Introduction
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Before we do anything technical, we need to talk
about Theatre Safety
Theatre safety means keeping the crews, cast and
audience free from harm, danger, injuries and risk.
Theatre safety requires that every member of the
company develop a “safe attitude”—always
thinking, feeling, and acting in the safest manner
for everyone concerned.
Since every theatre is different, every Theatre
should have a different set of safety guidelines
What kinds of hazards might show up in our
space?
When a cast for a play is announced,
the director also announces the
production team.
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The stage manager reports directly to the director
and is the person in charge of all backstage work—
scenery, props, lighting, music, special effects,
costumes, and makeup.
During rehearsals, the stage manager acts as the
director’s assistant, supervising everything
backstage.
The stage manager is also responsible for handling
the promptbook and prompting the actors when
they forget their lines.
Once a performance begins, the director’s job is
over, and control of the show is left entirely to the
stage manager.
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Another important behind-the-scenes position is that of
assistant director. As the name implies, the assistant
director serves as the director’s assistant, helping the
director with various jobs.
These jobs include warming up the cast before
rehearsal, checking roll, collecting production
contracts, posting rehearsal schedules, photocopying
notices to parents or cast members, writing directorial
notes during rehearsal, running campus errands, and
filling in as an understudy when an actor is absent.
It is important that the AD be dependable and selfmotivated. The assistant director should be someone
willing to take responsibility for seeing that the routine
tasks are not forgotten during rehearsal.
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The backstage production team also includes
various crews.
A crew is a group of people, other than actors, who
work behind the scenes to prepare the technical
aspects of the show.
A director selects crews according to what is
needed for a particular show.
If there is a technical director, he or she is in charge
of the production crews. Otherwise, the director or
stage manager is in charge.
A leader, call the crew head, is usually assigned to
each technical area: stage, props, costumes,
makeup, sound, lighting, publicity, and house.
The job of the stage crew is to
transform the empty stage into a
suitable setting for the play.
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Through the use of scenery, anything hanging
or constructed to create a background for the
play, the setting is established for the audience
and the actors.
Scenery serves several purposes.
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It helps to create the stage setting, showing the
audience where and when the play takes place.
It defines the acting area, giving the actors a basic
plan for entrances, exits and movement and
providing background for their work.
Scenery can create a mood or atmosphere for the
paly or even make a statement about the theme.
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The stage design should enhance the total
production by working in harmony with the
costumes, props, lighting and acting.
It is the job of the stage crew to work with the
director or technical director to interpret the
overall concept of the play and to support that
interpretation through the set.
It is the stage crew’s responsibility to construct
and complete the scenery.
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Completing the set also means finding or
building set pieces.
Set pieces are large, portable pieces of the
setting.
It is the stage crew’s responsibility to have the
scenery and set pieces ready by the scheduled
time. This will give the actors ample time to
become comfortable working on the complete
set.
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Establishing sight lines is an important part of
the stage crew’s job.
Sight lines are imaginary lines on the stage that
indicate those areas where the actors can be
seen by the audience.
The stage crew must be sure that each member
of the audience can see all of the stage is being
used. People seated in the back rows will have
a different view from those seated near the
front of the house.
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Another job of the stage crew is to be sure that
the backstage areas are hidden from view of
the audience.
This is called masking, and it can be
accomplished with curtains, flats, or screens.
During rehearsals and performances, the stage
crew will move any set pieces or scenery that
need changing during set changes.
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At the end of each rehearsal, the stage crew
head should note any changes or repairs that
need to be made before the next rehearsal.
The stage crew will also clean the stage floor
before the next rehearsal.
The final job of the stage crew is to strike the
set.
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All usable set pieces and scenery items should be
stored under the guidance of the stage manager
Borrowed items should be returned and appreciation
letters written and mailed.
The prop crew is the name of the crew
in charge of stage properties.
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Props (stage properties) are all articles handled
by the actors or used to “dress,” or decorate the
set.
Props help reveal information about the plot,
help the audience place the play’s action, and
they aid the actor with stage business. They
also enhance characterization and they often
add symbolism to a play.
The props crew is usually responsible for
obtaining and maintaining all props.
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The prop crew’s first job is to carefully read the
script to determine the needed props.
