Student Roles and Responsibilities - Acting Thesis

This section outlines the roles and responsibilities for the student help positions of Company Manager, Production Stage Manager, and Stage Manager(s). 

If you are a student serving as a designer, please consult the Design / Designers page. 

Roles

Reports to: Thesis Production Manager, Director

Receives support and guidance from: Director of Production, Thesis Operations Manager, Lenfest FOH Staff, Faculty.

Schedule: Required at production meetings (both with and without Columbia production staff, classes take priority), tech rehearsals, final dress, and all performances. 

Duties:

General

  • Thoroughly reading and understanding the thesis handbook.
  • Ensuring Lenfest Center for the Arts Rules; School of the Arts Rules; Theatre Program/Production Department Guidelines, Rules, and Regulations; & NY Laws are followed.
  • Collaborating with the director, all creative team members, and Columbia production staff to help successfully achieve the production vision.
  • Reviewing scripts and/or monitor devised text in order to develop standard production paperwork.
  • Facilitating communication between all departments.
  • Identifying and troubleshooting potential production issues.
  • Acting as executive-in-charge of all pre-production deliverables (see below), rehearsals, and performances.
  • Maintaining artistic integrity of performances to ensure quality control over the course of the run.
  • Conducting themselves as leaders in accordance with generally accepted professional standards of conduct.
  • Demonstrating ability to accept and incorporate constructive criticism from the Columbia production staff and concentration advisors at various times through the process in an effort to assess progress.
  • As facilitator for all protocols, stage managers who are meet with any resistance from any member of the production team (students, staff, faculty, administration, and any outside colleagues hired for the production), should immediately report such instances to their Concentration Head, the Director of Production, and the Director of Academic Administration for further counsel.

Production Meetings

  • Attending the following Columbia production meetings (classes take priority) -
    • Policies and Procedures Meeting
    • Design Concepts Meeting
    • Design Revisions Meeting
    • Midway Design Meeting
    • Pre-Tech Production Meeting
    • Nightly Post-Tech Production Meetings
  • The Stage Manager will take and distribute detailed notes at all production meetings in which they are in attendance.  Notes should additionally include a link to the Zoom recording of the meeting which can be given to the SM by the Production Manager.  Notes should be distributed within 24 hours of the meeting ending.  
    • If the PSM is not able to attend a production meeting, and one of the Deck Stage Managers are present, they will take notes.
    • If no Stage Management staff is present, the Production Manager will take and distribute notes.
  • Director’s Thesis Distro List

Pre-Production Paperwork & Deliverables

  • No later than two weeks prior to Policies & Procedures Meeting, placing the following into the Production's Google Drive folder created by the Production Manager.
    • Prelim Contact Sheet with cast & creative (cast can be just character names for now- include 1st Year Production Crew and please include emails and phone numbers)
    • Character/Scene Breakdown (French Scenes)
    • Prelim Props List (script references only)
    • Prelim Sound Cue List (script references only)
    • Prelim Costume List (script references only)
    • PDF of Script
  • Developing, coordinating, and implementing daily and master production calendars with the Director. By four weeks prior to rehearsal start date, turning in a Production Calendar Draft for approval to the Production Manager. Every week, the Production Manager will submit the times listed on the approved production calendar to the Lenfest Building for the upcoming three weeks, to hire Theatre Supervisor oversight. Once submitted, no changes can be made without a request submitted.
  • No later than one week prior to rehearsal start date, emailing the Production Manager a list for security of all persons that will be working on rehearsals/performances. This can be a one-time, comprehensive list - but it should include everyone possible (cast, crew, designers, choreographers, etc.) that may come to the Lenfest building. Everyone must be listed by their legal names as they appear on their ID, not stage names or preferred names.
    • Throughout the process, if you add any collaborators, please be sure to alert the Production Manager.
    • Please create this list in an Excel document: Column 1: First Name, Column 2: Last Name, Column 3: UNI Sample of Layout
  • Prior to one week before tech rehearsal, submitting the Detailed Technical Schedule to the Production Manager, A/V Supervisor, and Costume Shop Manager for approval, based on the sample provided. Please make sure that this is a google sheet where comments can be made directly on the draft.
  • Prior to the first day of tech, creating and distributing an Entrance/Exit plot to the Production Manager and Wardrobe Supervisor.
  • If using body mics, prior to the first day of tech, creating and distributing a schedule for actors to get into mics in collaboration with the A1 and costumes.

