Author Topic: COMMUNICATION: Daily rehearsal report notes  (Read 14183 times)

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planetmike

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COMMUNICATION: Daily rehearsal report notes
« on: Dec 05, 2008, 03:34 pm »
During rehearsal a few days ago, the director mentioned that a character when drawing their sword/knife from inside their costume, we needed to be sure that it won't catch on the costume so it can be drawn smoothly. So I made a note of that on the daily rehearsal report. The next day I emailed the report to the director, producer and company president. I then sent a separate email to the costumer and prop person noting the concern so they'd be aware of it. Later the director told me I had overstepped my duties, what I should have done is simply noted the concern and then when we have costumes and props, to make sure the concern had been addressed.

Is waiting until costumes and props (and set, lights, sound, etc...) have been set the normal procedure for dealing with notes of issues and concerns that come up in rehearsal? Thanks for any feedback, Mike

« Last Edit: Jun 09, 2009, 02:36 am by PSMKay »

crazylady

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Re: Daily rehearsal report notes
« Reply #1 on: Dec 05, 2008, 03:56 pm »
I am a little confused I think.

Did you initially send the RR to everyone and then sent out a second email to the designers? Or did you only send the actual RR to the directors?



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planetmike

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Re: Daily rehearsal report notes
« Reply #2 on: Dec 05, 2008, 04:05 pm »
I sent the RR to the director, producer and president, three people total. I sent a separate email only to the prop person and the costumer.

kiwitechgirl

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Re: Daily rehearsal report notes
« Reply #3 on: Dec 05, 2008, 07:26 pm »
I don't know that you overstepped your duties, although I don't necessarily think that a separate e-mail to the costume and prop people was strictly necessary - do they get the rehearsal report normally?  I would have noted on the rehearsal report that the knife needs to be able to be smoothly drawn, probably in both the wardrobe and props sections of the report, and made sure that the report was sent to props and wardrobe, but I wouldn't have gone any further than that.  Do the producer and the company president normally get rehearsal reports?  I only ask because my reports go to all production departments, production manager and the director, not the higher echelons of the company.

planetmike

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Re: Daily rehearsal report notes
« Reply #4 on: Dec 05, 2008, 11:41 pm »
I was told to send RR to the director, producer and president. No one else gets them. It seems that sending RR to all designers would simply overwhelm them with extra paperwork, resulting in the reports not being read at all.

geoffsm

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Re: Daily rehearsal report notes
« Reply #5 on: Dec 06, 2008, 12:32 am »
In my experience, I have always sent Rehearsal Reports to all major production staff including Director, AD, TD, ASMs, Props master, all designers, master elec, lead carp, etc. It may vary from production to production, but that's generally how I do it.

I don't think you were at all out of line to make the costume and props folks aware of the issue.  It is much better for all parties to be aware of an issue before people waste valuable time and energy on props or costumes that will have to be altered once the problem is seen during a rehearsal.
If this had been me, I would have put the note in the report under the costumes AND props section, and it would be sent out the night of rehearsal.  If I had a few minutes the next day, I would go to the costume designer and props master in person to double check that they understood what I meant and taking note of any problems that they might have fulfilling those requirements.  I would then reconnect with the director at rehearsal or before to inform them that I have addressed the concern and where the other departments stand on a solution.

Amie

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Re: Daily rehearsal report notes
« Reply #6 on: Dec 06, 2008, 12:53 am »
I was told to send RR to the director, producer and president. No one else gets them. It seems that sending RR to all designers would simply overwhelm them with extra paperwork, resulting in the reports not being read at all.

You might want to touch base about this again.  To my understanding, a rehearsal report is to note (report) all changes, questions, concerns to all departments (and also, to do so at the same time so everyone is on the same page and has the same notes. Some notes, like the one you mentioned, overlap with costumes and props).  I don't see what the point of having a report is if it is not sent to the designers and departments, who need the daily updates in order to meet the needs of the show.  It is never unnecessary.  In fact, to not send a report daily to everyone is bad practice as you are not communicating to everyone effectively.

I agree. If you are not in the practice of sending a report to everyone, for you to still make costumes and props people aware of this was smart on your end.

Best to you.
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sarahbear42

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Re: Daily rehearsal report notes
« Reply #7 on: Dec 06, 2008, 12:09 pm »
What I'm wondering is, how did they know that you had done it? Is it possible that your costumes and props people balked at receiving the note and contacted your director?

