6.3 Lighting plots and paperwork

Lighting plots and paperwork are essential tools in theater production. They visually represent the placement, focus, and attributes of lighting instruments, guiding the crew through setup and operation.

These documents include hanging plots, focus plots, color plots, and cue plots. Each serves a specific purpose, from instrument placement to color selection and cue sequencing. Understanding these tools is crucial for effective lighting design and implementation.

Types of lighting plots

• Lighting plots are essential tools used in theater production to visually represent the placement, focus, color, and cuing of lighting instruments
• Different types of lighting plots serve specific purposes and are used at various stages of the design and implementation process

Hanging plot

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• Indicates the physical location and placement of each lighting instrument in the theater space
• Includes detailed information about the type of instrument, its wattage, and the hanging position (such as grid, truss, or boom)
• Serves as a guide for the electrics crew during the hang, ensuring that all instruments are correctly positioned and secured
• Often includes a section view or elevation to provide a clear understanding of the vertical positioning of instruments

Focus plot

• Communicates the precise aiming and focus of each lighting instrument
• Uses symbols to represent the direction and beam angle of each unit, indicating the area or scenic element to be illuminated
• Assists the lighting crew in accurately focusing the instruments during the focus call, ensuring that the designer's vision is realized on stage
• May include additional information such as shutter cuts or specific focus notes for complex or precise focusing requirements

Color plot

• Specifies the color filter (gel) to be used in each lighting instrument
• Assigns a unique color number or name to each instrument, corresponding to the desired gel color
• Enables the crew to efficiently install the correct color filters during the color call, creating the intended mood, tone, and visibility for each scene
• Often includes a legend or key that lists the specific gel colors and their corresponding numbers or names

Cue plot

• Outlines the sequence and timing of lighting cues throughout the performance
• Indicates the specific instruments or groups of instruments (such as channels or submasters) that are involved in each cue
• Provides information about the intensity, fade time, and follow time for each cue, ensuring smooth and precise transitions between lighting states
• Serves as a reference for the lighting console operator during technical rehearsals and performances, allowing them to execute the cues accurately and consistently

Components of a lighting plot

• A well-crafted lighting plot contains several essential components that work together to convey the necessary information for implementing the lighting design
• Understanding these components is crucial for both the lighting designer and the production crew to effectively communicate and execute the design

Legend

• Provides a key to the symbols, line weights, and notation used throughout the plot
• Defines the specific types of lighting instruments, their wattages, and any additional accessories or hardware
• Includes explanations for any abbreviations or shorthand used in the plot, ensuring clear communication among all members of the production team
• May also include a scale reference or grid system to assist with accurate measurements and placement of instruments

Title block

• Contains essential information about the production, such as the show title, venue, and date
• Lists the names of the lighting designer, assistant designer, and other key personnel involved in the creation and execution of the plot
• Includes the plot revision number and date, allowing for tracking of updates and changes throughout the production process
• May also incorporate the theater company's logo or other relevant branding elements

Scenic elements

• Represents the physical set pieces and structures on stage, such as walls, platforms, and furniture
• Drawn to scale and positioned accurately in relation to the stage dimensions and lighting positions
• Helps the lighting designer and crew understand the spatial relationships between the set and the lighting instruments, ensuring proper coverage and angles
• May include labels or descriptions of specific scenic elements that require special attention or treatment from the lighting design

Lighting instruments

• Depicted using standardized symbols that indicate the type of instrument (such as ellipsoidal, PAR, or Fresnel), its wattage, and any additional accessories (such as barn doors or top hats)
• Positioned on the plot according to their intended hanging location and orientation, with a clear indication of the mounting position (such as a pipe or truss)
• Labeled with a unique identifier, such as a channel number or dimmer address, to facilitate programming and control during the production
• May include additional information, such as color frame size or gobo holder type, to ensure compatibility with the available inventory and accessories

