Job Description: Props Supervisor

The Props Supervisor is the person who over-sees the procurement of all props (items used by the actors during the course of the show) and is responsible for ensuring that props are accoun-ted for and in their proper location for the run of the performance. Sometimes procurement and run duties are delegated to more than one Props Supervisors. Sometimes the Props Supervisor also is responsible for Set Decor duties.

PRE-PRODUCTION

  • Obtain budget figure and production forms from the Production Manager. Itemize all expenses on the forms provided by Production Manager. Attach receipts.
  • Read the script to familiarize yourself with its story and production needs.
  • Discuss with the Director (and, perhaps, the Set Designer and Decor Supervisor, if there is one) the type, size, color and time period of props needed for the show. Determine the date by which all props should be in place.
  • Prepare a master list of any props noted in the set description, stage directions or props plot at end of script. Include any additional items requested by Director and delete any items Director deems unnecessary. Determine if there are any duplicate items needed because of intentional or accidental destruction.
  • Determine what food items will be necessary to provide or duplicate with something else. Find out from cast about any allergies or other illnesses, such as diabetes, to make sure food items and liquids will not cause any reactions to actors.
  • Determine with the Costume Designer if there are any personal prop items which will be considered as part of the actors’ costumes.
  • Discuss with the Director what rehearsal props will be required and the date by which they will be first needed.

REHEARSAL PERIOD

  • Oversee the borrowing, buying or making of all props. Consult ACT Theatrical Properties Committee Chairperson to locate and use any ACT props.
  • Obtain rehearsal props as soon as possible.
  • Ask ACT Operations Manager for permission to offer complimentary tickets or advertising to businesses or individuals donating prop items for the show.
  • Assume responsibility or make arrangements for picking up and returning borrowed items.
  • Determine number of crew persons needed for final rehearsals and performances and contact volunteers from list provided by Production Manager, your own sources or past crews.
  • Attend run-throughs as necessary to determine the location of props at the start of the perfor-mance and track their use during the show. Confirm with Director and Stage Manager.
  • Prepare Prop Plots according to acts. Note pre-set items and from which side of stage all other props originte. Indicate which items need to be struck or set during scene changes.
  • Review Prop Plot with the Stage Manager. Make copies of final plot for stage managers and all members of running crew.
  • Have the running crew members attend some final run-through rehearsals before cast moves to theatre to become familiar with the show.

AT THE THEATRE

  • Consult with Set Designer and Construction Chief, Mishler Technical Director and Stage Manager to determine best placement of prop tables.
  • Set up prop tables and cover with paper so you can mark prop items on it; this way, props are consistently returned to the same location and it’s easy to see if a prop is missing.
  • Arrange with Mishler Technical Director for prop table running lights as necessary.
  • Arrange to secure valuable or potentially dangerous props.
  • See that all props are moved into theatre from the rehearsal hall.
  • Review with Stage Manager and Actors which props will be considered personal props, especially any which actors will keep downstairs in the dressing rooms.
  • Submit to the Operations Manager a list of all businesses and individuals who lent furniture and decor items for acknowledge-ment in the playbill. Also submit a list of all volunteers working with you on the Props crew. The deadline for this generally is the Sunday of load-in weekend. Also submit your bio for the show program.
  • Distribute Prop Plots to the running crew members and assign who will strike or set specific prop items.
  • Advise all running crew members to wear dark clothing so they will be as unobtrusive as possible during visible scene changes. All crew members should have flashlights.

PERFORMANCE NIGHTS

  • Arrive at theatre early on final rehearsals and show nights in sufficient time to preset and check props onstage and backstage. Note that some shows do not use the act curtain and the set is not accessible once the house is open to arriving audience members.
  • Take special precaution with food and perishable props or items coming into contact with food or perishable props. Refrigerate items as necessary. Dishware, glassware and utensils used during a performance should be washed thoroughly before the next performance.
  • Double check with actors to make sure they have personal and costume props.
  • After each performance, make sure all props are returned to proper placement for the next performance. Secure all valuable props.

POST-PERFORMANCE

  • Make sure all props have been returned to prop tables.
  • Preset the stage for the next show.
  • Clean glassware, plates and utensils used during performance.

POST-PRODUCTION

  • Oversee strike of all prop items to ACT building. Arrange for all borrowed items to be returned within one week of strike.
  • Work with ACT Theatrical Properties Com-mittee Chairperson for return of any ACT props to storage and to add new items to inventory.
  • Complete production report and return it to Production Manager within one week of strike with receipts attached as appropriate.
  • Submit necessary forms for reimbursement of expenditures within one week of strike, with receipts attached as appropriate.
  • Send thank you notes to businesses and individuals who lent prop items for the show.