After completing the props list, the prop crew
head attends the blocking rehearsals to find out
how the props are used in the play
The crew then checks to see what is available
from the storage cabinets or prop room.
Then the crew makes a list of all props they
need to locate. Different crew members may
take responsibility for acquiring certain props.
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Props can be acquired in several ways:
Buying
 Renting
 Borrowing
 Making
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One rule to remember: never borrow anything too
expensive to replace
Accurate records should be kept of all props that
are borrowed, and the props should be returned
immediately following the final performance.
All props need to be ready by the first rehearsal
after blocking.
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Some props will be easy to find; others will be more
difficult.
While your crew is busy locating and creating props,
you will need to supply substitute props for the actors.
Another responsibility is to have all props in place and
ready for each rehearsal.
It helps to organize hand props by scenes.
Crew members should have specific responsibilities to
ensure that all props are in place when they are
needed. It is best if the same crew members set up the
same props at each rehearsal or performance.
If there are many scene changes or arrangements, place
photographs of the finished arrangements in the
promptbook to serve as reminders for the crew head.
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After rehearsals or performances, the prop crew
will gather up all the props and store them behind
a locked door.
It is the prop crew head’s responsibility to make
sure that all props are found and returned to the
proper storage place at the end of each reahearsal
or performance.
If props need to be repaired, the prop crew head
sees that it Is done before the next rehearsal or
performance.
After the production it is the prop crew’s
responsibility to collect all of the props and clean,
return and store them for later use.
The costume crew prepares the
costumes for the play.
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A costume is any outfit worn by an actor in a
production. The costume also includes
accessories.
Costumes are a vital part of any production
because they carry such strong meaning for the
audience and actors.
Costumes help the audience “see” the
characters—help them to know the age,
personality, tastes, social standing, and even
occupation of a character.
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Costumes can be obtained by renting, borrowing,
making, or buying.
the responsibilities of the costume crew will vary,
depending on the type of production.
The first responsibility is to study the play for all
references to costume, paying close attention to
what the playwright says about characters’
clothing (check both dialogue and stage
directions).
Some clothing needs may be determined by the
period of the play, the time of day, or the season of
the year.
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Next, the costume crew makes a costume plot.
A costume plot is a costume chart listing every
character in the show and each scene in which
the character appears. Beside each character’s
name is the actor’s name and every garment,
undergarment, and accessory needed for that
scene.
This gives the crew an idea of the outfits
needed, the type of garments required, the
number of changes for each character, and any
special requirements.
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After the costume plot is created, the costume crew
meets with actors individually to see if they can
provide any of their own personal items.
This is especially helpful with items such as shoes and
tights.
These individual meetings could also include a
measurement session.
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The next stop is costume storage to evaluate the
collection of costumes from previous shows.
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Having accurate measurements for each actor is vital for the
correct sizing in costumes.
Basic costumes can be embellished, and many costumes can be
“put together” in different ways.
The costume crew will need to think creatively!
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The next step may be a trip to local thrift stores, where
for very little money, many garments can be found to
restyle into great costumes.
Look for fabric and accessories that can be turned into
costumes.
Once all costumes and accessories are completed, the
actors should try them on to be sure they fit properly.
Then the crew irons or steams the costumes and hangs
them neatly on clothes hangers.
All accessories for each ensemble can be grouped
together and placed into bags. With permanent marker,
label the bag with the character’s name, and hang the
bag on the hanger with the correct costume. The actor’s
costume in then organized.
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After each rehearsal or performance, group the costume and
the accessories together and hang them up.
The costume crew head is in charge of checking out and in
all of the costumes to and from each actor.
Before any dress rehearsals, the costume crew should assist
the actors when they need help.
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If an actor has a quick change between scenes, a member of the
costume crew should be there to help the actor make the change.
The costume head should be prepared with a costumes first
aid kit containing safety pins of various sizes, needles,
thread, masking tape (for quick hems), a glue gun, glue
sticks, and even a stapler and staples.
After the final performance, the costume crew is responsible
for checking to see that each actor has checked in all
costumes and accessories, returned all borrowed items and
stories all accessories.
Working on a makeup crew is one of the most
exciting parts of backstage theatre. It brings
out the artist in every crew member.
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Stage makeup is more than just cosmetics
added to the face or body. It also includes
beards, goatees, mustaches, wigs, hairstyles,
hair color, scars, warts, and fake noses.
