7 - Performance

Performance

Active Roles

The following roles are most active in this phase. Each role’s specific tasks live in their own doc’s By Phase section, and the orientation paragraph for each role × phase lives in Phase Overviews.

Stage Manager · Assistant Stage Manager · Director · Production Manager · Technical Director · Box Office Manager · Front of House · Culture & Community Coordinator · Apparel and Vinyl Production Coordinator

Place Holder/INCOMPLETE - Working Draft

Introduction

The Performance Phase represents the culmination of months of preparation—the moment when our collective artistic vision meets its audience. While technical rehearsals may be where the production’s elements come together, it is during performances that the true magic of theater happens. Each show is both the realization of our creative goals and a unique, living experience shared between performers and audience.

This phase demands a delicate balance of consistency and adaptability. We strive to maintain the integrity of the production while responding to the unique energy of each audience and the growth of our young performers throughout the run. The systems and procedures outlined in this guide serve as a framework for excellence, allowing both artistic achievement and educational development to flourish.

“Theater is the art form of the present: it exists only in the present, and then it’s gone.” — Simon McBurney

Performance Reports

Performance reports provide essential documentation of each show, capturing both artistic execution and logistical details that help maintain production quality throughout the run. These reports serve as both historical record and practical tool for addressing issues between performances.

Purpose and Value

Performance reports fulfill multiple vital functions:

• Document attendance figures and house size

• Track technical execution and identify issues

• Record timing of acts and intermissions

• Note performance variations and actor development

• Identify safety concerns or incidents

• Register audience reception and response

• Preserve institutional knowledge for future productions

Report Structure

Each performance report should include:

Header Information:

• Production title and performance number

• Date and time

• House count (tickets sold vs. attendance)

• Stage Manager name and contact information

Performance Details:

• House open time

• Act timing (start/end times for each act and intermission)

• Total running time

• Significant variations from established timing

Performance Notes:

• Actor performance highlights or concerns

• Technical execution notes

• Missed or modified cues

• Understudies or swing performers utilized

• Young artist development observations

• Audience response

Technical Notes (By Department if needed):

• Sets: Any movement issues, damage, or repairs needed

• Lights: Instrument failures, timing issues, or adjustments

• Sound: Microphone issues, balance problems, or equipment failures

• Costumes: Damage, missing pieces, or required maintenance

• Props: Breakage, missing items, or replacements needed

Front of House Notes:

• Audience behavior or issues

• Lobby display condition

• Merchandise or concession information

• Accessibility accommodations utilized

• Audience feedback received

Incidents or Concerns:

• Safety issues or accidents

• Medical incidents

• Building issues (HVAC, plumbing, etc.)

• Security concerns

Next Performance Preparation:

• Items requiring attention before the next show

• Specific check-in needs

• Repairs or replacements required

Distribution and Timing:

• Complete report as soon as possible after performance

• Distribute to the appropriate personnel: Director, Creative, producer, Production Manager, and Artistic Director.

• Highlight urgent issues requiring immediate attention and ensure the specific department head is aware.

• Store in Google Drive in the appropriate production folder for documentation

Front of House Procedures

Front of House represents the critical first impression for our audiences and serves as the bridge between the technical/artistic elements of production and the audience experience. Effective Front of House management contributes significantly to the overall success of our productions.

Staffing and Roles

House Manager:

• Oversees all Front of House operations

• Coordinates with Stage Manager on timing

• Supervises volunteer ushers

• Handles customer service issues

• Ensures accessibility accommodations

• Responsible for lobby and house appearance

Box Office Manager:

• Manages ticket sales and distribution

• Handles will-call tickets

• Processes ticket exchanges or issues

• Tracks attendance figures

• Maintains accurate financial records

Volunteer Ushers:

• Distribute programs

• Guide patrons to seats

• Assist patrons with special needs

• Monitor audience during performance

• Support concessions sales when appropriate

Merchandise/Concessions Staff:

• Set up and maintain merchandise displays

• Process sales

• Maintain inventory records

• Handle cash management

Pre-Performance Procedures

Setup (Minimum 90 Minutes Before House Open):

• Post signage for parking, entrances, and accessibility

• Prepare lobby displays and promotional materials

• Set up box office operations

• Arrange concessions and merchandise areas

• Test audience communication systems (lobby announcements)

• Verify restroom cleanliness and supplies

• Conduct usher training/briefing

• Check house seating for cleanliness and safety

Box Office Operations (Opens 60 Minutes Before Curtain):

• Set up ticket scanners or check-in systems

• Organize will-call tickets alphabetically

• Prepare cash handling systems

• Brief box office volunteers on policies

House Manager and Stage Manager Meeting (45 Minutes Before House Open):

• Confirm timing for house open

• Review any special circumstances for the performance

• Discuss any accessibility needs or special seating

• Establish communication protocol for the performance

Final Checks (30 Minutes Before House Open):

• Temperature adjustment in audience areas

• Verify all ushers are in position

• Confirm programs are ready for distribution

• Test emergency systems if required

• Brief ushers on any special circumstances or needs

During-Performance Procedures

House Opening (Typically 30 Minutes Before Curtain):