Lighting positions

• Represents the physical locations in the theater where lighting instruments are mounted, such as the front of house (FOH) catwalk, side booms, or on-stage electrics
• Labeled clearly with their designated names or numbers, allowing for easy reference and communication among the production team
• Drawn to scale and positioned accurately in relation to the stage and audience, ensuring proper angles and coverage for the intended design
• May include additional details, such as the height of each position or the distance from the stage, to assist with instrument selection and focus

Circuiting information

• Specifies the electrical connection and patching details for each lighting instrument
• Indicates the dimmer number or address associated with each instrument, allowing for proper control and programming
• Includes the circuit number and connector type (such as stage pin or twist-lock) for each instrument, ensuring compatibility with the venue's electrical infrastructure
• May also include information about power distribution, such as the use of breakout boxes or multi-cable runs, to optimize the electrical setup and minimize cable clutter

Dimmer assignments

• Lists the dimmer numbers and their corresponding channel assignments for each lighting instrument
• Ensures that the lighting console and dimmer rack are properly patched and configured to control the instruments as intended
• Helps the programming team and console operator quickly identify and adjust specific channels or groups of instruments during the production
• May also include information about dimmer profiles or curves, allowing for fine-tuning of the instrument's response and behavior

Color and gobo specifications

• Indicates the specific gel colors and gobo patterns to be used in each lighting instrument
• Provides the color and gobo manufacturer names and product numbers, ensuring consistency and accuracy when ordering supplies
• Assists the crew in preparing and installing the correct color and gobo combinations during the production process
• May also include information about color frame sizes, gobo holder types, and any additional accessories needed to properly install and secure the color and gobos

Creating a lighting plot

• The process of creating a lighting plot involves a combination of artistic vision, technical knowledge, and effective communication
• Lighting designers and assistants must consider various factors and collaborate closely with the production team to develop a functional and impactful plot

Hand drafting vs CAD software

• Traditionally, lighting plots were created by hand using drafting tools, such as pencils, rulers, and templates
• Hand-drafted plots allow for a tactile and intuitive approach to the design process, enabling designers to quickly sketch ideas and make iterative changes
• In recent years, computer-aided design (CAD) software has become increasingly popular for creating lighting plots, offering precision, efficiency, and ease of modification
• CAD programs, such as Vectorworks or AutoCAD, provide a wide range of tools and libraries specifically designed for theatrical lighting, streamlining the plotting process and facilitating collaboration

Collaborating with the lighting designer

• Assistant lighting designers and production electricians work closely with the lighting designer to bring their vision to life
• Regular meetings and discussions are essential to ensure that the plot accurately reflects the designer's intentions and addresses any technical or logistical constraints
• The assistant designer may be responsible for drafting the plot based on the designer's sketches, notes, and verbal instructions, requiring clear communication and attention to detail
• Collaboration also involves coordinating with other departments, such as scenic design and stage management, to ensure that the lighting plot integrates seamlessly with the overall production

Updating during technical rehearsals

• As the production moves into technical rehearsals, the lighting plot may require updates and modifications based on the actual performance space and the evolving needs of the show
• The lighting designer and assistant designer attend rehearsals, taking notes and making adjustments to the plot as necessary
• Changes may include adding or removing instruments, modifying focus or color choices, or adjusting cue timing and transitions
• An efficient workflow for updating the plot is essential, allowing for quick turnarounds and minimal disruption to the rehearsal process

Distributing to the lighting crew

• Once the lighting plot is finalized, it must be distributed to the various members of the lighting crew, including the master electrician, programmers, and board operators
• Distribution may involve printing physical copies of the plot or sharing digital files through a secure platform or network
• Clear labeling and organization of the plot components, such as page numbers and revision dates, help ensure that all crew members are working from the most up-to-date version
• Providing supplementary documentation, such as instrument schedules or color cut lists, can further assist the crew in efficiently implementing the design

Lighting paperwork essentials

• In addition to the lighting plot, several key pieces of paperwork are essential for effectively communicating and executing the lighting design
• These documents provide detailed information about the specific components, equipment, and processes involved in bringing the design to life

