The Production Manager (PSM) is responsible for overseeing and coordinating all technical and logistical aspects of a production, and ensuring the smooth operation of rehearsals and performances. The PSM role is essential to ensuring that all elements of a production come together smoothly, on time, and within budget. Here is a detailed overview of their responsibilities:
Scheduling: The PSM works with the Executive Director and Stage Director, to develop a comprehensive production schedule that includes design deadlines, construction timelines, load-ins, rehearsals, tech rehearsals, and performances. The Production Manager ensures that everyone involved is aware of the schedule and keeps all departments on track.
Rehearsal Management: During rehearsals, the PSM works with the Stage Director and Assistant Stage Director to organize and oversee all activities. He/She ensures that rehearsals start and end on time, distribute scripts and other materials, tracks set movements and cast blocking as it relates to set movement and technical elements, and take detailed notes on changes or decisions made by the Stage Director. The PSM is responsible for delegating responsibilities to any ASM’s overseeing their management, and ensuring their work is completed efficiently and effectively.
Communication Hub: The PSM acts as the primary communicator among the director, designers, performers, and technical crew. He/She distributes information, including rehearsal schedules, notes, and updates, ensuring everyone stays on the same page.
Crew Leadership: The PSM oversees all of the other department heads backstage (Tech, Wardrobe, Props, etc.), Assistant Stage Managers, and other backstage crew members. The PSM acts as a liaison between the artistic team (e.g., the director and designers) and the technical staff. The PSM ensures clear communication across all departments, facilitating collaboration and resolving conflicts as needed.
Technical Oversight: The Production Manager oversees all technical elements of the production, including set construction, lighting installation, sound design, costumes, and props. The PSM ensures that all technical aspects are safe, functional, and align with the artistic vision of the Executive Director and Stage Director.
Prompt Book Creation: The PSM compiles a prompt book, which is the “bible” of the production. It contains detailed notes on blocking, cues for lights, sound, set changes, and other technical elements, as well as any changes or instructions given by the director.
Cue Sheets and Timing: The PSM creates and manages detailed cue sheets for lighting, sound, and other technical elements. He/She ensures that cues are executed at precisely the right moment during each performance.
Calling Cues: During performances, the PSM “calls” the show, meaning they give cues for lighting, sound, set changes, and other technical elements. He/She uses a headset to communicate with the crew to ensure precise timing and coordination.
Ensuring Safety, Order, and Compliance : The PSM is responsible for maintaining safety on and off stage. The PSM ensures that all production activities adhere to safety regulations and standards. The PSM makes sure that all sets, props, and technical elements are safely constructed, and that all cast and crew are trained in any safety procedures relevant to their roles and that all set changes, props, and special effects are executed safely
Load-In and Strike Coordination: The PSM oversees the load-in (installation) of sets, lights, and other elements into the theater, as well as the strike (removal) and load-out after the production concludes. This includes managing crews and ensuring all activities are executed efficiently and safely.
Technical Rehearsals: During tech rehearsals, the PSM coordinates between the director, designers, and technical crew to ensure all elements—lighting cues, sound effects, set changes, etc.—work seamlessly. The PSM troubleshoots any issues that arise and may make adjustments based on feedback from the creative team.
Maintenance of Production Quality and Consistency: The PSM works to maintain the quality and consistency of the production throughout its run, ensuring that all technical elements continue to function correctly and that any necessary repairs or adjustments are made.The PSM ensures that each performance remains consistent with the Stage Director’s vision, even after the director’s direct involvement ends. He/She monitors the actors’ performances, pacing, and all technical elements, giving notes as needed.
Crew Support: The PSM serves as a point of contact for the crew, providing support and ensuring that crew members have what they need to perform. He/She will also handle any conflicts or issues among the crew during rehearsals and performances.
Liaison with Front of House: The PSM communicates with the front-of-house staff to coordinate the start of the performance, intermissions, and any special announcements or adjustments.
Show Management: The PSM is responsible for making sure cast & crew arrive when called and that all necessary production equipment is prepared and ready for each show. At the conclusion of each performance, the PSM will ensure that all production equipment is safely stored and the facility is shut down correctly at the end of each performance before leaving the premises.
In summary, the Production Stage Manager is the show’s backbone, ensuring the smooth operation of the production from concept through closing night. He/She ensures everything runs according to plan, troubleshoots issues, and maintains consistency throughout the show’s run, serving as a critical link between the creative and technical teams. The Stage Manager’s work is vital to the success and professionalism of a production.
