Event & Stage Management

We recommend that someone is dedicated to Stage/Hall Manage the event and to liaise with the Company; ideally someone different from whoever is managing Front of House or the Catering/bar or the box office. Some jobs could double up depending on the venue and the nature of the event, but we’d certainly recommend at least two people to cover the above jobs!

Stage/Hall Management Responsibilities

The first thing is to arrange to have someone meet the Company at the venue and show them around.

Theatre companies will usually bring a stage manager/technician with them, who will help you to run your event. However the music groups will generally not, although they will be used to working in ‘non-theatre’ venues. They may need to know where the power supply/fuse box is.

It is often best not to lay out any chairs until the Company arrives (especially for theatre companies who may need a lot of space during their Get In), unless this has been discussed beforehand and both you and the Company are clear about what is best.

Please read Hall Layout to ensure that ALL the audience AND the performers have the best possible chance to enjoy the evening.

Turn on the heating in advance if necessary or, more rarely, open the windows! NB. Make sure the heating in the ‘Dressing Room’ is the same temperature as in the main hall, especially for musicians; otherwise their instruments go out of tune.

When the performers arrive, discuss immediately with them:

• How many tickets you’ve sold;
• A time to layout the seats;
• Where/how someone can be contacted during the day;
• Safety issues (exits/seating layout)
• If you are providing food for them check when they would like to eat. If not, suggest somewhere local where they can get a meal or a snack;
• Running times and interval times (Remember: performers may have a long journey after the show).

Running the show

Before Opening the Doors

Theatre company stage manager/technician will generally be proactive in talking to you about arranging how to start the show and the second half. However the music groups may not and this means that you may well need to initiate a conversation!

In any case you need to discuss:

• When they will be ready for you to let the audience in
• How to deal with latecomers
• How they want to start / finish the show: let them know if there are any introductions / speeches you’d like to do, whether there will be a raffle, etc.

Do a final safety check before the show. For further information please refer to Health & Safety - Risk Assessments. It is pretty much common sense stuff.

• Check with the performers before opening the doors;
• Discuss how to handle the lighting. If possible be subtle with the lights! Banging them on/off can really destroy the atmosphere!

Traditionally performers are given ‘calls’ in the lead up to a performance. At least give them a warning before the doors open and 5 minutes before you want to start.

You could really impress them if you do this as per a professional theatre!  A ½ hr call (35 mins before), a 15 mins call (20 mins before), a 5 mins call (10 mins before) and a beginner's call (5 mins before).

During the show

Enjoy it, but be alert: you are responsible for both the audience and the performers.

• Try to keep extraneous (!) noise, light and general disturbance to a minimum;
• Watch out that your refreshments people aren’t too keen – and noisy!
• Have a policy on noisy food (e.g. crisps or sweets) during the show.
• If possible be subtle with the lights! Banging them on/off can really destroy the atmosphere!

Check both the performers and the audience are happy at the interval and if they’re not, try and sensitively change things. (E.g. ask the chatty table at the front to pipe down!)

After the show

• Move the chairs so the company can have an easier ‘get-out’ and, of course, don’t forget to thank them!