10.5 Running shows and calling cues

Running a show is a complex task that requires careful coordination and attention to detail. The stage manager oversees all aspects of the production, from pre-show procedures to post-show duties. They must maintain show integrity, adapt to challenges, and ensure smooth execution of technical elements.

Calling cues is a crucial part of running a show. The stage manager gives precise verbal commands to execute lighting, sound, and other technical elements. This requires thorough understanding of the show's requirements and timing, as well as effective communication with the crew.

Running shows

• Running a show involves executing the technical elements of a theatrical production during live performances
• The stage manager is responsible for overseeing the smooth operation of the show from the backstage area
• Key aspects of running shows include pre-show procedures, maintaining show integrity, and adapting to challenges that may arise during performances

Pre-show procedures

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• Conduct a thorough walkthrough of the stage and backstage areas to ensure all set pieces, props, and equipment are in their proper places
• Check the functionality of all technical elements (lighting, sound, special effects) and make necessary adjustments
• Brief the crew on any changes or special instructions for the upcoming performance
• Coordinate with front-of-house staff to ensure the audience is seated on time and the show can begin as scheduled

Backstage etiquette

• Maintain a quiet and professional atmosphere backstage to avoid distracting the performers and audience
• Enforce rules regarding food, drinks, and personal belongings in backstage areas
• Ensure all crew members are wearing appropriate attire (black clothing, closed-toe shoes) and have necessary equipment (headsets, flashlights)
• Communicate any backstage issues or concerns to the stage manager promptly

Maintaining show integrity

• Ensure that all technical elements are executed consistently and in accordance with the director's vision
• Monitor the performance for any deviations from the established blocking, choreography, or technical cues
• Provide notes and feedback to cast and crew members after each performance to address any issues and maintain the quality of the show
• Collaborate with the creative team to implement any necessary changes or adjustments to the show over the course of the run

Adapting to challenges

• Be prepared to troubleshoot and solve problems that may arise during a performance (missed cues, technical malfunctions, actor injuries)
• Develop contingency plans for potential issues and review them with the crew before each performance
• Maintain a calm and decisive demeanor in high-pressure situations to ensure the show continues smoothly
• Communicate any major issues or changes to the creative team and front-of-house staff as necessary

Post-show duties

• Oversee the strike and cleanup of the stage and backstage areas after each performance
• Ensure all props, costumes, and equipment are properly stored and maintained for the next show
• Conduct a post-show meeting with the crew to review any issues or successes from the performance
• Complete necessary paperwork and reports, such as performance reports and maintenance requests

Calling cues

• Calling cues involves giving verbal commands to execute the technical elements of a show (lighting, sound, set changes, etc.) at precise moments during a performance
• The stage manager is responsible for calling cues, which requires a thorough understanding of the show's technical requirements and timing
• Effective cue calling is essential for ensuring the smooth flow of the performance and maintaining the integrity of the production

Cue types

• Lighting cues: changes in stage lighting, such as blackouts, spotlights, and special effects
• Sound cues: playback of music, sound effects, and voiceovers
• Set change cues: movement of set pieces, furniture, and props on and off stage
• Actor entrance and exit cues: coordinating the movement of performers on and off stage
• Special effect cues: triggering practical effects such as fog, pyrotechnics, and projections

Cue notation systems

• Numeric system: cues are assigned sequential numbers (1, 2, 3, etc.) based on their order in the show
• Alphabetic system: cues are assigned letters (A, B, C, etc.) to distinguish between different types of cues (e.g., "A" for lighting, "B" for sound)
• Combined system: uses a combination of numbers and letters to identify cues (e.g., "A1" for the first lighting cue, "B2" for the second sound cue)
• Descriptive system: cues are given descriptive names based on their function or timing in the show (e.g., "House lights to half," "Gunshot")

Cue sheets vs cue scripts

• Cue sheets: a condensed list of all cues in the show, typically organized by page number or scene, used as a quick reference during performances
• Cue scripts: a more detailed version of the script that includes all cues, technical notes, and stage directions, used for more complex shows or when multiple stage managers are involved
• Both formats should include essential information such as cue number, description, timing, and any special instructions

Timing and precision

• Accurately timing cues to synchronize with the action on stage and the flow of the performance
• Anticipating and allowing for any necessary pre-set or transition time before calling a cue
• Using specific, clear language when calling cues to ensure the crew can execute them precisely
• Developing a sense of rhythm and pacing to maintain the desired tempo of the show

Coordinating with crew

• Establishing clear communication channels and protocols with the technical crew, such as using headsets or a paging system
• Conducting cue-to-cue rehearsals to familiarize the crew with the cue sequence and timing
• Providing standby and go commands to alert the crew when a cue is approaching and when to execute it
• Giving feedback and notes to the crew after rehearsals and performances to refine the timing and execution of cues

Contingency plans

• Developing backup plans for potential technical issues, such as equipment failures or missed cues
• Identifying alternative cues or workarounds that can be used in case of emergency, such as manual control of lighting or sound
• Communicating contingency plans to the crew and ensuring they are prepared to implement them if necessary
• Regularly reviewing and updating contingency plans based on any changes to the show or equipment

Cue-to-cue rehearsals

• Specialized rehearsals focused solely on running through the technical cues of the show without actors
• Allows the stage manager and crew to practice the timing and execution of cues in sequence
• Provides an opportunity to identify and troubleshoot any issues with cues or equipment before full rehearsals or performances
• Typically conducted after the initial technical rehearsals and before dress rehearsals