The Assistant Stage Director (ASD) provides vital support to the Stage Director, helping execute the creative vision and ensuring smooth collaboration among the cast and production team. The ASD functions as the “Cast Manager” and works closely with the Stage Director during pre-production, rehearsals, and performances. Responsibilities:
Supporting the Stage Director
Assisting with Direction: The ASD helps the Stage Director communicate their vision to the cast and creative team, offering feedback and guidance during rehearsals when requested.
Reinforcing Blocking and Notes: The ASD documents blocking (actors’ movements on stage) and assists in rehearsals by providing notes to ensure consistency in performances.
Organization: The ASD ensures all information, communication, and events under the purview of the Stage Director are efficient and organized.
Rehearsal Management
Rehearsal Preparation: The ASD sets up the rehearsal space, ensuring scripts, props, and other materials are ready for the cast to use.
Time Management: The ASD helps keep rehearsals on schedule by managing time for scenes, breaks, and transitions.
Standing in for Absent Cast Members: If a cast member is unavailable, the ASD may stand in to read lines or take their place for staging purposes.
Communication
Liaison Role: The ASD serves as a bridge between the Stage Director and the cast or creative team, relaying notes, instructions, and updates.
Coordination with the Production Stage Manager: The ASD works closely with the Production Stage Manager to ensure technical elements and stage directions align with the director’s vision.
Documentation
Maintaining Records: The ASD keeps detailed records of blocking, script changes, and director’s notes to ensure continuity and reference throughout the production.
Scene Analysis: The ASD may assist in analyzing scenes to identify pacing, transitions, and moments that require refinement and discuss them with the Stage Director.
Creative Input
Offering Ideas: With the Stage Director’s approval, the ASD may contribute creative suggestions for staging, choreography, or character development.
Second Perspective: The ASD provides an additional set of eyes for the Stage Director to help refine performances, catch inconsistencies, or identify areas for improvement.
Cast Support
Coaching and Encouragement: The ASD supports cast members by answering questions about the director’s vision, helping with line or movement corrections, and providing encouragement.
Preparing Understudies: The ASD may assist in rehearsing understudies, ensuring they are prepared to step into roles if needed.
Technical Rehearsals
Cue Integration: During technical rehearsals, the ASD helps coordinate blocking and timing with lighting, sound, and other technical elements.
Problem Solving: The ASD assists in identifying and resolving issues that arise during tech runs, ensuring the director’s vision is maintained.
Performances
Overseeing Consistency: If the Stage Director is not at a performance, the ASD assumes a supervisory role, ensuring the cast and crew maintain the director’s vision throughout the run.
Notes and Adjustments: ASD delivers notes to performers or crew members to address deviations from the original staging or performance quality.
Administrative Tasks
Script/Blocking/Casting Updates: The ASD will manage updates to the show database, ensuring all information is current with changes made during the rehearsal process.
Scheduling Assistance: The ASD will assist the Stage Director and Production Stage Manager in coordinating rehearsal schedules or tracking conflicts.
Flexibility and Adaptability
Filling Gaps: The ASD often fills various roles as needed, adapting to the production’s changing demands and ensuring smooth operations.
The Assistant Stage Director acts as a key collaborator and problem-solver, supporting the Stage Director and managing the cast with strong organizational and communication skills, while ensuring the practical and creative needs of the production are met. The ASD bridges communication gaps, provides organizational support, and helps refine the production’s details, making him/her an essential asset in achieving a successful performance.
The Assistant Stage Manager(s) play a vital role in supporting the Production Stage Manager (PSM) and ensuring that every aspect of the production runs smoothly. He/She works closely with the PSM, cast, crew, and production team to execute the Director’s vision and maintain the show’s quality and safety.
Supporting the Production Stage Manager: ASMs assist the PSM with tasks during rehearsals and performances, such as checking in cast and crew, tracking attendance, taking notes, tracking cues, and communicating with various departments.
Rehearsal Duties: During rehearsals, ASMs make sure cast and crew are checked in, the rehearsal space is set up, assist with props, spike scenery, make notes on changes or adjustments, and ensure that everyone follows the schedule. He/She often acts as a liaison between the PSM and technical crew.
Onstage and Backstage Coordination: During performances, ASM(s) will be stationed backstage to manage all onstage and backstage activities. This includes coordinating scene changes, moving set pieces, managing props, and assisting with costume changes. He/She ensures that all cues are executed correctly and on time.
Cue Execution and Communication: ASM(s) often assist with executing cues (e.g., moving scenery, handling special effects) and may be responsible for calling certain cues as directed by the SM. He/She use headsets to communicate with the PSM and other crew members during the show.