Rehearsal and Performances

  • Having all cast/creative turn in an Emergency Contact Sheet at the first rehearsal.
  • Monitoring & managing daily rehearsals.
  • Submitting daily rehearsal and performance reports to all persons on the distribution list provided by the Production Manager by 9:00am, the following day.
  • Assisting in returning rehearsal/performance spaces to neutral when rehearsing in Nash or Riverside.  BG2 does not need to be returned to neutral.
  • Inviting 1st year production crew to the first read-through as well as run throughs at the end of the rehearsal process. This is optional for them, but encouraged.
  • Providing rehearsal run times prior to tech.
  • Attending a Front of House meeting to discuss the Production Specifics and meet the Lenfest staff.
  • Running technical rehearsals.
  • Organizing all aspects of technical production, including the coordination of on-stage activity with backstage systems.
  • Supervising Deck Stage Managers.
  • Supervising run crews (overhire technicians & 1st year crew), in coordination with Production Management.
  • Calling all technical cues in performance.
  • Ensuring Lenfest Center for the Arts, School of the Arts Rules, and NY Laws are followed.
  • Ensuring dressing room assignments are posted on the dressing room doors.
  • In the case of using a minor(s) in the production, completing Columbia Minor Training Course. Ask Production Management for the link to this course.
  • In the case of nudity, completing a Nudity Release Form with the actor(s), prior to nudity in rehearsal.
  • If sexual content, consensual sexual touching, and/or depicting sexual assault are a part of the production, following the Intimacy Protocols.
  • In the case of weapon use, completing Gun & Weapon Release Form, prior to use on rehearsal. Maintaining safe protocols for the use and storage of the weapon.
  • In case of an injury to a production cast or crew member, alerting the Technical Supervisor to complete an Accident Report and submitting to the Director of Production immediately after the injury. If the injury requires medical attention, please alert the Production Manager and Director of Production. Please see the Safety section for standard operating procedures on injuries.
  • Alerting Production Manager if First Aid supplies are in need of replenishing.
  • Ensuring everyone takes home personal belongings after the last performance.
  • Assembling and maintaining a prompt book.

Post Production

  • Submitting completed production prompt book to the concentration advisor that includes, but not limited to: rehearsal reports, performance reports, calling script, blocking script, cue sheets, and any other applicable production paperwork.
  • Prompt book to be submitted no later than two weeks following the final performance.

Reports to: Thesis Production Manager, Production Stage Manager, Director

Receives support and guidance from: Director of Production, Thesis Operations Manager, Lenfest FOH Staff, Faculty.

Schedule: Required at production meetings (both with and without Columbia production staff, classes take priority), tech rehearsals, final dress, and all performances. 

Duties:

  • Thoroughly reading and understanding the thesis handbook.
  • Attending all Columbia production meetings (classes permitting).
  • Ensuring Lenfest Center for the Arts Rules; School of the Arts Rules; Theatre Program/Production Department Guidelines, Rules, and Regulations; & NY Laws are followed.
  • Work with the Costume Shop to coordinate the fitting schedule for the cast. The Costume Shop manager will provide a sign-up sheet that includes shop and designer availability.
  • The Stage Manager(s) shall attend all required rehearsals, perform all tasks designated by the Production Stage Manager, and maintain accurate records of necessary information.
  • Assisting in returning rehearsal/performance spaces to neutral when rehearsing in Nash or Riverside.  BG2 does not need to be returned to neutral each day.
  • Performing other tasks as assigned by the Production Stage Manager.
  • Running backstage for all technical rehearsals.
  • Managing 1st year student production crew.
  • In the case of using a minor(s) in the production, completing Columbia Protection of Minors Training.

This role is assigned for 1st Year Crew Assignment, a graduation requirement. It is typically filled by TMP students only. Upon assignment, the CM gets their roles & responsibilities from the Thesis Operations Manager.

Reports to: Producer

Receives support and guidance from: Director of Production, Thesis Production Manager, Thesis Operations Manager, Lenfest FOH Staff, CU Marketing Team, faculty.

