Author Topic: Professional Prompt Book for Audition  (Read 6374 times)

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SMGrant

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Professional Prompt Book for Audition
« on: May 19, 2014, 12:52 am »
This summer I will be auditioning for a scholarship at the International Thespian Festival for Stage Management. My question is regarding how to make my prompt books look as professional as possible when I present them. One of my stage manager friends suggested creating a cover page for the front cover of the prompt book binder, has anyone done this and if so, how do I make it look professional? Also, is there anything I can do to my prompt books to make them look more professional?

Thanks for your input,

Grant

LSteckman

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Re: Professional Prompt Book for Audition
« Reply #1 on: May 19, 2014, 04:56 am »
(You mention that you're interviewing for a scholarship; I'm not sure if you're interviewing for schools as well but I thought I'd include what I knew just in case--there's a lot of overlap anyway!)

I generally use cover pages just to keep my prompt books straight, but they do also give them a polished look--I'd include the show logo, your name, your position on the show, the location of the show, and the season/year.

If I were interviewing SMs at ITF though I'd be looking much more for organization within the book. Do you have dividers or some other system for accessing information quickly and easily (props/costumes/cast info/etc)? Not only do they look nice, but they're useful if in an interview you're asked a question and want to reference something specific in your answer.

Is your book neat in general? I think it's useful to have a combination of both "complete" things (very neat, polished pieces of paperwork) and "used" things (like a run sheet with check marks), because the combination shows how you think and work. Don't fabricate stuff that doesn't exist, but if you're trying to figure out what to include and what to leave out and you have some run sheets or similar that have actually been used, stick them in.

If you have some decent-quality photos of your show, I personally think it would be a good idea to include them (maybe in a "photos" section). It's likely that at least some of the people you are interviewing with will not be stage managers and they will have an easier time responding to images than to your paperwork. Plus, these images can raise questions that would not have been raised from just your paperwork--the rounds are way too fast for them to sit and read your props tracking, but if they see a picture of a set with lots of props they could be driven to ask about how you kept them all straight.

I interviewed at ITF a few years ago and got into my top choice school, so unless they've drastically changed the format, I can give you a few specific tips on that as well. First, it's quite a bit like speed dating: you only have a few minutes with each group of schools, they come to your table in groups of three or four schools (so maybe ten people) at a time and you give them your "spiel". I don't remember the time limit, but if you have it somewhere, I'd practise this spiel, with a friend asking questions if possible. When I did it, at least, I talked them through a highlights version of my book, then they asked a few questions, then a bell went off and the groups rotated and I did it over again.

Next, callbacks. Don't feel like you have to go to all of them. The most time-effective option for you is to take the list of schools to which you were called back, Google them, and then make callback appointments (or drop by, IIRC it depends on the school) with only the ones that interest you. And if a school that really interested you didn't call you back, stop by their booth anyway (not during callback slots) and chat with them. It can't hurt!

MatthewShiner

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Re: Professional Prompt Book for Audition
« Reply #2 on: May 20, 2014, 02:10 am »
Seriously, there is no "professional" standard - you need to make sure the information is there, clear and can be easily found.  You want someone to be able to pick up your script and call it, or pick up the show book and remount the show.  As long as that is covered, you are show the beginnings of being a pro . . . but, here's how my book is laid out.

I buy the larger d-ring which allows you to slip in a cover sheet and a spine label, and make color sheets for those.

I divide each section of my binder with extra wide 8-section dividers (the extra wide stick out past sheet protectors)

I then have a TOC at the front of the book that tells you what goes in each section

This is an example of my current TOC for my script - obviously edit depending on the show

(I also put a label on the divider with this info from the TOC - so you know you are putting the right document in the right place)

Calendar
•   Full Production Calendar (Current on top)
•   SM Calendar
•   Actor Conflict Calendar   
   
Contact Sheet
•   Full Contact Sheet (actors)
•   Full Contact Sheet (SM version)
•   Company List
•   Final Contact Sheet (Closing)
•   Company Info Sheets
o   (at back of section)

Character Scene
•   Final Character/Scene
•   Scene Titles   
•   Run Order for Posting   

Scene x Scene
•   Scene x Scene
•   Scene Timings

Daily Calls
•   Daily Calls  (Current on top)
•   Weekly Schedules
•   All Calls and Schedules are
   in the book from the run.

Production Reports
•   Rehearsal/Production Reports  (Current on top)
•   Production Meeting Minutes
•   At Opening,
   Confirm all are in book

Performance Reports  (Current on top)
•   At Closing, Confirm all are in book

 

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

Props
•   Final Prop List
•   Prop Pre-Set
•   Pictures (as needed)
•   Prop Research
•   Manuals / Instructions

Sound
•   Sound Plot
•   Mic Plots / Mic Notes
•   Copy of Recordings
   (as needed on CD)

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

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

Dance/Choreographer
•   Copies of Dance Notation
•   Dance Music
•   Dance Music (On CDS)
•   Understudy / Outage Plans

 
Music / Score
•   Music List
•   Sheet Music (as needed)

Orchestra
•   Orchestra Info

EFX
•   EFX Cues
•   EFX Safety Concerns
•   EFX Blocking
•   Fire Tracking
•   Flying
•   Projection Tracking
•   Projection Images
      
Vocal Work
•   Pronunciation Sheet
•   Vocal Notes

Script
•   Clean Copy of Calling Script (Closing) – Room allowing
•   Clean Copy of Blocking Script (Closing) – Room allowing

Old Script Pages / Cut Pages
•   Old Pages (at back of script)
•   Master Cut List (at back of script)
•   Daily Cut Lists (at back of script)   
   