Prop and Costume Management: ASMs coordinate with the Properties department to ensure that all props are placed correctly for scenes and are in good condition. The ASM also works with costume staff to coordinate quick changes and handle any costume issues that arise during the show.
Cast Support: ASMs provide direct support to the cast, helping them with costume changes, cue entrances and exits, and addressing any immediate concerns or issues. He/She serve as a point of contact for performers while they are backstage.
Safety and Order: ASMs are responsible for maintaining a safe and organized backstage environment. He/She ensure that all safety protocols are followed, that set pieces are handled safely, and that all cast and crew are aware of their responsibilities during the show.
Problem Solving: ASMs are on the front lines of resolving any issues that occur backstage during rehearsals and performances. This can include reporting broken props to the Properties dept, managing unexpected delays, or quickly addressing technical malfunctions.
Maintaining Consistency: ASMs help ensure that the production remains consistent throughout its run by adhering to the PSM’s direction and keeping the show on track. This involves monitoring performances for any deviations and working with cast and crew to maintain performance standards.
Assisting with Load-In and Strike: ASMs will assist with load-in (the process of bringing all set pieces, costumes, and equipment into the theater) and strike (taking everything down after the show’s run). This involves coordinating with various departments to ensure everything is set up or removed efficiently, and stored properly during the run of the show.
Documentation and Reporting: ASMs may assist with writing rehearsal and performance reports, documenting any issues, and making note of any changes needed for future performances. This documentation helps maintain communication among the entire production team.
Communication between Departments: ASMs serve as the backstage point of contact between the different technical departments (lights, sound, sets, etc.) and the PSM. He/She relays information, helps coordinate timing, and ensures that all departments work together seamlessly.
The Stage Crew Lead oversees the movement, handling, and storage of all set pieces and large props during the production, works with the PSM to create and execute a plan for all scene changes and set movements, and utilizes members of the Stage Crew to accomplish all necessary set and stage movements.
Planning and Coordination: The Stage Crew Lead works closely with the director, PSM, and production team to understand the artistic vision and translate it into a feasible stage layout and set/scene change plan. He/She ensures all set changes and scene changes align with the creative vision.
Resource Management: The Stage Crew Lead is responsible for creating and managing the stage crew budget, ensuring that costs for set construction, special effects, and other technical needs stay within the allocated budget.
Design Implementation: The Stage Crew Lead oversees the realization of designs created by set, lighting, sound, and special effects designers. This includes supervising the construction and assembly of sets, rigging of certain lighting and sound equipment, flying of scenery and/or actors, and any other technical elements required for the production.
Team Leadership: The Stage Crew Lead manages a team of stage handsHe/She delegate tasks, provide guidance, and ensure everyone understands their responsibilities and deadlines.
Safety Compliance: Ensuring the safety of the cast, crew, and audience is a critical aspect of the Stage Crew Lead’s role. He/She makes sure all set and scene elements comply with safety regulations and best practices, conduct safety checks, and provide training on safe operation and emergency procedures when needed.
Problem Solving: The Stage Crew Lead is the go-to person for resolving any scenic or set issues that arise during rehearsals and performances. Whether it’s a broken set piece, a malfunctioning special effect, or stuck scenery, they must quickly assess and address problems to keep the production on track.
Load-In and Load-Out: The Stage Crew Lead coordinates the load-in (installation) of sets, special effects, tools, and other technical elements into the performance space. He/She also oversees the load-out (removal) after the production concludes, ensuring a smooth and efficient process.
Collaboration with Designers: He/She works closely with set, lighting, sound, and other designers to troubleshoot issues, modify designs if necessary, and ensure all elements work together cohesively during the show.
Tech Rehearsals and Cue-to-Cue Runs: The Stage Crew Lead plays a key role in technical rehearsals, which focus on integrating the technical elements with the performance. He/She works with the stage manager and other crew members to optimize scenery locations, set changes, and special effects cues.
Maintenance and Troubleshooting: Throughout the run of the show, the Stage Crew Lead ensures that all scenic and physical elements continue to function correctly. He/She may perform regular maintenance, repairs, or adjustments to keep everything in working order.
Quality Control: The Stage Crew Lead is responsible for maintaining the quality and consistency of all physical, on-stage aspects of the production, ensuring that each performance meets the desired standards of production value.
Communication: The Stage Crew Lead facilitates communication between the PSM and Stage Crew. Clear communication ensures that all departments are informed of changes, updates, or issues that may impact the show.
