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«Call time Be ready to rehearse (including warmed up) at call time If something happens to make you late or missing, contact the stage manager BEFORE ...»

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Rehearsal and Production I

Rehearsal Expectations Handout

Call time

Be ready to rehearse (including warmed up) at call time

If something happens to make you late or missing, contact the stage manager

BEFORE your call time

Make sure you check the callboard, your e-mail, and your voice mail daily for


Rehearsal Etiquette

Arrive ready to work; make sure any personal needs have been attended to

Bring scripts and a pencil if you have been given one

Turn off cell phones and other personal electronic devices If you are not on stage, do not disrupt the rehearsal process If you need to step out for any reason, inform the stage manager Follow restrictions on eating and drinking in each rehearsal space (water is allowed everywhere in a closable bottle Keep track and care for costumes and props. Put everything away at the end of rehearsal. If something breaks, notify the stage manager Don’t bring valuable items to rehearsal; we cannot be responsible for anything lost or stolen Listen for (and respond to appropriately) places calls and other instructions

Rehearsal definitions:

Staging Rehearsals (Theatre) Staging rehearsals typically run from 7:30-10:30pm Sunday through Friday (except Wednesday) and involve the director, stage manager, and performers. The focus is on the work of the performers, including blocking, timing, and character development (among many other things). Crews are invited to watch the final run-through of the entire script.

Staging Rehearsals (Dance) Staging rehearsals typically run from 3:45-6:00pm Monday through Thursday in the dance studios and involve the choreographer and dancers. The focus is on the creation of the pieces and the refinement of the dancers’ movements.

Production Meetings All shows have between 1 and 5 weekly production meetings prior to the “tech” weekend. Production meetings are meant to provide updates on the progress of each technical area as well as work out logistical issues or changes that arise during rehearsals and build. (These are different from design meetings, where designers and directors collaborate to create the designs.) All designers, the director, the stage manager, the technical director, the propsmaster, and all faculty advisors attend these meetings.

Load-in Typically, the Wednesday of the week prior to opening night is devoted to preparing the space for the arrival of performers. The following day and night (one week before opening) are generally devoted to working out spacing on the stage (as well as videoing dance pieces for lighting designers).

Paper Tech This meeting involves the director/choreographer, stage manager, lighting and sound designers, and (occasionally) board operators. The goal of paper tech is to discuss the placement of sound and lighting cuesand for the stage manager to record them in the promptbook. These meetings usually occur a day or two before Tech Weekend begins.

Scene Shift Rehearsal As the name implies, this rehearsal focuses exclusively on shifting between scenes and includes the TD, set designer, stage manager, and all crew and cast involved in shifting scenery. This rehearsal will only occur if the TD, set designer, and stage manager determine that the shifts are of sufficient complexity to warrant time devoted exclusively to them. This rehearsal will usually be the first on the Saturday of Tech Weekend.

Sitzprobe (Musicals and Operas only) This rehearsal includes performers and integrates the orchestra for the first time.

Normally, this rehearsal will occur on the Saturday or Sunday of tech weekend and take place in the band rehearsal room or a similar venue to allow for technical notes to simultaneously proceed.

Cue-to-Cue (Q-to-Q) This rehearsal is the first integration of all technical elements (save costuming, though the designer may release pieces as available), focusing on lighting, sound, scenery, and major properties (especially furniture). All crew (save makeup, hair, and wardrobe) and performers are called. This will function as a “stop-and-go” rehearsal, with all action between cues skipped over. (Again, if the show or piece is simple enough, this rehearsal may be skipped for a full technical run.) This rehearsal usually occurs on the Saturday before opening.

Technical (Tech) Run This rehearsal incorporates all technical elements (often not including all costumes, though at Western we will include costumes by agreement between the lighting designer and the costume designer), including all action between cues. This is a “stop and go” as well if necessary, with the stage manager empowered to stop the rehearsal to fix problems with timing, major lighting cue issues, or other pieces that need to be run more than once. Wardrobe quick changes will be rehearsed as well. Performers should rehearse all blocking/spacing and lines correctly, but should not work full voice and character as these rehearsals often take many hours and generally will not focus on performing notes.

Dress Rehearsals These rehearsals begin the Monday before opening and incorporate all technical elements with all action. This includes integrating hair, makeup, and all costume pieces as well as all final props. As much as possible, each dress should become more and more like a performance, culminating in the treatment of Final Dress as if under full performance conditions. From first dress on, the cast and run crew should not be in the house at any time (save for the board ops and stage manager until the light board moves to the booth).

Performance The final element of our performances is added on Thursday nights, when the audience arrives. All mainstage performances begin at 8:00pm with the exception of Sunday matinees, which begin at 3:00pm. Any decision to hold the start time rests solely with the Stage Manager.

Photo Call Usually scheduled immediately prior to or immediately following one or more performances, photo call exists to give designers, choreographers, and directors the chance to record visual documentation of previously-determined moments of the production. The stage manager will treat this as a stop-and-go event informing the performers of the next moment and the necessary costume, set, and lighting changes.

Strike Strike is the process of dismantling scenery, salvaging materials, returning all costumes, props, and other stock to its storage location, and restoring the theatre to its original condition. On a show-by-show basis, the TD (Jeff) and faculty costume supervisor (Shura) will determine the necessary calls for cast and crew members for mainstage performances. Mainstage strikes usually occur the Wednesday following the final performance from 2-5pm and 7:30-10pm, though some strike activities may immediately follow said performance. For all Children’s, Studio, Autumn Dance, and special events (e.g. staged readings), strike will occur immediately following the final performance. All cast and crew will be called and remain until dismissed by the TD. (The TD will supervise all strikes.) Wardrobe Run Crew Guidelines Western Kentucky University Department of Theatre and Dance Objective The goal of wardrobe is to provide the services needed to keep garments clean and in good repair, maintain the artistic integrity of the costumes as they were designed, and to help create a positive work environment for the actors as well as fellow run crew members.

