Author Topic: Book and Tabs  (Read 13672 times)

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IvoryWonder

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Book and Tabs
« on: Sep 27, 2006, 01:58 am »
Ok so I'm trying to put together my production book for my upcoming university production of A Christmas Carol, but I've never found a good system for organizing and dividing the tabs. I've purchased a 3 ring binder and 8 durable tabs, but I haven't seemed to find the best way to label these tabs, divide all my paperwork and generally "organize" all the information I, as an SM need to take care of. I was just wondering what system you've found to work? How should I devide my binder?

Thanks for the help!

ReyYaySM

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Re: Book and Tabs
« Reply #1 on: Sep 27, 2006, 02:48 am »
I personally have 20 dividers in my book, as follows: 

  • Contacts
  • Reh. Schedules
  • Perf. Schedules
  • Calendar(s)
  • Prompt Script
  • Blocking Script
  • Score
  • Scene Breakdowns
  • Dramaturgy
  • Electrics
  • Props
  • Sets
  • Sound
  • Wardrobe/Wigs
  • Prod. Mtg. Notes
  • Reh. Reports
  • Perf. Reports
  • Run Sheets
  • Cast/AEA Info
  • Notes


If I only had 8 dividers available to me, though, I would setup my book as follows:

  • Contact Info
  • Schedules & Calendars
  • Script & Score
  • Technical Info
  • Run Sheets
  • Reh & Perf Reports
  • Notes
  • Miscellaneous

Under technical info, I would use a couple of different colors of paper and post-it flags/dividers to separate the different departments. 

Hope this is helpful!!



MatthewShiner

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Re: Book and Tabs
« Reply #2 on: Sep 27, 2006, 03:58 am »
Tab Dividers for Stage Management Book 

Calendar
o   Full Production Calendar
o   Actor Conflict Calendar

Contact Sheet
o   Full Contact Sheet (actors)
o   Full Contact Sheet (SM ver.)
o   Company List
o   Who’s Who
o   Final Contact Sheet (Closing)
o   Company Info Sheets (at back of section)

Character Scene
o   Final Character/Scene
o   Scene Titles

Scene x Scene
o   Scene x Scene
o   Scene Timings

Daily Calls
o   At Closing Confirm all are in book
o   All weekly schedules are in the book from the run.

Production Reports
o   At Opening, Confirm all are in book

Production Meetings
o   All Production Meeting Minutes


Performance Reports
o   At Closing, Confirm all are in book

Understudies
o   Understudy Bible
o   Understudy Char/Scene

Scenic
o   Copies of Storyboards
o   Copies of Mini-ground Plans
o   Full Size ground plan (Closing)
o   Pictures (as needed)
 
Costumes
o   Renderings
o   Rehearsal Costume Request
o   Item List
o   Quick Change Plot
o   Dressing Room Assignments

Props
o   Final Prop List
o   Prop Pre-Set
o   Pictures (as needed)
o   Prop Cards (if possible)

Sound
o   Sound Plot
o   Music List
o   Sheet Music (as needed)
o   Copy of Recordings (as needed on CD)

LX
o   Cue List
o   Cue Light Plot (on Map)
o   Cue Light Labeling (Diagram)
o   LX Plot

Fight
o   Copies of Fight Notation
o   Fight Notes
o   Weapons Notes
o   Blood Tracking

Dance
o   Copies of Dance Notation

EFX/Projections
o   EFX Cues
o   EFX Safety Concerns
o   EFX Blocking
o   Projection Tracking
o   Projection Images
o   Fire Tracking


Vocal Work
o   Pronunciation Sheet
o   Vocal Notes

 
Script
o   Clean Copy of Calling Script (Closing)
o   Clean Copy of Blocking Script (Closing)
o   Old Pages (at back of script)
o   Master Cut List (at back of script)
o   Daily Cut Lists (at back of script)

Run Book
o   At closing, clean copy of run book.
o   Spike Chart
o   Top of Show Preset
o   Preset and Post Show Duties

AEA Info
o   Copy of Ballots
o   Copy of Election Results
o   Equity Correspondence

Correspondence
o   Copies of all Correspondence
o   Call Board Postings
o   Late Notices
o   Copies of Workman Comp Forms (Closing)

Notes from the Director
o   Copies of Notes from the Director

Misc
o   Birthday List
o   Welcome to STC
o   Welcome to Lansburgh
o   Thank You Letter (end of show)
o   Distribution (rehearsal hall)
o   Distribution (E-mail)
o   Evacuation Form
o   Copy of the Program

- - - - - - - - - - - - - - - - - - -

Anything posted here as in my own personal opinion, and does not necessarily reflect the opinion of my employer - whomever they be at a given moment in time.

thehayworth

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Re: Book and Tabs
« Reply #3 on: Sep 27, 2006, 09:36 am »
IMHO, it is not terribly important how you organize the information section of your promptbook.  Whatever works for you and lets you access the 411 quickly.  The most important thing is to have scenes in the script itself tabbed.  This is obvious, I know.  But someone has to state the obvious and it might as well be me.