Assisting with Rehearsals
Technical Rehearsals: Learning and practicing all cues, set changes, and handling of stage elements during technical rehearsals.
Actor Support: Helping actors become familiar with stage elements, such as movable set pieces or special effects.
In summary, the Stage Crew Lead is responsible for a successful technical show behind the curtain. He/She brings the creative vision to life through their technical expertise and leadership, managing resources, personnel, and logistics to ensure that every element operates seamlessly on stage. Their role requires a strong combination of technical skill, problem-solving ability, leadership, and collaboration.
A Stage Hand is responsible for executing the technical and backstage elements of a production, ensuring everything runs smoothly during rehearsals and performances. Their role varies depending on their specific assignment but they collectively support the creative vision and ensure a seamless experience for the audience. Here’s a breakdown of their responsibilities:
Scene Changes
Setting and Striking Scenery: Stage crew members move set pieces on and off stage as required for scene transitions, ensuring all elements are in the correct place at the right time.
Quick Transitions: For productions with complex or rapid scene changes, they work quickly and efficiently to reset the stage between scenes or acts.
Ensure scenery or actors that move vertically (via the fly system) transition seamlessly with set changes on the stage floor.
Assisting with Special Effects
Effects Setup: Setting up and operating special effects equipment, such as fog machines or trap doors, as required by the production.
Safety Checks: Ensuring all special effects are executed safely and according to protocols.
Backstage Safety
Maintaining a Clear Backstage Area: Keeping walkways and storage areas organized to prevent accidents or delays.
Assisting with Actor Safety: Guiding actors safely on and off stage, especially in low-light or fast-paced transitions.
Pre-Show and Post-Show Responsibilities
Pre-Show Setup: Preparing the stage and backstage areas before each performance, including arranging set pieces and any equipment required.
Post-Show Strike: Cleaning up and resetting the stage after performances, or assisting in the complete breakdown (strike) of the set at the end of the production.
Communication
Following Cues: Taking direction from the stage manager or assistant stage manager, executing cues precisely and efficiently during performances.
Team Coordination: Communicating with other deck crew members and departments (lighting, sound, costumes) to ensure smooth operations.
Equipment and Set Maintenance
Repairing Set Pieces: Handling minor repairs to set pieces or stage elements during the run of the show as assigned by the Stage Crew lead
Inspecting Equipment: Regularly checking set pieces, stage mechanisms, and other technical elements for wear and tear, and reporting status to the Stage Crew Lead
Safety and Emergency Preparedness
Safety Protocols: Following all safety guidelines, especially when operating heavy or moving equipment, handling pyrotechnics, or assisting with stage combat.
Emergency Response: Being prepared to address accidents or technical malfunctions quickly and efficiently.
Physical Stamina: Stage crew work often involves lifting, moving, and long hours on their feet.
Attention to Detail: Ensuring every set piece and stage element is precisely where it needs to be.
Teamwork: Collaborating effectively with other crew members and departments.
Calm Under Pressure: Maintaining composure during fast-paced scene changes or technical challenges.
A Stage Hand is a vital part of any production, responsible for the hands-on execution of scene transitions, special effects, and onstage elements. Their work ensures that the production runs smoothly and safely, often under tight deadlines and high-pressure conditions. Their contributions behind the scenes are crucial to creating a seamless and engaging experience for the audience.
The Wardrobe Lead manages all aspects of costumes and wardrobe. He/She ensures that costumes meet the artistic vision, fit the performers properly, and are well-maintained throughout the production. Responsibilities:
Overseeing Costume Execution
Collaboration with the Costume Designer: The Wardrobe Lead works closely with the costume designer to understand the creative vision, ensure the designs align with the production’s themes, and manage the execution of those designs.
Supervising Costume Construction: He/She oversees the creation, sourcing, or purchase of costumes. This can involve coordinating with seamstresses, tailors, or costume shops to ensure costumes are made to specifications.
Managing the Wardrobe Team
Team Leadership: He/She supervises the wardrobe crew, which may include dressers, stitchers, and assistants. This includes assigning tasks and ensuring that everyone knows their responsibilities during rehearsals and performances.
Training and Oversight: He/She trains the wardrobe team on quick changes, costume care, and proper handling of costumes.
Costume Fittings/Pre-Production Work
Fitting Coordination: The Wardrobe Lead organizes costume fittings for the cast, ensuring costumes fit properly and are comfortable for movement and performance.
Alterations and Adjustments: He/She oversees or executes alterations to ensure costumes meet the needs of the performers and the production.
