How do you create and maintain a stage management binder for a theatrical production?

1 Choose a binder

The first step is to choose a suitable binder for your stage management needs. You want a binder that is durable, spacious, and easy to access. A three-ring binder with a zipper closure is a good option, as it can hold a lot of pages and protect them from damage. You can also customize the cover and spine of the binder with labels or stickers to identify the show and your role. Make sure you have enough tabs or dividers to organize the sections of your binder.

2 Gather the materials

The next step is to gather the materials needed to fill your binder. This may vary based on the type and size of your production, but typically includes a contact sheet for cast, crew, and creative team members; a rehearsal schedule; a script with cues and notes; a blocking script for actors' movement and stage directions; a props list; a costume list with laundry instructions; a set list; a lighting plot; a sound plot; a run sheet for tasks and transitions during the show; a report template for post-rehearsal and performance reports; and any other documents or forms relevant to your production, such as safety guidelines or feedback forms.

3 Organize the sections

The third step is to organize the sections of your binder for maximum convenience. You can use tabs or dividers to separate the sections and label them clearly, perhaps using color-coding, highlighting, or stickers to make the sections more visible. Arrange the sections in a logical and practical order, such as a contact sheet, rehearsal schedule, script, blocking script, props list, costume list, set list, lighting plot, sound plot, run sheet, report template, and other documents. This way you can easily access all the information you need for your production.

4 Update the binder

The fourth step is to update the binder regularly throughout the rehearsal and performance process. You should keep track of any changes, additions, or deletions that occur in the script, blocking, props, costumes, set, lighting, sound, or run sheet, and mark them clearly in your binder. You should also write and file the reports after each rehearsal and performance, and communicate any important information or issues to the cast, crew, and creative team. You should review your binder before each rehearsal and performance, and make sure it is accurate and complete.

5 Maintain the binder

The fifth step is to maintain the binder in a good condition and secure location. You should protect your binder from water, dust, or damage, and store it in a safe and accessible place. You should also backup your binder electronically, by scanning, copying, or photographing the pages and saving them on a cloud service or a flash drive. You should also have a spare binder with a copy of the essential documents in case of emergency or loss. You should respect the confidentiality and privacy of your binder, and only share it with authorized people.

6 Use the binder

The final step is to use the binder effectively and efficiently during the rehearsal and performance process. You should have your binder with you at all times, and refer to it whenever you need to. You should use your binder as a guide, a reference, and a record of your stage management work. You should also use your binder as a tool for communication, collaboration, and problem-solving with the cast, crew, and creative team. You should use your binder as a source of pride, professionalism, and passion for your theatrical production.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?