Run Book
•   At closing, clean copy of run book.
•   Spike Chart
•   Top of Show Preset
•   Preset and Post Show Duties
•   All Run of Show Related Paperwork
•   Emergency Procedures
   
AEA Info / Call Board Postings
•   Copy of Ballots
•   Copy of Election Results
•   Equity Correspondence
•   Postings put on Call Board

 
Correspondence
•   Copies of all Correspondence
•   Call Board Postings
•   Late Notices

Notes from the Director
•   Copies of Notes from the Director

Misc
•   Birthday List
•   Producing Information
•   Distribution (rehearsal hall)
•   Distribution (E-mail)
•   Daily Checklist
•   Copy of the Program

Emergency Info
•          Evacuation Form
•          Emergency Policies
•          Show Stop Speech





« Last Edit: May 20, 2014, 02:13 am by MatthewShiner »
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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.

SMGrant

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Re: Professional Prompt Book for Audition
« Reply #3 on: May 20, 2014, 02:23 pm »
Thank you two so much for all of the advice. It is extremely helpful and I appreciate it very much. I feel a lot better about how I have my prompt books put together, and with your advice I can make them even better.

Thanks again,

Grant

Br3ak_a_leg

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Re: Professional Prompt Book for Audition
« Reply #4 on: Sep 16, 2014, 08:52 pm »
Seriously, there is no "professional" standard - you need to make sure the information is there, clear and can be easily found.  You want someone to be able to pick up your script and call it, or pick up the show book and remount the show.  As long as that is covered, you are show the beginnings of being a pro . . . but, here's how my book is laid out.

I buy the larger d-ring which allows you to slip in a cover sheet and a spine label, and make color sheets for those.

I divide each section of my binder with extra wide 8-section dividers (the extra wide stick out past sheet protectors)

I then have a TOC at the front of the book that tells you what goes in each section

This is an example of my current TOC for my script - obviously edit depending on the show

(I also put a label on the divider with this info from the TOC - so you know you are putting the right document in the right place)

Calendar
•   Full Production Calendar (Current on top)
•   SM Calendar
•   Actor Conflict Calendar   
   
Contact Sheet
•   Full Contact Sheet (actors)
•   Full Contact Sheet (SM version)
•   Company List
•   Final Contact Sheet (Closing)
•   Company Info Sheets
o   (at back of section)

Character Scene
•   Final Character/Scene
•   Scene Titles   
•   Run Order for Posting   

Scene x Scene
•   Scene x Scene
•   Scene Timings

Daily Calls
•   Daily Calls  (Current on top)
•   Weekly Schedules
•   All Calls and Schedules are
   in the book from the run.

Production Reports
•   Rehearsal/Production Reports  (Current on top)
•   Production Meeting Minutes
•   At Opening,
   Confirm all are in book

Performance Reports  (Current on top)
•   At Closing, Confirm all are in book

 

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

Props
•   Final Prop List
•   Prop Pre-Set
•   Pictures (as needed)
•   Prop Research
•   Manuals / Instructions

Sound
•   Sound Plot
•   Mic Plots / Mic Notes
•   Copy of Recordings
   (as needed on CD)

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

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

Dance/Choreographer
•   Copies of Dance Notation
•   Dance Music
•   Dance Music (On CDS)
•   Understudy / Outage Plans

 
Music / Score
•   Music List
•   Sheet Music (as needed)

Orchestra
•   Orchestra Info

EFX
•   EFX Cues
•   EFX Safety Concerns
•   EFX Blocking
•   Fire Tracking
•   Flying
•   Projection Tracking
•   Projection Images
      
Vocal Work
•   Pronunciation Sheet
•   Vocal Notes

Script
•   Clean Copy of Calling Script (Closing) – Room allowing
•   Clean Copy of Blocking Script (Closing) – Room allowing

Old Script Pages / Cut Pages
•   Old Pages (at back of script)
•   Master Cut List (at back of script)
•   Daily Cut Lists (at back of script)   
   
Run Book
•   At closing, clean copy of run book.
•   Spike Chart
•   Top of Show Preset
•   Preset and Post Show Duties
•   All Run of Show Related Paperwork
•   Emergency Procedures
   
AEA Info / Call Board Postings
•   Copy of Ballots
•   Copy of Election Results
•   Equity Correspondence
•   Postings put on Call Board

 
Correspondence
•   Copies of all Correspondence
•   Call Board Postings
•   Late Notices

Notes from the Director
•   Copies of Notes from the Director

Misc
•   Birthday List
•   Producing Information
•   Distribution (rehearsal hall)
•   Distribution (E-mail)
•   Daily Checklist
•   Copy of the Program

Emergency Info
•          Evacuation Form
•          Emergency Policies
•          Show Stop Speech

This may seem a bit extreme, but is there any way you could give a description of what all of these documents are? Some of them are self-explanatory, but the majority I have never heard of.

KMC

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Re: Professional Prompt Book for Audition
« Reply #5 on: Sep 16, 2014, 09:54 pm »
There is a search function at the top of the page that will go a long way to answering your questions!   :)
Get action. Do things; be sane; don’t fritter away your time; create, act, take a place wherever you are and be somebody; get action. -T. Roosevelt

MatthewShiner

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Re: Professional Prompt Book for Audition
« Reply #6 on: Sep 17, 2014, 02:33 am »
Quote
This may seem a bit extreme, but is there any way you could give a description of what all of these documents are? Some of them are self-explanatory, but the majority I have never heard of.


Hmmmm.....

I wouldn't know where to start as I think those documents are pretty standard - although you may not have them for every show.
- - - - - - - - - - - - - - - - - - -

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.