Load-in: The Wardrobe Lead ensures all costumes arrive at the show location and are checked prior to the first Dress Rehearsal and are stored in a way that allows for ease of use by staff and actors.
Costume Maintenance
Repairs and Cleaning: The Wardrobe Lead ensures that all costumes are clean, repaired, and in good condition throughout the run of the show.
Organization: He/She maintains an organized wardrobe area, including labeling costumes, keeping track of accessories, and managing costume storage.
Quick Changes
Planning and Execution: The Wardrobe Lead creates plans for quick changes during the show, ensuring that costumes are prepped and that the wardrobe crew knows their roles during these transitions.
Backstage Support: He/She supervises or assists with quick changes during performances.
Costume Inventory and Budgeting
Inventory Management: He/She keeps track of all costumes, accessories, and related items, ensuring nothing goes missing or gets misplaced.
Budget Oversight: The Wardrobe Lead manages the wardrobe budget, balancing the costs of construction, rentals, and maintenance.
Communication and Collaboration
Cross-Department Collaboration: He/She work with the director, choreographer, and stage manager to ensure costumes align with movement requirements and stage direction.
Problem Solving: He/She address costume-related challenges, such as mobility issues or design alterations, ensuring solutions meet both artistic and practical needs.
Show Maintenance
Pre-Show and Post-Show Duties: The Wardrobe Lead ensures all costumes are prepared before each performance (e.g., steamed, pressed, and ready for wear) and accounted for after the show.
Continuity: He/She monitors costumes during the run to ensure consistency and address any wear-and-tear promptly.
Strike and Storage
Costume Strike: After the production, the Wardrobe Lead oversees the strike (removal) of costumes, ensuring they are properly cleaned, packed, and then either returned or stored as necessary.
Documentation: He/She may maintain records of costume use and storage for future productions.
The Wardrobe Lead ensures the seamless integration of costumes into the production by managing their design, creation, maintenance, and use. He/She balances artistic vision with practical execution, maintaining the integrity of the costumes and providing essential support to performers and the creative team throughout the production process. Their attention to detail, organizational skills, and leadership are critical to the success of a theatrical production.
The Wardrobe Crew members work under the direction of the Wardrobe lead to create, maintain, and repair the costumes for the production.
Costume Creation/Alteration: The Wardrobe Crew works at the direction of the the Wardrobe Lead
to execute creative vision, creating and altering costumes as necessary to best fit the show and
the actors..
Costume Fittings/Pre Production Work: The Wardrobe crew assists the Wardrobe lead with costume fittings for the cast, ensuring measurements are taken and recorded accurately, assigning costumes based on the roles of the actors so that all costumes are ready prior to the first Dress Rehearsal.
Costume Maintenance: The Wardrobe crew cleans, launders, labels, repairs, stores, and retrieves costumes as directed by the Wardrobe Lead in accordance with the show plan.
Quick Changes:The Wardrobe Crew assists with quick changes during the show as assigned by the Wardrobe Lead.
Costume Inventory: The Wardrobe crew carefully keeps track of all costumes, accessories, and related items, ensuring nothing goes missing or gets misplaced.
Problem Solving: He/She addresses costume-related challenges, such as mobility issues or design alterations, ensuring solutions meet both artistic and practical needs.
Show Maintenance
Pre-Show and Post-Show Duties: The Wardrobe Crew assists the Wardrobe Lead in ensuring all costumes are prepared before each performance (e.g., washed, steamed, pressed, and ready for wear) and accounted for after the show.
Strike and Storage
Costume Strike: After the production, the Wardrobe Lead oversees the strike (removal) of costumes, ensuring they are properly packed, returned, or stored.
Documentation: He/She may maintain records of costume use and storage for future productions.
The Props Lead is responsible for overseeing all aspects of the design, acquisition, construction, maintenance, and organization of props in a theatrical production. Their role ensures that props align with the creative vision and function properly during performances. Here’s a detailed breakdown of their responsibilities:
Collaboration and Creative Vision
Working with the Creative Team: The Props Lead collaborates with the director, set designer, and sometimes the costume designer to understand the artistic vision and ensure the props complement the production’s overall aesthetic.
Research and Design: He/She research period-appropriate or thematically consistent props when necessary and may design or modify props to meet the production’s needs.
Prop List Creation
Identifying Props: The Props Lead creates a comprehensive prop list based on the script and discussions with the director and designers. This includes hand props, set dressing, and consumable items (e.g., food, drink).
Updating the List: He/She keeps the prop list up to date as changes occur during rehearsals and tech runs.