Channel hookup

• A spreadsheet or table that lists each dimmer channel and its corresponding lighting instrument
• Includes information such as the instrument type, wattage, purpose, position, circuit number, and dimmer address
• Serves as a reference for the lighting console programmer and operator, allowing them to quickly identify and control specific instruments or groups
• Helps ensure that the console patch and dimmer configuration align with the physical installation of the lighting rig

Instrument schedule

• A comprehensive list of all lighting instruments used in the production, organized by type, wattage, and position
• Includes details such as the instrument's unique identifier (e.g., unit number), purpose, accessories, color, gobo, and circuit/dimmer information
• Assists the lighting crew in tracking inventory, preparing equipment, and troubleshooting any issues that may arise during the production
• Serves as a reference for generating additional paperwork, such as color cut lists and gobo inventories

Color cut list

• A document that specifies the gel colors required for each lighting instrument, organized by color and size
• Lists the total number of cuts needed for each color, based on the instruments' color frame sizes
• Helps the lighting crew efficiently prepare and cut gels prior to the color call, minimizing waste and ensuring an adequate supply
• Includes any special instructions or considerations, such as the need for custom-sized cuts or the use of multiple colors in a single instrument

Gobo inventory

• A list of all the gobo patterns used in the production, including the manufacturer, product number, and a brief description or image of each pattern
• Specifies the quantity of each gobo needed, based on the number of instruments and any backup requirements
• Assists in ordering, organizing, and labeling gobos for easy identification and installation during the production process
• May include notes on any custom gobos or modifications required, such as sizing adjustments or the use of gobo rotators

Equipment rental agreements

• Documentation outlining the terms and conditions for renting any additional lighting equipment needed for the production
• Specifies the exact quantities, models, and accessories to be rented, along with the rental period and associated costs
• Includes details on delivery, installation, and return procedures, as well as any insurance or liability requirements
• Serves as a legal contract between the theater company and the rental provider, protecting both parties and ensuring clear expectations for the use and care of the equipment

Organizing lighting paperwork

• Effective organization and management of lighting paperwork are crucial for ensuring a smooth and efficient production process
• Establishing clear systems for storing, updating, and accessing paperwork helps the lighting team stay coordinated and informed throughout the production

Physical binders

• Compiling lighting paperwork into physical binders provides a tangible and easily accessible reference for the lighting crew
• Binders are typically organized by section, with dividers separating the lighting plot, channel hookup, instrument schedule, color cut list, and other relevant documents
• Each section is labeled and indexed for quick navigation, allowing crew members to find the information they need without disrupting the flow of work
• Physical binders are particularly useful during hang, focus, and tech rehearsals, when the crew may not have immediate access to digital files or devices

Digital file management

• Storing lighting paperwork in a digital format offers several advantages, such as easy sharing, updating, and backup capabilities
• Files are typically organized in a hierarchical folder structure, with clear naming conventions and version control to ensure accuracy and consistency
• Cloud-based storage solutions, such as Google Drive or Dropbox, allow for real-time collaboration and remote access, enabling team members to view and edit documents from various locations
• Digital files can be easily searched, annotated, and linked, streamlining the process of referencing and updating information throughout the production

Updating paperwork during the production process

• As the production evolves and changes are made to the lighting design, it is essential to keep all paperwork up to date
• The assistant lighting designer or production electrician is typically responsible for making updates and distributing revised documents to the appropriate team members
• Updates may include changes to the lighting plot, channel assignments, color choices, or equipment specifications
• Establishing a clear protocol for version control, such as using a consistent naming convention and incrementing revision numbers, helps ensure that everyone is working from the most current information

Archiving for future reference

• After the production closes, lighting paperwork should be properly archived for future reference and potential remounts or tours
• Digital files are backed up and stored in a secure, long-term storage solution, such as an external hard drive or an archival cloud service
• Physical binders and documents are labeled and stored in a cool, dry place, protected from moisture and damage
• A master index or database of archived productions is maintained, allowing for easy retrieval and reference of past lighting designs and paperwork
• Archiving not only preserves the work for future use but also serves as a valuable resource for educational and research purposes, documenting the evolution of lighting design and technology over time