• Stage Manager notifies House Manager when house is ready to open

• House Manager directs ushers to open doors

• Begin patron seating and program distribution

• Monitor lobby noise levels

• Address any seating issues promptly

Late Seating Policy:

• Determine appropriate late seating moments with Director and Stage Manager

• Brief ushers on late seating protocol

• Designate holding area for late arrivals

• Establish communication system for seating late patrons

Intermission Management:

• Coordinate start of intermission with Stage Manager

• Direct ushers to assist with restroom and concession traffic flow

• Make any necessary announcements

• Monitor intermission timing

• Notify patrons when intermission is ending (typically 3 and 1 minute warnings)

Emergency Procedures:

• Develop clear protocols for medical emergencies

• Train ushers on evacuation procedures

• Establish communication system for alerting Stage Manager to audience issues

• Maintain access to first aid supplies

• Document any incidents thoroughly

Post-Performance Procedures

Audience Exit:

• Station ushers at exits

• Direct traffic flow to reduce congestion

• Collect any reusable programs

• Monitor lost and found items

Venue Inspection:

• Check all audience areas for left items

• Note any facility issues requiring attention

• Verify all audience members have exited

• Secure front of house areas

Box Office Reconciliation:

• Count and verify all cash/payments

• Reconcile ticket counts

• Record complimentary tickets utilized

• Document final attendance figures for performance report

Front of House Report:

• Complete detailed report of audience size and demographics

• Note any patron issues or concerns

• Document any facility problems

• Record concession/merchandise sales

• Share specific audience feedback

Stage Management and Front of House Communication

Clear communication between Stage Management and Front of House is essential for a smooth, cohesive audience experience. Establishing reliable systems for this communication ensures consistent production quality and allows for appropriate responses to any issues that arise.

Communication Systems

Pre-Performance Meeting:

• Schedule a brief meeting 45 minutes before house open

• Review timing for the specific performance

• Discuss any production changes or special circumstances

• Confirm communication methods and protocol

• Share any known audience needs or special groups

Physical Tools:

• Dedicated production radios/headsets for Stage Manager and House Manager

• Backup communication method (cell phones, intercom, or runner)

• Designated meeting point for in-person communication

• Shared digital resources (performance documents accessible to both teams)

Timing Protocols:

House Open Communication:

• Stage Manager confirms with Assistant SM or crew head that house is ready to open

• Stage Manager communicates “clear for house open” to House Manager

• House Manager acknowledges and confirms house opening

• House Manager notifies Stage Manager of any delays in opening

• House Manager updates Stage Manager on house capacity at 10-minute intervals

Pre-Show Timing:

• House Manager notifies Stage Manager when house is 50% full

• House Manager notifies Stage Manager when house is 80% full

• House Manager informs Stage Manager when late-arriving groups are expected

• Stage Manager provides 10-minute warning before show start to House Manager

• House Manager confirms house is ready or requests additional time if needed

• Stage Manager and House Manager coordinate final house announcements

• House Manager confirms when house is closed and ready for performance

Intermission Coordination:

• Stage Manager notifies House Manager of exact intermission length at beginning of show

• Stage Manager alerts House Manager 1 minute before intermission begins

• House Manager confirms intermission has begun

• House Manager provides regular updates on audience return (10, 5, and 3 minutes remaining)

• House Manager confirms when audience is seated and ready for Act 2

• Stage Manager acknowledges and begins second act

Emergency Communication:

• Establish clear emergency terminology and codes

• Create protocol for medical emergencies in the audience

• Develop system for handling disruptive patrons

• Plan for technical failures that impact audience (HVAC issues, power outages, etc.)

• Document communication procedures for understudies or show stops

Documentation and Follow-up

Joint Notes Process:

• Hold brief post-performance meeting between Stage Manager and House Manager

• Exchange relevant information for performance reports

• Document communication successes or breakdowns

• Suggest improvements to communication systems

• Adjust protocols as needed throughout the run

Digital Integration:

• Create shared access to performance reports

• Maintain joint issue tracking for recurring problems

• Develop solutions collaboratively when issues affect both departments

• Document decisions for future productions

Special Performances

Special performances enhance accessibility and create unique engagement opportunities, requiring additional coordination between Front of House and Stage Management. These performances reflect Encore’s commitment to inclusive theatrical experiences.

Types of Special Performances

Sensory-Friendly Performances:

• Modified technical elements (reduced sound levels, adjusted lighting)

• Relaxed house rules allowing movement and vocalization

• Designated quiet areas in lobby

• Specialized training for Front of House staff

• Visual story guides and preparation materials

ASL-Interpreted Performances:

• Reserved seating for Deaf/hard-of-hearing audience members

• Appropriate lighting for interpreters throughout show

• Interpreter introductions and acknowledgment

• Specialized programs with interpreter information

• Front of House staff with basic sign language skills when possible

Audio-Described Performances:

• Pre-show touch tours when appropriate

• Headset distribution and management

• Reserved seating for blind/low-vision patrons

• Specialized programs in accessible formats

• Training for Front of House staff on guiding techniques

Talkbacks and Educational Programs:

• Post-show discussions with creative team and cast

• Pre-show educational presentations

• Lobby displays with additional content

• Extended house access after performance

• Special materials distribution

Preparation and Planning

Pre-Production Planning:

• Schedule special performances early in production process

• Include in initial marketing materials

• Budget for additional resources and staffing

• Train all departments on expectations

• Develop specific modifications for each special performance type

Specialized Training:

• Provide training for Front of House staff on accessibility

• Prepare Stage Management for modified cues or timing

• Brief cast on expectations and audience differences

• Train volunteer ushers on specific accommodation techniques

• Develop sensitivity training for all staff

Communication Systems:

• Create detailed run sheets specific to each special performance

• Develop specialized communication protocols

• Schedule additional preparation time

• Plan for longer house open periods

• Establish clear responsibilities for all team members

Front of House Adaptations

Physical Space Adjustments:

• Create flexible seating options

• Designate quiet/calming spaces

• Adjust lobby layout for additional equipment

• Provide specialized signage

• Modify restroom accessibility if needed

Staffing Considerations:

• Increase volunteer usher presence

• Add specialized support staff when appropriate

• Position staff at strategic locations

• Brief all team members on specific protocols

• Identify staff with relevant language or communication skills

Audience Communication:

• Develop pre-show preparation materials

• Create specialized programs or inserts

• Establish clear expectations through announcements

• Provide advance communication to ticket holders

• Gather feedback specific to accessibility features

Post-Performance Assessment

Specialized Reporting:

• Document modifications and their effectiveness

• Record audience feedback specific to accessibility

• Note timing changes or adjustments

• Suggest improvements for future special performances

• Share insights across departments

Follow-up Actions:

• Connect with specialized audience members for feedback

• Revise procedures based on experience

• Document successful adaptations for future productions

• Schedule debriefing with all involved departments

• Update accessibility documentation

Cast and Crew Management

During the performance phase, maintaining the well-being and artistic growth of Encore’s young artists becomes a primary focus. Establishing clear expectations and supportive structures helps sustain production quality while continuing educational development.

Supervision and Support

Sign-In Procedures:

• Establish consistent call times (typically 90 minutes before curtain)

• Create clear sign-in sheet location and process

• Develop system for tracking late arrivals

• Assign responsibility for contacting missing performers

• Implement parent/guardian check-in protocol for youngest performers

Warm-Up Routines:

• Schedule physical and vocal warm-ups before each performance

• Maintain pre-show rituals that build ensemble

• Allow time for individual preparation

• Monitor energy levels and adjust accordingly

• Incorporate reflective practices as appropriate

Performance Notes:

• Establish protocol for giving notes between performances

• Focus on positive growth and development

• Address technical issues promptly

• Balance consistency with artistic development

• Document progress throughout the run

Educational Development:

• Continue learning opportunities during the run

• Schedule skill-building workshops when appropriate

• Provide regular feedback on artistic growth

• Encourage reflection on audience response

• Connect technical elements to learning objectives

Maintaining Production Quality

Performance Tracking:

• Document variations from established performance

• Note any missed cues or technical issues

• Track timing changes throughout the run

• Record audience response to specific moments

• Identify opportunities for refinement

Regular Check-Ins:

• Schedule brush-up rehearsals as needed

• Conduct brief notes sessions after performances

• Hold department check-ins for technical elements

• Maintain open communication about challenges

• Celebrate successes and improvements

Health and Safety:

• Monitor performer fatigue and energy levels

• Track any injuries or physical concerns

• Maintain proper hydration and nutrition

• Adjust performance elements when necessary for safety

• Document any incidents thoroughly

Managing the Run

Performance Milestones:

• Acknowledge opening night achievement

• Celebrate attendance milestones

• Recognize midpoint of run

• Prepare for closing performance emotionally

• Document growth from first to final performance

Schedule Management:

• Maintain clear production calendar

• Communicate any schedule changes promptly

• Coordinate with school and family obligations

• Balance performance demands with rest periods

• Adjust call times based on production needs

Parent/Guardian Relations:

• Maintain clear communication with families

• Establish pick-up and drop-off procedures

• Share performance highlights and achievements

• Address concerns promptly and professionally

• Include families in appropriate celebrations

Conclusion

The Performance Phase is where all our artistic and educational goals come to fruition—the moment when preparation meets purpose. Through consistent communication between Stage Management and Front of House, thoughtful audience engagement, and continued support of our young artists, we create theatrical experiences that resonate with both performers and patrons.

Remember that each performance is both an artistic achievement and a learning opportunity. The systems outlined in this guide serve to maintain production quality while fostering the growth that is central to Encore’s mission. By balancing technical precision with creative exploration, we honor both the art form and the developing artists who bring it to life.

As you navigate the Performance Phase, keep sight of the dual purpose that drives Encore’s work: creating theater of artistic excellence while nurturing the next generation of artists and audiences. The applause that greets our young performers each night is not just appreciation for their current achievement but encouragement for their continued artistic journey.

PRODUCTION FOLDER GUIDE for Encore

Related

• Box Office Manager

---

Status: Working · Portal: Team · Last reviewed: 2026-05-11 · Owner: Rhett