Acquisition and Construction
Sourcing Props: He/She finds or rents props from prop houses, thrift stores, online marketplaces, or other sources.
Building Props: For custom or hard-to-find items, the Props Lead may construct or modify props themselves or oversee a team of artisans and technicians to do so.
Budget Management: He/She manages the props budget, ensuring all items are acquired or created cost-effectively while maintaining quality.
Prop Organization and Maintenance
Prop Storage: The Props Lead organizes and labels props, maintaining a clear and accessible storage system both during rehearsals and performances.
Repairs and Upkeep: He/She ensures that all props remain in good condition throughout the run, repairing or replacing items as needed.
Consumables Management: For consumable props (e.g., food, liquids, or breakable items), they ensure a steady supply and preparation for each performance.
Rehearsals and Tech Support
Providing Rehearsal Props: The Props Lead ensures that rehearsal props (stand-ins or actual props) are available and functional during rehearsals.
Cue Integration: During technical rehearsals, they work with the stage manager and crew to establish prop placement, movement, and timing for cues.
Training and Notes: He/She may train the cast and crew on how to handle or use specific props safely and appropriately.
Backstage Management
Prop Tracking: The Props Lead ensures that props are placed in the correct positions backstage (prop tables, carts, or other storage) and are ready for actors and crew during each performance.
Quick Changes and Setups: For productions requiring complex prop use or quick changes, they coordinate with stagehands and crew to ensure smooth transitions.
Safety and Functionality
Safety Checks: He/She ensures all props are safe for use, particularly weapons, breakables, or props used in stunts. This may involve working with specialists or obtaining certifications when required.
Functionality Testing: The Props Lead tests mechanical or functional props to ensure they operate as intended.
Strike and Storage
Prop Strike: After the production, the Props Lead oversees the strike (removal) of props, ensuring items are returned, sold, or stored appropriately.
Documentation: He/She may document where props were sourced or how they were constructed for future reference or reuse.
Communication and Problem Solving
Liaison Role: He/She serves as the point of contact for all prop-related questions or concerns, ensuring clear communication among the creative team, performers, and backstage crew.
Problem Solving: The Props Lead addresses last-minute challenges, such as replacing a broken item or adjusting a prop for better functionality.
The Props Lead ensures that all props contribute effectively to the storytelling and production quality of a theatrical performance. Their work involves a mix of creativity, technical skill, organization, and communication, making them an essential member of the production team. He/She bridges the gap between artistic vision and practical execution, ensuring that props enhance the narrative while meeting the needs of the performers and crew.
The theatrical Childcare Coordinator is responsible for ensuring the safety, well-being, and proper supervision of child actors or performers during a theatrical production. Their role encompasses a variety of responsibilities aimed at supporting the needs of young performers and their families while complying with legal and industry standards. Below is an outline of their primary responsibilities:
Supervision of Child Performers
On-Site Supervision: The childcare coordinator ensures that child performers are supervised at all times when they are at the theater, during rehearsals, tech runs, and performances.
Monitoring Activities: He/She keeps the children engaged and focused, ensuring they are where they need to be (on stage, in costume, or at rehearsals) and not disrupting the production process.
Health and Safety
Safety Protocols: The coordinator ensures the theater environment is safe and suitable for children, addressing hazards and ensuring emergency procedures are in place.
The coordinator ensures that each child’s pertinent health history (allergies, injuries, etc) are known and accounted for when planning movements, food, activities, etc.
Communication with Parents and Guardians
Point of Contact: The childcare coordinator acts as the primary liaison between the production team and the parents or guardians of the child performers.
Updates and Scheduling: He/She communicates schedules, performance call times, and other important updates to the families, ensuring transparency and organization.
Coordination with the Production Team
Scheduling Needs: He/She works closely with stage managers, directors, and the production team to ensure that the children’s schedules are managed effectively and align with rehearsal and performance requirements.
Supporting Rehearsals and Performances: The coordinator ensures that children are prepared for their stage appearances, including being dressed in costume, having props ready, and being in the correct places for entrances.
Emotional Support and Engagement
Providing Comfort: He/She helps child performers feel at ease in a potentially stressful environment by offering encouragement and ensuring a supportive atmosphere.
Activities During Downtime: The coordinator may provide activities or quiet spaces for children during long waits between scenes or during downtime, keeping them entertained and focused.
Handling Medical or Emergency Situations
First Aid and Medical Care: He/She should be trained in basic first aid and be prepared to handle minor injuries or illnesses. For major issues, they coordinate with the appropriate medical personnel.