It would not hurt to have little post-its marking french scenes, especially if your director has the schedule broken up by french scenes for rehearsals.
"This time for sure."

smejs

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Re: Book and Tabs
« Reply #4 on: Sep 27, 2006, 11:08 am »
Quote
IMHO, it is not terribly important how you organize the information section of your promptbook.  Whatever works for you and lets you access the 411 quickly.  The most important thing is to have scenes in the script itself tabbed.  This is obvious, I know.  But someone has to state the obvious and it might as well be me.

It would not hurt to have little post-its marking french scenes, especially if your director has the schedule broken up by french scenes for rehearsals.

I use the tabs on pages for dividers like props, costumes, etc.  But for scenes in the script, I use Post-It slightly see-thru colored flags.  (See if this link works: http://www.officedepot.com/ddSKU.do?level=SK&id=452367&Ntt=post-it%20flags&uniqueSearchFlag=true&An=text.) If I'm doing a musical I'll put post-its for scenes, say, across the top of the page, and songs on the side of the page (same direction as the tab pages).  Sometimes I vary the color, whatever pleases me the day I'm setting up the script.  Sometimes I alternate colors (Christmas shows I tend to alternate red and green, sometimes it's yellow for scene numbers, red for song titles).  But the post-it flags are adhesive and removable (I put them on the BACK of said script page so when you pull for them you don't pull it off - and actually, it's the back of the PREVIOUS page of the script, so when you pull the tab you get the right page.) and aren't taking up extra space or blank pages as the tab pages in the middle of  a script.

Oh, and use a fine-tipped Sharpie to write on the Post-It Flags.

Hope this makes sense.

Erin
« Last Edit: Sep 27, 2006, 11:12 am by smejs »

ReyYaySM

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Re: Book and Tabs
« Reply #5 on: Sep 27, 2006, 01:09 pm »
(I put them on the BACK of said script page so when you pull for them you don't pull it off - and actually, it's the back of the PREVIOUS page of the script, so when you pull the tab you get the right page.)

That's brilliant!  I use the flag method, but had always put the flag on the actual page.  I'm going to try this for my next show! :)

philimbesi

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Re: Book and Tabs
« Reply #6 on: Sep 27, 2006, 03:56 pm »
Heres my general layout, but I'll tweak here and there as the show requires.  Usually about 3 to four sets of 8 tabs each.

First Eight
Contact
Medical Crash Sheet
Schedules
Blocking Script Act 1 (scenes tabbed)
Blocking Script Act 2 (scenes tabbed)
Rehearsal Reports
Performance Reports

Second eight tabs (Calling Script)
Preshow
Act 1
Intermission
Act 2
Post Show
I leave two tabs incase the show is longer than 2 acts

Third Eight
Set
Lights
Sound
Flys
Costumes
Props
Grip
Automation


Etc Etc Etc.

I think the important thing is that there is no set way... just keep asking yourself "If I need to put my hands on _____ fast can I find it. " 

IvoryWonder

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Re: Book and Tabs
« Reply #7 on: Sep 30, 2006, 01:54 am »
Wow guys! That is so helpful! You guys are so helpful! Thanks for helping out a poor, clueless person like myself!

kjdiehl

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Re: Book and Tabs
« Reply #8 on: Sep 30, 2006, 11:52 am »
I personally have 20 dividers in my book, as follows: 

  • Contacts
  • Reh. Schedules
  • Perf. Schedules
  • Calendar(s)
  • Prompt Script
  • Blocking Script
  • Score
  • Scene Breakdowns
  • Dramaturgy
  • Electrics
  • Props
  • Sets
  • Sound
  • Wardrobe/Wigs
  • Prod. Mtg. Notes
  • Reh. Reports
  • Perf. Reports
  • Run Sheets
  • Cast/AEA Info
  • Notes



Wow dramachic. Great minds think alike. This is me:

Contacts
Schedules
Scene Breakdowns
Script
-Act 1
-Act 2
-Score
Scenery
Props
Lighting
Sound
Costumes
Reports
Misc. & Company

 
I keep my tabbed dividers in the same binder from show to show and just put the new script and documents in, so I have the exact same format each time, and can be that much more facile with it. Plus, the book takes on a life of it's own that way, as little notes and stickers from past shows find themselves taking up permanent residence in my book.
-Kris Diehl, AEA SM

"Somewhere in the city there's a stage manager waiting,
standing in the shadows with a clipboard in hand..."

IvoryWonder

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Re: Book and Tabs
« Reply #9 on: Oct 01, 2006, 03:35 am »
yeah, lol. I can definately find that happening! I figure it'll probably change or need a little bit of tweaking as the work progresses, but it's like the whole show, right? A work in progress?

ljh007

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Re: Book and Tabs
« Reply #10 on: Oct 03, 2006, 04:20 pm »
In addition to the wonderful lists people have posted regarding binder tabs, I also type the scenes (or arias/songs, or acts, or whatever dramatic division makes most sense) on regular paper formatted into little 1/2"x1" flags. I then trim these flags and attach them to the script/score pages using scotch tape. These usually run down the right side of my book. Sometimes, if it's a musical I'll do script along the top and songs along the right. Or Act/Scene on top and French scene on the right. Depends on the show!

