This is the time when cast, crew, dancers and musicians come together and it is also the most exciting part of the production process. But, be prepared for things to go wrong, lines to be forgotten and for technical cues to get missed.

The Lighting Plot

The plot is normally held one day before the technical rehearsal (Saturday). This is where the director and CLX sit in the theatre and programme all of the necessary lighting states and when the DSM (deputy stage manager), if you have one, will mark down the points in the script when these lighting changes occur. It is also worthwhile for some members of the cast to be at the plot so that they can walk the stage and make sure that the correct areas are lit.

Technical Rehearsal

This is normally held three days before the first performance (Sunday) and is usually the first time the cast get a chance to perform on stage. It will either be a straight run or a cue-to-cue technical stagger, where parts of the show that do not have any technical cues are missed out. Ideally the DSM or SM should run the tech and ensure that the rehearsal is only stopped to correct technical problems. Remember that this is the only opportunity for the technical team to practice all their scene changes and cues and it is worth allowing plenty of time to get things right.

Dress Rehearsal

The dress rehearsal is normally held two days before the first performance (Monday) and it is a complete run through of the show under performance conditions. There should be no stoppages and, if anything does go wrong, the cast must carry on regardless.

The Performances

The performances are normally given on the Wednesday, Thursday, Friday and Saturday nights of the show week. Most performances start at 7.30pm whilst the house will usually open at 7.10pm.

Before the performance, punctuality is vital; the show cannot start unless everyone is there. Usually the cast are asked to turn up at least one hour before the house opens but make sure you have everyones' contact numbers in case they are late. Remember that it takes a long time to put on make-up, prepare costumes and set the stage.

Warming up before the performance is really important. People are likely to be stressed, excited and nervous so getting the cast together (on stage if possible) for 10-15 minutes before the house opens is ideal for vocal or dance warm ups and games to prepare everyone.

During every performance there are some key personnel backstage. The SM can normally be found in the stage right wing whilst there will usually be an ASM (assistant stage manager) in the stage left wing; both of these people, and any other members of the crew, will be happy to help with any difficulties that may arise during the show. It is also worth clarifying with principles and singers that they know when to change their radio mics and who will help them with this.

More information about costumes, props and make up can be found in our behind the scenes section.

The Get Out

This is normally held one day after the final performance (Sunday). Although the technical crew will take down the set, lighting and sound systems, all of the cast are jointly responsible for tidying the theatre and, primarily, their dressing rooms. Any help is greatly appreciated.

Additional Information

Society Membership

It is vital for all the cast to be official members of the society that is producing your show. This is a legal requirement for performing in the theatre, as society membership also acts as personal insurance against accidents on stage. This means you will have to make sure that people pay a membership fee and are given their society membership cards. New members' details also need to be passed on to the relevant society committee and the Union.

Front of House Manager

No performance can legally be given without a front of house manager as it is their responsibility to ensure that the audience is safe. All front of house managers are trained and registered in the union and they are contactable through the FoH mailing list. The front of house manager is also responsible for running the box office (see the Publicity & Tickets section) and during the show they should occupy the seat nearest to the fire exit at the back of the auditorium.

Ushers

Unlike front of house managers, ushers do not require any training. Two ushers are needed for each performance and most people usually ask their friends to help out by being an usher. During the show, one usher should occupy the seat near the lower fire exit whilst the other sits at the entrance to the auditorium and collects tickets from late arrivals.

Security

For some shows, the union may require there to be security by the main entrance to the auditorium. This is mainly to prevent people from bringing alcohol or glass into the theatre, but security is also helpful should there be a problem. It costs around £70 for two security guards for two nights and this should be arranged with the Union Facilities Manager at least two weeks before the show. Alternatively, you could ask the STA if they were able to provide any extra personnel on the doors.