Emergency Plans: The coordinator ensures that parents/guardians are immediately contacted in case of an emergency and that protocols are followed.
Child-Specific Needs
Dietary Restrictions: He/She ensures any snacks or meals provided accommodate dietary restrictions or allergies.
Rest and Breaks: The coordinator ensures children receive adequate rest and breaks, particularly during long rehearsals or double-show days.
Dressing and Costume Assistance
Helping with Costumes: The childcare coordinator may assist young performers with costumes, ensuring they are dressed appropriately and on time for their cues.
Maintaining Appearance: He/She helps maintain the children’s appearance (e.g., makeup or hair touch-ups) between scenes if necessary.
Managing Child-to-Child Interactions
Encouraging Positive Behavior: The coordinator fosters a positive, respectful environment among the child performers, addressing conflicts or behavioral issues promptly and effectively.
Team Building: He/She often helps create a sense of camaraderie among the children, ensuring they work well together and feel part of the production team.
Strike and Post-Show Wrap-Up
End-of-Show Coordination: At the end of the production, they help organize the children’s participation in the strike (if applicable) and ensure all personal belongings and costumes are accounted for.
Feedback and Reports: The coordinator may provide feedback to the production team or suggestions for improving childcare practices in future productions.
The Childcare Coordinator plays an essential role in ensuring that child performers have a safe, supportive, and enjoyable experience throughout the production process. He/She balances the logistical, emotional, and legal aspects of managing young performers, allowing the children to focus on their roles and contribute to the success of the production. Their work requires strong organizational, communication, and interpersonal skills, as well as a deep understanding of the unique needs of child performers.
The Front of House Manager (FHM) is responsible for planning and executing all Front of House operations including ticket sales, patron check-in, ushers, gift shop, hospitality, vendors, concessions, and patron experience. He/She is primarily responsible for the patron experience other than the show itself, and must be committed to ensuring that all patrons feel welcomed and cared for.
Ticketing/Sales
Using/Troubleshooting the ticketing system: The FHM must be familiar enough with the ticketing system to teach box office staff to sell and take tickets, and troubleshoot any issues with the system itself during the course of a production.
Using the POS equipment: The FHM must be familiar enough with the POS systems and equipment to train gift shop and concessions employees as necessary and troubleshoot any malfunctioning equipment during the course of a production.
The FHM keeps accurate records of all sales (electronic and cash) and ensures all sales and cash drawers are tracked, recorded, and tallied at the end of each performance.
Staffing
The FHM creates and executes a plan to maintain necessary staffing for each FOH department. This includes creating a calendar/scheduling system and verifying that all scheduled volunteers and employees arrive on time and work efficiently.
Ushers: He/She ensures enough ushers are scheduled for each performance, and that ushers are easily identifiable and equipped to assist patrons in finding their seats quickly and correctly.
Gift Shop
The FHM oversees the Gift Shop Manager and ensures all inventory is correctly labeled, inventoried, and prepared for sale by the time gates are opened.
The FHM ensures any low stock of Gift Shop merchandise is communicated to the Executive Director in time to re-order before items are sold out.
Vendors
The FHM handles communication with all vendors (food trucks, etc) to ensure that they have what they need when they arrive.
The FHM handles collections of any commissions from Vendors, or any fees paid to Vendors for their services
Facility Cleanliness/Safety
Safety Protocols: The FHM ensures the FOH environment is safe and suitable for patrons, and alerts facility staff upon learning of any hazards/facility issues
The FHM coordinates cleaning of the facility when necessary with the appropriate vendors/staff
Emergency Actions/Procedures
Emergency Procedures: The FHM has working knowledge of emergency procedures for the event and facility and is prepared to execute that plan to ensure patron safety in the event of an emergency.
Coordination with the Production Team
Opening Gates/Starting Show: FHM works closely with stage managers, directors, and the production team to ensure gates open at the correct time, the show begins at the correct time, and intermission runs smoothly for the correct length.
Coordination with the Executive Director
The FHM follows all directives from the Executive Director regarding the FOH operations, and updates the Executive Director regularly on any changes to existing plans, staffing or equipment shortages, or FOH needs.
Gift Shop Manager
The Gift Shop Manager handles all operations of the Giftshop and ensures that the merchandise is inventoried, presentable, and attractive to our patrons when they arrive.
Sales
Using the POS equipment: The GSM must be familiar enough with the POS systems and equipment to train gift shop employees as necessary and troubleshoot any malfunctioning equipment during the course of a production.
