Encore A–Z

Stage Manager

13 min read

Stage Manager

At a Glance

Position Overview

The Stage Manager serves as the crucial bridge between artistic vision and practical execution of a theatrical production. At Encore, this role carries added significance — you also function as a guide and mentor to young artists navigating the theatrical process. Organizational expertise, clear communication, and calm demeanor are the foundation the entire production builds on.

“The Stage Manager is the hub of the wheel. All information flows through them, and they keep the production moving forward smoothly and safely.”

As Stage Manager you coordinate between all departments, maintain comprehensive documentation, facilitate effective communication, and ensure that both the production process and the final performances achieve excellence — while modeling theatrical professionalism for young artists.

Key Responsibilities

  • Communication Hub — Be the conduit for information among the Director, creative team, designers, Production Manager, cast, and crew. See PM and TD Collaboration for how the PM/TD/SM trio divides work.
  • Documentation — Build and maintain the Show Bible (your prompt book), rehearsal reports, daily calls, performance reports, and the suite of tracking documents.
  • Rehearsal Management — Run the rehearsal room — schedule, sign-in, attendance, blocking notation, props and costume tracking, transitions.
  • Calling the Show — Build the cue list, run paper tech, call cues during performance.
  • Cast Mentorship — Coordinate the Assistant Stage Manager and Production Assistant young-artist pathway. Model professionalism for the whole cast.
  • Safety and Compliance — Enforce safety procedures, sign-in/sign-out, and emergency protocols. The SM is the front line for cast safety.

Qualifications

Essential

  • Strong organizational skills — able to hold the whole production in mind across departments.
  • Excellent communication, written and verbal.
  • Comfort with Google Drive / Docs / Sheets and standard SM documentation.
  • Calm under pressure; steady presence in a high-tempo environment.
  • Familiarity with theatrical production process and language. See Production Glossary and Encore Script Notation.

Preferred

  • Prior stage management experience, especially in musical theater or educational theater.
  • Experience working with young artists.
  • Familiarity with Encore’s Production Bible framework.

Personal Qualities

  • Steadiness — your composure sets the room’s temperature.
  • Mentorship — generous with the young ASMs and PAs learning alongside you.
  • Detail Orientation — small misses compound; SMs catch them early.
  • Heart Over Art — committed to the growth of every young artist. See Ten Commandments.

Working Conditions

  • Commitment: Roughly 3–4 months per production, from initial planning through closing.
  • Schedule: Evenings and weekends for rehearsals; daily during tech week; every performance.
  • Environment: Rehearsal rooms, the performance venue, and Google Drive. Production meetings monthly (and as needed).
  • Reports to: Production Manager (operationally) / Director (artistically).
  • Compensation: Milestone-based per Payment Structure.

Success Measures

  • A Show Bible complete, accurate, and usable by a substitute SM if needed.
  • Rehearsal reports out within 24 hours of every rehearsal.
  • A clean, safe rehearsal room and venue — sign-in procedures honored, attendance tracked, safety enforced.
  • A show called with confidence and consistency — cues land, calls go out clearly.
  • An ASM who’s grown in the role and is ready for more responsibility next time.

Building Your Stage Management Kit

Every Stage Manager should maintain a personal kit with essential tools. For Encore productions, consider including:

  • First aid supplies
  • Tape (spike tape, glow tape, gaff tape)
  • Basic tools (screwdriver, pliers, scissors)
  • Stationery supplies (pens, highlighters, Post-it notes)
  • Safety pins, sewing kit
  • Flashlight
  • Phone charger
  • Blank forms and schedules
  • Copies of emergency procedures
  • Extra scripts/scores

Working with Young Artists

Stage managing for Encore involves educational responsibilities beyond typical production management. Consider these approaches:

Creating a Positive Learning Environment

  • Set clear expectations while remaining approachable
  • Explain the “why” behind theater protocols
  • Model professional behavior consistently
  • Celebrate progress and growth
  • Address challenges with kindness and clarity

Age-Appropriate Management

For younger performers:

  • Use simple, concrete instructions
  • Provide more frequent breaks
  • Incorporate structured activities during downtime
  • Recognize shorter attention spans

For teen performers:

  • Offer more detailed explanations of theatrical processes
  • Involve them in problem-solving when appropriate
  • Acknowledge their growing professionalism
  • Provide opportunities for leadership in appropriate contexts

Safety and Supervision

  • Know and enforce all safety policies
  • Ensure appropriate supervision at all times
  • Be vigilant about sign-in and sign-out procedures
  • Maintain clear communication with parents/guardians
  • Know how to access emergency information quickly

By Phase

Inception

Welcome to the Encore fam! Be sure to complete your onboarding items below — we look forward to building an incredible show that builds life skills through stage skills for young artists.

Onboarding (one-time when a new SM joins Encore)

  • Complete child safety training.
  • Submit background check.
  • Submit W-9.
  • Sign and return contract.
  • Complete onboarding process.

Initial Production Work

Stage Manager involvement is otherwise light in this phase but the foundation is being set.

