The Stage Manager acts as the central communication hub for any theatrical production, managing the flow of information between the artistic team, the cast, and the various technical departments. The Rehearsal Report is the essential daily log of all rehearsal activities, progress, and immediate production needs. This documentation provides clear, unified communication to keep the entire company aligned. The daily record ensures that decisions made in the rehearsal room are immediately communicated to the shops and offices responsible for implementation.
What Is the Rehearsal Report?
The Rehearsal Report is the official written record of the entire production process, starting from the first read-through until the show moves into the performance venue. It tracks decisions made by the director, notes technical needs identified by the actors, and documents logistical conflicts that arise during the session. This standardized record maintains continuity and ensures accountability among all members of the creative and production teams. All departments rely on this daily summary to understand their specific tasks and the overall state of the show’s preparation.
The Standard Frequency of Rehearsal Reports
Rehearsal Reports are generated and distributed daily following the conclusion of the rehearsal session. This daily rhythm is maintained throughout the active rehearsal period, which typically spans four to eight weeks depending on the production scale. The Stage Manager sends the report promptly, often within a few hours of rehearsal ending. This allows departments like the props shop, scenic construction team, and costume makers to process the notes and prioritize their work for the following day.
Key Information Included in a Rehearsal Report
The Rehearsal Report is structured as a professional document requiring clarity, objectivity, and precise detail, focusing on the logistical necessities of the production. It provides a standardized framework for capturing distinct types of information gathered during the rehearsal day. The Stage Manager compiles all observations and requests into this single report, ensuring every department receives a comprehensive view of the show’s status.
Schedule and Attendance Notes
Every report begins with a clear accounting of the day’s schedule, detailing the actual start and end times of the rehearsal, along with scheduled breaks and meal periods. This section formally tracks the attendance of all company members, noting who was present and recording any instances of tardiness or absence. Accurate attendance tracking is required for payroll, union compliance, and monitoring the punctuality of the cast and creative team.
Notes on Scenery, Props, and Costumes
Specific material needs and repairs requested during the rehearsal are logged in dedicated sections for the physical elements of the production. This includes documenting issues with scenic elements that need repair, requests for new or replacement props, and recording actor measurements or costume adjustments requested by the designer. This information directly drives the work lists for the technical director and the various shop supervisors.
Lighting and Sound Notes
The report serves as the official mechanism for communicating technical requirements to the lighting and sound departments. The Stage Manager records requests for new lighting cues, notes equipment malfunctions, or details necessary focus changes to the stage lights. Similarly, any sound issues, such as microphone problems or requests for new sound effects, are formally documented here so designers can address them before the next rehearsal.
Director and Designer Requests
A separate section records artistic or design decisions made by the director or lead designers that affect other production departments. This might include altering the blocking in a way that requires a scenic change or choosing a different style of prop. Formalizing these decisions in the report ensures that the entire team is aware of the change and can implement the necessary adjustments.
Overall Progress and Atmosphere
The report concludes with an objective summary of the day’s accomplishments, detailing which scenes were rehearsed and the progress achieved toward the staging goals. The Stage Manager also includes a brief summary of any general issues encountered, such as problems with the rehearsal room temperature, scheduling conflicts, or logistical hurdles. This section provides the management team with a concise overview of the day’s efficiency and mood.
Determining the Distribution List
The Stage Manager customizes the distribution list for the Rehearsal Report based on the specific needs and structure of the production. Standard recipients include the Director, all relevant Designers (Set, Lights, Costumes, Sound), the Production Manager, and the Technical Director. In larger productions, the distribution often extends to include the Producers, General Management, and the Company Manager. The Stage Manager ensures that only relevant parties receive the report, often using internal flagging mechanisms to draw attention to specific departmental notes. This targeted approach prevents inboxes from becoming cluttered and directs attention to the most pressing needs for each recipient.
When Rehearsal Reports Are Not Required
While daily distribution is standard practice, there are specific exceptions when a formal Rehearsal Report is not generated. Reports are not required on scheduled days off, commonly referred to as “dark days,” or during holidays and pre-scheduled breaks, as there is no rehearsal activity to document. Additionally, in cases of unexpected cancellations, such as severe weather or facility issues, a formal report is often unnecessary. If an emergency communication or logistical change occurs on one of these days, the Stage Manager typically sends an abbreviated “Emergency Note” or “Company Alert” instead of a full Rehearsal Report.
The Shift to Performance Reports
Once the production transitions from the rehearsal room into the theater for technical rehearsals and formal performances, the Rehearsal Report is replaced by the Performance Report, often called the Show Report. This documentation shifts focus from creation and logistics to execution and maintenance, detailing how the show is run each night. The new report tracks technical issues, documents audience notes, and records the status of understudy or swing performances. It also details general maintenance needs, such as a broken prop or a repair to scenery. Performance Reports maintain the daily frequency of their predecessors, being sent out immediately following the performance so technical crews have their repair list for the following day.