9.4 Managing Unexpected Issues During Performances

Unexpected issues can throw a wrench in any performance. From technical glitches to performer mishaps, stage managers must be ready for anything. Quick thinking and a cool head are essential to keep the show running smoothly when things go awry.

Effective strategies for handling surprises include staying calm, assessing the situation rapidly, and communicating clearly with the team. Having contingency plans and making swift decisions are crucial. Adapting cues and maintaining professionalism help minimize disruptions and keep the audience engaged.

Managing Unexpected Issues

Types of unexpected performance issues

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• Technical malfunctions can disrupt performances, including sound system failures such as microphone issues (feedback or static) and lighting problems like blown bulbs or incorrect cues, as well as set piece malfunctions (stuck doors, windows, or broken furniture)
• Performer issues may arise during a show, such as missed entrances, forgotten lines or lyrics, costume malfunctions (ripped seams or lost accessories), and injuries or illness that affect the performer's ability to continue
• Audience disruptions can be distracting and require attention, including cellphone usage (ringing or bright screens), talking or excessive noise, and medical emergencies (fainting or seizures) that demand immediate response
• External factors beyond the control of the stage crew can impact a performance, such as power outages that darken the stage, fire alarms requiring evacuation, and weather-related issues (storms or extreme temperatures) affecting the venue or audience

Strategies for rapid issue response

• Remain calm and focused in the face of unexpected problems by taking deep breaths and maintaining a clear head to effectively address the situation
• Assess the severity of the issue quickly to determine if the performance can continue safely and prioritize issues based on their impact on the show and audience experience
• Communicate with the appropriate team members, notifying the stage manager or assistant stage manager, informing relevant crew members (sound, lighting, set), and updating performers if necessary to ensure everyone is aware of the situation and can respond accordingly
• Implement contingency plans by referring to pre-established backup plans and adapting existing plans to the specific situation to minimize disruptions
• Make swift decisions by weighing the options quickly and choosing the best course of action given the circumstances to keep the performance running smoothly
• Document the issue and response, making notes for post-performance debriefs and identifying areas for improvement in future performances to learn from the experience

Real-time cue adjustments

• Familiarize yourself with the script and cues, knowing the order of events and their corresponding cues and anticipating potential issues to prepare alternatives in advance
• Communicate clearly with the crew using concise language when calling cues and providing specific instructions for adjustments to ensure everyone understands the changes
• Adapt cues to the situation by adjusting timing or sequence of cues as needed and omitting or adding cues to accommodate changes while maintaining the integrity of the performance
• Maintain the flow of the performance, minimizing disruptions to the audience experience and ensuring transitions remain smooth and seamless despite any adjustments
• Collaborate with the creative team, consulting with the director or choreographer if significant changes are required and working together to find the best solutions that align with the artistic vision

Professionalism during unexpected events

• Practice stress management techniques like engaging in deep breathing exercises and using positive self-talk to maintain composure under pressure
• Project confidence and authority by speaking clearly and decisively and maintaining a calm demeanor to instill trust in your ability to handle the situation
• Lead by example, encouraging a focused and professional atmosphere and supporting and reassuring team members to foster a cohesive and resilient team
• Communicate effectively with all involved parties, providing clear instructions and updates and listening actively to concerns and ideas to ensure everyone is on the same page
• Learn from each experience by conducting thorough post-performance debriefs, identifying areas for personal and team improvement, and developing strategies to prevent or better handle similar issues in the future to continuously enhance your skills as a stage manager