  • If already on staff, attend early planning conversations and begin to understand the show’s logistical shape.
  • If new to the role, complete handover and orientation with the Production Stage Manager or Production Manager.
  • Attend the onboarding meeting with the full production team.

See 1 - Inception for the phase overview.

Pre-Production

Your involvement begins early in the production process, working closely with the Production Manager and Director to establish the organizational infrastructure that will support the entire production.

Documentation Systems

Google Drive Setup:

  • Familiarize yourself with the Encore Google Drive structure as established by the Production Manager
  • Create and organize folders for:
    • Rehearsal reports
    • Daily calls
    • Performance reports
    • Contact information
    • Blocking/choreography notation
    • Tracking documents

Template Creation:

Develop standardized templates for:

  • Rehearsal reports
  • Daily call sheets
  • Performance reports
  • Sign-in sheets
  • Prop tracking
  • Costume tracking
  • Scene breakdowns
  • Character/actor tracking

Important: Consistent documentation is essential for continuity throughout the production process. Your templates should be comprehensive yet clear, allowing information to be quickly referenced by all departments.

Production Meetings

Attend all production meetings, taking detailed notes on:

  • Design decisions that impact rehearsals or performance
  • Timeline adjustments
  • Budget considerations affecting production elements
  • Department-specific needs and concerns

After each meeting:

  • Document key decisions in the appropriate Google Drive location
  • Follow up on any action items assigned to stage management
  • Communicate relevant information to appropriate team members

Audition Preparation

Work with the Director, Music Director, and Choreographer to prepare for auditions:

Audition Forms:

Create comprehensive audition forms that capture:

  • Contact information for both young artists and parents/guardians
  • Height, age, vocal type
  • Previous experience
  • Conflicts with the rehearsal/performance schedule
  • Role preferences
  • Space for creative team notes
  • Signature areas confirming schedule review

Audition Schedule:

Develop a detailed audition schedule that allows adequate time for:

  • Initial vocal auditions
  • Dance/movement components
  • Acting sides
  • Team deliberation between sessions

Materials Organization:

  • Create an efficient system for managing audition materials
  • Prepare audition packets (audition form stapled over resume and headshot)
  • Develop a numbering system for tracking auditionees
  • Organize sign-in procedures

Casting

During the casting phase, your organizational skills become invaluable as you help the creative team navigate the audition and callback process.

Audition Management

Set up the audition space with:

  • Sign-in table
  • Waiting area
  • Clear directional signage
  • Water and basic amenities

Additional responsibilities:

  • Manage the flow of auditionees
  • Collect and organize audition forms
  • Keep the schedule running on time
  • Facilitate smooth transitions between different audition components

Callback Organization

Create digital callback folders with:

  • Character names and descriptions
  • Callback scenes/sides
  • Musical selections with guide tracks
  • Choreography videos or notation

Process management:

  • Ensure all candidates receive their callback materials 3–5 days before callbacks
  • Organize the callback schedule based on:
    • Roles being considered
    • Material to be reviewed
    • Group chemistry evaluations
  • Prepare a system for documenting callback performances

Cast List Preparation

  • Assist the Director in compiling the final cast list
  • Prepare email templates for role offers
  • Develop tracking systems for acceptance confirmations
  • Create a consolidated contact sheet once casting is confirmed
  • Begin developing character/scene breakdown based on final casting

Rehearsals

The rehearsal phase represents the core of your daily responsibilities. Your systems and procedures here will determine the smoothness of the entire production process.

First Rehearsal / Launch Day (parent meeting)

Preparation:

Create welcome packets for cast members, including:

  • Complete rehearsal/performance schedule
  • Contact information for the production team
  • Theater and rehearsal space policies
  • Parent/guardian involvement expectations
  • Rehearsal room etiquette guidelines

Launch Day (parent meeting) Management:

  • Assist the Director and Production Manager in running Launch Day — see Parent Meeting Outline for the parent-meeting portion’s agenda
  • Collect signed contracts and contact information
  • Address scheduling questions
  • Establish communication protocols

Design Presentations:

  • Coordinate with designers for their presentations to the cast
  • Ensure visual materials (renderings, mood boards, etc.) remain accessible in the rehearsal room
  • Document any design adjustments that arise from these presentations

Rehearsal Reports

After each rehearsal, create detailed reports that include:

  • Date, time, and location
  • Scenes/numbers rehearsed
  • Absent or late cast members
  • Items accomplished
  • Challenges encountered
  • Requests or needs for:
    • Set pieces/furniture
    • Props
    • Costumes
    • Sound/music
    • Lighting discussions
  • Questions for specific departments
  • Next rehearsal plan

Important: Distribute rehearsal reports promptly (within 24 hours) to all department heads. These reports serve as the primary communication tool between rehearsals and production elements.

