Since I work with students, I ususally have the luxury of having a Deputy Props Master as well as a Props Master. This allows for double checking every time props are brought out and stored away. One person could do the job just as easily. Below is the procedure we use.
Before Rehearsal/Performance Begins:
•PROPS CREW members retrieve all props containers from locked storage. (Note: These containers are sorted by act and scene during early rehearsals. During full-act run-throughs and dress rehearsals when props tables are set up backstage, they are sorted by backstage location--SL, SR, etc.) The DEPUTY PROPS MASTER will call off each item in each container. PROPS CREW members will remove each item as it is called, check it for damage, make sure that it is functional, and place it in its proper preset location. If any item is missing, damaged or non-functional, report this to the DEPUTY PROPS MASTER immediately.
•When all props are in place, the DEPUTY PROPS MASTER notifies the PROPS MASTER, and then reports to the STAGE MANAGER, who will sign off the prop check on the Preshow Checklist.
•PROPS MASTER inspects all props for accurate function and placement and reports to the STAGE MANAGER, who will sign off the prop placement on the Preshow Checklist.
When Rehearsal/Performance Ends:
•The PROPS CREW polices the stage for any misplaced props.
•The DEPUTY PROPS MASTER calls every single item on properties checklist to be sure all props are present and accounted for; and marks any item that is missing or damaged. PROPS CREW members locate each and every item as it is called and quickly but carefully inspect it for damage. Missing or damaged items must be reported to the DEPUTY PROPS MASTER immediately. After each item is inspected thoroughly, PROPS CREW members carefully place each prop into its appropriate storage container or location designated by the DEPUTY PROPS MASTER.
•When all props are in storage containers, the DEPUTY PROPS MASTER notifies the PROPS MASTER, and then reports to the STAGE MANAGER, who will sign off the prop check on the Postshow Checklist.
•The PROPS MASTER inspects all containers for accuracy. The PROPS CREW then places all containers in designated storage area(s), and locks them up. When all props are properly stored, the PROPS MASTER reports to the STAGE MANAGER, who will sign off the prop storage on the Postshow Checklist. PROPS CREW PERSONNEL thank one another, the DEPUTY STAGE MANAGER, and the STAGE MANAGER.
•Then, all PROPS PERSONNEL sign out with the STAGE MANAGER.