Property Managers
BEMIDJI COMMUNITY THEATRE
INFORMATION FOR PROPERTIES MANAGERS
This document seems intimidating,
but at least thirteen members of BCT have carried out these responsibilities and survived.
August 27, 2000
GENERAL DESCRIPTION
You will serve two primary duties in most productions staged by BCT: -
• Finding the stuff needed, taking care of it, and then returning it to where it came from.
• Managing the ‘flow" of these items during each rehearsal and performance
BIGGEST PROBLEMS FACED BY PREVIOUS PROPERTIES MANAGERS
Defining clearly just which items are "props" and which items are "scenery"
When the "left hand" does not know what the "right hand" is going to do.
Items which are discovered to be mis-placed; - immediately before they are needed to go on-stage.
GETTING STARTED
Get started at the same time as rehearsals begin. It will take time to locate a few troublesome items.
Agree with the Director on what props are needed
• Director makes a list
• You read the script and make your own list
Discuss with Director what approximations or substitutions will suffice, instead of "real" items
Agree on what will look appropriate
You get a mental picture about how various items and various relationships need to work
FINDING THE STUFF YOU NEED
Continually mention your problems to everyone you meet
Use your imagination to ferret out "where the antiques are buried"
The Paul Bunyan Playhouse, The University Theater Dept, and even BCT, have props in storage
Strike a balance between what you can best provide, and what each actor can best supply for themselves (example: when each member of a chorus needed both a red rose and a white
handkerchief, the Mgr provided 18 paper roses, but each person furnished their own kerchief)
THE BEGINNINGS OF RESPONSIBILITY
Make a list of every item and how it must be returned to the donor
• Note any "conditions" or rules which apply to its use
• Note which actor (if any) is responsible for carrying it off-stage
(so you know who to ask if it turns up missing)
Agree with the editor of the printed program booklets about acknowledging various items .
• Many items do not need any acknowledgement
• When acknowledgement is appropriate, we usually just mention the name of the donor,
and don’t mention the item
• The specific item is mentioned: when the ‘deal’ with the donor requires it, or when the item is
especially big in size, big in necessity to the show, big in $$ value, or big in quantity.
Items which are acquired after the program has gone to the printer can be acknowledged by a nice sign
in the lobby.
WHEN ARE THINGS NEEDED ??
Hand props should be available to the actors two weeks before opening, so the actors can become
familiar with handling these items
Large "set pieces" are needed as soon as the stage settings are constructed, so actors can learn to
move around them comfortably.
page two INFORMATION FOR PROPS MANAGERS
MORE RESPONSIBILITIES
Items must be kept safe from harm in spite of make-shift or temporary rehearsal conditions
Constantly emphasize accountability and responsibility to actors and production staff
Be always on guard against people who don’t actually need to touch various items, but are "just messing around" with the props. Things get misplaced or damaged by unnecessary handling.
Items which are especially valuable must get the protection which they deserve. Kids (and adults) can
be both thoughtless and careless. Once damage has been done, it is too late for corrective action.
COORDINATING WITH THE PEOPLE WITH WHOM YOU’LL BE WORKING
These are the Stage manager, the Running Crew, your assistants, and the actors
If there is trouble coordinating, talk to your Production Manager.
Stage manager:
You need to come to detailed agreement as to who is responsible for what, and who is in charge of
what. An appropriate division of labor is based upon what works out the easiest, and upon your
two personalities, and your two views as to what is appropriate.
Running Crew:
Make careful notes describing each action which must be carried out during a scene change.
Make a plan of the floor at each change of scene, showing what comes off, what gets relocated, and
what gets put out for the new scene. The Running Crew can use "spike tape" to mark the stage.
Show which entrances and exits will be used.
Agree upon which person will carry-out which needed action, and a practical sequence.
Your assistants:
Agree upon who will have each specific responsibility. There is no-one named "somebody".
Actors:
Make notes to show which entrance and exit will be used by each actor who is carrying a
hand-prop onto or off of the stage. Then you can have these items where they are needed.
Threaten actors with instant death (or instant pregnancy, which ever seems more distasteful)
if they misplace a prop
BACKSTAGE PROP TABLE(S)
You (or a thoroughly trustworthy assistant) need to be at each performance
Tables can be supervised during the performance by yourself, your assistants, or by the Running Crew
Sometimes it is useful to mark-out and label the location of each prop on its table
(helps actors find them quickly, & helps you take inventory before and after the performance)
Before each performance:
Both you (using your check-list); - and each actor; - must check the prop tables (and the actors pockets) to insure that all items are ready. But tell the actors "don’t touch anything on the tables"
After each performance:
Items must be returned to an appropriate place after each use. Agree beforehand on who is responsible
You keep track of important items which are owned and/or are carried by individual actors
Use a list to be sure that everything is ready (proper location AND in good repair) for tomorrow night
Accost actors in their dressing rooms (quickly, before they leave) to locate missing items
Items requiring special security need to be safely stored away overnight.
CLOSING NIGHT
You’ll need to work out a plan to administrate the return of all props back to where they came from
Instruct actors and production crew to gather up props they personally furnished, and get them out to
their cars quickly after the audience departs.
Empty the stage, backstage, and dressing rooms of all "props" that same night. Don’t leave anything
to be removed from the theater "later". (unless it is raining and items which will be damaged
must be transported on an open truck)
Promptly return borrowed items to their donors. Discuss any possible damage.
Send thank-you notes when it’s appropriate.
BREAK A LEG !!