Props Design - New Plays Festival

Prior to starting work on any Columbia Theatre production, please make sure to read and understand the duties and stipulations for general design work at Columbia and the specific design area as detailed below.

General Information for All Design Disciplines

  • The Theatre Program will only be responsible for department-approved designs that are received by their designated deadlines.
  • Columbia property may not be altered without express permission.
  • It is the responsibility of each designer to keep and fill out a comprehensive list of their items, categorizing everything by owner and location origin.
  • There are no deliveries of purchased goods available on the weekends.
  • All items purchased by the production budget are the property of Columbia University after the production.
  • NYU designers need faculty permission from NYU to participate in Columbia SOA thesis productions.
  • If a designer is going to be remote for all or most of the design process, their participation in the production must be approved by the relevant production staff to ensure that the designer’s in-person duties are adequately covered by a member of the production team. It is strongly recommended that designers be able to attend in-person rehearsals and meetings.
  • A written and signed agreement indemnifying Columbia of liability must be provided for any items loaned to the production or borrowed for the production from sources outside Columbia.
  • Each design area has a Festival Coordinator (Scenic, Props, Costumes, Lighting, Sound, and Video/Projection). This person is intended to be the liaison from your production to the staff throughout your process. They are there to coordinate the design ideas of the director/playwright/designer, within the parameters listed in each of the areas below.

Important Locations

Props Designer Deliverables

Props Festival Coordinator/Production Resources Manager: Britta Kuhn

Contact: [email protected]

Festival Coordinator Duties include: 

  • Helping with the implementation of the designer, director and/or playwright’s vision, and acquiring what is needed for the production. 
  • Assisting to acquire Acquiring props that are needed for the production (i.e. Production Resources visits or Amazon purchases, making sure that everything gets to the venue in the proper timeline, returning goods to the proper owners after strike)
  • Determining overall amount of props for the entire festival, so everything can be stored during the rep process.
  • Anticipating changeovers between shows.
  • Please note: The Festival Coordinators are only responsible for the actual elements of the play production (not rehearsal props or furniture). 
  • The Props Coordinator will ensure that each show knows the timeline for submitting requests for trucking.
  • The Festival Coordinator will be present at the 1st Technical Rehearsal. They are not required to be at any other rehearsals. 
  • The Props Coordinator will not be present at strike.
    • They will provide each production with a copy of their PR checkout forms and/or a list of other props. 
    • During strike, it is the responsibility of the production to check that each prop from the list is accounted for and place them into their production’s designated rolling bin.

If a Props Designer is not hired for the production, the following parameters must be followed:

  • The director and/or playwright will indicate the specific design needs to the Props Coordinator.
  • If purchases are required, the Props Coordinator must be given a budget line to acquire them.
  • All props sourced by the Props Coordinator will come must be sourced from Columbia’s PR stock or an purchased online purchase (Amazon is preferred, but not required).
  • A final props list is due 10 days prior to Load In. Anything added after that time will not be the responsibility of the Props Coordinator.
  • Any consumables or perishable items will need to be purchased and replenished by the production team itself.

Props Designer Duties

  • Present at all Columbia Production Meetings
  • Decide an internal “Props Cut Off” date prior to the rehearsal process starting.
  • Determine and clarify who is responsible for set dressings, furniture, and costume props.
  • Work directly with the Scenic Designer to design and source props
  • Source and obtain rehearsal props/furniture prior to, and during, the rehearsal process.
  • Prior to the first day of tech, sourcing and obtaining all props/furniture for the production within the approved budget.
  • If needed, building any necessary props in the shop in coordination with the Technical Director.
  • It is the responsibility of each designer to keep and fill out a comprehensive list of their items – categorizing everything by owner and location origin.
  • Present for the entirety of tech and dress. If not available there must be a creative team member present to represent props.
  • Coordination with Production Stage Manager and Director on props designer schedule during the rest of tech. If not present, and a repair/change occurs, set up a plan for this work to be accomplished.
  • If any items were borrowed or rented, present at strike to coordinate the return of items to the appropriate location(s).

Props Design Stipulations

  • Student Stage Managers, Producers, and/or Directors may not act as Props Designer, unless express permission is given by the head of their respective concentration.
  • The maximum volume for props for each production is 3 @18 gallon prop bins.
  • When the production is off of the stage in a repped week, all production items will need to fit in a 8'w x 6'd x 8’h space backstage. This includes the binned prop storage.
  • NYC law prohibits the use of any prop weapon or firearm without a licensed prop. You can obtain a licensed weapon through https://www.thespecialistsltd.com/. There are costs associated. Please see the Staged Violence and Weapons section for more details.
  • All props must meet the standards for flame proofing as set by NY State and City law
  • No flame, running water, sand, fake snow, dirt, or other small particles (venue & NYC law restrictions)
  • The use of carbon dioxide and/or liquid nitrogen (dry ice) is prohibited in accordance with requirements as set by the NYFD.
  • No spray painting in the Lenfest building. We have a spray booth in the scene shop in Nash.
  • The Festival Props Coordinator will not be present at strike.
    • They will provide each production with a copy of their PR checkout forms and/or a list of other props.
    • During strike, it is the responsibility of the production to check that each prop from the list is accounted for and place them into their production’s designated rolling bin.

Production Resources (PR) / Truck Manifest

  • Production Resources is Columbia's in-house collection of Props, Furniture, and Costumes.
  • Please see the Production Resources Page for details, including how to make appointments and check out items.
  • If you would like to set up a weekly standard PR appointment, this may be possible. Pplease contact [email protected], and we can discuss options for can offer you an appointment at the same time and same day every week. If you select this option, you must show up on time and cannot make additional appointments throughout the week.
  • Props that are used in rehearsal and need to be transported by staff on the Monday truck must be delivered back to Nash/-PR by end of day Sunday, prior to your load in date. 
    • Rehearsal props that the production would no longer like to use for performances must also be returned to PR by the end of day Sunday, prior to load in.
  • All props must be selected and properly checked out in person by the Thursday prior to the Monday load in week, at 1pm. Please plan visits to PR accordingly. This is to ensure that the props make it on the truck manifest in time.
  • Props that are used in rehearsal and need to be transported by staff on the Monday truck must be delivered back to Nash/-PR by end of day Sunday, prior to your load in date. 
    • Rehearsal props that the production would no longer like to use for performances must also be returned to PR by the end of day Sunday, prior to load in.

Purchasing

  • As much as possible, please allow Production Management to make purchases on your behalf. It is faster and significantly less complicated than requesting reimbursements.
  • Please see the Making Purchases section, for more information.

Suggested Prop Sources

Materials for the Arts
https://www.nyc.gov/content/mfta/pages/

  • Recipients may visit the MFTA warehouse for supplies by appointment only.
  • You may make an appointment to visit MFTA through the Director of Production. Please email the names of the shoppers (up to 2) and the contact information (name, phone, email) of the lead shopper to [email protected].
  • All items procured at Materials for the Arts are owned by Columbia, not the production or any of its members.

State Supply
http://www.statesupplyprops.com/

  • Local rental house with easy pick-up/drop-off

Production Resource Center
Columbia’s Prop, Furniture, & Costume storage (please see the Production Resources Section)

Academic Storage
An informal stock of props & costumes available for rehearsals at the Nash Building (3280 Broadway, 5th Floor).

  • Academic Storage is open from 9:00 am to 10:00 pm, Monday through Friday. Weekend hours may vary.
  • All items MUST be returned to Academic Storage at the end of each rehearsal day to be used for other classroom projects and rehearsals.
  • Items in Academic Storage are for rehearsals only and must stay at Nash.