It sounds absolutely disasterous to not have everyone involved in the production getting your reports... and if your designers are agreeing with it then that points to an even bigger problem, especially come 1st tech/1st dress.

BalletPSM

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Re: Daily rehearsal report notes
« Reply #8 on: Dec 06, 2008, 12:40 pm »
I think there is some general confusion over where the notes are going and then who is responsible to distribute them - it sounds to me that you are only supposed to (allowed to, perhaps?) send rehearsal notes to your direct superiors - and then one of them is responsible to let designers and shops know about any changes/issues/problems?

Perhaps you should consider trying to reform this system - maybe not on this show (might be best to wait until the show is over and talk about it in a post-mortem).  Doesn't seem like its necessarily the most efficient, and obviously you and others are confused on how to communicate and receive information.
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Tempest

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Re: Daily rehearsal report notes
« Reply #9 on: Dec 06, 2008, 02:05 pm »
I was told to send RR to the director, producer and president. No one else gets them. It seems that sending RR to all designers would simply overwhelm them with extra paperwork, resulting in the reports not being read at all.

This absolutely boggles me.  The designers would get overwhelemed by one piece of paperwork a day, but the administrative staff who frequently live buried under paperwork need an additional piece, daily?  </sarcasm, sorry!>

Seriously, though.  I don't think you stepped over the line, as far as doing the job of an SM goes.  But, we all know that different thatres have vastly different expectations, and that may just be the way things work at the theatre you're currently working for.  Since you don't seem to be working under "normal" circumstance, I'd explain that you have very good reasons for doing what you did, and would like to keep the designers in the loop about things that affect them, to make the process run smoother later on.  Having spent brief stints in both costuming and props design, I know that was a note I'd rather have sooner than later.

Actually, I'd probably go straight to the designers, ask how they'd like to get notes like you gave, and start doing that without consutling anyone, as it's part of my job.  But it sounds like you're in a poltiically charged situation full of control struggles, so my first suggestion is probably more politic.  I'm not so politic, myself.   ;)
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crazylady

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Re: Daily rehearsal report notes
« Reply #10 on: Dec 08, 2008, 08:21 am »
I agree, everyone should be getting the reports. How is the production supposed to work at all smoothly if the costumer's don't get notes like, Sally does a headstand while wearing a dress in this scene. I have never worked anywhere where the designers and the TD did not get the notes also. I believe that you did the right thing in letting them know, but they should also be getting the reports which means you don't have to send more than one document.
“Perhaps, therefore, ideal stage managers not only need to be calm and meticulous professionals who know their craft, but masochists who feel pride in rising above impossible odds.”
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Amie

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Re: Daily rehearsal report notes
« Reply #11 on: Feb 01, 2009, 10:52 am »
Related to this topic (the distribution of rehearsal reports), I know some stage managers who distribute them also to the stagehands/crew.  Additionally, some also send them out to the cast.


I personally do not send them to the crew or the cast because I email them often about other show related business, and I feel it is too much. I prefer to keep the business separate.


Thoughts on doing this?
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“This whole creation is essentially subjective, and the dream is the theater where the dreamer is at once: scene, actor, prompter, stage manager, author, audience, and critic.”

MatthewShiner

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Re: Daily rehearsal report notes
« Reply #12 on: Feb 01, 2009, 11:32 am »
I would never send them to the cast.

I do send them to crew heads, but not all run crew - as I do include run book notes in the report.


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RuthNY

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Re: Daily rehearsal report notes
« Reply #13 on: Feb 01, 2009, 12:04 pm »
Rehearsal/Show reports go to Department Heads, and Crew Heads, as well as the usual list of Staff, Creatives etc.  But to the actors?  No.  After all, these reports sometimes have to contain information ABOUT the actors!


Related to this topic (the distribution of rehearsal reports), I know some stage managers who distribute them also to the stagehands/crew.  Additionally, some also send them out to the cast.

I personally do not send them to the crew or the cast because I email them often about other show related business, and I feel it is too much. I prefer to keep the business separate.

Thoughts on doing this?
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Re: Daily rehearsal report notes
« Reply #14 on: Feb 01, 2009, 01:06 pm »
My first union show as the PSM, the (regional) theater required me to post the notes on the callboard. It meant I learned early how to write between the lines....

 

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