Set: Head of Department

This document details some of the work generally performed by the Head of Set on major shows. It is not a definitive document as the duties of the Head of Set will always be influenced by the needs of the production and the assigned crew.

Job description

Responsible for the construction and functionality of the set. Specific duties include:

• Building set pieces to the designer’s specification.
• Sourcing existing set pieces, including furniture.
• Modifying existing set pieces to suit the production, including painting and covering.
• Ensuring the set functions smoothly during performances.
• Managing the set crew.
• Maintaining the set.
• Ensuring standards of health and safety are upheld, as they relate to the set.
• Bumping out the set after the season and returning the venue to its previous state (eg repainting floors and walls black).

As soon as you are assigned to a production

• Get a copy of the script and read it.
• Meet with the set designer to obtain working documents such as technical and construction drawings, sketches, reference images, colour swatches, and a list of set items. Determine if any set items will need to be hired or specially made, both of which can take time and money. 
• Discuss with the stage manager if there are any set items that are required in rehearsals and obtain these immediately. Items frequently required in rehearsal are tables and chairs.
• With the set designer, stage manager and production manager, set dates for rehearsal items and set bump-in.

The next step (as soon as possible)

• If the set designer has not already done so, create a set list, detailing every item required. If there are set changes, note down or draw plans for which items appear in which scenes.
• Ensure there is going to be enough offstage storage for any items not kept onstage. Also make sure that items are constructed in pieces small enough to fit through doorways into the theatre.
• Check the Hayman’s workshop and furniture store. Label any required items and store them in the workshop, or bring to the theatre if space permits. Depending on the item, it may be modified to suit your requirements.
• Once you have checked all sources of existing set items, organise any items that need to be hired, made or bought. 
• Create a timeline and work plan for the making, hiring or buying of any set items. 
• Undertake the work - make, hire or buy all items.

Before rehearsals begin

• Work with the stage manager to mark up the rehearsal space for the first time. This is required if rehearsals are in a space other than the performance space, or if items are missing (eg, marking the placement of flats).

For each rehearsal session

• If you bring in a rehearsal item, ensure the stage manager knows about it so it can be used in rehearsals.
• Read the stage manager’s rehearsal report to check for any relevant information, and respond to it.

Two to three weeks prior to first performance

• Attend any full runs of the show in rehearsal, to see how your set will work. Make any necessary changes.
• Create a set plot (if the set designer has not done so already), detailing the placement of each item in each scene, including storage of offstage items. Pay particular attention to scene changes and work out a plan for them. Scene changes should be as smooth and fast as possible.
• Keep working on any items as needed, including set dressing and other “finishing touches.”

One week prior to first performance (production week)

• Bump in and dress the set.
• Work with the set designer to create lists, plans or photos showing how the set should look for each scene, how it will change between or during scenes and the plan for scene changes. Display or distribute these as needed.
• Attend all technical and dress rehearsals, and make any last minute changes. If you will be show crew, you may be required to do scene changes and these should be rehearsed until they are smooth and fast.
• Determine any ongoing maintenance that will be required on the set, such as special cleaning. Formulate a plan for this.

For each performance

• If you are show crew, arrive at the specified call time and preset all the set items. Use a checklist to ensure that everything is preset correctly. If you are not show crew, you may have designated this work to another crew member. Ensure that person knows exactly what to do and is using a checklist.
• Carry out any rehearsed scene changes or backstage work.
• After each performance, ensure the set items are stored safely and correctly.

After the season (bump out)

• Remove all set items from the theatre. Store all items appropriately, or return them to where they were borrowed.
• Repaint the theatre if necessary.
• Production notes archived for future reference
• Evaluations and feedback