Any cosmetic effect that enhances or changes
an actor’s appearance might be defined as stage
makeup.
It is the responsibility of the makeup crew to
plan a makeup design for each character and to
apply the makeup for each dress rehearsal and
performance
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Stage makeup helps create a visual character. It
can help a character’s features show up from
the stage or it can actually change an actor’s
facial or body characteristics.
Basic makeup, or straight makeup, uses the
actor’s natural features.
Character makeup alters the actor’s features.
In movies, television and live theatre, we can
find many examples of character makeup used
to age a character or turn the actor into
something from the world of fantasy.
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The responsibilities of the makeup crew will vary
with the director and the theatre.
The application of stage makeup, even in
professional theatre, usually is the job of each
individual actor.
Although the makeup crew does not really go to
work until the first dress rehearsal, work should
begin preparations earlier in the production
process.
The first step is to read the play carefully, making
notes about individual characters, plot, theme,
time, and place
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After reading the play, the crew should review the
techniques of basic makeup application, and if
necessary, refer to a more complete makeup guide.
It is the makeup crew’s responsibility to compile a
makeup plot for the play.
A makeup plot is a chart listing the makeup needs
for each character.
The list should include basic makeup colors as well
as any special effects—warts, scars, or hair
additions.
The makeup plot should also include a makeup
sketch showing how the makeup will be applied.
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Sometimes, it helps to support the sketches with magazine
photographs illustrating the finished “looks.”
After the looks have been approved, there should be a
conference with the crew heads from costuming and
lighting to make sure that all of the technical aspects are
compatible.
Once the makeup needs are determined, the crew needs to
check the existing supply of makeup, making a list of all
items that need to be replaced.
Although today’s theatre makeup causes few problems to
the skin, it is still important to conduct a skin sensitivity
check on each actor. Most students do not have any reaction,
but occasionally a student will have a sensitivity or allergy
to one product but not to another.
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For dress rehearsals and performances, the dressing
room or a classroom needs to be set up for the actors.
Each actors needs a “spot” aside with the appropriate
supplies.
To prevent eye infections, the makeup crew should
encourage actors not to share eye makeup such as
mascara or eyeliner.
All stage makeup needs to be checked under the stage
lights before rehearsal.
After the rehearsal or performance, the makeup crew is
responsible for putting all makeup in order and
cleaning up the room where the makeup was applied.
After the final performance, the crew should clean up
and store all makeup equipment and supplies.
The sound crew is responsible for
planning and preparing all sound
effects needed for a production
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In theatre, the term sound means artificially produced
sound effects and music as well as the amplification of
voices so that they can be heard.
In addition to enabling the audience to hear the play, sound
helps set the mood for the play, makes the play more
realistic, and helps the audience understand the plot.
Depending on the theatre, the sound crew is responsible for
setting up and running the sound system.
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This means setting up and taking down microphones and setting
the sound levels.
The sound crew’s first responsibility is to read the play
carefully, making a sound plot or plan of all the sounds
needed for the show.
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Many of the sound effects will be mentioned in the script.
The sound crew will also look for other places in the script where
the addition of sounds or music would enhance the production.
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Once needed sounds and music are determined,
the sound crew decides the best way to create the
music or produce each special sound.
Many sound effects can be obtained online from
numerous companies, or tapes can be ordered
from theatrical supply companies.
From some shows, such as a fantasy show, the
sounds might need to be invented.
Music should be carefully selected to complement
the mood and theme of the play.
Sound crews must remember to have backups of
all recorded music and sound effects in case
something goes wrong.
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The sound crew needs to have all of the sound effects
ready at least by the first technical rehearsal.
The technical rehearsals are vital to the sound crew if
split-second timing for cues is to be perfected.
Sound cues should be marked in a copy of the sound
crew’s script or on a cue sheet.
A cue sheet is a chart of all sound changes, when they
occur and how long they last.
At the end of each rehearsal or performance, the sound
crew should make sure that all electrical equipment is
turned off and unplugged.
When the show closes, the sound crew will store all
school equipment and return any borrowed items.
Another vital area of a production is stage
lighting—the illumination of the actors
and acting areas. Stage lighting helps the
audience understand the location, time
and emotional mood of each scene.