Programmes

Designing the programme can be a lot of fun and it’s also a great piece of memorabilia for cast, crew, family and friends; however, it’s vital that you remember to include absolutely everyone. As well as the cast, there’s a whole host of other people that need to be thanked including the band, choreographers, backstage crew, make-up artists and costume designers. If you have time, it's worthwhile giving a rough copy to the cast and crew so that they can make sure that everyone is included and that their names are spelt correctly.

If a company has agreed to sponsor your show they will usually want to have some advertising space in the programme. Remember to have all of the company's details on the advert and to provide them with a printed example before you go ahead and print the entire batch.

It is worth giving yourself and the Print Shop plenty of time to print the programmes. Ideally, you should be able to give example copies to the cast, crew and advertisers so they can double check that the details are correct. The Print Shop do quite cheapA5 stapled programmes, however you can also print A4 or colour copies as memorabilia for your cast and crew.

Filming & Photography

Photography

Buying a disposable camera out of the show budget and taking photographs of both the action on stage and some of the fun behind the scenes is a nice way of recording the show. It’s also worth considering asking someone to photograph the dress rehearsal, although the STA will take photos of it as well.

Filming

A video or DVD of the show is a great piece of memorabilia for the cast and is something that most of them will want to purchase. But, remember to make sure you have enough money in the budget to hire a camera and that there are facilities you can use to edit the video after it has been recorded. If you are able to, it is well worth filming different nights of the show and using two cameras, one for long shots and the other for close ups, so you can get the best possible video, although this does mean even more post production editing. A cast video night is also usually a popular idea (see Show Follow Ups below), even if you haven’t quite finished editing the film.

There are several companies around Bristol that can make multiple copies of videos and DVDs, although they can take a while to make if you need a large number. Therefore, it’s vital to make sure that people have paid for their video or DVD in advance; although it’s not too bad for the cast to owe you money during the rehearsal period, after the show is over you may not see them that often and so it is much more difficult to get the money.

Post Show Responsibilities

Cast Meal

The cast meal is traditionally after the first night of the show. Wherever you chose to go, bare in mind that the restaurant will need to know the date, time and numbers in advance. It is often useful to ask one person to collect in all the money on the night to ensure that no one ends up out of pocket by having to cover other peoples' food or drink.

Cast Party

The cast party is traditionally after the final performance of the show. It should preferably be somewhere close to the union but, wherever it is, make sure that everyone knows how to get there. Remember that the venue will have to be big enough to fit all the cast, crew, band and production team in, plus the house occupants and any friends or family that have turned up for the final night.

People will usually bring their own alcohol to the party but, if you are providing some, try to set a budget and remember to get a mixture so that there’s something for everyone. Punch is often a good way to spread the alcohol amongst lots of people, although you may need some bowls to put it in. It is also worth having mixers as well as alcohol and, if you need them, throw-away cups.

Most directors and producers usually give a small gift to other members of the production team. There are a number of people that you could buy presents for including the MD, choreographer, SM, CLX, costumer and make-up artist. During the presentation of these gifts, you’ll probably also want to make a speech. Don’t worry about preparing any material but just remember to thank everyone and bare in mind that it's worth keeping things short. Remember that it's not necessary to spend a lot of money as a few pounds is usually enough to buy them something nice. Most cast members are usually willing to donate £2 to £3 each. However, the most memorable presents, such as signed posters, often cost nothing at all. It is also nice to buy joint presents, such as a box of chocolates, for all the cast and crew.

Finally, make sure everyone knows how to get home after the party and have taxi numbers to hand. Also try and make sure that people who have to get back via the Downs, St. Paul's or other notorious areas know someone else they can share a taxi or walk back with.

Show Follow Ups

Even if people have already got copies of the show video or DVD, it’s often quite nice to hire a television in the union and reunite the cast for a show video night.

Reunions are a great way of seeing people again after the show run has finished, as most people spend time catching up with friends, work or doing other activities in the weeks after the show. This is also a good time to start looking out for potential directors or producers for future productions.