Blocking and Choreography Notation

Develop a clear system for documenting:

  • Actor movements and positions
  • Dance choreography
  • Scene transitions
  • Furniture and set piece placements
  • Prop handoffs and tracking

Consider using:

  • Digital notation with shareable diagrams
  • Color-coding systems for different characters
  • Consistent symbols and abbreviations
  • Video recording for complex sequences (with appropriate permissions)

See Encore Script Notation for the standard symbols used at Encore.

Tracking Systems

Create and maintain comprehensive tracking documents for:

Props:

  • Which character uses each prop
  • Where props enter and exit
  • Who is responsible for prop handoffs
  • Where props are stored between uses
  • Special handling requirements

Costumes:

  • Complete costume plots by character
  • Quick change requirements and timing
  • Costume maintenance needs
  • Accessory tracking

Scenes:

  • Which characters appear in each scene
  • Set configurations for each scene
  • Transition requirements between scenes
  • Special technical elements by scene

A recommended template for character scene breakdowns can be found HERE.

Communication

Daily Calls:

Prepare and distribute call sheets for the next rehearsal at least 24 hours in advance, including:

  • Call times
  • Scenes/numbers being rehearsed
  • Specific cast members needed
  • Special requirements (clothing, shoes, etc.)
  • Items to bring or prepare

Conflicts and Attendance:

  • Maintain an updated conflict calendar
  • Track attendance diligently
  • Communicate attendance issues promptly to the Director and Production Manager
  • Help develop solutions for unavoidable conflicts

Pre-Tech

The transition from rehearsal room to theater space requires careful preparation and coordination.

The Show Bible Preparation

Your prompt book or “show Bible” should be completely prepared before technical rehearsals begin. For detailed guidance on creating a comprehensive show Bible, refer to Show Bible.

Note: The show Bible preparation is one of your most critical pre-tech responsibilities, as this document will serve as the definitive reference for all aspects of the production during technical rehearsals and performances.

Paper Tech

Coordinate and participate in paper tech meetings with:

During paper tech:

  • Walk through the show cue by cue
  • Establish precise cue placement
  • Determine appropriate timing for each cue
  • Create a unified cueing language
  • Identify potentially challenging sequences

Theater Space Preparation

Before actors enter the theater:

  • Conduct a safety walk-through with the Production Manager
  • Establish backstage traffic patterns
  • Create a sign-in station
  • Set up rehearsal furniture and props
  • Prepare quick-change areas
  • Establish communication systems between:

Technical Rehearsals

Technical rehearsals introduce all production elements, requiring attentive coordination and clear communication.

Calling the Show

  • Develop a consistent, clear calling style
  • Establish standard phrasing for different types of cues
  • Practice timing with board operators during dry tech
  • Call cues confidently but calmly
  • Maintain focus during complex sequences

Technical Issue Management

  • Document technical problems as they arise
  • Categorize issues by department
  • Track solutions and implementation
  • Communicate technical notes clearly after each rehearsal
  • Facilitate problem-solving between departments

Supporting Young Artists

Technical rehearsals can be particularly challenging for young performers. Help them navigate this process by:

  • Explaining technical procedures before they begin
  • Creating a positive, encouraging atmosphere
  • Acknowledging their patience during holds
  • Providing clear instructions about safety
  • Offering age-appropriate activities during long technical sequences
  • Maintaining consistent expectations about professionalism

Performance

Once performances begin, your role shifts to maintaining consistency and managing the interface between backstage and front of house.

Front of House Coordination

Establish clear procedures for:

  • House opening
  • Late seating
  • Intermission timing
  • Emergency protocols
  • Accessibility accommodations

Create communication systems with the House Manager regarding:

  • Performance start times
  • Intermission length
  • Any performance delays or issues
  • Special announcements

Performance Reports

After each performance, create detailed reports including:

  • Performance date and time
  • House count
  • Running time (overall and by act)
  • Technical elements that varied from established patterns
  • Actor or technical issues encountered
  • Audience response
  • Any incidents or emergencies
  • Notes for items to fix or replenish (sets, costume, perishable props, etc.)
  • Notes for future performances

Maintaining Show Consistency

Throughout the run:

  • Hold brush-up rehearsals as needed
  • Give performance notes that maintain the Director’s vision
  • Address any technical inconsistencies
  • Monitor safety procedures
  • Maintain the energy and focus of the company
  • Enforce backstage protocols

Post-Production

Your responsibilities continue through strike and the completion of all production documentation.

Strike Management

  • Create a detailed strike plan in advance
  • Assign specific responsibilities to cast and crew
  • Ensure all borrowed or rented items are properly handled
  • Maintain safety protocols throughout strike
  • Document the condition of the theater post-strike

Documentation Archiving

  • Organize all production paperwork for archiving
  • Ensure digital files are properly named and stored
  • Create a production summary with:
    • Final performance statistics
    • Technical challenge resolutions
    • Educational outcomes
    • Recommendations for future productions

Production Evaluation

Participate in Post-Production evaluation meetings, providing insights on:

  • Stage management processes that worked well
  • Areas for improvement
  • Young artist development observations
  • Technical systems effectiveness
  • Communication successes and challenges

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

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