(And for the record, I put my flags on the page I need to turn to. I grab the pages in front of the flag, but never need to pull the flag itself (because it's bound to rip off eventually and always at the worst time if I abuse it too much).

KC_SM_0807

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Re: Book and Tabs
« Reply #11 on: Oct 09, 2006, 08:42 pm »
I use tabs for my book, and then I also have 2 separate spiral notebooks.  One notebook is for rehearsal notes for the rehearsal reports (organzied by date), and the other is for any blocking/staging notes that I want to put separately.  For example, I am finishing up my run of CATS, and there was too much staging in this show to put in the script.  Therefore, I organized a notebook (by song/dance number) and mapped out all the blocking with corresponding numbers and measures from the script.

My Tabs: (for a musical - it varies with a straight play)
Cast List
Cast Contact Information
Cast Conflicts
Cast Health Information and Audition Forms
Rehearsal Schedule
Production Calendar
Production Team Contact and Info
Music
Song/Character Breakdown
Act 1 Blocking Script
Act 2 Blocking Script
Lighting Design Info
Scenic Design Info
Sound Design Info
Costume Design Info
Publicity
Props
Pre-Show Checklist
Act 1 Prompt Script
Act 2 Prompt Script
Post-Show Checklist
Rehearsal Reports
Production Meeting Reports
Performance Reports
Sign-In Sheets
Correspondence (all emails/communication from the show)
Thalian Hall Rules/Information/Posts (the theatre co. I work for)
Crew Information
Run Sheets
Flow Sheets
Miscellaneous
"Perhaps, therefore, 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."

lydiaelaine

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Re: Book and Tabs
« Reply #12 on: Oct 10, 2006, 01:05 am »
So, after reading this thread, I went through and changed my book to what fit it, and I must say, it's so much easier! Everyone keeps pickin on me for being so organized. I think they forget that THAT is why I am a good SM. I know where everything is and I am always prepared. Yay that.  ;D
Stage manager: Totally responsible for everything.

smccain

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Re: Book and Tabs
« Reply #13 on: Oct 10, 2006, 03:10 am »
Here's what I did for when I stage managed Pirates of Penzance:

1. Master Calendar
2. Pit Rehearsal Schedule
3. Music Rehearsal Schedule and Plans
4. Choreography Rehearsal Schedule and Plans
5. Cast List
6. Cast Rehearsal Conflicts
7. Cast Contact List
8. Production Staff Contact List
9. Running Crew Contact List
10. Running Crew List
11. Sign-in Sheets
12. Pit Contact Sheet
13. Rehearsal Notes (hand-written and three-hole punched)
14. Rehearsal Notes (Printed the finalized copy that was sent out to Production staff)
15. Production Meeting Notes (Printed off forms)
16. Audition Forms and Resumes
17. A divider where I store EVERY SINGLE email I received regarding the show. (Lots of paper)
18. Actor Scene Breakdown
19. Music Voice Division for each role
20. Solo analyses
21. Prop List
22. Set Renderings
23. Costume Renderings
24. Actor Pairings for Costuming (so partners matched)
25-30. Empty in case I needed a new subdivision
31. Libretto Rehearsal Prompt Script

I keep the actual prompt script in a separate binder so that all that is in the performance prompt script are the calls I have to make during the show. The blocking is kept in the rehearsal script. The performance prompt script stays in the SM booth during the run of the show and the booth is locked. I hope this helps. Some of the orderings of the divisions needed to be rearranged, but I got used to the way this one was laid out, so I didn't rearrange it. This production bible was in a 4 inch binder. It sucked to carry around. I hope this helped.
Sean

smejs

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Re: Book and Tabs
« Reply #14 on: Oct 10, 2006, 02:14 pm »
Quote
This production bible was in a 4 inch binder. It sucked to carry around.

This post (mine, typing right now) doesn't have to do with the tabs, but with the binder and carrying it.

I found some zip binder covers by Mead in their Five-Star First Gear series.  It came with a removable 3-ring binder on a plastic backing.  I removed that, and was able to slip in my own full binder, so that I can interchange binders between shows.  I then took a spare clip-on strap/handle that I had from another computer bag - I seem to have lots of these floating around - and ran it through the center of the cloth cover.  I clipped the two ends of the strap to itself, and it fits in a sort of "tunnel" of the binder so it's totally free from the zipper.  It has been very sturdy for me, and gives me something to sling over my shoulder yet doesn't have to fit inside any other computer bag, etc.  And the cloth binder has a couple other pockets for pens/pencils, velcro cover pocket that I tend to put my post-it flags in, and a back inside pocket too.  I actually have a couple, and use one for my guitar music, too.  You can have loose papers in the binder but nothing falls out as you move it (because it's zipped shut).  I think, however, the biggest binder I've ever fit in it was 3 inches.

Erin

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