians and for special personnel. Contact lists should include the following-
- -Actor/Musician Contact Information
- -Name as it will be listed in the program
- -Character (or production title) as it will be listed in the program
- -Telephone number where the person can be reached.
- -email address where the person can be reached. If the person is a member of the UND community a University email address should be used.
- -Hometown (and local newspaper, if known)
- -Contact information of the Director
- -Contact information of the Stage Manager & Assistant Stage Managers

A copy of the Cast Contact List should be given to each cast member at the first meeting. A copy of both the Cast & Production Staff Contact Lists should be given to each production staff member.

First Rehearsal Meeting

Generally this meeting will have a number of items to discuss prior to getting to the work of the evening. The specific structure of the rehearsal is decided by the Director. Discussion items may include-
- -Short presentation of design work for the production (Scenic, Costume, Lighting, Sound, etc.)
- -Handout of Cast Contact List
- -Handout of Rehearsal Schedule
- -Emergency situations presentation
Figure 3.2- Departmental Course Contract. The Link will take you to the Forms page.

Figure 3.1- Registration Action Form (Drop/Add Form) showing both front and back. The form is available in the Main Office.
- -UND Academic Add form and Department Contracts so that the cast can
add a THEA 201 credit at this meeting (this should come from the Director who is generally the grading instructor). Completed forms should be returned to the Director by the end of rehearsal.

General Housekeeping

There are a number of housekeeping policies used in Burtness Theatre-
Food and Drink
No food or drink in any performance space except clear water in sealable, non-breakable containers. Food and drink is acceptable in lobbies and in the Green Room.
Other drink is permissible, during rehearsals, on the Upstage Left ledge of Burtness Theatre on either the steps or the yellow hash-marked area on stage level. Each person is responsible for disposing of bottles, wrappers and the like at the end of each rehearsal.
No food or drink in Makeup and Dressing Rooms.
No food or drink while in costume.
It is not acceptable, under any circumstance, to place gum, candies, cough drops, throat lozenges and the like on or under chairs, on scenery, on backstage walls, on technical equipment, in costume pockets, or anywhere except in the garbage.
Each company member is responsible for disposing of everything that they bring into Burtness. Garbage cans are located at all lobby entrances, in the lobbies, the Green Room and Dressing Rooms.

Personal items
UND and the Department of Theatre Arts are not responsible for any lost or stolen personal items. Items should not be left in the house or backstage. Lost items are left at the counters in the Burtness Lobby. Items not picked up by the end of the semester are disposed.

UND is a non-smoking campus. In the event that a company member finds that a non-smoking break is needed it is asked that such non-activity take place outside, away from doors and places that could affect the atmosphere of the performance spaces. Additionally, the back door of Burtness is locked about 60 minutes before the start of performance. Do not use the back door to step out for non-smoking when the back door is locked.

Tech Tables

Tech Tables are available for use during rehearsals. Tables are stored upstage left near the ladders. All tables are designed to straddle a row of chairs with the legs placed just in front of the seat and with the lip on the underside back of the table hooked on the backside of the seat back. Be careful- the hinge area of the leg can be a pinch point.

Appointments with Design/Technical Staff

The stage manager is responsible for setting up appointments between actors and technical areas within a production.


Rehearsal Costumes
Rehearsal costumes will be pulled by the Costume Shop and will be stored in the Dressing Rooms under each actor's name.

Figure 3.3- Costume Fitting Schedule. The Link will take you to the Forms page.

Costume appointments are set up using a Costume Fitting Schedule. The Costume Shop will let the stage manager know what actors need to be seen along with a range of days that scheduling can be planned. Actors can be blocked into the schedule as they are available. It is the responsibility of the actor to make the scheduled time.

Unlocking Doors
Prior to the beginning of each rehearsal doors to the Dressing Rooms should be unlocked. All rehearsal costumes and shoes are stored in these rooms.
Doors should be locked at the end of the evening.