Communication during shows

• Effective communication is crucial for ensuring the smooth operation of a show and coordinating the efforts of the cast, crew, and creative team
• The stage manager serves as the central point of communication during performances, relaying information and instructions to all involved parties
• Clear, concise, and professional communication protocols are essential for maintaining a focused and efficient working environment

Headset protocols

• Establishing clear guidelines for headset use, such as using specific channels for different departments (lighting, sound, stage management)
• Ensuring all crew members are familiar with proper headset etiquette, such as speaking clearly, using appropriate language, and minimizing unnecessary chatter
• Using designated terminology and codes to communicate specific instructions or alerts (standby, go, hold)
• Maintaining a calm and professional tone on the headset, even in high-pressure situations

Standby and go commands

• "Standby" is used to alert the crew that a cue is approaching and to prepare for its execution
• "Go" is the command given to execute the cue at the precise moment required
• Using consistent phrasing and tone when giving standby and go commands to ensure clarity and prompt responses from the crew
• Allowing sufficient time between the standby and go commands for the crew to prepare for the cue

Maintaining focus

• Minimizing distractions and unnecessary conversation during the performance to ensure all crew members remain focused on their tasks
• Encouraging crew members to stay alert and attentive, even during periods of low activity or long stretches between cues
• Leading by example and maintaining a professional, focused demeanor throughout the performance
• Providing regular breaks and check-ins with crew members to help maintain concentration and prevent burnout

Responding to issues

• Maintaining a calm and decisive demeanor when addressing any issues that arise during the performance
• Quickly assessing the situation and determining the most appropriate course of action to minimize disruption to the show
• Communicating any necessary instructions or updates to the crew and cast in a clear and concise manner
• Documenting any issues or incidents that occur during the performance for later review and follow-up

Communicating with cast

• Establishing a clear line of communication between the stage management team and the cast, such as designated check-in times or a backstage bulletin board
• Providing updates and reminders to the cast regarding any changes to the show, technical notes, or scheduling
• Relaying any necessary performance notes or feedback from the creative team to the cast in a timely and professional manner
• Addressing any concerns or questions from cast members promptly and respectfully, while maintaining the boundaries of the stage manager's role

Show documentation

• Maintaining accurate and detailed documentation is essential for tracking the progress of a production, communicating changes, and creating a record for future reference
• The stage manager is responsible for creating and updating various types of show documentation throughout the rehearsal and performance process
• Effective documentation practices ensure that all members of the production team have access to the most current information and can work together efficiently

Performance reports

• Detailed accounts of each performance, including any technical issues, actor notes, audience reactions, and running times
• Used to track the consistency and quality of the show over the course of the run
• Distributed to the creative team and production staff after each performance for review and follow-up
• Serve as a valuable reference for identifying patterns or recurring issues that may need to be addressed

Tracking show changes

• Documenting any changes made to the script, blocking, choreography, or technical elements during the rehearsal and performance process
• Using a system for notating changes, such as color-coding or dating each update
• Distributing updated scripts, cue sheets, and other relevant documents to the cast and crew in a timely manner
• Maintaining a master copy of all show documents that reflects the most current version of the production

Archiving materials

• Organizing and preserving all show-related documents, such as scripts, cue sheets, designs, and performance reports, for future reference
• Creating a digital archive of show materials, including photographs, video recordings, and sound files
• Ensuring that all archived materials are properly labeled, dated, and stored in a secure location
• Providing access to archived materials to authorized personnel, such as future production teams or researchers

Emergency procedures

• Developing and implementing comprehensive emergency procedures is crucial for ensuring the safety of the cast, crew, and audience during a production
• The stage manager is responsible for creating and communicating emergency plans, as well as leading the response to any emergency situations that may arise
• Regular training and drills should be conducted to familiarize all production personnel with emergency procedures and their roles in the event of an incident

Fire and evacuation

• Creating a detailed fire safety and evacuation plan in collaboration with the venue's management and local fire authorities
• Identifying all emergency exits, fire extinguishers, and other safety equipment in the theater and ensuring they are clearly marked and accessible
• Conducting regular fire drills with the cast and crew to practice evacuation procedures and identify any potential issues
• Designating specific roles and responsibilities for crew members in the event of an evacuation, such as assisting audience members or securing valuable equipment

Medical emergencies

• Developing a plan for responding to medical emergencies, such as injuries, illnesses, or accidents involving cast, crew, or audience members
• Ensuring that at least one member of the production team is trained in first aid and CPR
• Maintaining a fully stocked first aid kit in a clearly marked, easily accessible location backstage
• Establishing a clear protocol for contacting emergency services and providing them with necessary information, such as the location of the theater and the nature of the emergency

Technical failures

• Creating contingency plans for potential technical failures, such as power outages, equipment malfunctions, or system crashes
• Identifying backup systems or manual workarounds that can be used to continue the show in the event of a technical failure
• Training crew members on troubleshooting techniques and emergency procedures for their specific areas of responsibility
• Establishing a communication plan for informing the cast, crew, and audience of any technical issues and the steps being taken to resolve them

Understudy and swing roles

• Developing a comprehensive understudy and swing system to ensure that the show can continue in the event of actor illness, injury, or other absence
• Casting understudies for principal roles and swings for ensemble roles, and providing them with regular rehearsal time to learn and practice their parts
• Creating detailed understudy and swing charts that clearly outline the roles and responsibilities of each performer
• Establishing a protocol for notifying understudies and swings of any changes to the show or their performance schedule, and ensuring they have adequate time to prepare