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The people in charge of the stage lighting are
the light crew.
Stage lighting depends on the available
equipment, the way it is hung, and the way it is
controlled.
Just like in your home, stage lights are
controlled by switches and dimmers.
A switch allows you to turn the light on and off.
 A dimmer is a device that allows you to control the
intensity of the light
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 By using a dimmer, you can gradually fade the light
from brightness to darkness
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The light crew needs to work closely with the director
to learn the lighting capabilities at your school.
In preparing the lighting for a production, the light
crew studies the script to determine basic lighting
needs as well as any special lighting effects that will be
needed.
After determining the play’s lighting needs, the crew
head will plan the lighting plot.
A light plot is a floor plan of the set showing the
placement of basic lighting and any special lighting.
After the lighting plot is designed, a cue sheet is
prepared for each member of the crew working the
control board or special lights.
The lighting cue sheet is a list of all lighting changes.
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Under the guidance of the director, the lighting
instruments will need to be cleaned, hung and
focused on the appropriate areas.
Before hanging the instruments, the light crew
adds the appropriate colors, placing
translucent sheets called gels into metal frames
in front of the lamps.
Gels are produced to withstand heat without
burning, but they need to be replaced when
they begin to melt or sag.
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When it is time to strike the show, the light
crew will take down, clean, and store all
equipment, according to the director’s
instructions.
The light crew will also make a list of any
repairs that are needed.
It is the light crew head’s responsibility to
reset the control board for general stage use.
The publicity crew is responsible for
organizing an advertising campaign
and publicizing the show.
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The advertising campaign should begin as soon as the
cast is announced.
A short article announcing the paly should be the first
story released to the school newspaper and the local
newspaper. Include the playwright’s name and the
publishing company, a brief synopsis of the plot, and
the names of the director, cast, and crews.
After rehearsals begin, prepare several publicity photos
and stories to release to the school and local
newspapers.
Show members of the cast in rehearsal or crew
members working on interesting parts of the show.
Every picture should look like fun and make all who
see it want to be part of the audience.
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Photograph sessions of the actors in costume
are usually scheduled closer to the dress
rehearsals.
School-wide advertising is extremely
important. Consider placing photos in the
halls, classrooms, and cafeteria.
A handmade banner above the auditorium
entrance, a decorated bulletin board in the hall,
or an attractive lobby display can draw much
attention to the upcoming production.
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The week tickets go on sale, try using short
announcements or reminders on the school
intercom and in the school bulletin.
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These reminders seem to help increase ticket sales.
Consider using a variety of advertising
techniques to reach as many people in your
community as possible.
After the final performance, it is important for
the publicity crew to remove all posters or
advertisements for the production.
The house crew is in charge of printing
tickets and programs and managing
the box office and house during the
performances.
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This crew can be combine with the publicity crew,
or it can function as an independent crew.
The person in charge of this crew is known as the
house manager.
Two types of tickets are commonly sold: reserved
seating tickets and general admission tickets.
Reserved tickets require that all rows have a letter and all
seats are numbered.
 When a ticket is sold, the seat must be recorded in the
master seating chart.
 The person purchasing the ticket has a guaranteed seat.
 Selling reserved tickets requires more organization than
selling general admission tickets.
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Keep your tickets in an affordable range –
remember your target audience.
If your performance is to be held during the
school day and your audience will be students
don’t overprice your tickets.
Tickets sold before the show serve as a written
reminder for the patron.
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Most theatre tickets include the following
information:
Title of play
 Name of theatre
 Day and date of performance
 Time of performance
 Name of school and/or performing group
 Price
 Ticket number (for accounting purposes)
 Section, row, and seat number (when reserved)
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Play programs can vary in size, color, and even
shape.
They can be one sheet or several pages.
The important thing to remember is that the
program is printed to share important information
with the audience.
On the night of the performance, the house crew is
in full force
The printed programs are passed out to patrons entering
the theatre.
 Ushers might want to dress in similar attire—”dressy”
clothes or even costumes appropriate for the production.
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If tickets are being sold at the door, a special
table should be set up in the lobby, with several
ticket sellers on duty.
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The crew head should be prepared with a cash box
and simple change.
Once the production has come to a close, the
house crew is usually responsible for putting
the house, ticket office, and lobby back in
order.