Production Prop List
The Director and Stage Manager create a prop list based on script demands and specific production needs. The Props Master, from reading the script, will also create a separate list. The Director, Stage Manager & Props Master will meet to compile the separate lists into a single "official" Production Prop List. This list is held by the stage manager & props master and is maintained by the props master.

Rehearsal Props
Any props needed for rehearsals are the responsibility of the Director & Stage Manager. A rehearsal prop is an item that is intended to represent a specific item. Plan to pull items that are strong enough to hold up to general abuse during rehearsals. Avoid easily damaged items.
Rehearsal props can be labeled to identify what they are or where they are used, however-
-Do not put labels on existing labels (such as bottles, books & the like). We do not want these labels to be damaged.

Signing Out Props
The stage manager will need to go into the prop rooms to gather props for rehearsals. There is a process to check out and return props-
Figure 3.4- Prop Sign-Out Form. The form is found in Chandler 23B.

1. Go to Chandler hall Room 23B (Props Office) and get a Props Sign-out Form. This form is normally kept in either the "In Box" on the desk or in the top drawer of the file cabinet.
2. Enter date, your name and the production name in the appropriate spots at the top of the form.
3. With form, go into the prop rooms and begin pulling props as needed. Before removing items from shelves the location of each prop should be noted on the form. All prop rooms are stored and identified in the same manner-
-Small Props Rooms CHA 23B, CHA 23C or CHA22
-Large Props Rooms CHA 19 (Main Large Prop Room), CHA 19A ("Truss Room", CHA 19B (Good Props), CHA 19D (Office & Electronics), CHA 19F (Tables), CHA 19G (Chair Room)
-Row- Generally labeled. Count usually starts from primary entrance working clockwise around room.
-Stack- A single shelf unit.
-Shelf- Counted from the top. Generally tops of stacks are not counted as shelves (the exception is CHA 22).
4. Once items are noted on the sign-out form they may be removed from their storage space. Feel free to use a shopping cart in CHA 23B (remember to return the cart when done moving ite
5. Take completed form to CHA 23B and separate the form-
-Pink copy is for your records
-Yellow copy is left in the top hopper in the Prop Office
-White copy is placed in the hopper on the wall next to the Technical Director's Office (CHA 11A)

Note that shopping carts are available in CHA 23B. Feel free to use the carts to move props, but return carts immediately.

When props are no longer needed they should be returned to a shopping cart in CHA 23B. These props will be put away by prop crews.

Rehearsal Prop Storage
Metal cabinets are available in each performance space for prop storage. Work with the Props Master to determine cabinet(s) or shelves that can be used for rehearsal props. Do not mix rehearsal and final props.

Backstage Seating

Director's chairs are stored backstage on the mainstage theatre, off Left behind the ductwork. Please use these chairs for backstage seating. Do not use these chairs for general rehearsal work. If additional chairs are needed for backstage use please work with the Technical Director. Chairs in the Lab Theatre, Lobbies, Makeup Room, Dressing Rooms, Green Room and Costume Shop are needed for day-to-day operation and should not be used.

Rehearsal Report

Figure 3.4- Rehearsal Report. The Link will take you to the Forms page.

The Rehearsal Report form is available in Word format.
This is a critical form that needs to be completed following each rehearsal and emailed to the entire production team so that it is received before the following workday begins. Timely sending is important. Some members use the Rehearsal Report to help plan the day's work needs.
The Rehearsal Report should also be sent to the Administrative Secretary who will print the report and post it on the main Callboard.