General Expectations Wardrobe, like all other crew areas, is expected to arrive on time, prepared to work, and wearing appropriate (conservative black) attire. For larger shows wardrobe crew may need to arrive before their scheduled call in order to complete all of their duties prior to the show. You should also do your best to not bring outside problems to the job so as not to add any additional stress to the lives of those around you. Everyone is very busy and will need to concentrate on their assigned duties. Try to remain positive and respect the work that the actors and other crew members are doing.

Wardrobe Positions

The wardrobe supervisor, also known as the wardrobe crew head, is responsible for all of the duties listed in the following section as well as many others. The wardrobe supervisor reports to the designer and shop manager prior to the show opening and to the stage manager during technical rehearsals and the run. Prior to technical rehearsals the

wardrobe supervisor must:

Read the script Determine, with the designer, what additional wardrobe crew will be needed, and make sure these positions are filled Attend production meetings as per the Stage Manager’s requests Attend at least one run-through, preferably the final one before tech Meet with the costume designer the week before tech to go over costume plot, actual costumes, quick changes, laundry needs, and any other concerns Set up the dressing room together with the make-up head Load in costumes to dressing rooms with the designer and wardrobe crew, and check-in against costume plot to make sure all costume pieces are present

In addition to regular crew duties during the run of the show, the supervisor:

Attends all tech week events including dress parades, tech in costume, dress rehearsals, quick change rehearsals, performances, and strike

–  –  –

Provides his or her crew with specific dressing and check-in assignments Works with the designer and shop staff to determine how laundry should be done and sets laundry schedules Posts costume trouble sheets and arranges with the crew or shop to do repairs Sets call times for the wardrobe crew at or before calls set by the stage manager and at least a half hour prior to actor calls Helps plan and orchestrate quick changes

–  –  –

Maintains communication with the costume designer, costume shop and stage management Is responsible for maintaining the integrity of the show as it was designed Wardrobe crew reports to the wardrobe supervisor during the run of the show, but also may need to report to the designer, shop supervisor, and stage management. The duties of all wardrobe crew members are listed in the following section.


In order to meet these goals the following duties must be performed on a daily basis:

Attendance at all technical rehearsals involving costumes, dress rehearsals, performances, and strike is required.

Check-in and Check-out lists must be completed before and after every performance including any technical rehearsal involving costumes.

Laundry must be done following every performance unless you are told otherwise by the designer of the show which you are working. Depending on the size of the show the shop may assist in completing laundry on weekdays.

Ironing and steaming should be completed as determined by the designer. The costume shop staff will make every effort to assist with this on weekdays, but it is ultimately the responsibility of the wardrobe crew to make sure it is completed for every show.

Wardrobe is responsible for repairs during the run of the show. The shop will assist with repairs on weekdays, but the wardrobe crew is responsible for bringing notes and affected garments to the shop and making sure the note was completed prior to the next show. On weekends it is the complete responsibility of the wardrobe crew to do repairs. If a major repair is needed which you are not able to do please contact Shura, Cassandra, or the designer of your show as early as possible so arrangements can be made to complete the necessary work.

The wardrobe crew must make sure all items needed during the show are preset prior to half hour. Wardrobe must be present during any quick changes for which assistance is needed. At all other times you must be available to help with dressing, emergency repairs, or other costume related needs of the actors.

Check-In / Check-Out

The check-in and check-out list is a comprehensive listing of every individual costume item used in a particular show. This list is usually created by the designer with the help of costume shop staff, but the wardrobe supervisor or crew may be required to assist him or her with this process. Every item is listed from larger items such as a dress or suit coat right down to items as small as a single ring. Small items cannot be overlooked or assumed to be there. Every item was specifically selected by the designer and must be present in order to maintain the integrity of the design.

The importance of check-in and check-out cannot be emphasized enough. This is the only way of knowing that every piece of a garment is in place and ready to wear.

Every item must be accounted for at the beginning and end of each performance including all technical rehearsals involving costumes. Check-in should be done immediately upon your arrival. If for any reason a costume item is missing it is far better to realize this two hours before the show instead of two minutes before or even during a quick change.

If an item is missing you should look for it. Most of the time you will find a “missing” article of clothing can be found in the costume shop, dressing rooms, backstage, the greenroom, or even on the stage. If the missing article still isn’t found you should first determine if it is something easily replaced such as black socks or a handkerchief If you can replace this type of item please do so. If a substitution is made you should notify the designer as soon as possible so he or she can make any desired adjustments prior to the next performance. If the missing item is a major piece or very specific to the character you should contact the designer immediately to find out how you should handle the situation. All of this takes time which is why it is so important to do check-in immediately upon arrival.

You will be given the costume check-in sheets early in the tech process. You should take the time to review these and familiarize yourself with each costume, especially if you will be using it for a quick change- remember that knowing where various snaps and buttons are can help a great deal when you are doing a change for the first time in the dark.

Laundry For the majority of shows laundry must be done following every performance.

The Department of Theatre and Dance has access to one washing machine and two dryers which are located in the craft room of the costume shop in room 307 of Ivan Wilson.

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