THE PAPERWORK SYSTEM

MASTER PRODUCTION SCHEDULE (All Company Members)

Printed in calendar form, this is the definitive timetable.

Produced by: Production Manager

WEEKLY SCHEDULE (POSTED for all Company Members, distributed to HODs)

This weekly breakdown includes what is happening in all spaces at all times throughout the week. It should include the Weekly Rehearsal Schedule/Breakdown for the Acting or Dance Company, if possible. If it does not include rehearsal information, the Stage Manager will issue a WEEKLY REHEARSAL SCHEDULE. This schedule is due out by 12 noon Friday for the following week.

Produced by: the Production Manager with input from the S.M. and T.D.

DAILY SCHEDULE (POSTED for all Company Members)

This daily breakdown of space and action is the definitive daily timetable. Again, it should include the Daily Rehearsal Schedule/Breakdown for the Acting or Dance Company, if possible. If not, the Stage Manager will produce a DAILY REHEARSAL SCHEDULE. This schedule is due out by 5 pm for the next day. If schedule changes happen after an evening rehearsal, an updated schedule must be posted prior to the company leaving the building.

Produced by: Production Manager with input from the S.M and T.D.

COMPANY LIST (All Company Members)

This list, arranged alphabetically, contains cast and crew names, their positions or roles and their phone numbers. It also includes medical, dental and theatre contacts. It is never posted on a public callboard

Produced by: Company Manager, with input from the Production Manager and Stage Manager

PRODUCTION MEETING MINUTES (Production Students)

These minutes are the record of the discussions held during the formal, round table session of weekly HOD Production Meeting.

Produced by: Stage Manager

CAST LIST (Production Students)

This list, outlining cast members and their respective roles, is especially important for Wardrobe and Publicity, but is useful for all Heads of Department.

Produced by: Stage Manager

DAILY REHEARSAL NOTES (Production Students)

The Daily Rehearsal Notes are the major communication vehicle of the production. It reflects the notes and requests made at the previous day’s rehearsal. It is broken down by department. This is the written confirmation of the notes made face to face, where possible, and face to face follow up is required.

Produced by: Stage Manager

SHOW REPORTS (Senior Student Managers, Faculty and Staff)

This report includes the timings, problems and house size for each performance. It is considered a confidential document for senior production staff only. It must be completed and signed off by Staff prior to the SM leaving the building for the night.

Produced by: Stage Manager, with input from Front of House and Box Office

OTHER PAPERWORK (Production Students)

There is a lot of information that needs to be shared throughout the production process. This will include props lists, scene timings and breakdowns, quick change lists, cue sheets, etc., etc… Every HOD is responsible for the quality of the paperwork that comes from their department. All paperwork is to be accurate, concise, business like, well laid out and grammatically correct. To ensure consistency; the Production Manager and (Production) Stage Manager are to act together to devise and enforce a professional format.

FINAL PAPERWORK (Production Students)

At the end of the production, the Stage Manager submits the prompt script, and the Technical Director their Technical Archive Book, to the Production and Operations Manager, for the archives. In addition, the Production Manager will prepare a Production Report that will also reside in the archives

Our virtual callboard system is Basecamp, and supplementary documentation is provided outside this handbook