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How do you prevent pre-show check errors from happening in the first place?

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As a stage manager, you know how important it is to make sure everything is ready for the show. You have to check the props, the costumes, the lights, the sound, the cues, and the actors. But sometimes, despite your best efforts, you might miss something or make a mistake that could affect the performance. How do you prevent pre-show check errors from happening in the first place? Here are some tips to help you avoid common pitfalls and ensure a smooth show.

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1 Plan ahead

One of the best ways to prevent errors is to plan ahead and anticipate potential problems. Before the rehearsal process begins, create a detailed pre-show checklist that covers all the aspects of the production. Review it with the director, the designers, and the crew, and make sure everyone knows their responsibilities and expectations. Update the checklist as needed throughout the rehearsal period, and keep a copy in your prompt book and backstage.

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Kevin Duong

Operations, Marketing, IT and AV Support
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Identifying where the highest potential points for failure are with your crew and making sure they're best equipped to be able to respond quickly if problems arise can't be understated. This is no place to be ambitious — use what's available (facility and human resources) sensibly, e.g. if you have three others on site but one's running sound at FOH, anything involving four sets of hands is absolutely last resort. A show is never perfect, but giving yourself the security to fail safely takes such a mental load off of a show.

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2 Communicate clearly

Another key factor in preventing errors is to communicate clearly and regularly with everyone involved in the show. Use a reliable communication system, such as a headset, a walkie-talkie, or a phone, to stay in touch with your crew and your actors. Confirm every action and cue with them before and during the show. If you encounter any changes, issues, or emergencies, inform them as soon as possible and find a solution together. Be respectful, polite, and professional in your communication, and avoid any confusion or conflict.

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3 Delegate wisely

As a stage manager, you have a lot of tasks and responsibilities, but you don't have to do everything by yourself. You can delegate some of the pre-show checks to your assistant stage managers, your stagehands, or your props master. Make sure they are trained and qualified to handle their assigned duties, and supervise them closely. Give them clear instructions and feedback, and trust them to do their jobs well. By delegating wisely, you can save time and energy, and reduce the risk of errors.

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4 Double-check everything

Even if you have planned ahead, communicated clearly, and delegated wisely, you still need to double-check everything before the show starts. Go over your pre-show checklist one more time, and make sure nothing is missing or incorrect. Check the props, the costumes, the lights, the sound, the cues, and the actors again, and verify that they are all in place and working properly. If you find any errors, fix them immediately or report them to the appropriate person. By double-checking everything, you can catch any mistakes before they become problems.

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Claire Hartley

Wardrobe Manager at People Places & Things
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It is the responsibility of each department to check their equipment and set-up and report back to stage management that they they are either show ready or there is a potential problem. Stage management should be the central hub of communication but cannot and should not be checking other departments pre-sets. That being said, everyone working backstage should have some awareness of what goes on around them and should speak to stage management (as the central hub of communication) if there is something missing or in the wrong place.

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5 Learn from mistakes

Finally, if you do make a mistake or encounter an error during the show, don't panic or blame yourself. Instead, learn from it and try to prevent it from happening again. After the show, review what went wrong and why, and how you handled it. Analyze what you could have done differently or better, and what you can improve for the next show. Share your feedback and suggestions with your team, and listen to theirs. By learning from mistakes, you can grow as a stage manager and enhance your skills.

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Ben Cohen

Entertainment Technician at Walt Disney World | Aspiring Themed Entertainment Producer
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One thing I've found helpful is to reflect on what went wrong in the show report and come up with ideas as to how to modify the pre-show process to avoid errors like the error that occurred again. Sometimes, it may even mean adding another item to your or another team's pre-show checklist. It's important to remember that you might notice places for errors during the show's run that you didn't notice at rehearsals.

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Kevin Duong

Operations, Marketing, IT and AV Support
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Continuing on the topic of post-mortems, if your crew clicks and starts running like greased lightnin' over a few shows, it's a really good sign to look for upskilling or process improvement opportunities.

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6 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?

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J R

Bespoke Master Carpenter at JR&V Boat restorers
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Trust Stage management don’t and can’t possibly check everything, all the other departments are responsible for checking that all the systems are functional from their point of view, perhaps like a space launch the clearance is given to stage management in the handover at the house open meeting, anything that is different about this particular show gets discussed then, sometimes a problem comes to light much earlier and not resolved until after the billed start time, if at all. We all know that the show could go off piste at anytime for a staggering array of unforeseeable reasons, everyone involved in making the show happen will spring into action to fix any problem they can. That is often when show staff have the chance to shine.

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How do you prevent pre-show check errors from happening in the first place?

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1 Plan ahead

2 Communicate clearly

3 Delegate wisely

4 Double-check everything

5 Learn from mistakes

6 Here’s what else to consider

Stage Management

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