The stage manager's file

Owned by Karen Cook (Unlicensed)
Jan 20, 2015
2 min read

The File

The stage manager’s file or prompt book collates all their production information, including the prompt script, necessary for running each performance. A ring binder with file dividers is the usual format. The file is a live document, which should be constantly updated. After the production, it serves as a useful archive of the performance and production elements.

Stage manager’s files and prompt scripts have not really made the leap to electronic media. It is generally considered that a physical file is more reliable (it can never crash mid-show), and more easily accessed by multiple people if needed. Also, it can often be easier to get a photocopy or hand-draw something than to create an electronic copy.

Exactly what is in the file will vary according to the production, but each file shares some vital documentation:

  1. Inside cover – The stage manager’s contact details, in case the file is ever misplaced. Often included is the message, “This is a very important document. If found, please contact [your name] immediately, on [phone number/email address].”
  2. Cast and crew contact details.
  3. Rehearsal and production schedules.
  4. Stage management information, including scene break-downs, and rehearsal checklists and procedures.
  5. Correspondence and forms. Breakdowns of all daily rehearsal or technical calls, media calls, costume fittings, and scheduled meetings.
  6. Minutes from production meetings and other technical meetings. This section should also contain copies of any written correspondence you sent or received (unfortunately, theatre is not paper-friendly – print those emails!).  If you do a lot of work verbally or over the phone, keep a short record of these conversations.
  7. Design and technical information, organised in sections according to departments. You should create or receive copies of all information pertaining to set, lighting, sound, costume AV, special effects, and props, in the form of technical drawings, lists, and cue sheets.
  8. Financial records. Keep a running track of the budget, in terms of what is spent and what is still available. Also keep hire agreements and copies of invoices.
  9. Rehearsal reports.
  10. Pre-show and post-show checklists from all departments, including your own.
  11. The prompt script.
  12. Show reports.
  13. Bump out procedure, including to where any borrowed or hired items need to be returned.