Parts of the Rehearsal Report-
  1. Rehearsal Number
  2. Rehearsal Date
  3. Production Name
  4. Director
  5. Stage Manager
  6. Assistant Stage Manager
  7. Guests
  8. Call Began, Breaks, Rehearsal Ended
  9. Late, Absent/Reason
  10. Rehearsal Breakdown- Schedule of activity and cast for this rehearsal.
  11. Next Rehearsal- Schedule of activity and cast for the Next Rehearsal.
  12. Specific Notes for-
  • Scenery/Technical Direction
  • Lights
  • Costumes
  • Props
  • Sound
  • Miscellaneous
  1. Notes- General notes that may be reminders of action to be taken during this rehearsal, though it can be used as needed specific to the production.
  2. Rehearsal Notes-
  3. Production Areas- Notes or questions that are focused to the different production areas- Properties, Lighting, Scenery, Publicity, Music, Director, Costumes, Sound.
  4. Schedule/Misc.- listing of upcoming rehearsals and meetings.
  5. Stage Manager Signature and Date

Note- The report should be emailed as a PDF. Refer to your specific computer for details on how to do this.

Opening and Closing Burtness Theatre

To unlock Burtness Theatre
To unlock the back door- Allen wrench is hanging on door frame upper left hand corner. Hold the crash bar in the "open" position, insert Allen wrench in hole and turn about 1/4 turn clockwise.
To unlock front doors- Allen wrench is located in the fire extinguisher box just to the right of the doors. Hold the crash bar in the "open" position, insert Allen wrench in hole and turn about 1/4 turn clockwise.
Be sure to replace the Allen wrench when finished unlocking doors.

To lock Burtness Theatre
To lock the back door- an Allen wrench is hanging on door frame upper left hand corner. Hold the crash bar in the "open" position, insert Allen wrench in hole and turn about 1/4 turn counterclockwise. Release the crash bar and it should spring toward you.
To lock front doors- Allen wrench is located in the fire extinguisher box just to the right of the doors. Hold the crash bar in the "open" position, insert Allen wrench in hole and turn about 1/4 turn counterclockwise. Release the crash bar and it should spring toward you.
Be sure to replace the Allen wrench when finished unlocking doors.
Work lights
Remote lighting panels (white 5 button plates) are located at each corner of the theatre (inside back door entrance, Down Stage Left by the shop door, Down Stage Right below the clock, Up Stage Right by the back emergency exit door, at back of house by House Manager station).
In all cases-
Button 1 turns on work lights above stage
Button 2 turns on House Lights (this button is disengaged on the panel by the back door entrance)
Buttons 3 & 4 turn on preset stage looks. This will vary from show to show. (these buttons are disengaged on the panel by the back door entrance)
On Down Left & Right panels- Button 5 turns on Running Lights.
All other panels- Button 5 turns on another preset stage look. (this button is disengaged on the panel by the back door entrance)
Building Security Walkthrough
University Security will usually lock up the building after 9:00 p.m. on weeknights. In spite of that, at the end of each rehearsal or performance the stage manager and one or two other persons should quickly walk the building together to be sure that all personnel are gone and that the building is secure. This is the recommended path-
1. Lock the back door.
2. Cross stage. Be sure that-
a. Door at the bottom of the spirial stair case is locked
b. Running lights & monitors are off.
c. Shop is closed and locked.
d. The stage is secure
3. Cross the house to the lobby door House Right.
a. Be sure that all lobby switches are in the down position.
b. Shut off stage and house lights.
4. Check that all front doors are closed & locked.
5. Check that the elevator is empty.
6. Light switch for the “marquee lights” is off. (switch is located near the fire alarm pull station).
7. All light switches at the corner of the elevator wall are in the down position. This should leave only the light above the steps on.
8. Go downstairs.
9. Check that Lab Theatre doors are closed and locked.
10. Light in front of elevator can be left on.
11. Check that rest room lights are off.
12. Shut off Lower Lobby lights. Florescent light across from rest rooms will be left on.
13. Green Room lights should be shut off. Be sure that the Green Room door is locked.
14. Check that Dressing Room lights are shut off and doors are locked.
15. Check that the door leading from the Makeup Room to the Lab Theatre is locked.
16. Go to door leading to back staircase. Shut off lights in back hall. One light will remain on.
17. Exit Burtness.

Next Chapter- 4. Technical Rehearsals