What Does a Stage Manager Do in Community Theatre?

Ask anyone who has worked on a show who kept it together, and they will often point to the stage manager. The role is less visible than the director's or the lead actor's, but in community theatre it is one of the most important jobs in the building. This guide explains what a stage manager does, how the job changes from first rehearsal to closing night and how you can get started, with examples from Apple Hill Playhouse's archived notices.

The stage manager in one sentence

The stage manager organises the rehearsal process, keeps everyone informed and, once the show opens, runs every performance so that it matches what the director created. The director shapes the production; the stage manager makes sure it happens the same way each night.

At Apple Hill, the stage manager was one of the staff roles recruited for each season alongside the musical director, technical director, props, costumer and pianist, as a 2014 audition notice shows. Cast lists in the archive also credit stage managers for individual productions, including young stage managers in the children's theatre.

Before rehearsals begin

A stage manager's work often starts before the first rehearsal:

• Reading and marking the script. Noting every entrance, exit, prop, costume change and sound or light cue mentioned in the text.
• Meeting the director and designers. Understanding the concept, the set layout and the schedule.
• Preparing the rehearsal space. Taping the outline of the set on the floor so actors know where walls, doors and steps will be.
• Building contact and conflict lists. Collecting everyone's availability, which directors often ask for at auditions. Apple Hill asked performers to bring their calendars to auditions for exactly this reason.

During rehearsals

Keeping the prompt book

The prompt book is the stage manager's master copy of the script. It records blocking (where actors move), changes to the text, cue positions and notes from the director. If anyone needs to know what was decided, the prompt book has the answer.

Running the room

The stage manager keeps rehearsals on schedule, calls breaks, tracks who is needed when and makes sure the space is safe. In community theatre, where most cast members have day jobs and family commitments, a well-run rehearsal that starts and ends on time makes a huge difference.

Prompting and line notes

Once actors are off book, the stage manager or an assistant follows the script and gives lines when asked. Many also give line notes, reminding actors privately of words they paraphrased or skipped.

Rehearsal reports

After each rehearsal the stage manager sends a short report to the production team: what was worked on, who was absent, and any notes for set, props, costumes, lights or sound. These reports keep everyone working from the same information.

Technical rehearsals

Tech week is where the stage manager's preparation pays off. Lights, sound, scenery and costumes are added to the performance, and the stage manager works with the designers to set each cue's exact timing. Rehearsals slow down, sometimes stopping every few lines, while cues are written into the prompt book and practised until they run smoothly.

Running the show

Once the show opens, the director's job is largely done and the stage manager takes charge. A typical performance night includes:

1. Arriving early to check that the stage, props and equipment are ready.
2. Confirming that every actor and crew member has signed in.
3. Coordinating with the house manager about when to open the doors and start the show.
4. Calling cues from the prompt book, telling the lighting and sound operators exactly when to go.
5. Handling problems calmly, from a missing prop to a late entrance or a technical failure.
6. Writing a performance report noting running time, audience size and any issues.

In a small community theatre the stage manager may also move scenery, run a sound cue or hand an actor a prop, depending on how large the crew is.

Skills a good stage manager needs

• Organisation. Lists, schedules and a well-kept prompt book are the foundations of the job.
• Clear communication. Messages need to be short, accurate and sent to the right people.
• Calm under pressure. When something goes wrong mid-show, the stage manager decides what happens next.
• Diplomacy. Stage managers work between actors, directors, designers and volunteers, and need to keep everyone on side.
• Attention to detail. Small things, such as a prop placed on the wrong table, can derail a scene.

How to get started

Most stage managers learn on the job. Common routes into the role include:

• Assistant stage manager (ASM). Working alongside an experienced stage manager is the best training there is.
• Running crew. Moving scenery and following cue sheets teaches how a show runs from backstage.
• Children's theatre. Shorter shows with smaller technical demands are an ideal first production to manage.
• Apprenticeships. Apple Hill's summer apprentices trained in stage crew work, and some were selected to stage-manage a whole children's production. Read more in our guide to theatre apprenticeships for teens.

If you are interested, let your local theatre know. Many companies struggle to find reliable stage managers and will gladly pair a keen newcomer with an experienced mentor. Our community theatre volunteer guide describes other backstage roles too.

What goes in a stage manager's kit

Experienced stage managers keep a kit that travels to every rehearsal and performance. Contents vary, but a typical kit includes pencils (never pens, because blocking changes), erasers, a highlighter set, spike tape in several colours for marking the floor, gaffer tape, a small torch or clip light for reading in the dark, safety pins, a sewing kit, scissors, a basic first-aid kit, pain relief and plasters, cough sweets and a stopwatch for timing scenes and running times. Many also carry spare batteries for radio microphones and headsets, a copy of the contact sheet and a laminated emergency plan for the building. The kit is a small thing, but it means the stage manager can solve most minor problems without stopping the show.

Why the role matters

A community theatre production brings together people with very different levels of experience, all giving up their evenings to make something together. The stage manager is the person who turns that energy into a show that runs reliably from opening night to closing. It is demanding, sometimes invisible work, but deeply satisfying, and many of the most respected people in any theatre company started out holding the prompt book.

Conclusion

If you like organising, solving problems and being at the heart of a production, stage management may be your role. Start as an assistant, learn the craft and before long you could be calling the cues yourself. To see how one theatre listed its production staff and roles, browse Apple Hill's archived 2014 audition notice and apprenticeship program.