Interpreting a lighting plot

• The ability to effectively read and interpret a lighting plot is a critical skill for all members of the lighting team, from designers to technicians
• Understanding the various symbols, notations, and conventions used in a plot ensures that the design is accurately implemented and the creative vision is realized on stage

Understanding symbols and shorthand

• Lighting plots use a standardized set of symbols to represent different types of lighting instruments, such as ellipsoidals, PARs, and Fresnels
• Each symbol is typically accompanied by additional information, such as the instrument's wattage, beam angle, and accessories (e.g., barn doors or top hats)
• Shorthand notations are often used to indicate specific attributes or instructions, such as "R" for rear-focus instruments or "T" for instruments on a template or gobo
• Familiarizing oneself with the common symbols and shorthand used in the industry is essential for accurately interpreting and implementing the lighting design

Identifying key lighting areas

• A well-designed lighting plot clearly communicates the key areas of the stage that require specific lighting treatment, such as acting areas, scenic elements, or special effects
• These areas may be indicated through the use of color-coding, labeling, or grouping of instruments on the plot
• Identifying these key areas helps the lighting team prioritize their focus and attention during the hang, focus, and programming processes
• Understanding the relationship between the lighting areas and the scenic elements or staging helps ensure that the lighting effectively supports and enhances the overall design

Recognizing special effects and practicals

• Lighting plots often include notations for special effects, such as fog, haze, or strobe lights, which require specific placement and control considerations
• Practicals, such as table lamps, chandeliers, or other functional lighting elements, are also typically indicated on the plot, along with their power and control requirements
• Recognizing these special effects and practicals is crucial for ensuring that the necessary equipment and infrastructure are in place to support them
• The lighting team must also consider the impact of these elements on the overall lighting design and make adjustments as needed to maintain the desired look and feel

Communicating with the lighting designer and crew

• Interpreting a lighting plot is not a solitary task; it requires ongoing communication and collaboration with the lighting designer and other members of the crew
• If any aspects of the plot are unclear or ambiguous, it is essential to seek clarification from the designer or assistant designer to ensure accurate implementation
• Regular meetings and discussions throughout the production process help ensure that everyone is on the same page and working towards a common goal
• Open and effective communication also allows for the sharing of ideas, problem-solving, and adaptations as the design evolves and challenges arise

Adapting plots for different venues

• Lighting designs often need to be adapted to accommodate the unique characteristics and limitations of different performance venues
• The ability to effectively modify and scale a lighting plot is a valuable skill for lighting designers and technicians, ensuring that the design can be successfully realized in a variety of contexts

Scaling for larger or smaller stages

• When a production moves to a larger or smaller stage, the lighting plot must be adjusted to maintain the desired coverage, angles, and overall look
• For larger stages, additional instruments may need to be added to the plot to ensure adequate coverage and intensity, while maintaining the relative positions and ratios of the original design
• Conversely, for smaller stages, the plot may need to be streamlined, with fewer instruments and more strategic placement to avoid overcrowding or spill
• Scaling the plot requires careful consideration of the venue's dimensions, grid height, and available hanging positions, as well as the impact on power and data distribution

Adjusting for available inventory and budget

• Different venues may have varying inventories of lighting instruments, accessories, and control systems, which can impact the implementation of the lighting design
• When adapting a plot for a new venue, the lighting designer and technicians must assess the available resources and make adjustments as needed to work within those constraints
• This may involve substituting similar instruments, modifying color choices based on available gel stock, or finding creative solutions to achieve the desired effects with the equipment at hand
• Budget limitations may also necessitate changes to the plot, such as reducing the total number of instruments or opting for more cost-effective alternatives

Modifying for touring productions

• Touring productions face unique challenges when it comes to adapting lighting plots, as they must be able to quickly and efficiently set up and strike the design in multiple venues
• Plots for touring shows are often designed with flexibility and modularity in mind, allowing for easy scaling and adjustment to fit different stage sizes and configurations
• The use of standardized equipment and control systems can help