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BSC Production Procedures and Duties

Properties Supervisor

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The Property Supervisor is responsible for collecting and creating the hand, set, and dressing properties used in the production, for assisting the stage manager in acquiring the necessary rehearsal properties, and for proper placement and care, or "running" of the properties during dress rehearsals and performances.

Preparation and Rehearsal Period

• -Read and study the play, attend the first read-thru if possible, and early blocking rehearsals if convenient, in order to determine the context of the properties in the production. Attend the run-thrus of each section of the play as it is put together.
• -With the assistance of the designer, prepare a working list of all set and dressing properties.
  1. Note from the designer’s model and sketches all the set and dressing properties indicated.
  2. Confer with the designer concerning the size, style, color, or function of each item.
  3. Obtain a ground plan indicating location of all the items.
  4. Confer with the designer and/or technical director regarding which items are to be constructed by shop carpenters, and which items the designer wishes to personally select. Also confer with the designer concerning possible sources of items, and necessary research sources for style and nature of items.
• -With the assistance of the stage manager and director, prepare a working list of all hand properties.
  1. Confer with designer and director on special requirements or appearance of each item.
  2. Confer with costumer to determine which properties he/she will be responsible for.
  3. Confer with director and designer concerning possible sources of items and necessary research sources for style and nature of items.
• -Perform necessary research on style and nature of required properties.
  
• -Confirm necessity of each item o the working list with the director and designer.
  
• -Prepare a comprehensive working list, divided into hand, set, and dressing properties, and columns provided for "source," "date borrowed," and "date returned."
  
• -Confer with the director and/or stage manager, and assist in the early acquisition of rehearsal properties.
  
• -Discuss budget with the technical director, determining items which must be purchased or rented, and follow procedures for purchase approval, acquiring petty cash, and managing funds.
  
• -Organize property crew. [A large crew is helpful, a committed one even better.]
  1. Determine which crew members can work the run of the show. Generally, the same crew must work all technical rehearsals and performances. Consult with the master carpenter or technical director concerning shared crew responsibilities to keep the backstage numbers to a minimum but efficient and adequate.
  2. Determine which crew members have special access, either through employment or family connections, or because they have transportation or commute from someplace where particular properties are available.
  3. Divide the list among the crew.
• -Develop a search procedure for acquiring properties. Sources:
  1. Properties owned by the theatre.
  2. Borrowing from other theatres.
  3. Borrowing from private sources, including members of the cast, crew, and friends in the community.
  4. Purchasing the property (consult with designer and/or technical director). Check, in order:
     1. Used goods industries and shops (Salvation Army, Morgies Goodwill, AmVets)
     2. Freight damaged and remaindered merchandise houses (Building 19, Ocean State Job Lot)
     3. Discount stores and shops.
     4. General merchandise stores (Walmart, K-Mart)
     5. Specialty stores
  5. Modification of a property on hand, or one purchased inexpensively, or assembly from purchased parts.
  6. Fabrication in the shops (consult designer for design details, technical director for tool and material and space availability).
  7. Borrowing from commercial sources when purchase costs are too high. Program credit can be provided cooperating merchants.
  8. Rental from properties suppliers or commercial sources.
• -Begin locating items for the production. If there is any chance the item may not be right, and it is difficult to return, measure and sketch it with color notations for the designer. If it is to be purchased or rented, determine the price. If it is to be borrowed, determine the terms under which it will be loaned.
  
• -After approval by designer, make final arrangements for pickup. Arrange for transportation to pick up items prior to prop parade and to return them on the first working day following strike.
  
• -As rehearsals progress, check daily with the stage manager and technical director for changes in the working property lists.
  
• -Attend late run-thrus to determine placement and use of properties.
  
• -Review total working lists and update them. Then prepare a master property plot, divided into hand, set and dressing properties. For set and dressing properties, indicate scene and location. For hand properties indicate actor and side of stage of entry. Review the list with the stage manager, and provide copies to the director, designer, stage manager, technical director, running crew, and post backstage for quick reference.
  
• -At time designated for "prop parade," check out with designer and director every property and item of set and dressing to be used. Make necessary changes and corrections before the first full technical rehearsal.

Technical Rehearsal Period

• -Prior to the first technical rehearsal:
  1. Place each item of furniture or other set property on stage in position. After approval by the designer and/or director, assist stage manager in marking positions with spike tape for each scene.
  2. Place all dressing and small property items for each scene. After approval by designer and/or director, record the specific location of each item on the master plot.
  3. Set up property tables on each side of the stage with designated locations of each hand property to be picked up by actors on the appropriate side of the stage.
  4. Prepare a special list of actors’ hand properties which actors will keep with them, which need to be personally checked each night with the actor to be certain he/she has it.
• -Organize the properties running crew and assign duties very specifically so that each member knows exactly what he/she is to move from where to where and when. Be certain the assignments are recorded and posted and that each crew member makes his/her own notes.
  
• -While work continues on set during the technical rehearsal period, cover and remove set and dressing properties nightly. All show properties are inventoried nightly and properly stored in a locked space. Guns and very valuable items are locked up nightly in the theatre safe.

Dress Rehearsal and Performance Period

• -See that all food properties are purchased or prepared fresh daily,a nd that all containers and utensils are hygienically cleaned.
  
• -Assist assistant stage manager in clearing and cleaning the stage and backstage areas for setup.
  
• -Place all set, dressing, and hand properties in their assigned locations and notify stage manager when prepared for actors’ properties check.
  
• -Make certain crew members are on duty on time and properly rehearsed for shifts and changes of properties.
  
• -Secure all properties at the end of each performance, either properly stored or in place for next performance.
  
• -Assist with set-ups for photo call.
  
• -Following final performance:
  1. Immediately remove all properties from the stage.
  2. Properly store all theatre-owned properties.
  3. Collect all bills, receipts and cash purchase slips and submit them to the business manager.
  4. Arrange for and supervise return of all loaned items and all rented items on the first work day after strike.

 

Seven Rules of Borrowed Property Management

1. Record loans, and document condition when acquiring.
2. Centralize responsibility
3. Don’t borrow the irreplaceable.
4. Give preferential care and security
5. Return promptly
6. Give recognition (if desired)
7. Look out for trophy hunters

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