A Comprehensive Guide on Preparing a Stage Manager's Prompt Book

Introduction:

A stage manager's prompt book is a vital tool that serves as the central reference point for all aspects of a theatrical production. It is the culmination of countless hours of planning, organizing, and note-taking, ensuring the smooth execution of a performance. This guide will provide a step-by-step approach to help stage managers create an effective prompt book, enabling them to navigate the complexities of a production with confidence and precision.

Section 1: Pre-Production Phase

1.1 Understanding the Role of a Stage Manager:

Define the responsibilities and duties of a stage manager, emphasizing their crucial role in the production process.

Highlight the importance of organization, communication, and attention to detail in managing a show effectively.

1.2 Familiarizing Yourself with the Production:

Attend pre-production meetings to gain insights into the artistic vision, technical requirements, and overall scope of the production.

Develop a clear understanding of the script, including character descriptions, blocking, and technical cues.

1.3 Assembling the Necessary Tools:

Compile the essential tools for creating and maintaining a prompt book, such as a sturdy binder, dividers, colored tabs, highlighters, sticky notes, pens, and pencils.

Consider using digital tools or software for an electronic prompt book if preferred.

Section 2: Creating the Prompt Book

2.1 Establishing the Book's Structure:

Divide the prompt book into clearly labeled sections, such as "Script," "Blocking," "Cues," "Production Contacts," and "Notes."

Use dividers or colored tabs to differentiate between sections for easy navigation.

2.2 Script Analysis and Marking:

Read the script thoroughly, highlighting important cues, entrances, exits, and any relevant technical or production notes.

Develop a clear system of annotation, such as symbols, colors, or abbreviations, to quickly identify specific elements within the script.

2.3 Blocking Notation:

Accurately record the blocking for each scene, noting the movement and positioning of actors on stage.

Utilize a standardized system, such as the stage diagram or shorthand notation, to capture blocking information clearly.

2.4 Cue Sheet Creation:

Create a cue sheet that lists all technical cues, such as lighting, sound, and set changes.

Organize the cue sheet chronologically and include details such as cue numbers, descriptions, and timing.

2.5 Rehearsal Notes:

Keep detailed notes during rehearsals, including directorial instructions, actor adjustments, and technical requirements.

Use clear and concise language to ensure the notes are easily understood by the production team.

2.6 Production Contacts and Schedules:

Maintain a comprehensive list of production contacts, including cast, crew, designers, and administrative staff.

Include contact details, roles, and schedules to facilitate effective communication and coordination.

Section 3: Maintaining and Updating the Prompt Book

3.1 Regular Maintenance:

Dedicate time to regularly update the prompt book after each rehearsal and production meeting.

Ensure that all annotations, blocking changes, and notes are accurately recorded in a timely manner.

3.2 Version Control:

Implement a system to keep track of different versions of the prompt book, such as labeling each update with a date and time.

Establish a backup plan, whether digital or physical, to prevent loss of data or damage to the prompt book.

3.3 Collaboration and Communication:

Foster effective communication with the production team, sharing relevant updates, changes, and notes.

Collaborate with the creative team to ensure the prompt book aligns with their vision and incorporates any necessary adjustments.

Conclusion:

A meticulously prepared stage manager's prompt book is an indispensable tool for any theatrical production. By following the steps outlined in this guide, stage managers can effectively navigate the complex responsibilities of their role and provide invaluable support to the entire production team. Remember, a well-organized prompt book not only enhances the efficiency of the rehearsal and performance process but also contributes to the overall success of the production.