Schedule: Required at production meetings that do not interfere with class schedule, tech rehearsals (as scheduled by Producer), Final Dress, and 90 min prior to all Performances

General Duties:
  1. Read the play.
  2. First Rehearsal: Company Manager attends the first rehearsal to meet the cast, distribute any info needed, and gather Photo Releases.
  3. Production Meetings: The Company Manager should attend Production Meetings, as available (classes take priority) or watch recordings that are provided by Production Management.
  4. Marketing Copy Creation:  The company manager will collect bios, headshots, billing, special thanks, etc. for marketing and the playbill. This information is then submitted via a show specific Marketing and Playbill Copy form, which will be provided to the Company Manager.  (Marketing copy should be sent to [email protected].)
  5. Playbills:
    • Receive the Playbill copy from CU Marketing Team, proofread, and take into tech rehearsal to get sign-offs from Cast/Creative.
    • Prior to opening night, ensure that the show playbills are in-house and there are enough for each performance in collaboration with the Manager of Academic Administration.
    • Playbills should be stored with the rest of the production’s materials.
  6. At first tech or another scheduled moment, meet in person with the Lenfest FOH Staff, Producer, Thesis Operations Manager, Thesis Production Manager, Stage Manager, and Director to discuss FOH details for the production.
Front of House and Box Office Duties:
  1. Ticketing form: In collaboration with the Producer, the Company Manager fills out this form for their show.
  2. Leap Event Ticketing: The company manager will receive login information for Leap Event Ticketing the Lenfest Front of House Staff. The Thesis Operations Manager will assist in training the Company Manager on the platform. The duties on Leap Event Ticketing include:
    • Adding names to verify who is using production holds and VIP/Industry tickets.
    • Checking ticket inventories daily for accuracy, potential duplicates, and ADA/VIP requests.
    • Communicating to Lenfest if any changes to inventories need to be made.
      Note, the Company Manager may add names to Leap Event Ticketing, but will not have the ability to remove them. If a duplicate ticket is found, please inform the Thesis Operations Manager.
  3. Distributing Ticketing Link to Cast and Creative Team: This should happen 48 hours prior to the Tickets Going on Sale Date.
  4. Confirm with Faculty about Ticket Needs. Please confirm with all Directing faculty to confirm the need for production holds for them, before all are filled or released.
  5. Updating Production Holds / Blocked Seats: In collaboration with the Producer, the Company Manager, at least once a week, will update Front of House / Audience Services Manager with any changes to the production holds or blocked seats. This is done via the Ticketing Form.
    • Final Deadline to Update Blocked Seats: 6pm the day before matinee performances, 12pm the day of evening performances.
    • Final Deadline to Release Unused Production Holds: 6pm the day before matinee performances, 12pm the day of evening performances.
      Note: Two(2) Production Holds must be held for each production for any last minute Company Manager needs.
  6. Headshot Display and Content Warnings: Prepare 8 x 10 printed headshots for the Lenfest lobby display. Printed headshots will need to be provided by the actors or printed with the production budget. At Final Dress, prepare the headshot boards and content warning printouts for opening. The content warnings need to be in Portrait orientation. Please print 4 for Lenfest FOH Staff. They can also print these, if sent ahead of time in PDF form.
  7. Pre-Show Communications: The Company Manager will confirm the VIP list prior to each production, in collaboration with the Producer, Director, and Thesis Operations Manager.
  8. Box Office Reports: Lenfest Front of House generates attendance and event wrap-up reports – (Note: reports can only be generated once patrons have begun registering). The Company manager prepares and distributes the Box Office report after each performance.
    1. Here is a sample box office report.
    2. Box Office reports should be sent to:
  9. No-Show Reporting: To help keep no-shows to a minimum, please report any current Columbia Student ticket no-shows using the box office report form.
Performance Duties

The Company Manager should be present 90 minutes before curtain for each performance (classes take priority). 

  1. Assuring, along with the Producer, that the playbills for the entire run are printed and delivered to Lenfest, prior to Opening.
  2. Prior to each performance, the Box Office Manager and Company Manager will go over the registration list to confirm the following:
    • Which production team members are sitting in the house, paying special attention to identifying anyone in the house prior to house opening who has not checked in.
    • Going over any VIPs expected at that performance and identifying any VIPs that may need reserved seating.
    • Any new cancellations or name changes for Production Hold tickets.
    • Confirm late seating policies specific to the show.
  3. The Company Manager will set up the lobby headshot display and playbills.  Headshot boards live backstage on the 4th floor.
  4. The Company Manager will work with Front of House staff to post reserved signs in the house prior to house opening.
  5. The Company Manager will sit at the Box Office table, and assist the Lenfest team with checking in patrons on Leap Event Ticketing.
  6. The Company Manager is responsible for welcoming VIPs with extra attention and support for their arrival and seating. Reserved Seating is available for VIPs in collaboration with the House Manager.
  7. The Company Manager will be a Theatre Program representative during House Open through late seating.
For more detailed information about Lenfest's Box Office Procedure, please see the Box Office Section.