The GSM keeps accurate records of all sales (electronic and cash) and ensures all cash drawers are tracked, recorded, and tallied at the end of each performance.
Staffing
The GSM works with the Front of House Manager to ensure staffing levels are sufficient for each performance. The GSM oversees any Gift Shop staff and ensures they are working efficiently and in a way that ensures a wonderful patron experience.
Pre-Season Responsibilities
The GSM ensures all inventory is correctly labeled, inventoried, and prepared for sale by the time gates are opened.
The GSM creates and executes a plan for the physical set-up of the Gift Shop, including location in the performance venue, tables, presentation, and a plan for setup and strike before and after each performance.
The GSM ensures all merchandise is at the performance venue prior to the start of the show run, and that there is a plan to set up the gift shop area in a way that is aesthetically pleasing and conducive to sales.
The GSM ensures any items in low stock are communicated to the FHM and the Executive Director in time to re-order before items are sold out.
Post-Season Responsibilities
The GSM ensures all inventory is correctly labeled, inventoried, and prepared for storage after the end of the show season.
The GSM reports to the FHM and the Executive director on sales trends, inventory levels, and ideas for increasing sales and success of the Gift Shop
Care and Safety of AV Equipment: AV Techs follow all directives of the Stage Manager and Department Leads, comply with all safety regulations and best practices, conduct safety checks and notify their Lead if there are any issues with equipment or personnel.
Backstage Cleanliness/Organization: AV Techs assist with maintaining a clear and clean backstage area, keeping walkways and storage areas organized to prevent accidents or delays.
Problem Solving: AV techs must be quick on their feet during rehearsals and performances. AV techs must quickly assess and address problems to keep the production on track, under the direction of their Department Leads.
Load-In and Load-Out: AV Techs work under their Dept. Leads to execute installation and setup of sets, lights, sound systems, and other technical elements into the performance space. They also execute the load-out (removal) after the production concludes, ensuring a smooth and efficient process.
Rehearsals: Technical Rehearsals: AV Techs attend all rehearsals, learn and practice all cues, changes, and handling of equipment during technical rehearsals.
Tech Rehearsals and Cue-to-Cue Runs: The AV Techs must be present and attentive during all technical rehearsals. They must know their cues and responsibilities as they relate to each Act and each Scene. They work with the ASM and other crew members to ensure lighting, sound, and video cues are executed properly and equipment is used safely.
Maintenance and Troubleshooting: AV Techs monitor the condition of all technical elements and constantly verify that they are functioning correctly. They perform regular maintenance, battery changes, repairs, or adjustments to keep everything in working order.
Pre-Show and Post-Show Responsibilities:
Pre-Show Setup: AV Techs arrive at their call time, prepare backstage areas and equipment before each performance
Post-Show Strike: AV Techs clean up and reset their equipment after each performance and assist in the complete breakdown (strike) of the set at the end of the production.
Communication: AV Techs communicate frequently with their Department Leads, addressing the state of the equipment, successes that can be celebrated, and failures that may be avoided in the future. Clear communication ensures that all departments are informed of changes, updates, or issues that may impact the show.
Sound Lead
1) Creative Vision and Execution: The Sound Lead is responsible for creating and executing an overall plan for the audio elements of the production, to include coordinating necessary equipment and team members for a smooth, successful production.The Sound Lead is an artistic and technical component of the production. He is also responsible for setting up the sound playback equipment and must make sure any audio technicians are properly trained.
2) Procuring Necessary Sounds/Effects: The Sound Lead is responsible for obtaining all sound effects, whether recorded or live for a specific production. There are many types of sound effects and many ways they are created.. There quite possibly will be non musical effects needed. These may be recorded from other sources for playback or created live during the performance.
3) Creative Collaboration: The Sound Lead should be familiar with the script and meet with the Director and Production Stage Manager in order to discuss the sound design for the show and begin to make the cue list. The Sound Lead is also responsible for setting up any sound reinforcement equipment that may be needed and ensuring that it interfaces properly with other equipment.
4) Recording The Sound Lead is responsible for recording all safety tracks, vocals, and music as necessary for the performances. After the cues and their sources are determined, the Sound Lead needs to begin gathering them.
5) Technical Expertise: The Sound Lead needs to be very familiar with the sound equipment in the booth, and able to troubleshoot and adjust during rehearsals and performances
6) Maintenance and Care of Equipment: He/She will be in charge of maintenance and minor repairs of audio equipment, and informing the Production Stage Manager when any equipment is damaged and needs to be ordered for replacement.
7) Reporting: Sound Lead reports to the Production Manager